“Integrating Property Management with Emergency Recovery” Ivonne Bachar, CPPM CF Director, Property Management Office Stanford University

Today’s Discussion Points  Context  Why Property & Emergency Recovery Integration?  Key Collaborations  Risk Assessment Tools  Infrastructure Adjustments

Context  Focus on increasing value of Property Management Operations  Integrate with Enterprise Risk Mgmt. Efforts How do we fit?

Why Property & Emergency Recovery?  Integral to Risk Management Strategy  Instrumental for Effective Mitigation  Part of Mission Critical Business Process  Business Continuity is Critical  Personnel Safety of Primary Importance  Future Award funding may be jeopardized A Prime Opportunity and Responsibility for Property Managers

Key Collaborations  Distributed Property Management Personnel  Business Units and Departments  Institutional Compliance  Internal Audit  Public Safety or Security  Facilities  Application Support

Risk Assessment Matrix Examples

Risk Levels  Here is another approach to assigning risk level on an asset by asset level.  Focus on mission criticality vs. likelihood of an risk event occurring

Root Cause Analysis (RCA)  A systematic process To identify the underlying cause of a problem  In all RCA methods, remember that the focus of investigation and analysis, steps include: State the problem Gather information, data and evidence, as needed Determine the root cause of the problem Identify recommendations to prevent a recurrence Implement the solution

“5 Whys” Strategy  A strategy to look at a problem and ask… “Why did this happen?” “What caused this problem?” Although the method is called the “5 Whys,” you may need more or less than five questions  Depends on the complexity of the event.  Keep asking “why” until the underlying cause is revealed.

Acquisition Policy and Procedure Adjustments  Must support highly situational conditions  Incorporate flexibility and adaptability for emergencies  Prioritize internal activities and decisions Establish condition assessment criteria Identify authorized individuals Define funding usage Streamline repair and replacement process

Business Processes & Records  Triage strategies and steps  Documentation  Key Records Data Elements Risk Likelihood Ranking Asset Criticality Category Comparative Photos “Mission” for which it is critical  Systems and Reports

Assessment, Disposal, & Replacement  Define roles & responsibilities  Document delegated authorities  Establish damage assessment process and protocols  Inventory and segregate damaged items  Clarify parameters for suspension of standard replacement processes Establish robust reutilization processes Expedited purchasing, alternate receiving and identification, etc.

Communications  Maximize use of technology but remember its limits  Organizational Personnel  Sponsor Representatives  Establish Alternate Methods

Results of Effective Program  Our overall goal is to facilitate resuming the organizational mission as soon as possible after an emergency Rules and Requirements Orgs, Policies, Procedures, People Assets, Tech Infrastructure Property Professional Skills