Business Continuity Planning University of Houston-Clear Lake Business Continuity Planning Office of Emergency Management University of Houston-Clear Lake

What is Emergency Management? The mission of the emergency management at the UHCL is to: Prevent/Mitigate Prepare for Response to Recovery from, and

Business Continuity Planning Regulations Business Continuity Planning (BCP): Ensures compliance with Texas Administrative Code 202.74 Business Continuity Planning. Ensures compliance with Texas Department of Public Safety – State Office of Risk Management Directive, Dated October 24, 2013. Ensures compliance with Texas Labor Code, Title 5, Subtitle A, Chapter 412, Subchapter 1 – General Provisions. Assist in the mitigation effects of unexpected events which may disrupt normal business operations. Is a living document.

Purpose and Objective Purpose and Objective Improve readiness and response Guide for departments to continue functions through any disruptive incident Objective: Identify processes and improvements that would minimize or eliminate the amount of time and resources required to resume business.

Why is Continuity Planning Important? Day 1…….Day 3…….Day5…………………….Day11…… Why is Continuity Planning Important? Qualitative and Quantitative $$$ Day 1…….Day 3…….Day5…………………….Day11……

Key Elements of Continuity Planning Essential Functions & Plan Development Business Impact Analysis Test & Exercise Implement & Maintain Use Priority Listing to Identify Essential Functions Identify 3P’s Implement the Plan Develop Plan Address Individual Functions Identify Critical Interruptions Maintain the Plan Training Assess the Impact & Prioritize Recovery Strategies Identify Gaps Annual Review

Life, Property and Processes Identify the resources/assets (Life, Places, Processes): Life, Property and Processes Life Property Processes Students, Employees, Visitors, Animals, Vendors Infrastructure & Facilities Business Cycles & Critical Dates Communications & Notifications Data & Vital Records ICT Systems & Single Point of Failure (SPOF) Operational Dependencies & Alternatives Backup Availability Assets, Equip & Supplies

Department’s Function  Instruction  Student life support  Laboratory research  Research support  Other research  Facilities support  Administration  Other (describe):

Department Objectives Describe your teaching, research and/or service objectives during an emergency. Examples include: Ensuring access to clinical research documentation at an alternate location or switching lectures from classroom setting to an online offering. Objective 1: Objective 2: Objective 3:

Department Contacts Department Contacts Primary Contact Name Phone Number Campus Address Email address Dept. locations Secondary Contact Name Phone Number Campus Address Email address Dept. locations

Data Information/Systems Is computer data backed up regularly? Is data accessible from an alternate location? Is data accessible when the network is down? System Are information systems essential during an emergency? include details in your plan

Department Emergency Communication  Phone  Email  Text messaging  Call tree  UHCL web sites  Pager  Instant messaging  Other (describe): Electronic Billboard, Radio/TV

Critical Essential Functions Critical essential functions are those functions that must continue or resume rapidly after a disruption of normal activities. The critical interruptions matrix will assist in determining whether or not your area has any essential functions. Essential functions are listed as people, places or processes that must continue functioning during a wide range of emergencies.

Critical Interruptions Matrix Condition Days Comments 1 – 2 3 – 4 5 – 10 11+ Critical program space & facilities are damaged or not available Critical equipment is damaged or not available Centrally provided power becomes unavailable Communications via phone, fax, email, and internet becomes unavailable Central Information Systems are non- functional. Mission critical data is not unavailable Local information systems (LAN or desktops) become non-functional Staff is impacted by the disaster and not available to work Critical business partners or vendors are unable to provide goods or services

Essential Functions Listing Primary Alternate Second Alternate People Responsible Phone Numbers

Interdependencies Interdependencies What are your department’s business interdependencies? What do you need from other departments to perform critical essential functions? List below the other products and services upon which your department depends on and the internal UH departments that provides that service. 1. Dependency (product/service): Provider (UHCL department): Has contact been made with dependency department to confirm services will be available for your department during an emergency? D D YES NO Date Contacted: Contact Person:

External Dependencies What are your department’s business external dependencies? What do you need from departments outside UHCL to perform critical essential functions? Dependency (product or service) Primary Alternate Supplier/Provider Phone Numbers

Leadership Succession Name Phone Number Alt Phone Number Head of BCP First Successor Second Successor Third Successor

Vulnerability/Risk Assessment Considering your objectives, dependencies and essential functions, list below your vulnerabilities, and whether or not you can mitigate this vulnerability or area of risk. If yes, what mitigation strategies have you implemented or could you implement in order to minimize the impacts from this vulnerability/risk? This may be the most important step of your emergency continuity planning process. Formulation of your mitigation strategies may require reevaluation of your objectives and functions. Vulnerability/Risk Can you mitigate? Mitigation Strategies Yes/No Example: UHCL Emergency Operation Center depends on internet access to function properly. Yes Hotspot ($480.00 annually) Request priority access from IT

Exercising Your Plan Exercising Your Plan

Resumption Resumption RESUMPTION OF NORMAL OPERATIONS Describe your BCP to fully resume operations as soon as possible after the crisis has passed. Identify and address resumption/scheduling of normal activities and services, work backlog, resupply of inventories, absenteeism, the use of earned time off, and personal needs.

Plan Approval Plan Approval

Questions? Questions? Be Prepared Make A Plan Be Informed Albert Black, B.S. Director, Emergency Management & Fire Safety E-mail: blacka@uhcl.edu Office: 281-283-2250 www.uhcl.edu/facilities/emergency-safety