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Emergency Action Plan

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Estimate of the Situation

An emergency situation may occur that could affect the University and surrounding areas, such as a sudden loss of power and/or natural gas for an extended period. During this period, electronic communication will be of critical importance in coordinating emergency activities on campus and sharing information with parents, the public, and the press. Limited specific operational administrative activities will need to occur during emergency periods.

Assumptions

  • Power outages may last from a few minutes to indefinitely.
  • Natural gas outages do not impact campus communications.
  • At least one Internet service provider to the University is functioning.
  • The telephone central office is functioning.
  • The diesel generator for Information Technology is functioning.

Preplanning Actions (To Do before the Power Outage)

Internal (Information Technology) Actions

  • Identify desktop systems and networking equipment for emergency use.
  • Ensure key IT staff have cell phone numbers posted.
  • Set up a local command center in the main IT conference room.
  • Acquire more "message boards" for the telephone switch, dedicated to emergency use only.
  • Ensure emergency contact lists are up to date and posted.
  • Set aside a 16-port emergency data switch and 16 station cables.

External (others on campus) Actions

  • Test generator cutover with data center equipment. (Facilities)
  • Coordinate with MarCom on how to access web servers during the outage.

Notification Procedures

  • Post announcements on the IT web status/alert page about the initial situation and which technology/communications services are operational.
  • Post announcements on the main IT phone line about the situation.
  • Notify the building of EOC activation.

Action During the First 4 (four) hours of the Event

  • Mobilize required IT staff:
    • Coverage for the main phone line.
    • Staff to move PCs if required.
    • Systems and network/telecom staff.
  • Assess the status of the data center and equipment:
    • Assess any physical damage as necessary.
    • Confirm UPS and generator have cut over in a power failure.
    • Confirm the phone switch is operational:
      • Confirm local and long-distance connectivity to providers (e.g., Pac Bell).
      • Confirm the EON wireless phone system is working.
    • Confirm the data network is operational:
      • Confirm Internet access.
      • Confirm central web servers are operational.
      • Confirm central email services are operational.
  • Notify Campus EOC in Facilities of our status.
  • Assist MarCom with posting general notifications on telephone system message boards. {554-4000 and/or additional lines}
  • Depending upon the type and scope of the emergency, determine if the bank of local data entry systems needs to be implemented:
    • Deploy an emergency network switch in the rear of the data center.
    • Use tables from the data center and guest chairs from the office as needed.
    • Bring systems over from Orradre lab (up to 16 as needed).
  • Deploy a mini-hub and 2-4 PCs in the IT EOC, as needed.

Needs and Obstacles to Address to Complete this Plan

  • UPS/generator power for lighting and data in the IT EOC is not available at this time. Funding for upgrading this infrastructure must be identified, and then the work done.
  • Funding for the additional telephone switch message boards needs to be identified, then the hardware ordered and installed.

Primary IT EMT contacts

  • John Bright
  • Todd Schmitzer
Jun 11, 2014
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