mercado gaamil proj mgmt plan proj2 final

8/11/2019 Mercado Gaamil Proj Mgmt Plan Proj2 Final

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PROJECT MANAGEMENT PLAN

ACONCEPTUAL DISASTER &RECOVERY FRAMEWORK

FOR XAVIER UNIVERSITYATENEO DE CAGAYAN

DENIS RAMON MERCADO &IKE GAAMILMINIMUM FINAL REQUIREMENT FOR MIT204,MITPROGRAM

XAVIER UNIVERSITY

(ATENEO DE CAGAYAN)

MARCH 17,2012


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TABLE OF CONTENTS

SECTION

INTRODUCTION 2

PROJECT MANAGEMENTAPPROACH..2

PROJECT SCOPE3

MILESTONE LIST..3

SCHEDULE BASELINE AND WORK BREAKDOWN STRUCTURE...8

COMMUNICATIONS MANAGEMENT PLAN...10

SCHEDULE MANAGEMENT PLAN..15

DATA RECOVERY GUIDELINES ..16

SPECIFIC CRISIS SITUATION

FIRE DISASTER PREPARATION ..26

NATURAL DISASTER..28


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INTRODUCTION

A disaster event can cause significant loss of the Universitys records and

information technology systems and has the potential to cause major disturbance to the

University's ability to operate effectively. This can result in financial loss, public

embarrassment and a loss of credibility and goodwill.

Xavier University Ateneo de Cagayan depends significantly on Information

Technology Services as the campus service provider for computer-supported

information processing, campus-wide networks, telecommunications, and technology

support for University students, faculty, and staff. As a result of this ever-increasing

reliance on technology, IT services require a comprehensive Disaster Recovery Plan toassure these services can be re-established quickly and completely in event of a

disaster. The plan provides guidelines for ensuring that needed personnel and

resources are available for both disaster preparation and response and that the proper

steps will be carried out to permit the timely restoration of services.

The purpose of the Disaster preparation and recovery plan is to provide for the

safety and well-being of people on the premises at the time of a disaster and it will

address the continuity of the critical business operations. Through this planning, it will

minimize the duration of a serious disruption to business operations and resources. In

return, it will minimize immediate damage and losses and identify critical lines of

business and supporting functions that will ensure organizational stability and orderly

recovery.

II. PROJECT MANAGEMENT APPROACH

Recently, there are major calamities that happened in the Philippines particularly

in Cagayan de Oro city. Due to these unavoidable circumstances there will be possible

major risk for the University in all aspects and it will affect its continuity in business.

Therefore, there is a need for an updated disaster recovery plan.


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Identification of the responsible department for the assign task will be vital for this

plan. All Departments, offices, staff, faculty and all the sector of the university must

have the knowledge when or where to go if the calamity will happen. This will organize

the man power support for the university and will have efficient response operation.

III. PROJECT SCOPE

The scope of this disaster recovery plan for Xavier University addresses

scenarios where the information systems and related technological infrastructure are

physically damaged and/or require relocation due to fire and earthquakes.

This plan will only address the recovery of systems under the direct control of the

Computing Services Department that are considered critical for business continuity. It

has the overall Disaster Organization Chart but we are limited only to the Computer

Science Recovery team. Also, given the uncertain impact of a given incident or disaster,

it is not the intent of this document to provide specific recovery instructions for every

system. Rather, this document will outline and a general planning of a recovery process

which will lead to development of specific responses to any given incident or disaster.

IV. MILESTONE LIST

Milestone Description Date

Project study

details

A Discussion of the necessity of the study and its

desired content

Week 2

Project planning

and formulation of

a proposed

disaster recoverysystem

Detailed planning and formulation of the disaster

recovery system

Month 1

Project plan review Review of the important things to do in case of

emergencies

Month 2


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Project plan

approval

General information of the project management the

team and this will be the basis of approval.

Month 3

Project summary This includes points of contact and prime contractor

information

Month 4

Assessment of

every department

Assessment of information system 2 weeks

Design of

appropriate

process flow

Designed the process flow and the data center 2 weeks

Implementation

and installation of

disaster recovery

system

Implementation or installation and testing of the

disaster recovery system.

Month 6


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a. Project approval

PROJECT MANAGEMENT PLAN

Project name:Plan to Formulate IT and Disaster Recovery

Date:February 18, 2012

Plan Release #:1.0

Project Manager:Ike Gaamil

Ike Gaamil Dennis Mercado

Project Manager Lead Engineer

Fr. Roberto C. Yap SJ Dr. Lina G. Kwong

University President Academic Vice-President


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b. Project Summary

PROJECT SUMMARY

Comments: _____________________

Please answer the following questions by marking Yes or No and provide a brief

response as appropriate:

Is this an updated Project plan? If so, reason for update:

____________________________________________

Budget for project by fiscal year and is project funded? If so, for what amount(s) and

periods(s):

Budget Amount: 200,000 php Year: FY 2012 Funded? __X__ Yes ______ No

Budget Amount: 500,000 php Year: FY 2013 Funded? __X__ Yes ______ No

Budget Amount: Year: Funded? _____ Yes ______ No

Total Amount: 700,000 php

Disaster Preparation andRecovery Plan

Project

Name

Xavier UniversityOrganization

Feb. 20, 2012Start Date:

Ike Gaamil and DennisMercado

Submitted

B :

Avinu corporationPrime

ContractorFebruary 25, 2012

Date

Awarded

Development Life Cycle (Design, Development, Integration, Testing or

Implementation

Current

Stage of

project

X Yes _____No

Project is on

Schedule:Project is within

the budget X Yes _____No


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Points of contact:

Position Name/Organization Phone E-Mail

Project Manager Ike Gaamil 0905-5685-638 [email protected]

Lead engineer Dennis Mercado 0926-9452-161 [email protected]

Senior Technical

Sponsor

Mario Feliciano 0925-2411-234 [email protected]

Procurement

Contact

Joseph Sabal 0252-4252-231 [email protected]

Prime Contractor Information:

Company: Avinu Corporation

Position Name/Organization Phone E-Mail

Project Manager John Smith 0927-2412-738 [email protected]

Senior Management

Sponsor

Daniel Diaz 0928-9242-141 [email protected]

Senior Technical

Sponsor

Rusty Lim 0927-2611-341 [email protected]


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Schedule Baseline and Work Breakdown Structure:

Schedule Baseline

Level WBS

Code

Element Name Description of

Work

Deliverables Budget Resources

1 101 Project InitiationObtaining support

and organizecommittees

2 102Assessment/ Risk

identificationIdentification of

risk hazard

3 103 MitigationProtection andmanagement of

system

2,000,000.00 php

4 104 Businesscontinuation

Planning of the

Continuation ofbusinessfunction

5 105Crisis

management

Plan ofManagementduring Crisis

13,000,000.00php

6. 106EmergencyResponse

Emergencymanagementand response

during the crisis

7 107

Crisis

Management

Implementationof the

managementduring the crisis

8 108Business

Continuation

Continuation ofbusiness after

the crisisLEGEND:

FS = The specific task must finish prior to starting the identified task

SS = Two identified task start at the same time, but are not linked to finish at the same time.

FF = Two identified task finish at the same time, but are not linked to start at the same time.

Blank = Task has no dependency

Lag = Additional days can be added for reserve to ensure project stays on schedule


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Work Breakdown Structure

Pre-Incident

ProjectInitiation

Assessment/Risk

Identification

Risk

Quantification

Obtain management Support

Organize Planning

Commitees

Natural Hazards

Fire, Explosion

Develop loss scenarios

Possible estimation of impact

on buildings, operations,

personal and environment

Identify and prioritize critical

functions

Identify Resource

Requirements

Mitigation

Protection systems

Hazard Elimination

Develop Recovery Strategies

Assess alternative operating

strategies

Plan

Developement

BusinessContinuation

CrisisManagement

EmergencyResponse

Documentation

Implementation

and training

Testing

Maintenance

and Updating

Changes in personnel,

Facilities, operations, and

hazards

Regulatory Requirements

Results of Plan Testing

Incident

Resonse

Emergency

Response

Crisis

Management

Business

Continuation

Evacuation

Fire fighting

Management Decision

Making

Internal Communications

Executive alternative

operating Strategies

Restore Critical Function

Effect long-term Recovery

Hazardous Materials

Rescue

Medical

Security

Property Conservation

External public relations


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V. Communication Management Plan

Communication Plan

Xavier University Communication Plan is designed to provide an orderly flow of

accurate, effective and timely information to the Xavier staff and campus during the

onset of a crisis situation, or a situation of potential crisis affecting the University

campus telephone, data network and, computer and information systems.

It is the responsibility of each department to communicate with their customers and

other Xavier staff. Coordinating with Campus Services Help Desk and other key entry

points will provide the communication link in communicating service interruptions.

Communication Guidelines

The focus of this section is to decide in advance how every department will

communicate with internal and external audiences in the event of an unplanned service

interruption. This plan recognizes the importance of addressing and supporting

communication needs and issues that emerge at the service level. Individual

departments will need to extend this plan for the specific requirements of their area.

Enterprise IT Emergency Communications

During a campus IT emergency, defined as a serious situation not (or perhapsnot yet) having been declared a disaster, the IT Security Officer has primary

responsibility for immediate response. All emergency IT messages will be sent to the

college and departmental emergency contact list by the University IT Security Officer.

a. Develop a Plan of Action.

Determine how Xavier University Information Technology Services will

respond to any service interruption by defining the specific actions to be taken,

outlining the way that appropriate information should flow to different audiences, andidentifying appropriate spokespersons for various constituents. Particular attention

should be paid to determine a priority order under which audiences will receive

information, as well as a regular schedule of news updates. Each department will

work with University Relations to gather accurate and substantial information

regarding the situation and details regarding the University response. University


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Relations, working with the department, will provide notification to customers,

employees, and the general public on progress toward recovery.

Audiences/contacts that should be considered during a crisis:

Chief Information Officer/Xavier University Information technology services Staff

Campus ServicesInformation technology Services Help Desk

Customers

College/Unit IT Emergency Contacts

University Administration

University Relationsand the Public

Public Safety

Facilities Management

Business Office

University General Counsel

b. Plan Enactment.

Notices should be issued in a timely manner, before the story and speculation

starts leaking out on its own. It is the organizations policy to be open and honest incommunication no matter where the blame lies. Provide factual information to

University Relations and authorities as quickly as facts have been verified, and use

every means of communications available to offset rumors and misstatements.

c. Follow Up.

After the plan is activated, the Disaster Recovery Manager will determine

subsequent actions and decide if other employees need to be involved. The

following information must be gathered and its accuracy verified to provide an

incident report to the Director.

What has happened?

Who is involved?

When did it happen?


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Where has it happened?

Was anyone injured?

Could interruption have been prevented?

Financial Loss?

What impact may this crisis have on the organization:

Does this situation run the risk of escalating in intensity?

To what extent will the situation be noticed by the media and/or mon itored by

governmental agencies?

Will the situation interfere with normal site or business operations?

Could this situation damage the organizations reputation?

To what extent could this situation directly impact the organizations financial

standing?

Xavier Universi ty Communicat ion Gu idel ines

University Relations serve as the authorized spokespersons for the Institution. All

public information must be coordinated and disseminated by their staff. University policy

requires that only certain administrators may speak on behalf of the University. In the

event that regular telecommunications on campus are not available, University

Relations will center media relations at a designated location. Information will be

available there for the news media and, as possible, for faculty, staff, and students.

Cellular and other emergency telephone numbers are available to Public Safety and

other designated units. Official information will be made available as quickly as possible

to the Campus Information Center.

After hours a University Relations representative is on call evenings, weekends,

and holidays to assist University units in communication with the campus and the

general public dealing with media emergencies and other unusual circumstances. The

representative on call will provide media assistance and alert appropriate University

administrators as necessary.


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Information technology Service and Escalation Protocol

Disaster Recovery Director- Fr. Roberto C. Yap SJ

Disaster Recovery Managers

Lina G. Kwong

Academic Vice-PresidentESTRELLA C. CABUDOY

Director, University Library

REYNALDO ANTONIO R. MANTEDirector, Human Resources Office

VERNA A. LAGO

University Registrar

ENGR. LENNIE K. ONGUniversity Treasurer

ENGR. GERARDO S. DOROJA

Dean, College of Computer Studies

HARRIET FERNANDEZHead, CISO

Crisis Decision

Academic Office Recovery Team

Team Leader

Back up

Coordinator

Library Recovery Team

Team Leader

Back up

Coordinator

Human Resouce Recovery Team

Team Leader

Back up

Coordinator

Registrar Recovery Team

Team Leader

Back up

Coordinator

Finance Recovery Team

Team Leader

Back up

Coordinator

CS Recovery Team

Team Leader

Back up

Coordinator

CISO Recovery Team

Team Leader

Back up

Coordinator

Entry Points

214 -HELP(4357) ITS Help Desk

232-2421 Administrative Help Desk

215-2515 Telephone Repair and Voice Mail Help Desk

253-3500 Campus Operator

236 - Campus Information Desk

Customer

Faculty/Staff

Students/Parents

Xavier University Hospitals or Clinic

Reaction

Response


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Computer Science Recovery Team and Staffing

CS Recovery Team

Team Leader: Engr. Gerardo S. Doroja

Desktop Recovery Team

Mr. Francis Lee Mondia

Data Center Recovery Leader

Mr. Joseph Anthony C. Sabal

Telecommunication Recovery

team

Ms. Harriet Fernandez

Network and Web Recovery

Leader

Mr. Fren Marlon Peralta

Computer Operator and User Support Agent:

Cristina Amor Cajilla

Rozaldy Gutierrez

Maria Ramila Jimenez

Rhea Suzette Mocorro

Elvira YanezaMeldie Apag

Sheryl May Jagonia

Shiela Dimasuhid

Florence Reyes

Software Recovery Leader

Paulo Javier Gener


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Schedule Management Plan


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DATA CENTER Recovery Team:

The Data Center Recovery Team is composed of personnel within Information

Technology Services that support Xavier University central computing environment and

the primary data center where all central IT services, the Networks Operations Center

and other central computing resources are located. The primary function of this small

working group is the restoration of the existing data center or the activation of the

secondary data center depending on the severity of the disaster. This teams role is to

restore the data center to a condition where individual recovery teams can accomplish

their responsibilities with regard to server installation and application restoration.

The team should be mobilized only in the event that a disaster occurs which

impacts the ability of the existing central computing facility to support the servers and

applications running there. The University President has the responsibility to keep the IT

Director up to date regarding the nature of the disaster and the steps being taken to

address the situation. The coordination of this recovery effort will normally be

accomplished prior to most other recovery efforts on campus as having a central

computing facility is a prerequisite for the recovery of most applications and IT services

to the campus.

DESKTOP Recovery Team:

The Desktop Recovery Team is composed of personnel within the Information

Technology Department that support Xavier Universitys desktop hardware, client

applications, classrooms, labs and academic development systems. The primary

function of this small working group is the restoration of Xavier Universitys desktop

systems, classrooms and labs to usable condition. During the initial recovery effort, the

team is not responsible for restoration of any data the user may have on their desktop

computer. Central Washington University recommends all users store data files on the

file servers, which are backed up nightly, to support data recovery.


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The team should be mobilized in the event that any component of the network or

telecommunication infrastructure experiences a significant interruption in service that

has resulted from unexpected/unforeseen circumstances and requires recovery efforts

in excess of what is experienced on a normal day-to-day basis.

The University President has the responsibility to keep the IT Incident Director up

to date regarding the nature of the disaster and the steps being taken to address the

situation. The coordination of this recovery effort will be accomplished with other

recovery efforts on campus by the IT Incident Director.

NETWORKS AND WEB Recovery Team:

The Networks and Web Recovery Team is composed of personnel within

Information Technology Services that support Xavier Universitys network infrastructure

including all cable plants, switches, routers, network applications, file servers, electronic

email servers and web services. The primary function of this small working group is the

restoration of Xavier Universitys LAN and servers to the most recent pre-disaster

configuration in cases where data and network loss is significant. In less severe

circumstances, the team is responsible for restoring the system to an operational status

as necessitated by any network hardware failures or other circumstances that could

result in diminished performance.

The team should be mobilized in the event that any component of the network

infrastructure experiences a significant interruption in service that has resulted from

unexpected/unforeseen circumstances and requires recovery efforts in excess of what

is experienced on a normal day-to-day basis. The University President has the

responsibility to keep the IT Incident Director up to date regarding the nature of the

disaster and the steps being taken to address the situation. The coordination of this

recovery effort will be accomplished with other recovery efforts on campus by the IT

Incident Director.


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SOFTWARE Recovery Team:

The Software Recovery Team is composed of the IT Specialists within

Information Technology Services that support the ERP and Software system as well as

the User Application Specialists and a Network Specialist. The primary function of this

small working group is the restoration of all modules of the Application Software to the

most recent pre-disaster configuration in cases where data loss is significant. In less

severe circumstances the team is responsible for restoring the system to an operational

status as necessitated by any hardware failures, network outages or other

circumstances that could result in diminished system performance.

The team should be mobilized in the event that the Application Software and

ERP systems experience a significant interruption in service that has resulted from


is experienced on a normal day-to-day basis. The University President has the

responsibility to keep the IT Incident Director up to date regarding the nature of the

disaster and the steps being taken to address the situation. The coordination of the

PeopleSoft recovery effort will be accomplished with other recovery efforts on campus

by the IT Incident Director.

TELECOMMUNICATIONS Recovery Team:

The Telecommunications Recovery Team is composed of personnel within the

Information Technology Department that support Xavier Universitys voice networks.

The primary function of this small working group is the restoration of Xavier Universitys

voice networks to the most recent pre-disaster configuration in cases where voice

network loss is significant. In less severe circumstances, the team is responsible for

restoring the voice network to an operational status as necessitated by any failures or

other circumstances that could result in diminished performance.

The team should be mobilized in the event that any component of the network

infrastructure experiences a significant interruption in service that has resulted from



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is experienced on a normal day-to-day basis. The Head of Telecommunications has

the responsibility to keep the IT Incident Director up to date regarding the nature of the

disaster and the steps being taken to address the situation. The coordination of this

recovery effort will be accomplished with other recovery efforts on campus by the IT

Incident Director.

DISASTER PREPAREDNESS

A critical requirement for disaster recovery is ensuring that all necessary

information is available to assure that hardware, software, and data can be returned to a

state as close to pre-disaster as possible. Specifically, this section addresses the

backup and storage policies as well as documentation related to hardware

configurations, applications, operating systems, support packages, and operating

procedures.

Data Recovery Information:

Backup/Recovery disks and tapes are required to return systems to a state

where they contain the information and data that was resident on the system shortly

prior to the disaster. At Xavier University full backups of all servers are performed

weekly. Those servers not in the full backup list have an incremental done.

Backup/Recovery tapes are stored in the locations and for the retention periods outlined

summarized in the table below:

Daily Period Storage Location Authorized Personnel

Weekly Backup Xavier University Data

Center

Network and Operation

Personel

Central Data Center and Server Recovery Information:

In the event of any disaster which disrupts the operations in the Data Center,

reestablishing the Data Center will be the highest priority and a prerequisite for any IT

recovery. As such, Information Technology Services is required to have detailed

information and records on the configuration of the Data Center and all servers and

equipment located in the Data Center. Detailed information is documented in the


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database and this database is updated and copied monthly to CD and stored in a vault

with the backup tapes. The operations staff is responsible for keeping the hardware

inventory up to date.

Network & Telecommunication Recovery Information:

In the event of any disaster which disrupts the network and/or

telecommunications, reestablishing the connectivity and telephony will be a high priority

and a prerequisite for any IT recovery. Recovery of these services will be accomplished

in parallel or immediately following recovery of the Data Center. As such, Information

Technology Services is required to have detailed information and records on the

configuration of the networking equipment. Detailed information of switches and routers

is documented in the database and this database is updated and copied monthly to CD

and stored in the vault with the backup tapes. The networking staff is responsible for

keeping the networking inventory up to date.

Application Recovery Information:

Information necessary for the recovery and proper configuration of all application

software located on the central servers is critical to assure that applications are

recovered in the identical configuration as they existed prior to the disaster. Detailed

information on critical central applications will be documented in the database and this

database is updated and copied monthly to CD and stored in the vault with the backup

tapes. Server administrators are responsible for keeping the application inventory up to

date.

Desktop Equipment Recovery Information:

Information necessary for the recovery and proper configuration of all desktop

computers and printers supported by Computer Support Services is critical to assure

that client systems can be restored to a configuration equivalent to pre-disaster status.

Detailed information on client systems (both PC and MAC) is also documented. This

web site is backed up nightly.


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DISASTER RECOVERY PROCESSES AND PROCEDURES

Incident Command Team: The role of the IT Disaster Recovery Team (under

the direction of the Incident Director) is to coordinate activities from initial notification to

recovery completion. Primary initial activities of the team are:

Incident Occurrence: Upon the occurrence of an incident affecting the IT

services at Xavier University, the Head & Assistant Head of Information Technology will

be notified by campus security and/or other individuals. Personnel reporting the incident

will provide a high-level assessment as to the size and extent of the damage. Based on

this information, the assistant Head of IT will assume his/her responsibilities as the

Incident Director, and will contact the other members of the Incident Command Team,

and provide them with the following basic information:

Brief overview of the incident, buildings affected, etc.

Which Incident Command Headquarters (ICH) will be used

Scheduled time to meet at the ICH for initial briefing

Any additional information beneficial at this point. No other staff members are to be

contacted at this point, unless directed by the Incident Director.

Incident Assessment: The IT Disaster Recovery Team will receive an initial

briefing from the Incident Director (ID) and any other personnel invited to the meeting.

The Disaster Recovery Team will assess the situation, perform a walk-through of

affected areas as allowed, and make a joint determination as to the extent of the

damage and required recovery effort. Based on this assessment, the team will make a

determination as to whether the situation can be classified as routine and handled

expeditiously via normal processes, or if a formal IT disaster needs to be declared.

Once an IT disaster has been declared, and the preceding steps to notify the XU

Management Team and the Recovery Teams have been accomplished, ongoing

responsibilities of the Incident Command Team and Director include:


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Securing all IT facilities involved in the incident to prevent personnel injury and

minimize additional hardware/software damage.

Supervise, coordinate, communicate, and prioritize all recovery activities with all

other internal / external agencies. Oversee the consolidated IT Disaster

Recovery plan and monitor execution.

Hold regular Disaster Recovery Team meetings/briefings with team leads and

designees.

Appointing and replacing members of the individual recovery teams who are

absent, disabled, ill or otherwise unable to participate in the process.

Provide regular updates to the Xavier University (XU) Management Team on

the status of the recovery effort. Only the XU Management Team and/or their

designees will provide updates to other campus and external agencies (media,

etc.)

Approve and acquire recovery resources identified by individual recovery

teams.

Interface with other activities and authorities directly involved in the Disaster

Recovery (Police, Fire, Department of Public Works, XU Teams, etc.)

Identify and acquire additional resources necessary to support the overall

Disaster Recovery effort. These can include 1) acquiring backup generators and

utilities, 2) arranging for food/refreshments for recovery teams, etc.

Make final determination and assessment as to recovery status, and determine

when IT services can resume at a sufficient level.

Disaster Recovery Teams: Disaster Recovery Teams are organized to respond to

disasters of various type, size, and location. Any or all of these teams may be mobilized

depending on the parameters of the disaster. It is the responsibility of the Incident

Command Team to determine which Disaster Recover Teams to mobilize, following the

declaration of a disaster and notification of the Xavier University Management Team.

Each team will utilize their respective procedures, disaster recovery information,

technical expertise, and recovery tools to expeditiously and accurately return their

systems to operational status. While recovery by multiple teams may be able to occur in


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parallel, the Data Center and Network/Telecommunications infrastructure will normally

be assigned the highest priority, as full operational recovery of most other systems can

not occur until these areas are operational.

Database Reco very Team:

1. Take appropriate steps to safeguard personnel and minimize damage to any related

equipment and/or software.

2. Assess damage and make recommendations for recovery to Database services.

3. Identify other individuals required to assist in recovery of these applications, and

report this information to the ID for action.

4. Restore degraded system function at backup site and inform user community of the

restrictions on usage and/or availability.

5. Coordinate software replacement with vendor as required.

6. Coordinate Database services recovery with other recovery efforts.

7. Execute plan to restore Database services to full function.

8. Provide scheduled recovery status updates to the Incident Director to ensure full

understanding of the situation and the recovery effort.

9. Verify and certify restoration of the Database services to pre-disaster functionality.

Data Center Recov ery Team:



2. Assess damage and make recommendations for recovery of Central Data Facility.

Determine if use of alternate/cold site is required.

3. If the alternate data center site is required, execute all necessary steps to notify

appropriate personnel and secure backup facility.

4. Identify other individuals required to assist in recovery of data center, and report this

information to the ID for action.

5. Develop overall recovery plan and schedule, focusing on highest priority servers for

specific applications first.

6. Coordinate hardware and software replacements with vendors.


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7. Recall backup/recovery tapes from on campus or off-campus storage, as required to

return damaged systems to full performance.

8. Oversee recovery of data center based on established priorities.

9. Coordinate data center recovery with other recovery efforts on campus.



11. Verify and certify restoration of the data center to pre-disaster functionality.

Desktop Recovery Team:



2. Assess damage at all areas affected, and make recommendations for recovery.

3. Identify other individuals required to assist in recovery of desktop services, and report

this information to the ID for action.

4. Develop overall recovery plan and schedule, focusing on highest priority areas of the

campus infrastructure/desktop services first

5. Coordinate hardware and software replacement with vendors. (

6. Oversee recovery of desktop computing services (workstations, printers, etc.) based

on established priorities.

7. Coordinate recovery with other recovery efforts on campus.



9. Verify and certify restoration of the desktops to pre-disaster functionality.

WEB Recovery/Network and Telecommunicat ions Recovery Team:



2. Assess damage and make recommendations for recovery.

3. Identify other individuals required to assist in recovery of services, and report this

information to the ID for action.


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campus infrastructure first.

5. Coordinate hardware and software replacement with vendors.

6. Oversee recovery of messaging, telecommunications and network services based on

established priorities.

7. Coordinate messaging, network and telecommunications recovery with other

recovery efforts on campus.



9. Verify and certify restoration of the Messaging, Network and Telecommunications

infrastructure to pre-disaster functionality.

ERP/Ap plicatio n Software Recovery Team:



2. Assess damage and make recommendations for recovery to ERP/Application

Software services.

3. Identify other individuals required to assist in recovery of these applications, and

report this information to the ID for action.

4. Restore degraded system function at backup site and informs user community of the

restrictions on usage and/or availability.

5. Coordinate software replacement with vendor as required.

6. Coordinate PeopleSoft services recovery with other recovery efforts.

7. Execute plan to restore ERP/Application Software services to full function.



9. Verify and certify restoration of the PeopleSoft services to pre-disaster functionality.

Telecomm unicat ions Recovery Team:




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2. Assess damage and make recommendations for recovery.

3. Identify other individuals required to assist in recovery of these services, and report

this information to the ID for action.


campus infrastructure first.

5. Coordinate hardware/software replacement with vendor as required.

6. Oversee recovery of voice network services based on established priorities.

7. Coordinate the voice network recovery with other recovery efforts.



9. Verify and certify restoration of the voice network to pre-disaster functionality.

Specific Crisis Situation

Fire Disaster Preparation

a. Structural fire separation

IT structure shall be separated from adjacent areas by fire-resistant walls (of 90

minutes minimum resistance) and non-flammable materials. Separating walls within

IT facilities shall offer at least 30 minutes of fire resistance and be made of non-

flammable materials. They shall reach form the raw floor to the raw ceiling. IT

equipment should possibly be distributed to several rooms.

IT areas shall not be located in the same fire zone as other high hazards. High

hazard shall be separated by fire break walls or complex separation walls with

increased stability requirements in the case of fire and made of non-flammable

materials.

b. Interior fittings

The interior fitting should be made of non-flammable materials; if this is not

possible, at least materials of low flammability should be used as well as materials

that do not drip while burning. As few halogen-containing plastics should be used as

possible, both in IT facilities and in adjacent areas.

c. Fire detection and fire alarm systems (FDAS)


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IT facilities including adjacent rooms shall be monitored by automatic fire detection

and fire alarm system. Apart from the IT facility area itself these could include:

- Plant rooms of air conditioning or venting systems;

- Ventilation ducts from air condition systems, including fresh air sampling pipes;

- Rooms of power supply and emergency power supply;

- Data archive rooms;

- Paper storage rooms;

- Rooms beside or above/below the IT facility

d. Fire extinguishing systems

For the entire protection of IT equipment, automatic fixed fire extinguishing

systems can be recommended. Both gas extinguishing systems and water

extinguishing systems are appropriate for IT equipment, as well as adjacent areas,

such as storage areas, archives and offices.

For application in IT areas, extinguishants with as little residue as possible are

preferable. It must be a non-corrosive and non-electrically conductive extinguisher.

The following extinguishing systems meet these requirements.

- Carbon dioxide, (C02) fire extinguishing system

- Inert gas extinguishing systems;

- System with chemical extinguishants

e. Fire Extinguishers

In the actual IT rooms and in the adjacent rooms, a sufficient number of

appropriate fire extinguishers shall be available

f. Organizational fire protection

A fire protection concept showing the necessary organizational measurements

shall be established and specified for the IT facility. The following items shall be

considered:- Reduce fire load to the minimum;

- Set up regulations and installation instructions;

- Strictly do not allow fire-hazardous works; if necessary, a permit is required and fire

protection regulation shall be followed;

- Instruct and supervise contractors;

- Keep and control cleanliness and tidiness permanently;


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- Eliminate ignition sources;

- Smoking ban; if necessary, provide separate fire protected smoking zones;

- Ban private electrical appliances

All necessary fire protection measures shall be agreed by the insurer, with the

internal representative for safety and health and fire protection and with the

responsible public fire brigade. Fire brigade plan, showing the facilities for the fire

brigade and equipment in and around the building shall be handed to the

competent fire brigade.

g. Further loss prevention measures

During a fire, damage to the respective IT equipment can generally be

minimized by well-timed manual disconnection of the voltage supply. Manual

emergency abort devices shall be protected against accidental operation and

abuse. If IT equipment rooms are air-conditioned, they shall have their own air-

conditioning systems.

The equipment itself must be marked or identified in a categorical type

through color or any form of identification for the purpose prioritizing the systems

in case of some fire or natural hazard events.

Other Severe Weather

Upon notification of a warning:

Remain calm and avoid panic.

Go to an area of safety. (Rooms and corridors, in the innermost part of a building.

Stay clear of windows, corridors with windows or large free-standing expanses.

Do not use elevators.

Close all doors, includingmain corridors, making sure they latch. Crouch near the floor or under heavy, well-supported objects and cover your head.

Be alert for fire. In the event of a fire, the fire plan should be utilized.

Listen to your radio for news and updates if possible.


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Flood and/or Water Damage

Assess your own safety and act accordingly.

Do not walk or work in standing water which may have contact with wiring and may

be electrified.

Call Facilities Management and your Building Coordinator and develop a plan to

coordinate with Facilities Management. (After hours: if you are unable to reach

Facilities Management or the building coordinator, notify Department of Public

Safety. Work with Facilities Management to:

turn off water supply if water is flowing from pipes, and

provide equipment and personnel to clean up water.

If the water emergency involves a threat or damage to Information Technology

Services or facilities, make the calls indicated below until you reach someone.

The first person you reach in the notification list below will begin implementation

of the salvage procedures.

mercado gaamil proj mgmt plan proj2 final

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