Comprehensive Institutional Business Continuity Plan

1. Comprehensive Institutional Business Continuity Plan McHenry County College Spring 2007

2. Linda Brogan Tom Carle Sally Chase Larry Dack John Gundelach Harriet Johnson Tami Krohn John Linehan Team Members Sponsors Dr. Walter J. Packard Dr. Ronald Ally

3. Introduction

4. McHenry County Department of Health Grant Requirements • Create a pandemic flu plan. Copies of the plan will be sent to MCDH and McHenry County Emergency Services and Disaster Agency • Plan and host a town hall meeting • Distribute education materials • Complete a fiscal and narrative report by June 15, 2007 • $5000 may be used for the following: planning consultant reimbursement; planning meeting expenses; town hall meeting promotions; graphic design and/or copy writing of educational materials; printing. After the requirements of the grant are met remaining funds may be spent on personal protective equipment

5. Data Collection

6. McHenry County College • Who are we? • How are we funded? • A few demographics • What we currently have in place • Policies, procedures, contracts, guidelines • Essential Operations

7. McHenry County College • Who are we? • How are we funded?

8. McHenry County College

9. McHenry County College • Who are we? • A few demographics • MCC Students

10. MCC Students: Age Groups

11. McHenry County College • Who are we? • A few demographics • MCC Employees

12. MCC Employees: Age Groups

13. McHenry County College • What we currently have in place • Policies, procedures, contracts, guidelines

14. McHenry County College • What we currently have in place • Policies • Chronic communicable disease policies • Employees • Students • Withdrawal/refund policy • Sick leave policies and sick leave pool

15. McHenry County College • What we currently have in place • Procedures • Emergency temporary closing procedures • Cold weather maintenance procedures • Power outage maintenance procedures • General maintenance procedures

16. McHenry County College • What we currently have in place • Contracts • Union contracts

17. McHenry County College • What we currently have in place • Guidelines • Financial aid guidelines for academic progress

18. McHenry County College • Essential Operations: Facility Is Open • Relationship diagram with interdependencies

19. 3-3 Employees Centric Ops 4-2 Students Centric Ops 3-3 Communications Centric Ops 1-5 Finance & Business Office Ops 5-1 Facility Centric Ops 5-1 Safety & Security Centric Ops 0-6 IT Dependent Ops McHenry County College

20. The Pandemic Influenza Planning Committee

21. Coordinator: • President • Back up Coordinator: • VP for Administrative Services/Treasurer • VP for Learning and Student Support Services • AVP Buildings and Grounds • AVP Human Resources • AVP Informational Technology • Dean Health Care Programs • AVP of Finance • Executive Assistant to President • Assistant to President/Board Liaison • AVP Learning and Student Support Services • Director Campus Safety/Security • President, Faculty Union • President, Staff Council • Resources: • Director of Marketing/PR • Health Promotions Specialist • Legal Council

22. Faculty Business Continuity Plan

23. Faculty – Business Continuity Plan Department: _____________ Department Chair: _____________ Course: _____________ Section (s):_______ Name: __________________ Home Phone: _____________ Home e-mail: _____________ Location of relevant keys, combinations passwords: What other MCC faculty are qualified to teach this course? Names: Who other than current MCC faculty are qualified to teach this course: Names & contact information: Please list available alternative methods of delivering the course content if student or instructor is unable to attend for 6-8 weeks: Could students successfully complete this course if they were unable to attend class for 6-8 weeks? Future plans for alternative delivery of course material: Plan: Resources required: Projected completion date: Person responsible for maintaining plan:

24. Department Business Continuity Plan

25. Department Business Continuity Plan Date: Department: Operations Manual Location: Supervisor: Home Phone #: ______________ Location of keys, combinations, passwords: Person assuming duties in Supervisor’s absence: Home Phone #:________________________ Cross trained: Employees: • _____________________________ Back Up: ____________________ Cross trained: ______ • _____________________________ Back Up: ____________________ Cross trained: ______ • _____________________________ Back Up: ____________________ Cross trained: ______ • _____________________________ Back Up: ____________________ Cross trained: ______

26. Department Business Continuity Plan/cont’d Prioritize Services Please summarize the services provided by the department. The first two categories are considered essential services. • Those activities that must remain uninterrupted. Generally, these would include activities required 24 hours a day. • Those activities that can be disrupted temporarily or might be periodic in nature, but must be re-established within a few days. • Those activities that can be disrupted temporarily (a couple of days to a week) but must be re-established sometime before the pandemic wave is over (6-8 weeks). • Those activities that can be deferred for the duration of a pandemic (more than 8 weeks).

27. Department Business Continuity Plan/cont’d Alternative delivery of services: • A substantial number of our students and employees (30 – 40 %) are ill. MCC is open and continuing to provide services while minimizing personal contact: 2. We close down for 6-8 weeks to prevent the spread of disease: 3. We are reopening after being closed down for 6-8 weeks: 4. Person responsible for maintaining plan:

28. Guidelines for Continuity Plan Updates and Revisions • All plans are dated. • All plans are signed off on by the department supervisor, department chair. • All plans are updated within seven days of personnel changes. • One copy of the Department Business Continuity Plan is kept in department’s operation’s manual or with the department supervisor another copy is in the master plan kept in the President’s office. All department personnel know where the plan is kept. • One copy of the Faculty Business Continuity Plan is kept with the Executive Dean, another is kept with the Department Chair, and another with the master plan in the President’s office. • All plans are reviewed and updated annually by November 1 of each year and dated. • If no revisions are necessary all existing plans will be dated at the time of the annual review. • Department chairs, department supervisors or designees will be responsible for maintaining a plan that is never more than 1 year old and insuring that a current plan is on file with the department and with the President’s office.

29. Accessing the Forms • The forms will be posted on Inside MCC. • The committee will work with John Linehan and Kathy Plinske to decide where the forms will be stored. • Possible options are being evaluated for feasibility including creating a place on the Common Drive and setting up security for different areas within the folder so that only individuals in a particular department could access their particular department’s plan.

30. Sample Department Business Continuity Plan Security (see handout)

31. Future Considerations • Encourage vaccinations • Guidelines for preventing the spread of influenza • Back up plans in case suppliers of essential services or supplies are unable to honor commitments. • Review emergency communication procedures.

32. Data for available sick days for MCC employee groups current as of Feb. 8, 2007

33. HR Policies for Crisis Situations • Memorandums of Understanding? • Sick days • Bereavement

34. Tabletop Exercise • EXERCISE: An announced or unannounced execution of the business continuity plan (BCP) intended to implement existing plans and/or highlight the need for additional plan development. The exercise may involve invoking the BCP procedures. It is more likely to involve the simulation of an emergency or crisis in which participants role-play in order to assess what issues may arise, prior to a real invocation.

35. Sample Tabletop Exercise • Trigger – Significant spread of pandemic flu in McHenry County prompting MCDH to close all schools and colleges. • Situation • What is known • Anticipated actions • Questions

36. Vendors • Strohl Systems • http://www.strohlsystems.com/ • 800-634-2016 • IBM • http://www.ibm.com/us/ • 914-499-1900 • SUNGARD • http://www.sungard.com • 800-468-7483

37. Cost • From $1,500 - $25,000 • Depends on the package you choose • Depends on the amount of risk your business can tolerate.

38. Continuity Planning for the Future • Under the direction of the President, form a committee to address other scenarios requiring continuity planning: • People – pandemic flu plan will translate to most disasters that may affect employee and students but not physical plant • Places – adapt the pandemic plan to address primarily the destruction of the building (tornado, fire, flood) • Things – adapt the pandemic plan to primarily address the destruction of infrastructure ( IT network)