kuali ready webinar on building a bcp information portal
TRANSCRIPT
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The webinar will start shortly after the hour to give everyone time to log in.
All callers will be muted so that we have the best audio quality possible.
Questions can be submitted at any time using the ‘Question’ box. We will address as many as possible at the end of the webinar.
Try Kuali Ready free for 60 days:http://get.kuali.co/Request-Ready-Trial
WELCOME!
Webinar
Lessons Learned While Creating a Campus Website in Support of BCPCreating and maintaining a website to support all aspect for your university Business Continuity Planning site
November 29, 2016
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Beverley Wyatt Business Continuity Coordinator for Ohio University and is the primary contact with the software application vendor. Her role is to communicate and assist all divisions of the University in identify critical business functions, processes and resources that support them; develop a plan to manage business disruption; and to conduct training, testing and exercises to evaluate recovery strategies and the plan. Bev has over 34 years of administrative experience with Ohio University serving in the medical college, university housing and event services areas. [email protected]
Mary Lou East-Emmons• 29-years with IU; 7-years with PSIA-EMC-BCP; 1-year PSIA-ES• System Admin – “Events OnLine” (IU EOL); “IU READY”;
Conveyant Systems “TeleDirectory” – UITS -Operator Services; IU Health Center – scheduling, billing, health care services
• Trainer, Admin, Project Coordinator, Product Facilitator, and Business Continuity Planning Manager
Ohio Universityhttps
://www.ohio.edu/riskandsafety/continuity/index.cfm
Indiana Universityhttps://one.iu.edu – (IU portal)https://protect.iu.edu/emergency-planning/continuity-planning/index.html
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YOU - our Kuali audience: Ground Rules- Please, send us your BCP related website URL! We can learn
from one another! Send it to – [email protected] - Feel free to “creatively edit / steal” any of our materials!- This is a two-way learning activity. Please ask questions as
well as share your successes.
We are a l l i n th i s toge ther !
https://www.ohio.edu• Total enrollment, all campuses: 40,025• 5 regional campuses• Major public research university• Organizational structure - VP Finance
& Administration /Risk Management & Insurance/ Emergency Programs
• Currently 168 plans in various stages.• 1.40 FTE (16 hours/week on BCP)• Website platform - CommonSpot
https://protect.iu.edu• Total enrollment, all campuses: 114,000• 7 regional campuses• Major public research university• Organizational structure – EVP
University Academic Affairs / Public Safety and Institutional Assurance / Emergency Management & Continuity
• Currently 818 plans in various stages• (1) FTE and (2) .50 FTE coordinators• Website platform – Cascade
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Handout:Sticker for StudentsFacultyStaff
Fall check-in RA FairsHealth Fairs
Trainings…Active Shooter Response…Earthquake Drills…Tornado Simulations…
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Migration to NEW appearance of IU READY – Nov. 17-18, 2016
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Tips & Tricks for Website Success
• Use quotes & testimonials from leadership and successful units to gain support and compliance
• Keep the website clean and simple, progressive and fresh
• Internal Audit is your friend~• Let the website work for you!
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Additional Tips & Tricks for Website Success• Know your audience – coordinators, faculty, parents, students• 50K-foot-level … then drill down with detail• FAQ – common questions and answers• Definition of common BCP terms - • Top-down Support – President, Provost, Chancellor, VP’s, etc.• Meet your audience where they are (i.e., social media, paper,
website…)• Group common subjects – Training doc’s, Presentations,
Support letters, etc.• Links to - other ‘RECOVERY’ – on-campus, DHS and/or FEMA• Link to - IU KnowledgeBase• Create and Link to training technology – videos, tutorials with
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Lessons Learned – BCP Website Creation
• Listen to the COORDINATORS / USERS – what do they want; what do they need; what can be a resource to make their job easier
• Think of the mission / message – what do you want to convey; what is YOUR purpose – singular or multiple message
• Think for the users … what information can help simplify the processes
• Different POV or incites into BCP – You as website admin. might need to create your site as ‘everything to everyone’
• Then … Organize / Organize / Organize!• Sort information – Put information in ‘findable’ format (i.e.,
sort by audience, information verses instructional)Be a resource website for whomever might visit your site
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NEW!
Just Added
Website Value for Ohio University
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Where we are:Relatively new to Kuali Ready – actively started plans, January 2015Started process with administrative/operational unitsRedesigned website (expected in todays environment)Helps to keep all resource materials in one place Use the website as a “pre-training” tool
Where we are going:Gearing up for academic colleges Adding research link – checklists and emergency contact information“Do it yourself” Table Top ExercisesTrain the trainer approachWhat’s new for 2017• Brown Bag Lunch Exercises• Collaboration with “linked” units• Share plan with dependencies
Website Value for Indiana University
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Where IU has come fromNine (9) years into READY product – BCPT product / in-house support, January 2007
Training process:
With assistance from federal grants awards (DOE & FEMA):
1st operational units/support units (2007-2008 … Groups within campus EOC)
2nd academic units (2008-2010 … 18 Schools)
Redesigned website (Summer 2014)
Keeps all resource materials in one place
Use the website as a “pre-training” and “post-training” tool
Where IU is going - Phase #2 / Post-BCP What to do with plans when it is ‘completed’…
Share with entire staff – NOT A SECRET
Table Top Exercises
Distribution list; type of distribution
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● Schedule a Personalized Demonstration
● Request More Information
● Have Questions?
[email protected] www.kuali.co/ready
CONTACT US
Try Kuali Ready free for 60 days:http://get.kuali.co/Request-Ready-Trial
Mary Lou East-Emmons ([email protected])Principal Event Management AnalystUniversity Events Management1469 E. 17th StreetBloomington, IN 47404https://protect.iu.edu/emergency-planning/continuity-planning/index.html WRK: 812-855-8975CELL: 812-345-0234
Beverley J. Wyatt M.Ed. ([email protected]) Business Continuity Planner
Department of Risk Management and Safety137 University Service Center (Former Facilities Mgt.)49 Factory Streethttp://www.ohio.edu/riskandsafety/Cell Phone (740) 590-3542