Rutgers University Super Storm Sandy -After Action Review Steven S. Keleman
Learning Objectives Upon completion of this program you will be able to: 1. Construct an Emergency Action Plan 2. Prepare for the Next Disaster 3. Acquire the Knowledge to Continue Operations 4. Focus on what s important for the future: Plan, Train, Exercise
Process Review situations Present actions taken Look at out comes Further investigate / explore issues Localized or widespread Evaluate actions Review options Make recommendations
Forecast and Approach Super Storm Sandy Storm Forecast moved each day (starting Oct 22) Land fall ranged from DelMarVA to Boston Frankenstorm Hurricane force winds Land Fall just south of Atlantic City http://www.nhc.noaa.gov/archive/2012/graphics/al18/loop_5nlw.shtml
Expected Problems - Weather Storm Surge Main campus in North West Quadrant Winds / Directional Change (max 110mph) Rain Reduced in amount No Raritan River Flooding
Campus Precautions Remove or Secure campus items Close Construction sites / secure debris Facilities readies equipment Top off generators / fuel Housing readies supplies All ready staffs Done by October 26 th
Saturday October 27 th Football occurring State looking to set up shelter during game Facilities / Recreation / Housing notified Governor Issues weather state of Emergency to allow for storm preparations No Travel Ban issued
Sunday October 28 th State Shelter Site Selection (RAC REC Centers) Resources (from State) Hurricane Irene Planning aided but state plans not complete Housing set up cots with Facility assistance Recreation Staff State shelter (not Publicly listed, was full)
Time an issue for Shelters Buses from Atlantic County arrive around 2 pm Food / Water Material Services @ 6pm The State Opened the shelter ahead of all supplies Medical DMAT teams attempted to set up on own at the Busch Campus Center, this was addressed by RUPD. RAC option as a shelter was always on the table RU addressed the need for resources prior to opening, and a generator in case of power loss Communications with state through out the entire event in respect to resources, sheltering, assistance and information exchange
Campus Status Sunday October 29 th Cancel classes Monday / Tuesday Weather Alert for employees Other Communications from Campus Info NB Travel Ban Message RT 18 closed but reopened by the state.
Federal Declaration Monday October 30 th Watch progress of storm Buses shut down at 3 pm shuttle to operate after for stranded students Power PSEG Power down as precaution to limit damage to sub-stations
Campus Status - Monday Already Canceled classes Monday / Tuesday Close the University noon Monday Wednesday at 5pm Other Communications NB Travel Ban Message Use of RU ID
Tuesday October 30 th Governor and OHSP Director mentioned RAC at separate press conference. This was concern for evacuees showing up on own. Power out Cook /Douglas College Avenue Power restored to Busch/Livingston later in the Day Initial Evacuation to Buildings with generators then Evacuation to B/L due to NB City Water problems Fuel shortage vehicles / generators / workers Public Transit Shut Down Restoration of Power given in days from PSEG
Technology Issues Locking of doors for academic Buildings Freezers and experiments Data networks / email / VOIP loss (reduced ways of communicating) Communications Cell Carriers reduce data on systems cell towers on generators running out of fuel Newark campus phone systems down
University Status - Tuesday No classes through Friday Communicate information during technology outage Use of text messaging all campuses to send information. Social media also utilized Radio / TV
Student Evacuations Student Population Initial to Dorms with Generators then to Busch Livingston Buses utilized to do a coordinated evacuation Staffing from Res-life and Police to coordinate Student Centers operation students from wards on campus Dining moved operations and food to Busch-Livingston coordinated return when power restored
Other items occurring NC Baptists Men to set up food production facility at golf course University Inn full and requesting assistance for guests Buses and medical patients still arriving to a full shelter through out day. (addressed with the state)
Wednesday October 31 st Medical patients 20+ need skilled nursing care Rock off generator is not running Building dark Health Centers open on B-L CAPS Open best they can. 360 hot water down take time to bring up. Fuel deliveries - arriving
Campus Status Update - Wednesday Campus Update of conditions including Water Power Residence halls Dining Camden Updates Newark Updates
Thursday November 1 st OHSP conference call in respect to the RAC Generator needed to open Power Restored to C /D Dorms checked and reopened Buildings on NB circuits still down - ASB 2 3 and Pub-safe, Helyar, Henderson. Reports From Extension Areas coming in.
Business Continuity Due to extended power outage some units needed to find accommodations to set up shop. Use of open space to relocate offices / employees from buildings with out power to open campus space Department plans need to be addressed for recovery / restoring services
Demobilize Shelters Friday Nov 2 nd Question on Saturday classes no class until Monday Power ASB 2 with a Generator ASB 3 Unable to power with Generator due to electrical configuration
County inquired about using RU building as a county shelter facility Saturday Nov 3 rd Questions about moving Servers from ASB 3 to Hill Center, Plan devised to relocate for Monday.
Sunday Nov 4 th Power up at remote Cook/Douglas locations ASB 3 Technology move halted in progress County Shelter opened
Other Items Power outage on C/D on Tuesday Nor easter following week Livingston REC County Shelter Closed Wednesday November 21 st Community Follow up Academic Outreach Continued Housing of Rockoff Students due to no power (utilized Bishop Quad) Elections Damage assessment and accounting FEMA Submissions
Recommendations Develop a university policy for business continuity planning The policy will prescribe actions to preserve and protect assets and ensure the continuity of operations during emergencies. Identify locations that need emergency generators and rearchitect RUNet The Office of Information Technology will analyze how RUNet s topology could be revised to leverage any deployed emergency generators to improve the responsiveness and resiliency of the university s systems.
Designate emergency work sites Specific Rutgers building will be designated as emergency worksites where units can relocate their staffs during an emergency or major power outage. Business units will identify essential services, establish hardware and software requirements, and deploy business continuity plans in order to remain operational.
Procure a Rutgers private IT cloud Rutgers will identify essential services currently deployed in spaces without backup power and relocate them to resilient areas with redundant power. Improve IT infrastructure at Rutgers University The Office of Information Technology will evaluate the RUNet Infrastructure to harden/secure the necessary pathways for essential resources that need to remain in fixed locations with access to the Internet. Hardening all RUnet pathways will require extensive funding.
Identify mission critical research operations Critical services, operations, research areas, and animal facilities must be both identified and prioritized to prevent future losses. These areas require a comprehensive business continuity plan and should be the first to be surveyed. Mandate adequate staffing of EOC The Emergency Management Coordinator will ensure adequate staffing of the EOC during activations of the EOC to address unnecessary operational problems and reduce excessive burdens placed on those who are required to fill voids created by limited staff.
Develop a university policy for emergency management The policy will articulate the roles and responsibilities outlined in the Emergency Operations Plan for the Executive Leadership Group, Emergency Management Coordinator, Emergency Management Team and the Emergency Operations Center during times of crisis. Revise University Policy 60.3.16 Attendance During Adverse Weather Conditions The policy will confirm that the safety of all employees is the highest priority while clarifying roles and responsibilities during weather and other emergency events.
Test the cogeneration plant The co-generation system will be tested from a power failure status and then restarted with careful monitoring of all facilities and systems during the 8-12 hours that such a test would require. This exercise would reveal the number of buildings we can put under load, power down and re-energize under normal conditions.
Clarify communications procedures An information center will be established to coordinate incoming and outgoing information, with a particular focus on emerging trends and rumor control. University Relations will designate a liaison for the EOC and the information center and develop a checklist for communications to ensure all important points are addressed and distributed quickly.
Succession First Level VII. CONTINUITY OF GOVERNMENT Line of Succession There is a need for line of succession to the office of the University President and the Emergency Management Coordinator to assure continuous leadership in an emergency. University President/Chief Executive Officer University President During the absence of the President, the President will assign the duties of his office to another University Executive from the Cabinet Vice President of Administration and Public Safety
Succession next level Emergency Management Coordinator Emergency Management Coordinator (Vice President of Administration and Public Safety) Director of Emergency Management Emergency Support Function Coordinator
Last level Operational Emergency Support Function Annex Line of Succession The person responsible for each annex (emergency support functional area) must also establish a line of succession and ensure that personnel in that functional areas, as well as the Emergency Management Coordinator, are kept informed of that line of succession.
Why do we do it!
Thank you for joining us today. This concludes this Program Steven S. Keleman, Director Emergency Management Rutgers University skeleman@aps.rutgers.edu 848.932.4879 Questions?