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From Implementation to Testing: Information Technology Disaster Recovery Planning for Universities Cheryl Barkby and Ed Gregory Information Services DePaul.

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Presentation on theme: "From Implementation to Testing: Information Technology Disaster Recovery Planning for Universities Cheryl Barkby and Ed Gregory Information Services DePaul."— Presentation transcript:

1 From Implementation to Testing: Information Technology Disaster Recovery Planning for Universities Cheryl Barkby and Ed Gregory Information Services DePaul University Copyright Ed Gregory, Cheryl Barkby, This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author.

2 Today’s Agenda Background information Overview of DePaul’s Information Technology(IT) Disaster Recovery Plan Selecting a hotsite vendor How to secure funding Importance of exercising/testing DePaul University’s response to September 11th

3 Importance of Disaster Recovery Disaster Recovery Journal has reported:  “94% of companies that experience a catastrophic data loss go out of business within two years.” Source: Yatish Mishra, “Can Your Company be Liable for not Implementing DR Plans?”, Disaster Recovery Journal, Summer  “97% of respondents reported that their specific plans needed to be altered in light of the new realities of Sept. 11 attacks, and about half of those said that the needed alterations had to be complete or significant.” Source: Robert Chandler, Ph.D., J.D. Wallace, Ph.D., “What Disaster Recovery Experts Were Thinking Just After the Attacks”, Pgs , Disaster Recovery Journal, Winter 2002.

4 DePaul University: Who we are Founded in 1898 Largest Catholic university in the U.S. 8 th largest private university in the U.S. Over 23,000 students Over 4,000 faculty and staff Total of seven campuses: two within the city of Chicago, five in the surrounding suburbs

5 Overall Map of DePaul

6 Map of Downtown Campus

7 Previous disaster recovery efforts were minimal Original plan designed for mainframe operations Plan then updated for Y2K compliance  Contracted for hotsite  No exercising/testing was planned or done

8 IT Plan Review for New System In August of 2001, review was necessary due to the university’s transition from a mainframe computer system to PeopleSoft. Events of September 11, 2001 forced further scrutiny. Steps necessary to update plan  Revise DRP team  Produced walllet-sized cards  Verify mission critical business applications  Update processes and procedures  Perform data, hardware, and software inventory

9 IT Disaster Recovery Planning Process

10 Selecting a HotSite Vendor DePaul analysis  Analyzed three hotsite vendors, including current provider.  Selection criteria Number of sites available Distance from site Equipment Cost Contract  Selected SunGard as sole vendor

11 Securing Funding DePaul’s method for securing funding  Received executive support  Created proposals detailing: Hot-site services Emergency communication tools Off-site storage Back-up web presence Back-up Internet connection Suggestions for acquiring executive support  Scare the executives  Stakeholder support  Solid proposal: Cost of not having recovery plan Possible disaster scenarios Keep it simple

12 Exercising/Testing Preparation for exercise Review of exercise for IT mission critical systems Exercise outcomes  Problems identified  Software and hardware changes  Updated procedures Demonstrated need for additional funding Post-exercise meeting

13 Overall University Response to September 11 Chaotic response/evacuation on September 11 th Further response to events:  Performed external audit of disaster recovery plans for key areas. Discovered numerous areas that lacked a plan or required major updating. Overall guidance and cross-divisional collaboration were not in place.  Began updating university-wide disaster recovery plans including: Communication processes ( , back-up phone system, pagers) Evacuation and emergency procedures Began to develop a comprehensive university plan.

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15 Overall Timeline

16 Final Recommendations Testing/Exercising is key: IT, evacuation, communications Collaboration with other university departments, especially business units Perform Business Impact Analysis (BIA) Analyze all hotsite options: outsourcing, internal, mobile Obtain certification Make use of consultants/experts Network with other universities about their experiences

17 Vendor and Website Information Vendors:  Strohl Systems, Contact: Matt Ott,  SunGard,  Iron Mountain, Useful Websites:  Disaster Recovery International Institute:  Disaster Recovery Journal:  Contingency Planning Management:  Continuity Insights:

18 Contact Information Ed Gregory  Manager of Data Center, Information Services   Cheryl Barkby  DRP Analyst, Information Services   Questions?


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