Transcript Document

Federal Student Aid
Conference
Orlando, FL
Session 1
Disaster Planning and
Emergency Preparedness
Cathy Simoneaux, Loyola University New Orleans
Bob Quinn, The Pennsylvania State University
Mary Haldane, Department of Education
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Disaster Planning &
Emergency Preparedness
Cathy Simoneaux
When We Left Work on Friday
Katrina Was Forecast to Hit Florida
Late Friday, the storm changed course
• “Emergency Plans” began to be implemented
Saturday morning
– We came in and secured our basement office
– Students urged to leave campus
– Mandatory evacuation implemented by Sunday
morning
5
The Levees Failed Late Monday
6
7
Lakeview-Where My Parents Lived
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St. Dominic –My Elementary School
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Mt. Carmel –My High School
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My Neighborhood –1 mile from Loyola
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Katrina’s Impact
• Personal Impact
(as of 8/14/06)
• 80% of New Orleans flooded, an area equal
in size to seven Manhattan Islands
• 1,464 people died; 134 remain missing
• 204,000-plus homes severely damaged
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Katrina’s Impact
• 800,000-plus citizens forced to live outside of
their homes - the greatest diaspora since the
Dust Bowl of the 30's
• 81,688 FEMA trailers occupied
• 1.2 million families received Red Cross
assistance
• 33,544 persons rescued by Coast Guard
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Katrina’s Impact
• 34 years’ worth of trash and debris in New
Orleans alone
• 900,000 insurance claims at a cost of $22.6
billion
(Reference:Women of the Storm
http://www.womenofthestorm.net/index.php )
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Hurricane Katrina:Our Story
Our Emergency Plans Assumed One of the “Normal”
Means of Communication Would Always Be
Available
– How will you “reconnect” when nothing
works?
– Revised basic plan now posted at
http://www.loyno.edu/emergency/
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The Road to Recovery
• Loyola’s IT Department had a comprehensive
disaster recovery plan in place
– Data routinely sent to Chicago
– Mainframe operations restored within two
weeks of the storm
– Operations transferred to Houston then back to
New Orleans
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Resuming Operations
• Minimal staff pulled to the University of Houston
(Academic Affairs) and Alexandria LA (Business Office,
Student Affairs, Advancement)
– Shortage of office space “post Katrina”
• NEW PLAN: if this happens again, we are all off to
Houston
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The Internet Let Us Function
• Web-based Policy and Procedures Manual gave
everyone access to operational info needed
– Need to add technical processes
• Do Need to Be Sure to Have Some Security
Measures to Protect Sensitive Info in the Manual
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Critical Issue
How Do We Get
Students to
Return to New
Orleans?
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Communication With Others Key
• Identify major contact at each major host school
• Over 3,000 students enrolled at over 400 schools
during the semester
• President, Provost, Deans, Academic Advisors
visited many campuses to answer questions and
address concerns
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• Emergency Web Sites for Students /Parents
– http://loyno.edu/emersite/students
– http://www.loyno.edu/neworleans/
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“Be A Part of History”
• Opportunities for Community Service
– The “Loyola Corps”
http://cba.loyno.edu/loyolacorps/
– The “NOAH Project”
http://noah.loyno.edu/
Loyola University Community Action Program
http://www.loyno.edu/lucap/
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Enrollment Comparison
COLLEGE
"Day" Divisions
City College
Law
TOTAL
FALL 05
FRESH
SPR 06
FRESH
FALL 05
SOPHS
SPR 06
SOPHS
FALL 05
JUNIOR
SPR 06
JUNIOR
FALL 05
SENIOR
SPR 06
SENIOR
1041
809
810
702
742
662
698
701
44
22
52
40
118
84
170
138
280
201
44
33
268
235
222
208
1365
1032
906
775
1128
981
1090
1047
2/9/2006
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Facing the Future
• Projected Drop in Enrollment in the Freshmen
Class at all metro New Orleans Schools
– Impacts Revenue for Next Four Years
– Safety of the City is the Major Concern
• Restructuring Plan Being Implemented at Loyola
–”Pathways to Our Future”
• http://www.loyno.edu/strategicplan/
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Katrina: One Year Later-What Should
We Do?
http://www.loyno.
edu/universitymin
istry/katrina.html
President’s August 2006 Letter to the
Community
• http://www.loyno.edu/financialaid/University%20Update%20%5B
loyolaparents%5D.pdf
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• We are thankful for all the support that we
received in our “hour of need”
– The Department of Education
– The University of Houston
– The Financial Aid Community
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Contact Information
I appreciate your feedback and comments.
I can be reached at:
Cathy Simoneaux
Phone:
504-865-3369
E-mail: [email protected]
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Disaster Planning &
Emergency Preparedness
Bob Quinn
Penn State at a Glance
• 24 campus structure
• 80,124 total enrollment during Fall 2005
– 41,289 at Main Campus (University Park)
– 39,415 at all others
• $650 million in aid disbursed 2005-06
– Most administrative functions performed at UP
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Penn State Campus Structure
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A Brief History of DR at Penn State
• The 1980s – computing isolation
• The 1990s – distributed computing
• Post 2000 – DR Initiatives
– Change in leadership (admin computing)
– September 14, 2001 meeting
– 2003 audit cited building proximity
– DR Planning Committee
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Some Definitions
Disaster Recovery (DR) – Recovery from
unplanned interruptions of normal business
processes beyond the immediate ability of the
organization’s staff and normal management
structure to control. Strongly related to the
recovery of the IT infrastructure
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Some Definitions
Business Continuity Planning (BCP) – The
proactive processes and procedures an
organization puts into place to ensure that essential
functions can continue during and after a disaster
DR enables BCP
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Some Definitions
Incident – An event that leads to a short term
business interruption or loss of data on a small
scale i.e.. Water damage to an IT area
Disaster – Loss of the primary IT area or the loss of
the secondary mirrored IT computing facility, but
not both facilities
Catastrophe – Loss of the primary and secondary
computing facilities
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DR Committee Recommendation #1
• Establish a Disaster Recovery Position
• This was probably the single most important
strategy
• Currently have multiple positions with
responsibility for DR
• Many other participating in DR activities
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PSU DR Manager
Ken Schroyer
[email protected]
814.863.8888
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DR Committee Recommendation #2
• Establish a Catastrophe Contingency Site
• For-Hire sites are expensive
• We chose Altoona Campus
– Somewhat remote
– 40 miles away
– Proximity to high-speed data lines
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Recommendation #2 (continued)
• Establish a Catastrophe Contingency Site
• Problem: No facilities available
• Immediate/Short-term strategy:
– Mobile Recovery Units
• http://www.rentsys.com/
– Rental Equipment
• http://mainline.com/
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Mobile Recovery Unit
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Mobile Recovery Unit
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Penn State Campus Structure
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DR Committee Recommendation #3
• Establish a Local Recovery Site
• Decided to retain local computing facility
• Intended for localized incidents & disasters (more
likely than a large event)
• May run some production applications
• http://www.vmware.com/
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DR Committee Recommendation #4
• Procure Software for Disaster Planning
• Facilitates the development of a DR plan
• Does not build the plan for you
• http://www.strohlsystems.com/
• LDRPS – Living Disaster Recovery Planning
System
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DR Committee Recommendation #5
• Promote DR Awareness
• General staff awareness
• Brochures, web site, DR Day
• http://ais.its.psu.edu/disaster_recovery/index.html
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DR Committee Recommendation #6
• Establish Emergency Information Repository
• Designed to track students, faculty & staff
• Consolidate general emergency & local
information
• Web-based interface
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Contact Information
I appreciate your feedback and comments.
I can be reached at:
Bob Quinn
Phone: 814-863-3580
Fax:
814-863-0322
Email: [email protected]
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Disaster Planning &
Emergency Preparedness
Mary Haldane
Department of Education Continuity
of Operations Plan (COOP)
COOP is the Department’s “Umbrella plan” covering
ED’s management of “essential functions.”
• Assures public that Federal Government is
operating
• Every Federal Department /Agency has a COOP
• Required by law
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Department of Education
COOP Priorities
In the event of a crisis, the Department’s priorities are:
A. The safety and welfare of employees and contractors in,
and visitors to, Department facilities
B. Ensuring continuation of Leadership and communication
within the Department to include IT resumption of normal
business function in all Department offices
C. Continuation of the essential business functions of the
Department of Education
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Department of Education
Priorities Actions
A.
Personnel Safety
Evacuation
Shelter in Place (SIP)
Communication
•
Call trees
•
Accounting of staff
•
Toll free line
•
Website (Department & Office of Personnel & Management)
•
Local Media
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Department of Education
Priorities Actions
B.
C.
Continuity of Leadership
Alternate Sites
• Secretary of Education
• Department senior leadership
• Essential staff work at home or alternate location
Continuity of Business Functions
Department
• Hot Site
Federal Student Aid
• Business Continuity Plan (BCP) governs the operations during
a crisis and during the restorations of operations
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Federal Student Aid Environment
Federal Student Aid Regional Map
Chicago, IL (78)
Seattle, WA (13)
Boston, MA (13)
New York, NY (28)
Washington, DC (675)
San Francisco, CA (61)
Philadelphia, PA (21)
Denver, CO (17)
Kansas City, MO (24)
Atlanta, GA (79)
Dallas, TX (28)
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Federal Student Aid Environment
Federal Student Aid Major Systems Locations
Niagara Fall, NY
Utica, NY
Meriden, CT
Rockville, MD
Bakersfield, CA
Atlanta, GA
Lawrence, KS
Columbus, GA
Iowa City, IA
Plano, TX
Greenville, TX
Louisville, KY
San Antonio, TX
Montgomery, AL
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Federal Student Aid
Business Continuity Plan (BCP)
Background
•
Business Impact Analysis
–
Priority of business functions
–
Essential staff to support priorities
–
Essential systems to support priorities
–
Records/Files to support priorities
–
Alternate site(s)
•
Priorities and recovery times
1.
Capability to process student aid applications and determine eligibility – three days
2.
Capability to deliver funds to schools to support Title IV aid to eligible students and
parents – three days
3.
Delivering student aid only to fully eligible and participating schools – three days
4.
Capability to make payments to lenders and Gas in support of FFELP lender and
GA functions – three days
5.
Ensuring that DL, DLC, & DCS (FFELP, FPL, grant overpayments) loans enter into
repayment on time and interest benefits are calculated – four days
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Federal Student Aid
Business Continuity Plan (BCP)
BCP Team Organization and Roles
•
•
•
•
Senior Management Team – activates and direct plan in a
crisis
Business Impact Assessment Team – assesses damage and
recovery efforts and time frames for recovery
Business Function Recovery Team – vital system staff lead
continuity of operations during crisis and recovery of
operations after crisis ends
BCP Coordinator - Develops and maintains BCP
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Federal Student Aid
Business Continuity Plan (BCP)
Succession Staff and Vital Systems Staff
• Chief Operating Officer – five deep
• Vital Systems Staff – four deep
• Alternate site is home
– Access to Department network
– Vital records access
•
–
Shared drive capacity
Communications
•
Alternate media: landline, cell, BlackBerry, fax,
personal computer
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Federal Student Aid
Business Continuity Plan (BCP)
Awareness and Training
All staff
• New staff orientation
• All staff - yearly required training
• All staff call tree test four times a year
Federal Student Aid BCP Teams and vital systems staff
• Tests two times a year
• Tabletop exercises two times a year
• All staff call tree test four times a year
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Contact Information
I appreciate your feedback and comments.
I can be reached at:
Mary Haldane
Phone:
202-377-4324
Fax:
202-275-0907
Email:
[email protected]
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