Office of the Registrar
Business Continuity Planning
A Disaster Doesn’t Have to be a Catastrophe!
When disaster strikes…the time to prepare is passed
Earthquake Fire Flood
Flu Pandemic Shooting Strike
Are You Professionally Prepared?
Does your office have a plan? Is it written down? Do staff know about it? Have you practiced it? What if you’re not available to implement it?
Are you or any of your staff trained in CPR and first aid?
Do have emergency supplies for your staff (and family) for at least three days?
Are You Personally Prepared?
Do you have emergency contact information for both work and family with you today?
Have you identified an emergency contact outside of your immediate area for family and friends?
If you have children, do you know their school’s plan? Can you count on it?
If you answered NO to any of these questions…
YOU ARE NOT READY!
Session Agenda
1. Business Continuity Planning Defined
2. Office of the Registrar Business Continuity Plan
3. Critical Functions
4. Accomplishments
5. Lessons Learned
6. Questions
Business Continuity Planning
Planning for unplanned events that could threaten or interrupt your business
• Hard drive failures to earthquakes, fires & floods
Addresses how we:
• Prepare for these events
• Restore priority functions, if interrupted
• Continue business with diminished resources
Business Continuity Planning
Does NOT involve Emergency Response• Police, Firefighters, Medical, etc.• Emergency Operations Center (EOC) responsible
for this
Everyone should be involved• A comprehensive, campus-wide plan demands
broad participation• Especially important for a decentralized campus
Business Continuity Plan
Berkeley Approach: Standardized planning tool• Same template for all units at all levels• Key outcome: Readiness to-do list• Each unit’s action items informs the plans of
colleagues, superiors and subordinates
OR Continuity Plan
The Office of the Registrar has a written plan available at the campus Business Continuity Planning website
The plan takes into account guidelines established by the Emergency Operations Center (EOC)
The campus has identified resumption of instruction as a top priority (only payroll is higher)
Components of the Plan
1. Know Your Campus
2. Specify Critical Functions
3. Identify Key People and Resources
The UCBerkeley Campus
Urban Campus
Hayward Fault runs through campus
70% chance of major earthquake before 2030
Aging Infrastructure
The Berkeley Campus
Located near a fire zone
1991 Firestorm• Engulfed 1,500 acres• Destroyed 2,800 homes• Killed 25 people
The Berkeley Campus
36,000 Students
10,000 Faculty & Staff
Serves the Community• Athletic events• Lawrence Berkeley Lab• Libraries, Museums, Theaters & Botanical Garden• Community partnerships and programs
Campus Resourcesfor Business Continuity Planning
Office of Continuity Planning
Continuity Planning Tools
• Templates• Campus Plan• Research Seismic Recovery Action Plan• Preparedness Checklist for Faculty
People Locator
WarnMe Alerting & Warning System
Critical Functions
Enrollment
Grades
Classroom Scheduling
Enrollment
Critical functions include:• Determining enrollment eligibility• Enrolling students into classes• Cancellation/withdrawal• Reinstatement• Enrollment/schedule changes (adds & drops)
Enrollment activities performed by students, Academic departments, and Colleges & Schools.
Enrollment
Timing Determines Action
Enrollment
If Office is NOT Accessible:
1. Critical data housed on mainframe, and not dependent on access to office
2. Registrar or Alternate will:• Coordinate with EOC on alternate site, priority of
enrollment, when staff should resume work• Contact senior staff• Initiate Phone Tree
Enrollment
If Office is Accessible:
1. Deliver information in person
2. Disseminate info via hard copy
3. Use cell phones and bulletin boards
4. EOC and IST to post accurate info on web
Enrollment
If Office is Accessible:
And systems are available: Operate as usual
If systems are NOT available:
• Reconstruct enrollment records from other sources
• Accept enrollment changes via hard-copy forms; process after systems are restored
Grades
Faculty Senate
Office of the Registrar
Information Services & Technology (IST)
Communications
Added Law School to online grading system
Scheduling
Classroom Scheduling Duties:
1. Academic Classes-Fall, Spring, Summer Terms
2. Special Events
3. Final Examinations
4. Online Schedule of Classes
Scheduling
Resources:
1. Space—Classrooms, Tents, Lounges
2. Alternative Curriculum Methods
3. Course Data• Business Continuity Course Priority Website
4. Enrollment Data
5. Faculty Data
Scheduling
Resources:
1. Computers
2. Portable Data Devices
3. Paper Room and Building Lists
4. Scheduling Checklists
Scheduling
Put paper checklist sample here
Scheduling
Communication:
1. Relay Information Back to EOC
2. Pre-arranged contract with printer
3. Electronic resources
4. New technologies
Accomplishments
1. Off-site Backups of Core Systems
2. Successful Testing of Backup Systems• Mainframe Student Information System• “Bear Facts” SIS web interface• Directory Services, Authentication and Emergency
People Locator
3. Survival Kits for all Staff
4. Seismic Recovery Plan
5. Pandemic Flu planning committees
Lessons Learned
Recent Actions
Business continuity calendar approved by Academic Senate
Tested server-based student database and applications (failed 1st time, succeeded 2nd time)
Participated in review of UC Ready
Updated phone system; improved access for messaging
When disaster strikes…the time to prepare is passed
Earthquake Fire Flood
Flu Pandemic Shooting Strike
Ongoing Questions & Concerns
How can we best prioritize courses in a recovery phase?
How will increase in number of students and change in types of students affect our ability to respond and recover?
What will be the role of online courses?
More classroom technology—challenge or basis of recovery?
Resources
Office of Continuity Planning
University of California, Berkeley
University Hall 172
Berkeley, CA 94720
http://obr.berkeley.edu