A continuity planning tool from the Kuali Foundation

1. A continuity planning tool fromthe Kuali Foundation

2. What is ? • Web based continuity planning tool to create useful, well thought out continuity of operations plans (COOPs) to ensure each unit’s ability to continue its critical functions. • Developed by higher education for higher education.

3. Maintained by the Kuali Foundation, a community of universities, colleges and other organizations partnering to build and sustain open-source software, for higher education, by higher education. • "Kuali" is a Malaysian word that refers to a cooking utensil -- essentially a small wok -- that is often described as a humble, but essential tool. What is ?

4. What is the overall goal of FIUready? To ensure that each unit can continue its critical functions if an incident occurs, thus allowing the University to continue fulfilling its mission. What type of information does FIUready collect? Unit-level organizational structure, critical functions, equipment, needs, resources and dependencies.

5. Who utilizes FIUready? Each unit’s designated COOP Planner(s) is responsible for entering and updating the information. How is FIUready accessed? The login page is accessible through the FIUready website: https://us.ready.kuali.org/fiu

6. “By failing to prepare, you are preparing to fail.” -Ben Franklin

7. Accessing

8. Accessing Your Unit Plan

9. Accessing Your Unit Plan • Change Your Password by Selecting “My Profile” in the HandyLinks Drop Down Menu

10. Accessing Your Unit Plan

11. Accessing Your Unit Plan

12. Accessing Your Unit Plan

13. Unit Plan Home Page • Navigation Tabs • Tools to help you complete your plan

14. Navigation Tabs • Edit Your Department Info: This is where you can add the head of your unit, or alter the name attached to your plan.

15. Navigation Tabs • Add/Remove User: This is where you grant access to others for your plan – access is restricted to those persons you specifically authorize. When you add somebody to this list, there are three options: • Full Access: can do anything to a plan (read/ write/ delete). • View‐only Access: access cannot edit the plan, but can view anything within the plan. • Gate‐keeper: authorized to add or delete other users

16. Navigation Tabs • Interview Forms: These are questionnaires that correlate with each of the steps and can help gather information to include in the plan.

17. Navigation Tabs • Printing Menu: This allows you to view your plan and print it, print parts of it or print documents you have uploaded as part of your plan.

18. Navigation Tabs • Choose a Different Plan: This lets you see a list of all the plans in FIUready.

19. Navigation Tabs • Plan Sign Off: Use this button when you are ready to have your department head or supervisor approve your plan and mark it complete.

20. Navigation Tabs • Annual Review Sign-Off: You will get a notice at the beginning of every year asking you to do a more formal review of your plan and mark that review complete.

21. Unit Plan Home Page • HandyLinks: Always on the upper right hand of every page. • Drop down list of the Navigation Tabs and other resources such as a Sample Plan, FAQs, “My Profile” and Things to Know.

22. Unit Plan Home Page • Guidance: right below HandyLinks • Always on right hand of every page. • Provides context for questions and coaching guides/tips to help you complete your plan.

23. Unit Plan Home Page • Plan Steps • The process that guides you to completion

24. Helpful Tips • Question with “Add to List” button: Make sure you click button once selected or entered an answer. • Make sure you save: There are two options: “Save” and “Save and Continue.” Leaving a page without saving may lose the data youhave just entered! • It is okay to leave questions blank: The system will tell you when an answer is required. • Returning: You may exit at any time and resume later. • Logout button: Located at the bottom center of every page. Closing the browser automatically logs you out.

25. Step 1 Department Identification • Enter: • 1. # of Personnel • 2. Type of Department • 3. Location(s) occupied • 4.Evacuation Plans

26. Step 2 Critical Functions • Add at least your top three critical functions • Assign a Level of Criticality (Most will be a level 2 or 3). • Click the “Go To Detail Screens” button to enter more information. •  Instruction details will be covered in Step Four. • Please Note: A function is the act of doing something, not the tool you use to do it. IT functions are NOT Critical Functions – they are captured in Step 3. • Staffing, Resources & Utilities are NOT Critical Functions – they are captured in Step 5.

27. Step 2 Critical Functions – Detail Screens • Most of the detail tabs are self explanatory, but below is more information for Step 2, Tab D – Dependencies • This tab is asking you to identify university entities your unit is dependent on (upstream) and entities that are dependent on your unit (downstream).   • The drop down list has quite a few university entities, but you can also add your own.

28. Step 2 Critical Functions – Detail Screens • Here is some additional information for Step 2, Tab E – Consequences. • This tab is asking you to identify harmful consequences if this particular Critical Function can’t be restarted quickly. • It helps if you can add a short explanation.

29. Step 3 Information Technology All the information on this step will be completed by the IT personnel in your unit of the personnel from the Division of IT.

30. Step 4 Instruction Step 4 Should Be Completed by Units Who Selected Instruction as a Critical Function. Select the type of Instruction your unit conducts. Click the “Add to List” button. You can select more than one if needed. • Click the “Go to Detail Screens” button and complete the subsequent tabs. Do not forget to click the “Save & Continue” after each screen.

31. Step 5 Key Resources These are the tabs you will see in Step 5. Again, they are mostly self-explanatory. Keep in mind that Staff of Other Units means staff you depend on within the campus from units other than your own. Stakeholders mean vendors or other off- campus resources you use regularly.

32. Step 5 Key Resources - Tabs Here is some additional information for Step 5, Tab B – Work from Home. If you have a small unit, it may be easy to individually list the information about personnel who can work from home. If you have a large unit, that would be a huge task! One solution is to indicate what percentage of the staff can work from home and/or just list your key personnel. You could also create a database file with this information and upload it into the Document Summary tab of FIUready.

33. Expectations Document Section: One of the features of FIUready is that you can reference lots of different documents and upload them in the Documents Summary tab. All units are required to upload their Emergency Contact List or Phone Tree into FIUready. You also have the option to reference documents and just indicate where to find them (a web site) or where they are usually located (in a file cabinet). Step 5, Tab F is where you will find a list of all the documents you have associated with your plan.

34. Expectations Mark Your Plan Complete Use the “Mark Your Plan Complete” button on you plan’s home page when you are ready to have your department head or supervisor to approve your plan. All plans should be marked complete by May 1, 2013.

35. Questions or Concerns??? • Contact Robin Yang at x. 0670 • ryang@fiu.edu Or • Amy B. Aiken at x. 6975 • abaiken@fiu.edu