UNIVERSITY OF HOUSTON EMERGENCY MANAGEMENT BUSINESS CONTINUITY PLANNING TEMPLATE University of Texas at El Paso School of Nursing All Hazards - Continuity of Operations Plan (COOP) Instructions: To be better prepared, all UTEP SON programs may use this form to complete a Continuity of Operations Plan (COOP) - to describe how your program will operate during an emergency and recover afterwards to be fully operational. Feel free to augment this template to meet your needs. For guidance and more information, see the UTEP Emergency Management Plan at http://admin.utep.edu/linkclick.aspx?link=emp.pdf&tabid=1958&mid=77681 or contact the Environmental Health & Safety Director at 747-7188, eh&s@utep.edu or the Director for the UTEP Student Health Center at 747-5624, aedudzienski@utep.edu. Department/Unit School of Nursing Developer Plan Development Esperanza Villanueva Joyce 5-4-09 Head of Operations Revision Date Name Phone Number Alt Phone Number Dr. Robert Anders 747-8217 915-383-1653 rlanders@utep.edu 2015 A: Background Information for Emergency Planning No one can predict when an emergency might happen or how severe it will be. It is prudent to plan for one, especially since these plans can be applied to any major emergency that could threaten the health and safety of the campus community or disrupt University programs and essential operations. This plan should address any kind of emergency that is severe enough to impact the UTEP community including an infectious disease epidemic, severe weather events, fires or explosions, hazardous materials releases, extended power outages, floods, terrorism or mass casualty events. Page 1
BUSINESS CONTINUITY PLAN (BCP/COOP) A. BUSINESS CONTINUITY PLAN (BCP) To be better prepared, UH personnel and its programs may use this form to complete a Business Continuity Plan (BCP) checklist - to describe how your program will operate during an emergency and to recover afterwards to be fully operational. B. DEPARTMENT OPERATIONAL FUNCTION Please indicate below the principle nature of your department s operations (check all that apply): Instruction Laboratory research Other research Administration Student life support Research support Facilities support Other (describe): C. 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: EMB Rev. 3/2015. Page 2
D. MORE INFORMATION REGARDING YOUR DEPARTMENT Please note below your departmental contact information. Primary Contact Name Phone Number Campus Address Dept. locations Secondary Contact Name Phone Number Campus Address Dept. locations Third Contact Name Phone Number Campus Address Dept. locations Fourth Contact Name Phone Number Campus Address Dept. locations Fifth Contact Name Phone Number Campus Address Dept. locations EMB Rev. 3/2015. Page 3
E. EMERGENCY ACCESS TO INFORMATION AND SYSTEMS Is your essential data backed up regularly? Would essential information be accessible if your building was closed and/or if the University network was down? If access to your department s information and systems is essential in an emergency, describe your emergency access plan below. This may include remote access (or authorization to allow remote access), contacting IT support, Blackboard, off-site data backup, backup files on flash drives, hard copies, or mobile device storage. All data must be protected in accordance with SAM 07.A.08, Data Classification and Protection. Identify what critical data and records are backed up, whether the backup is stored on-site or off-site. Simulate a failure scenario that tests the ability to recover lost critical data. Describe how your department will respond to the destruction of critical data. If telecommuting is an option for one or more of your staff, include the specifics to ensure compliance. F. EMERGENCY COMMUNICATION SYSTEMS All UH employees are responsible for keeping informed of emergencies by monitoring news media reports, UH s emergency website home page (www.uh.edu/emergency), email, and PIER alert messages. To rapidly communicate with our staff in an emergency, we have prepared a call tree. Note: List multiple communication systems that can be used for backup, after hours, when not on campus, or for other contingencies. Phone Email Text messaging Call tree UH web sites Pager Instant messaging Other (describe): Electronic Billboard, UH radio station EMB Rev. 3/2015. Page 4
G. DEPARTMENT CRITICAL ESSENTIAL FUNCTIONS/PERSONNEL Critical Essential Functions: Critical essential functions are those functions that must continue or resume rapidly after a disruption of normal activities. Do you have essential functions* within your college, division, department, area or unit? (* Attachment A 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. Once the essential functions have been identified, use the section below to list those functions.) Yes No Continue by listing essential functions and contact information below Proceed to Section J Essential Functions Listing Essential Function: People Responsible Essential Function: People Responsible Essential Function: People Responsible Essential Function: People Responsible Primary Alternate Second Alternate Primary Alternate Second Alternate Primary Alternate Second Alternate Primary Alternate Second Alternate EMB Rev. 3/2015. Page 5
H. KEY INTERNAL (WITHIN UH) DEPENDENCIES 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 (UH department): Has contact been made with dependency department to confirm services will be available for your department during an emergency? YES NO Date Contacted: Contact Person: 2. Dependency (product/service): Provider (UH department): Has contact been made with dependency department to confirm services will be available to your department during an emergency? YES NO Date Contacted: Contact Person: 3. Dependency (product/service): Provider (UH department): Has contact been made with dependency department to confirm services will be available to your department during an emergency? YES NO Date Contacted: Contact Person: 4. Dependency (product/service) Provider (UH department): Has contact been made with dependency department to confirm services will be available to your department during an emergency? YES NO Date Contacted: Contact Person: EMB Rev. 3/2015. Page 6
I. KEY EXTERNAL DEPENDENCIES What are your department s business external dependencies? What do you need from departments outside UH to perform critical essential functions? Dependency (product or service) Supplier/Provider Dependency (product or service) Supplier/Provider Dependency (product or service) Supplier/Provider Dependency (product or service) Supplier/Provider Primary Primary Primary Primary Alternate Alternate Alternate Alternate J. YOUR DEPARTMENT S LEADERSHIP SUCCESSION List the leadership succession for your department. This is a listing of people who can make operational decisions for the department or unit. Department Head First Successor Second Successor Third Successor Name Phone Number Alt Phone Number EMB Rev. 3/2015. Page 7
K. VULNERABILITY/RISK ASSESSMENT AND MITIGATION STRATEGIES 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: UH Emergency Operation Center depends on internet access to function properly. Yes 1. Hotspot ($480.00 annually) 2. Request priority access from IT L. EXERCISING YOUR CONTINUITY PLANS & INFORMING YOUR STAFF Share your completed BCP with your staff. Hold exercises to test the Plan and to maintain preparedness and awareness. Note below the type of exercises you will use and their scheduled dates. Staff orientation meeting Call tree drill Tabletop exercise Emergency communication test Offsite information access test Unscheduled work at home day Interdepartmental exercise Emergency assembly drill Other drill or exercise (describe): Exercise Dates Staff Distribution Date EMB Rev. 3/2015. Page 8
M. 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. EMB Rev. 3/2015. Page 9
N. BCP ACKNOWLEDGMENT AND APPROVAL Name Date Title Signature Name Date Title Signature EMB Rev. 3/2015. Page 10
ATTACHMENT A Indicate how long your operation can be without each critical interruption below. Condition 1 2 days 3 4 days 5 10 days 11+ days 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 nonfunctional. 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 EMB Rev. 3/2015. Page 11