FY 2018 Tabletop Exercise Introduction Time of year lateMarchearlyApril Time of day 1000 AM Weather mildspring weatherno rain Note Schools and Centers are encouraged to modify the scenario slides to fit their particular situation eg research labs Morris Arboretum NBC ID: 636197
Download Presentation The PPT/PDF document "Mission Continuity Program" is the property of its rightful owner. Permission is granted to download and print the materials on this web site for personal, non-commercial use only, and to display it on your personal computer provided you do not modify the materials and that you retain all copyright notices contained in the materials. By downloading content from our website, you accept the terms of this agreement.
Slide1
Mission Continuity Program
FY 2018
Tabletop ExerciseSlide2
Introduction
Time of year: late-March/early-April
Time of day: 10:00 AMWeather: mild-spring weather—no rainNote: Schools and Centers are encouraged to modify the scenario slides to fit their particular situation (e.g. research labs, Morris Arboretum, NBC, Classroom building, Computer labs/server rooms,
etc
)
FY 2018
MCP TTX scenario
2Slide3
10:00 AM
Fire alarm
system is activatedBuilding is to be evacuated immediatelyDecide for this scenario the extent of the damage (entire building(s), individual floors, specific departments, etc.)
Did your staff know to go to the Building Area of Refuge (Emergency Procedures for your building are posted near elevators and stairwells)?
Do
you have plans for a roll-call so you know where all your faculty and staff are?
FY 2018 MCP TTX scenario
3Slide4
10:03 AM
After
3 minutes of the alarm sounding, first responders arrive.Some occupants failed to evacuate and require medical assistance from emergency medical services EMS.
Consult Loss of HR plans
Do you have job descriptions and procedures for everyone in case someone will need to be out for an extended period?
Do you have plans for replacing people if someone is out for an extended period?
FY 2018 MCP TTX scenario
4Slide5
First responders assess the situation
First responders (Fire and Emergency Services and/or Penn Police) update you at your area of refuge
No-one may enter the building for at least the rest of the day or longer based on structural assessmentFacility will likely be out of use for
two weeks
or
more
Consult Loss of Building plans
Do you have an alternate
location to work from and triage what needs to be decided first?
How do you decide who if anyone can work remotely?
What are the special needs of faculty and students?
Consult Loss of Technology plans
Can you
access
your critical systems? Are any of them in the Cloud?
Do you use a VPN for systems containing confidential information?
Do you have technology available for remote meetings (Conference bridges, Blue jeans,
GotoMeeting
, e.g.)?Do you have out-of-band communications set up, such as xMatters?
FY 2018 MCP TTX scenario
5Slide6
First responders assess the situation (continued)
Consult Loss of Equipment plans (including documents):
Is there any equipment you need in order to continue the organization’s critical operations?Consult Loss of Third-Party plans:Do you need to contact any vendors to let them know the facility is not currently available and it is unknown when it will be available?
FY 2018 MCP TTX scenario
6Slide7
The next morning
FRES notifies
you that the building will not be available for at least two to three weeks, due to fire, smoke and water damage. Damage is extreme.You need to have an emergency
meeting/conference call
with all critical staff to determine course of action.
Take stock of any loss of access to documents and files that are not electronic.
What is in your office/on your desk that you need?
Is
there any way to recreate these documents (print again if electronic)?
Do you have an Incident Response Team designated?
Do you have a Call List for the people on the team, so they can be contacted easily
?
FY 2018 MCP TTX scenario
7Slide8
The next morning (continued)
School/Center leadership and/or Incident Response Team holds
a virtual meeting.Is a communication plan in place, to notify stakeholders and others that you are not in your primary facility?
Do you have Call Lists,
listservs
or text messaging set up for critical stakeholders and affected constituents,
so communication can be sent easily?
Are communication channels available (splash page can be put up on web page; new messages can be recorded on voicemail; phone lines can be transferred; e-mail messages can be sent and received)?
FY 2018 MCP TTX scenario
8Slide9
“Oh no…are you kidding me?”
FY 2018 MCP TTX scenario
9Slide10
“OMG what was on my desk?”
FY 2018 MCP TTX scenario
10Slide11
“This is much worse than I imagined….”
FY 2018 MCP TTX scenario
11Slide12
“My lab!! How will we get up and running?”
FY 2018 MCP TTX scenario
12Slide13
“Where to begin….”
FY 2018 MCP TTX scenario
13Slide14
“Is it all backed up?”
FY 2018 MCP TTX scenario
14Slide15
Morning of the third day
FRES teams confirm that your
building(s)/impacted area will not be available for at least two to three weeks.Your team
convenes
to
assess and deploy plans for continuity of operations: When something happens,
What do you do, Who
does it, and
How
is it done?
Have you considered these planning steps?
Identify
--
determine alternative work location(s), assess
temporary and ongoing replacement needs, coordinate service and supply requests
Inform
-- determine how to keep stakeholders in the loop on actions you take
Organize
-- determine timelines for respondingCommunicate -- conduct continuing outreach to affected parties (students, faculty, staff, alumni, clients, etc.)FY 2018 MCP TTX scenario
15Slide16
Mission Continuity Planning
Were our plans adequate for this type of loss and disruption to normal operations?Are we able to continue operations without major impact to our constituents?
Post-exercise analysis:How could we improve communications?Do we need to modify our plans?What was missing in the steps we took?What would we do differently?What are the most important lessons learned?Are we comfortable with our response and ability to recover?Did we succeed in protecting Penn assets?
FY 2018 MCP TTX scenario
16