Disaster Prevention and Recovery

1. Disaster Prevention and Recovery Your High-Level Overview of the Components Provided by ESP Solutions Group

2. Developing a Disaster Prevention and Recovery Plan First: Decide how much help you need to develop your DPRP. Second: Find out how ready you are to recover from a disaster and how much work you have to do to develop your DPRP. Third: Develop, adopt, test, maintain and implement your DPRP.

3. Process Map for Disaster Prevention & Recovery Planning Select Readiness Assessment and/or Planning Toolkit Read White Paper: DPRP for School System Technology 1. Download Toolkit 2. Create Planning Team 3. Review Readiness Report BEGIN 4. Publish Planning Document 5. Increase Leadership Awareness 6. Assemble DPR Implementation Team Complete On-Line Survey Download Documents Charter Project Plan Glossary 8. Identify Applications and Processes 7. Adopt DPR Policy 9. Document Application & Process Details Print Readiness Report Publish Planning Document 10. Design DPRP Testing Plan 11. Review and Edit Plan Sections Edit Readiness Report 12. Adopt and Implement DPR Plan Using DPR Toolkit? Develop and Adopt Plan Using Local Project Management Processes GOAL No Yes

4. How much help you need to develop your Plan? Read White Paper Disaster Prevention and Recovery for School System Technology Select Readiness Assessment and/or DPR Planning Toolkit Place Order Download Documents

5. How Ready are you to Recover from a Disaster? Edit Disaster Readiness Report and Planning Guide Print Disaster Readiness Report and Planning Guide Download Documents CharterProject PlanGlossary Complete On-Line Survey Publish Planning Document Using DPR Toolkit? Develop and Adopt Plan Using Local Project Management Processes Use the DPR Planning Toolkit including 28 templates to complete the 12 steps that will guide you to a successful adoption of a DPR Plan No Yes

6. Disaster Prevention and Recovery for School System TechnologyPlanning Toolkit 4. Publish Planning Document 1. Download Toolkit 2. Create Planning Team 3. Review Readiness Report 5. Increase Leadership Awareness 6. Assemble DPR Implementation Team 7. Adopt DPR Policy 8. Identify Applications and Processes 12. Adopt and Implement DPR Plan 9. Document Application & Process Details 10. Design DPRP Testing Plan 11. Review and Edit Plan Sections

7. Read the White Paper Read White Paper Disaster Prevention and Recovery for School System Technology • This white paper provides the specific education context for disaster prevention and recovery. Unlike processes developed for other industries, ESP’s has been highly customized to account for the governance, administrative, instructional, and public nature of the education arena. • Provide this white paper to key decision makers as part of the leadership awareness and support building processes. Having the same vocabulary and focus for disaster prevention and recovery will be a tremendous help when aligning resources.

8. Select Readiness Assessment and/or DPR Planning Toolkit Select Readiness Assessment and/or DPR Planning Toolkit • The Readiness Assessment will produce a Readiness Assessment Report and Planning Guide. • The DPR Planning Toolkit provides you with templates and documents designed exclusively for school systems and pre-populated with school system-specific information to make sure you cover all the aspects of your technology that you want to protect by including in your DPR Plan.

9. Download Readiness Assessment Documents Download Documents CharterProject PlanGlossary • The following documents have been drafted as templates for your customization. • Project Charter • Project Management Plan (Timeline) • Glossary

10. Complete Online Survey Complete On-Line Survey • The on-line survey allows you to document characteristics of your agency, current processes, and key personnel. • As you enter your responses to the on-line survey, they will be interpreted and incorporated into the output report entitled “Disaster Readiness Report and Planning Guide.” • You may return to the survey at any time to add to or edit your responses. Then you may generate an updated output report on demand.

11. Print Report and Planning Guide Print Disaster Readiness Report and Planning Guide • The on-line survey provides a button for printing or downloading the output document. • This document is generated in MS Word for easy editing, printing, and saving.

12. Edit Report and Planning Guide Edit Disaster Readiness Report and Planning Guide • You may return to the survey at any time to add to or edit your responses. Then you may generate an updated output report on demand. • If you prefer, you may make final edits directly into the output document. • Keep in mind that changes made to the output document will not be reflected in future output documents unless you make those changes on-line.

13. Prepare to Plan Publish Planning Document Using DPR Toolkit? • If you purchased only the planning components, then this is the time to consider adding the full DPR Planning Toolkit to your project. • Go to www.disasterfreeschools.com to see the details describing the toolkit. Develop and Adopt Plan Using Local Project Management Processes No Yes

14. Step 1. Download Toolkit 1. Download Toolkit • The DPR Planning Toolkit includes 25 separate templates to help you develop your Disaster Recovery Plan. • The templates guide you through all the steps of the of the planning process. • Once completed, the Word, Excel, PowerPoint, and MS Project files are printed and published as your DPR Plan.

15. Step 2. Create Planning Team 2. Create Planning Team • The Planning Team is different than the DPR Implementation Team. This team must include members representing all departments in the school system. • The DPR Planning Project Charter template provides the scope of work and timelines for the planning team • The Planning Team template guides you in including all stakeholders • The Planning Team meetings template provides you with agendas for the Planning Team meetings • The PowerPoint presentation, Disaster Prevention and Recovery Planning is a good introduction to the Planning Team.

16. Step 3. Review Readiness Report 3. Review Readiness Report • If you took advantage of the Disaster Readiness Assessment, review the Disaster Readiness Report and Planning Guide.

17. Step 4. Publish Planning Document 4. Publish Planning Document • A project management document helps your planning activities stay on course and complete within the time allotted. • The Microsoft DPR Planning template can be used to guide the Planning Team activities.

18. Step 5. Increase Leadership Awareness • It is imperative to have leadership support for a DPR Plan to be developed, adopted, and implemented. • Use the Planning Document resulting from Step 4 to increase leadership awareness and commitment to support the project. • Use the DPR Leadership Awareness PowerPoint presentation included in the toolkit. • Share the DPR White Paper with the school district leadership. 5. Increase Leadership Awareness

19. Step 6. Assemble DPR Implementation Team • The DPR Implementation Team is different than the Planning Team. These are the people who will execute the plan during tests, drills, and actual emergencies. • A template including the roles and responsibilities of potential members is provided to assist you in recruiting the people with the necessary skills to execute the DPR Plan. 6. Assemble DPR Implementation Team

20. Step 7. Adopt DPR Policy • A sample policy has been drafted. • Use this policy as the starting point to determine what your school system needs. 7. Adopt DPR Policy

21. Step 8. Identify Applications and Processes • A list of 132 processes and sub-processes commonly used in school systems has been provided to help you: • Identify all the applications for which you will have recovery strategies. • Identify all the school system business processes for which you will document business continuation strategies. 8. Identify Applications and Processes

22. Step 9: Document Application and Process Details • This step represents the most time consuming part of the planning process. The templates provided for this step will guide you during interviews of all stakeholders. • Four templates are pre-populated with 68 processes and 64 sub-processes commonly used in school systems in the following areas: • School System Business • Technology and Information • Student Information • Curriculum and Instruction • In the templates you will document: • Application recovery details • Process continuation details • Contact information • Recovery priority for each week of the school year 9. Document Application & Process Details

23. Step 10: Design DPRP Testing Plan • The test plan is one of the most crucial components of your agency’s overall strategy. • To ensure that all your processes and infrastructure are backed up and will come back on-line after an event, this plan must be tested in realistic conditions. • The DPR Planning Team and the DPR Implementation Team should work together to design and schedule drills to test your DPR Plan. • Edit the template provided to design tests for each of the core processes. 10. Design DPRP Testing Plan

24. Step 11: Review and Edit DPR Plan Sections • Your DPR Plan will consist of the documents resulting from the previous steps. You will need additional sections, which are provided in the toolkit for you to edit: • Cover Page • Foreword • Overview • Purpose and Rationale • Glossary 11. Review and Edit Plan Sections

25. Step 12. Adopt and Implement DPR Plan • Congratulations! You have completed the process. • Publish the DPR Plan and place copies in selected (secure) places throughout the school system. • Update your plan periodically. 12. Adopt and Implement DPR Plan GOAL

26. Do you need additional help or information? www.disasterfreeschools.com