BUSINESS CONTINUITY PLANNING IN EDUCATION IT Role in Emergency Planning

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Presentation Agenda . What does BC have to do with Schools?Risk Management

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BUSINESS CONTINUITY PLANNING IN EDUCATION IT Role in Emergency Planning

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1. BUSINESS CONTINUITY PLANNING IN EDUCATION (IT Role in Emergency Planning) Dr. Jim Kennedy MRP, MBCI, CBRM, CHS-IV Business Continuity Practice Lead Alcatel-Lucent

2. Presentation Agenda What does BC have to do with Schools? Risk Management –Threats & Vulnerabilities Why Business Continuity Planning is Crucial What is Needed to Fully Plan For Emergency Preparedness Process For Developing BCP What makes a Successful BCP/DR Plan Lessons Learned From Experience Case Study

3. Interesting Question What does business continuity have to do with Schools? In education as in personal life, it is tempting to assume that catastrophes are things that happen elsewhere and to other people. Recent events have shown us that planning is essential in the protection of the safety of children, teachers, staff, and the public. Technology infrastructure and IT is increasingly central to education. However, the increase of education’s dependence on technology has left many institutions unaware of their reliance upon it. As solutions such as the student information system (SIS) or learning management system (LMS) become increasingly central to the day-to-day operation of schools and school districts, ensuring that these solutions keep working regardless of whatever disaster may have befallen the institution becomes a core objective of the Administration and the IT department.

4. Further As a result, it is easy to underestimate the effect that a catastrophic event might have on a school district and its community. These potential problems range from the seemingly trivial – such as a leaking pipe – to the completely catastrophic. Damaging events might be natural or man-made. A massive range of eventualities might either cause damage to the school or require technology to aid during an adverse event. In all these situations, school districts need to have a clear plan of action that will enable them to make sure that their technical infrastructures are capable of doing what is necessary in time of crisis

5. Threats: Natural & Man-made Disasters

6. Threats: Terrorist Attacks

7. Invisible Threat: Cyber-Terrorism

8. Major Ramifications For Continuity Utility Outages •Communications Outages •Transportation Outages •Evacuations / Unavailability of Key Personnel Utility Outages •Communications Outages •Transportation Outages •Evacuations / Unavailability of Key Personnel

9. Impact of an Incident Being able to cope should adverse event occur is increasingly recognized as vital for individual schools and school districts. Alcatel-Lucent believes that a number of factors are driving increasing interest in business continuity by education institutions, including:

10. Education and Adverse Events The range of possible disasters – Extreme weather events across the world help to focus the minds of education decision-makers on how they would cope if some part of their infrastructure were hit by a disaster beyond their control. Increasing dependence on Technology – As discussed in the introduction, all schools and their districts now depend on the technology infrastructure for a significant part of their day-to-day operations. Education decision-makers are waking up to the fact that if central IT functions fail, then their institutions would find it difficult to continue their operations, even in a minimal fashion. Broader community role – Schools are not merely businesses providing an ordinary service, they are often seen as providing a central service to the community as a whole. In the event of a major crisis, schools and school buildings often find themselves at the center of efforts to deal with the situation. Schools often act as co-ordination points for both the victims of a disaster or the emergency workers trying to help them. Institutions who see themselves as fulfilling this broader role need to keep themselves going in a crisis not just for their own sake but in order to take its place at the center of the community it serves. NOTE: In a recent survey 51% of education IT decision makers indicated that they did not feel ready for a disaster.

11. Common Failure Areas

12. Applicable Standards and Regulations FEDERAL STATE COUNTY LOCAL NFPA 1600

13. Different Types of Plans Business Continuity (BC) Disaster Recovery (DR) Continuity of Operations (COOP) Emergency Operations (EOP) Crisis Management (CM) Incident Response (IR)

14. Business Continuity a Beginning without an End Business Continuity Management means ensuring the continuity or uninterrupted provision of operations and services.  Business Continuity Management is an on-going process with several different but complementary elements. Planning for business continuity is a comprehensive process that includes disaster recovery, business recovery, business resumption, and contingency planning as shown below.

15. BUSINESS CONTINUITY MANAGEMENT

16. Business Continuity Planning –So Where Do We Begin? Formalize BC processes: Organization to set Policy, Governance & Reporting Senior Official and executive management commitment & support as most critical elements Identify recovery needs What is the difference: Business Continuity (BCP) vs. Disaster Recovery (DR) BCP is forethought to prevent loss of operational capability DR is process of recovery/resumption of technology functions

17. Did You Know? “If you can’t describe what you are doing as a process, you don’t know what you are doing.” -W. Edwards Deming

18. Business Continuity Planning

19. Methodology

20. Typical BCP Process

21. Which Plan to Develop? DISASTER RECOVERY PLAN:  The management approved document that defines the resources, actions, tasks and data required to manage the technology recovery effort.  Usually refers to the technology recovery effort.  This is a component of the Business Continuity Management Program. BUSINESS CONTINUITY PLAN  (BCP):  Process of developing and documenting arrangements and procedures that enable an organization to respond to an event that lasts for an unacceptable period of time and return to performing its critical functions after an interruption. Similar terms:  business resumption plan, continuity plan, and contingency plan.

22. More Plans? CONTINUITY OF OPERATIONS PLAN (COOP):  A COOP provides guidance on the system restoration for emergencies, disasters, mobilization, and for maintaining a state of readiness to provide the necessary level of information processing support commensurate with the mission requirements/priorities identified by the respective functional proponent.  Federal, State and local government and supporting agencies traditionally use this term to describe activities otherwise known as Disaster Recovery, Business Continuity, Business Resumption, or Contingency Planning. Emergency Operations Plan (EOP): A clear and concise document describing the actions to be taken, or instructions to all individual and local government services concerned, stating what will be done in the event of an emergency. The plan will state the method or scheme for taking coordinated action to meet the needs of the situation. It will state the action to be taken by whom, what, when and where based on predetermined assumptions, objectives and capabilities.

23. BCP Plan Composition & Contents

24. Major Shortcomings in BCP Not considering critical processes or functions Forgetting about critical records Protection of distributed and mostly unstructured data Lack of emphasis on people side of recovery Lack of planning for crisis management Not involving outside agencies and first responders

25. Personnel Considerations in BCP Single most common failure is the lack of planning for the people Personal Safety & Evacuation Personnel Welfare Relationship with Response Organization (Local Fire, Police, Rescue, etc.) Internal & External Communication

26. Did you Know? “Plans are only good intentions, unless they immediately degenerate into hard work.” -Peter F. Drucker

27. Critical Success Factors Build smaller teams of Subject Matter Experts Seek team cooperation and sharing w. each other and outside resources Be brutally honest Do it in-house if you have time and expertise, otherwise bring a BCP consultant Simplify large/complex critical functions: People Facilities Technology Miscellaneous

28. “Expect the Worst and Don’t be Disappointed: Planning for Business Continuity & Disaster Recovery”

29. CASE STUDY

30. Atlanta Public Schools Partners with its Local Service Provider and Lucent to Implement Disaster Planning

31. QUESTIONS ??? Dr. Jim Kennedy Principal Consultant & BCDR/Security Practice Lead NCE, MRP, MBCI, CBRM, CHS-IV, Security+ [email protected]

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