CONTINUITY OF OPERATIONS PLAN
Transcription
CONTINUITY OF OPERATIONS PLAN
CONTINUITY OF OPERATIONS PLAN Southwest Arkansas Education Cooperative 2502 S. Main Street Hope, AR 71801 Revised: September 2014 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 Table of Contents Contents Plan Overview ......................................................................................................................................................................... 4 Agency-level criticality and sequence: ................................................................................................................................ 4 Plan-level criticality and sequence:..................................................................................................................................... 4 Employees by Attribute .......................................................................................................................................................... 5 Cross Training Plan .................................................................................................................................................................. 5 Employee Contact & Emergency Contact Information ........................................................................................................... 6 Reporting Structures by Priority ............................................................................................................................................. 8 Team Function Detail and Priority Report .............................................................................................................................. 9 Priority Level-One with Dependencies ............................................................................................................................... 9 Priority Level-Two with Dependencies ............................................................................................................................. 10 Priority Level-Three with Dependencies ........................................................................................................................... 10 Information Technology .................................................................................................................................................... 11 Process Configuration Report ............................................................................................................................................... 12 Administration .................................................................................................................................................................. 12 Cooperative Programs ...................................................................................................................................................... 13 Information Technology .................................................................................................................................................... 15 Process Supplies Summary ................................................................................................................................................... 17 Administration .................................................................................................................................................................. 17 Cooperative Programs ...................................................................................................................................................... 18 Information Technology .................................................................................................................................................... 23 Process Software Summary .................................................................................................................................................. 23 Administration .................................................................................................................................................................. 23 Cooperative Programs ...................................................................................................................................................... 24 Information Technology .................................................................................................................................................... 24 Process Vital Records ............................................................................................................................................................ 25 Administration .................................................................................................................................................................. 25 Cooperative Programs ...................................................................................................................................................... 26 Vendors List........................................................................................................................................................................... 27 2 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 Location List ........................................................................................................................................................................ 131 Alternate Location List ........................................................................................................................................................ 131 Close alternate locations: ............................................................................................................................................... 131 Distant alternate locations:............................................................................................................................................. 131 IT Processing Site(s) ........................................................................................................................................................ 131 Supplies for All Processes (except Information Technology) .............................................................................................. 132 Supplies for Information Technology Processes ................................................................................................................. 133 Media Statements ............................................................................................................................................................... 134 Order of Succession ............................................................................................................................................................ 135 Emergency Action Plan ....................................................................................................................................................... 136 Technology Department Contact Information ............................................................................................................... 139 Administrative Contact Information ............................................................................................................................... 139 Building Diagram ................................................................................................................................................................. 140 Procedure Documentation.................................................................................................................................................. 141 Devolution Plan ................................................................................................................................................................... 141 Reconstitution Plan ............................................................................................................................................................. 141 Pandemic Outbreak Plan..................................................................................................................................................... 142 ATTACHMENT 01................................................................................................................................................................. 142 Employee Phone Tree/Call List ....................................................................................................................................... 142 ATTACHMENT 02................................................................................................................................................................. 144 Sample Memorandums of Understanding...................................................................................................................... 144 3 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 Plan Overview This document is the Continuity of Operations Plan for the Southwest Arkansas Education Cooperative (SWAEC). The information present in this plan guides cooperative administration and staff in the recovery of necessary data and provides an organizational framework in the event that a disaster destroys all or part of the facilities and/or data. The primary focus of this document is to provide a plan to respond to a disaster that destroys or severely cripples the cooperatives facilities and/or its computer network or computer systems. The intent is to restore operations as quickly as possible with the latest and most up-to-date data available. Various threats, both natural and human, against the cooperative and its resources exist. The cooperative’s IT Security Policy documents preventative measures the technology department has implemented and/or is implementing as precautions and the Technology Disaster Recovery Plan documents responses specifically to IT-related recovery. However, we need to take into account natural disasters and disasters out of our control to prevent. At a minimum, this document will detail the backup procedures, secondary locations, and emergency contact information. Hard-copies of this continuity of operations plan are located in the cooperative’s central office and the technology coordinator’s office. The digital backup will reside with other necessary data in the storage of the off-site backup. Hope School District office will be the first place SWAEC would relocate. The second option would be to the Spring Hill district. Sites providing more distance to SWAEC would include Fouke, Texarkana, and Prescott School districts. Samples of Memorandums of Understanding (MOUs) are located in the appendix. Agency-level criticality and sequence: The most critical issue in regards to a disaster lies in the safety and well-being of SWAEC personnel. As that is assessed and handled, the next most critical issue becomes stability and soundness of the physical assets. These would be assessed at the building’s external features followed by examination of internal structures. Once the facilities are deemed safe, priority turns to restoring telecommunication and network connectivity such that business can be conducted with as little interruption as possible. This also includes hardware assessment of both core and employee equipment. Each department coordinator is then responsible for the overall recovery of their area with the aid of available personnel. Plan-level criticality and sequence: The Director ultimately decides which sections of this plan get implemented and to what extent. Once the agency-level assessments (as mentioned above) are started, the teams outlined within this document will perform their assigned tasks. Any questions that arise during the implementation of this plan shall be directed to the Director, Assistant Director or other appointed personnel, as determined by the Director. The sequence of execution of the plan shall be determined based on the nature and severity of the disaster which caused the execution of the plan. 4 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 Employees by Attribute Attribute Description APSCN Financial System Trained Cognos Business Reporting Tools Trained ACOOP Trained Lives < 10 miles from main office MS Office Expertise Network Administrator Notary Public PC Troubleshooting Experience Registered Nurse eSchool Employee Name Elsie Roach, Ramona Gentry Elsie Roach David Henderson Phoebe Bailey, Terry Burgess, Gina Perkins, Monica Morris David Henderson, Phoebe Bailey, Terry Burgess, Gina Perkins, Monica Morris, Floyd Morris, Debbie Propps, Kelly Cornelius, Terri Kennedy, Judy Harris, Vikki Bearden, Valarie Harvel, Melanie Birthright, Andrea Woodruff, Angela Winfield David Henderson Terry Burgess David Henderson Edie Greenwood Elsie Roach, Karen Massey, Vikki Bearden, David Henderson Cross Training Plan Where possible, cross training takes place among SWAEC employees. This includes, but is not limited to: Server administration – More than one employee is able to access the server with administrative rights in the absence of the Network Administrator. Bookkeeping/Records Management – More than one employee is trained in using the APSCN Financial system. Grounds and General Maintenance – More than one employee is trained in various aspects of grounds and maintenance. Examples include (but are not limited to): Breaker boxes, sprinkler system, fire system, elevator procedures. Teacher Center – Poster making, check-out procedures, etc. Event scheduling – Creating events in escWorks, adding/removing registrants, running reports, etc. Early Childhood – Child count, classroom teachers, paraprofessionals Professional development – Technology training, literacy training, math training, Common Core, etc. Additional cross training takes place throughout the year as needed and/or desired by various personnel involved. In some instances, training is done between personnel of differing backgrounds in order to ensure a continuity of pertinent operations in the event of a disaster or in the absence of personnel. 5 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 Employee Contact & Emergency Contact Information Name State Amanda Bass AR Andrea Woodruff AR Angela Winfield AR Angie Bobo AR Angie Gentry AR Ashlyn Icenhower AR Belinda Clark AR Billie Blakely AR Bonita Flint AR Callie Gilbey AR Connie Echols AR Dana Ray AR Darlene Estes AR David Henderson AR Deborah Crawford TX Deborah Propps AR Edie Greenwood AR Elsie Roach AR Eva Wood AR Evelyn Page AR Floyd Morris AR Gina Perkins AR Hazel Smith AR Jaslyn Richardson AR Judith Hubbard AR Judy Harris TX Karen Massey AR Kathie Brown AR Katrina Craft AR Kelly Cornelius AR Leslie Click AR Linda Haggerty AR Lindsey Shepherd AR Lisa Black Jackson AR Manuela Amaya AR Melanie Birthright TX Monica Morris AR Pat Pierce AR Phoebe Bailey AR Ramona Kyles AR Rhonda Colberg AR Robin Smith AR Sandra Browning AR Shana Martin AR Sharon Henry AR Sharon Wickless AR 6 Continuity of Operations Plan Southwest Arkansas Education Cooperative Sherry Faust AR Socorro Duke AR Sue Terry AR Tephanie Johnson AR Teresia Craven AR Terri Kennedy TX Terry Burgess AR Valarie Harvel AR Velvet Ogden AR Vikki Bearden AR Revision Date 12/2014 7 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 Reporting Structures by Priority Top-Level Priority Contacts Phoebe Bailey, Director Monica Morris, Teacher Center Coordinator Karen Massey, Early Childhood Coordinator Secondary-Level Priority Contacts Evelyn Page Darlene Estes Vikki Bearden Terry Burgess Ramona Gentry Third-Level Priority Contacts All remaining Cooperative employees (see list of employees above) 8 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 Team Function Detail and Priority Report Priority Level-One with Dependencies Administration Phoebe Bailey Monica Morris Karen Massey TASKS ASSIGNED TO THIS TEAM 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. Determine cause of disaster and contact insurance company. Establish secure perimeter around all recovery site and alternate location. Initiate the call list and Emergency notification system. Notify alternative administration site. Notify Vendors to stand by. Notify local media. Checklist of usable resources still available. Notify vendors of resources needed in all affected areas of district. Start setting up alternate location. Move administration operations and available resources to alternate site. Report to personnel on status of recovery effort. Provide support in the cleanup of the administration area following the disaster. Internal Dependencies Required: Personnel must be forthcoming in generating a list of usable resources. Status updates are dependent upon the Director or designee. External Dependencies Required: Call list initiation and other notifications are dependent upon availability of telecommunication services. Alternate administrative site cannot be set up until that site makes appropriate accommodations. 9 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 Priority Level-Two with Dependencies Staff Evelyn Page Darlene Estes Vikki Bearden Terry Burgess Ramona Gentry TASKS ASSIGNED TO THIS TEAM 1. 2. 3. 4. 5. Continue call list if specified. Checklist of usable resources still available in designated area, i.e. class room. Report to administration essential material needed to maintain a learning environment. Help move still usable resources to alternate site. Provide support in the cleanup of facilities area following the disaster. Internal Dependencies Required: Availability and accessibility of Priority Level-One personnel for reporting purposes. External Dependencies Required: Availability of equipment and vehicles for moving usable resources. Availability of supplies for providing cleanup. Priority Level-Three with Dependencies Additional Staff All other agency staff will serve as level-three priority personnel unless otherwise directed by the Director or designee. All of team priority 3 will assist in cleanup and recovery as needed or complete assignments by team leaders/administration. Internal Dependencies Required: Communication from organization personnel Other Internal Dependencies will be determined by Priority Level-One personnel. External Dependencies Required: External Dependencies will be contingent upon specific tasks as duties as determined by Priority Level-One personnel. Availability of supplies for providing cleanup. 10 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 Information Technology IT Staff David Henderson TASKS ASSIGNED TO THIS TEAM 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. Initiate the call list if necessary. Initiate the IT Disaster Recovery plan if necessary. Check network connectivity and electricity. Power down and unplug ALL machines. Notify Administration of extent of the damages. Notify alternate IT site. Contact DIS APSCN Team. Notify Vendors to stand by. Checklist of usable resources still available. Notify vendors of resources needed. Move IT operations and available resources to alternate site Start setting up alternate location. Report to Administration on status of recovery effort. Coordinate media and press releases with the school’s public information officer. Provide support in the cleanup of the server room following the disaster. Internal Dependencies Required: Accessibility of buildings in order to determine damage and connectivity. External Dependencies Required: Stability and soundness of facilities may hinder accessibility to check equipment and connectivity. Availability of power and telecommunications for notifications. DIS APSCN support response time may determine connectivity timeframe. External IT site availability will be determined by the speed at which alternate accommodations can be provided and set up. 11 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 Process Configuration Report Administration Process Bookkeeping Payroll Software Description APSCN Equipment Description Table /Chair Computer with APSCN Supply Description Check Stock Vital Records Paper Monthly Payroll Check list Out-lines, tax, insurance, TR, Benefit and Deduction folders Same as above Purchase Orders Printer Phone A/P Checks APSCN Source Docs Cognos Receipt Checks and Deposit Run Reports (Monthly or quarterly) Vendor List APSCN APSCN Receipt Book Revenue Folders Deposit Slips APSCN Account List Paper Budget Book APSCN Print-out Fixed Assets APSCN Paper Cognos Teacher Center Coordinator MS Office Suite Fixed Asset Binder APSCN Printouts Desk/Chair Paper Printer File Folders Telephone Office Supplies Employee Evaluations Employee Records a. Inservice records b. Personnel 12 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 Process Configuration Report Cooperative Programs Process Professional Development Schedule Professional Development Software Description Equipment Description Supply Description Vital Records MS Office Suite Conference Tables Paper Supply PD Contracts Adobe Chairs DVDs/CDs PD Invoices Podiums Paper Supply PD Records Desk Laptop Desk chair File Cabinets printer Pens/pencils/ markers/ File folders Copier/Color Copier 3-ring Binders Document Camaras Gray Boards/Paper Projectors Speakers Teacher Center Provide districts with materials and videos to help with instruction MS Office Suite Tables Construction Paper Poster Maker Poster Board Laminator Binders Ellison Dies/ Cutters Scissors notebooks Pens/pencils/highlighter s Stapler Post-it notes 3-hole punch Paper clips Book Binder Flash drives DVD copier Dollies (two-wheelers) Laptops Early Childhood Replace Due Process folders MS Office Printer Paper SEAS Adobe Computers Pens APSCN Web-Access Telephones File Folders Copiers Fax Machine Filing Cabinets Schedule Conferences with parents to obtain signatures same as above same as above same as above same as above Schedule students same as above same as above same as above Teacher lists APSCN Workforce Education MS Office Suite Desk/chair Paper Equipment Inventory 13 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 Process Configuration Report Cooperative Programs Process Determine needs to provide services to SWAEC member schools Software Description Equipment Description Supply Description CPU File Folders Printer Office Supplies Telephone Target Assessment Scanning/Pre-slugging MS Office Suite Perkins Proposals School Records a. Completers b. Placement Technical Visit Reports Computer/Monitor Opscan 6 Scanner GT/CPEP Determine needs to provide services to SWAEC member schools Vital Records Boxes of Scan Sheets List of member schools N/A Web-Access Laser Jet Printer MS Office Desk/Chair Paper Telephone Pens Internet Office Supplies E-mail Distance Learning Equipment (cameras, CIV system, codecs) Math Department Determine needs to provide services to SWAEC member schools Codecs, cameras, etc MS Office Suite Computer Paper Document Camara 3-hole punch Projector Rolling Cart Calendar Printer Cell Phone Markers/Chart paper Literacy Department Determine needs to provide services to SWAEC member schools MS Office Suite Laptops Paper Calendar Adobe Projector 3-hole punch Budgets Document Camera 3-ring binders Participant Information Printer CDs Speakers Books for trainings Tables/Chairs Training DVDs Highlighters Post-It Notes Anchor Sets of trade books/Big Books Pocket Charts/Sentence Strips 14 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 Process Configuration Report Cooperative Programs Software Description Process Equipment Description Supply Description Vital Records Gray Board/paper Office supplies Rolling cart Science Department Determine needs to provide services to SWAEC member schools MS Office Suite Desk/chair Paper Teaching License Logger Lite Flask drive Logger Pro Book cases Vernier probes and LabQuest Office supplies Science Frameworks SWAEC schools/phone numbers Timer Tools Computer Calendar Budget LabQuest Emulator Printer Backup Hard drive Science Specialist Reports Cell phone Multiple power cords Document camera AIMS Science Books Digital projector GEMS Science Books Pedagogy and Coaching Materials/books Portable printer Fiction/Nonfiction texts Resource Materials Misc. Science Materials Binders/SMART Accountability notebook Process Configuration Report Information Technology Process Equipment Description Software Description Supply Description E-mail Cloud-based N/A Google Apps for Educ Active Directory MS Windows 2008R2 Server Gigabit Managed (L2) switch Dell 710 (SWSC2008) MS Server 2003/Moodle for Windows Server ET-DC MS Windows Server 2008R2 Server SWSC2008 Swaecmoodle Linux-based server Dell 210 server Swaecmoodle.k12.ar.us DHCP/DNS MS Server 2008R2 Dell 710 Server Dell 710 (SWSC2008) 8 Megs from DIS, 70 Megs from AT&T Network TIE server User Home Folders WAN x2 Fortigate 300C SMC, Cisco Vital Records Electronic Site Manual Electronic Site manual Electronic Site Manual Electronic Site Manual Electronic Site Manual Electronic Site Manual Electronic Site Manual Electronic Site manual 15 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 16 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 Process Supplies Summary Administration Quantity Required Supplies Bookkeeping Day 1 Day2 Day 3 Day 4 Day 5 Electricity x Internet, Server, Email Table/chair X Computer with APSCN Check Stock 2 Wk3 Wk4 X X 2 X Paper X Tax, Insurance, TR, Benefits & Deduction Folders Budget Book or APSCN Expenditure Budget Printout Cash Ledger or Board Report Wal Mart Credit Card (extra card in safe or off-site location) Receipt Book (from office or replacement) Revenue Folders or Printout from APSCN Deposit Book X Binders and File Folders Bank Statement Binders Wk2 X X X x X X X x 17 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 Process Supplies Summary Cooperative Programs Supplies Professional Development/ Teacher Center Electricity Computer Printer Quantity Required Day 1 Day2 Day 3 Day 4 Day 5 Wk2 Wk3 Wk4 x x 5 x 5 Color Printer Internet/Server x Office Supplies x Calculator x 5 PD Files x Desk/Chair 5 x File Folders 500 x Receipt Book 1 File Cabinets 8 x Conference Tables 75 x Conference Chairs 300 x x Podiums 5 x Gray Boards 10 x Document Cameras 5 x Projectors 6 x x DVDs/CDs x Paper Supply x 3-ring Binders Chart Paper 10 x Copy Machine 5 x Color Copy Machine x Poster Maker x x Laminator x Ellison Dies/ Cutters Laptops 20 for trainings x 3-hole punch (heavy duty) x DVD copier x Book Binder/materials x Speakers 2 sets for travel x Construction Paper x Poster Board x Scissors x Stapler x 18 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 Process Supplies Summary Cooperative Programs Supplies Pens/pencils/ highlighters Quantity Required Day 1 Day2 Day 3 Day 4 Day 5 Wk2 Wk3 Wk4 x x Post-it notes Flash drives 20 x Dollies (two-wheelers) 4 x Early Childhood Telephone x Electricity x Internet x Computers x Copy Machine x Printer x Office Supplies x Office Furniture x Materials x Books x Games x Glue x Scissors x Markers x Binders x Folders x Construction Paper x Bags/totes x Filing Cabinets x Trash Cans x Label maker x Modem x Fax Machine x Tests x Testing forms x Screening kits x Audiometers x Vision Kits x Target Assessment Computer 1 x Opscan 6 Scanner 1 x Scan Sheets 10 boxes x Laser Jet Printer 1 x 19 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 Process Supplies Summary Cooperative Programs Supplies GT/CPEP/Distance Learning Quantity Required Day 1 Day2 Day 3 Day 4 Day 5 Desk 1 x Desk Chair 1 x Telephone 1 Computer 1 Wk2 Wk3 Wk4 Internet E-mail Printer Distance Learning Equipment (cameras, CIV system, codec) 1 2 rooms, 2 portable Math Department Computer x Document Camera x Projector x Printer CMP-2 (6th, 7th, and 8th grade materials) Growing with Mathematics (PreK through 5th grade) x Pattern Blocks x Base Ten Blocks x Lesson Plan Books x TI-73 Calculators x TI-15 Calculators x TI-10 Calculators x Children’s Trade books x x x 10 to 15 x Literacy Department Laptop 3 x Printer 3 x Portable Printer 1 3-hole punch x Tab Dividers x 3-Ring Binders Basic Office furniture (Desk, book case, etc.) Basic Office Supplies (stapler, file flolders, etc.) x x 3 x x Paper 3" Binders CDs 2 doz x x 20 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 Process Supplies Summary Cooperative Programs Supplies Quantity Required Internet Cell Phone 3 Day 1 Day2 Day 3 Day 4 Day 5 x x Slossen Word Test x 2 Wk4 x x Core Texts x Gray Board 3 Chart Paper 6 Rolling Cart 3 x Markers 3 doz x Document Camera Training Text Books for ELLA/ELF 3 x x x Anchor Trade/Big Books Training DVDs for ELLA/ELF x Leveled Books for students x Office Supplies x Journals x x x Professional Texts Projector Wk3 x Levelized testing packet Rolling Cart Wk2 3 External Speakers Conference Tables 6 Chairs 24 Highlighters Post-It Notes Pocket Charts/Sentence Strips Trade Books for Model Teaches x x x Flip Camera Science Department Computer 1 Printer 1 Cell Phone 1 Calendar 1 Desk 1 X Chair 1 X Paper X Officie Supplies X 21 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 Process Supplies Summary Cooperative Programs Supplies Computer bag SWAEC list of Schools with numbers Quantity Required 1 Day 1 Day2 Day 3 Day 4 Day 5 X Wk2 Wk3 Wk4 X X Science Frameworks Science Specialist/phone numbers x X Flash Drive 1 Portable Hard Drive 1 X Document Camera 1 X Projector 1 X Portable Printer 1 X Power Cords 6 X 3 ring binders Smart Accountability Notebook 1 doz X AIMS Science Books X GEMS Science Books Pedagogy/Coaching Materials X x Desk 1 X Chair 1 X X Fiction/Nonfiction texts Resource Materials/Text books School Psychology/Behavior Department x Computer 1 X Printer 1 X 22 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 Process Supplies Summary Information Technology Quantity Required Supplies Router 1 Day 5 X 10/100 MB Switch 1 X CATS Cable 1 X Punch down tool, crimpers, R145 ends, etc. Telephone Service Day 1 Day2 Day 3 Day 4 Wk3 Wk4 X 1 1 X Telephone Equipment 1 X Wireless Access Point 1 X Fax Machine 1 X Copier 1 X Laser Printer Mono Wk2 X 1 Laser Printer Color 1 X SonicWall 1 X Spam Filter 1 X Process Software Summary Administration Software Quantity Required Day 1 Day2 Day 3 Day 4 Day 5 Bookkeeping MS Office Suite X X Adobe X APSCN X COGNOS X APSCN X Wk2 Wk3 Wk4 23 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 Process Software Summary Cooperative Programs Software Professional Development/ Teacher Center Quantity Required Day 1 Day 2 Day 3 Day 4 Day 5 MS Office Suite X Adobe Early Childhood Department APSCN X Wk2 Wk3 Wk4 X Math/Literacy/Science Departments MS Office Suite X Science Department Logger Lite X Logger Pro X LabQuest Emulator X Target Assessment Department MS Office Suite X Adobe X School Psychology/ Behavior Department Behavior Scoring Software X Process Software Summary Information Technology Software MS Office Suite MS Windows 2003 Server MS Windows 2008R2 Server Quantity Required Day 1 Day2 Day 3 Day 4 Day 5 X Wk2 Wk3 Wk4 X 1 X 1 24 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 Process Software Summary Cooperative Programs Software Professional Development/ Teacher Center Quantity Required Day 1 Day 2 Day 3 Day 4 Day 5 MS Office Suite X Adobe X Wk2 Wk3 Wk4 Process Vital Records Administration Record Archived Back Up Media Type APSCN Server/File Cabinet Daily Daily N/A APSCN Server/File Cabinet Daily Daily N/A Purchase Orders APSCN Server/File Cabinet Bi-monthly Bi-monthly Paper Source Docs APSCN Server/File Cabinet Vendor List APSCN Server/File Cabinet Daily Daily N/A Revenue Folders APSCN Server/File Cabinet APSCN Account List APSCN Server/File Cabinet Daily Daily N/A Budget Book File Cabinet APSCN Print-out File Cabinet Fixed Asset Binder File Cabinet Yearly Yearly N/A APSCN Printouts APSCN Server/File Cabinet Bookkeeping Monthly Payroll Check list Out-lines, tax, insurance, TR, Benefit and Deduction folders Director Employee Evaluations Employee Records a. Inservice records b. Personnel Location File Cabinet File Cabinet Inservice records--ESCworks 25 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 Process Vital Records Cooperative Programs Record Professional Development PD Contracts Location Archived Back Up Media Type Administrative Assistant’s office SWAEC server Daily MS Office ESCworks Daily SWAEC server/Lockbox Daily Daily SWAEC Server PD Invoices Teacher Center Coordinator’s file cabinet PD Records ESCworks PD Zip Drive-backup Online Professional Development Calendar Administrative Assistant’s office Server Room MS Office Teacher Center Early Childhood SEAS Web-based/N/A APSCN Workforce Education Web-based/N/A Teacher lists Paper Copy in WE office APSCN Equipment Inventory Web-based/N/A Perkins Proposals School Records a. Completers b. Placement Technical Visit Reports Web-based Target Assessment List of member schools Math/ Literacy/ Science Departments Individual School Server Paper Copy in WE office Dept of WE/Paper Copy in WE office Target Assessment Computer Calendar Web-based Budgets Bookkeeping/TCC/computers APSCN/File Cabinets Teaching License Asst. Bookkeeping office/ADE Licensure File Cabinet Frameworks SWAEC schools/phone numbers Web-based Specialist Reports Web-based Receptionist 26 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 Vendors List 10032 VISTA INC 8527 WOODSON DRIVE OVERLAND PARK KS 66207 12663 2005 AR JOINT CONF ON TEACHING AR DEPT OF HIGHER EDUC LITTLE ROCK AR 72201 11101 20TH CENTURY PLASTICS P.O. BOX 2376 BREA CA 92822-2376 10000 3N1 OFFICE PRODUCTS 2601 SUMMERHILL ROAD TEXARKANA TX 75503 10098 A T & T P.O. BOX 630047 DALLAS TX 75263-0047 10903 A T & T PO BOX 105414 ATLANTA GA 30348-5414 10068 A T & T P O BOX 2969 OMAHA NE 68103-2969 12594 A T & T LONG DISTANCE P O BOX 660688 DALLAS TX 75266-0688 11470 A&E HOME VIDEO LOCK BOX #5970 GPO NEW YORK NY 10087-5970 12738 A+ EDUCATIONAL SUPPLY 1401 NORTH MAIN STREET HARRISON AR 72601 11106 A-1 OFFICE WORLD, INC. 1903 HAZEL STREET TEXARKANA TX 75501 11396 A-PLUS COMPUTERS, INC 303 NORTH MAIN, SUITE 204 HARRISON AR 72601 10001 A-PLUS TEACHING 5710 WARDEN ROAD SHERWOOD AR 72120 11506 A-VETERANS FLAG & FLAGPOLE INC 617 GARLAND CONWAY AR 72033 12912 A. KATHY NOLEN 437 MIDDLE ROAD CONWAY AR 72032 10435 A.B. DICK PRODUCTIONS 2411 SUMMERHILL ROAD TEXARKANA TX 75501 10968 A.W. PELLER & ASSOCIATES, INC. 210 SIXTH AVENUE HAWTHORNE NJ 07507-0106 12644 AA GROUP & MEETING TRAVEL SRO 4700 AMERICAN BLVD MD1000 FT. WORTH TX 76155 10822 AAA AUDIOMETRICS/MEDICAL #15 BETTY LANE CONWAY AR 72032 12375 AAA MATH BOX 16498 ALBUQUERQUE NM 87191 10003 AAEA 219 SOUTH VICTORY STREET LITTLE ROCK AR 72201 10637 AAEOP/ANGIE HUFF PO BOX 1950 GREEN FOREST AR 72638 10799 AAESA 205 SKIFF STREET HAMDEN CT 06517 11473 AAESP 815 BISHOP LITTLE ROCK AR 72202 12666 AAFC LAKE HAMILTON SCHOOL DISTRICT PEARCY AR 71964 13234 AAGEA 815 BISHOP LITTLE ROCK AR 72202 12252 AAMLA 815 BISHOP LITTLE ROCK AR 72202 10657 AASA 815 BISHOP LITTLE ROCK AR 72202 12735 AASBO 815 BISHOP STREET LITTLE ROCK AR 72202 11758 AASEA 2008 SUMMER CONFERENCE LITTLE ROCK AR 72202 27 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 12550 AATFACS/FACS INSERVICE #3 CAPITOL MALL, ROOM 408 LITTLE ROCK AR 72201 13153 ABC MB UNIT 67-3106 MILWAUKEE WI 53268-3106 12600 ABC CONSULTANTS, INC PROGRAM EVALUATION SERVICES VILONIA AR 72173 10824 ABC DISTRIBUTING, INC P.O. BOX 619000 NORTH MIAMI FL 33261-9000 11743 ABC NEWS 10436 ABC SCHOOL SUPPLY BOX 101424 ATLANTA GA 30392 11844 ABEA SW REGIONAL SUPV ADWE TECH HOT SPRINGS AR 72201 10004 ABERNATHY COMPANY 3500 TENNESSEE ROAD TEXARKANA AR 75502 11909 ABILITATIONS MB UNIT #68-9541 MILWAUKEE WI 53268-9541 11625 ACADEMIC LEADERSHIP/EXCELLENCE CENT HENDERSON STATE UNIVERSITY ARKADELPHIA AR 71999-0001 12536 ACCESS CREDIT MANAGEMENT, INC. P O BOX 250531 LITTLE ROCK AR 72225 11182 ACE WELDING P O BOX 502 HOPE AR 71801 10818 ACPA 2224 COTTONDALE LANE, SUITE 201 LITTLE ROCK AR 72202 11905 ACSI 1980 G PARKER COURT STONE MOUNTAIN GA 30087 12213 ACT BUSINESS & FINANCE DIVISION IOWA CITY IA 52243-0168 12184 ACT 2004 C/O LITTLE ROCK CONV BUREAU LITTLE ROCK AR 72203 11699 ACTE 1410 KING STREET ALEXANDRIA VA 22314 12743 ACTION BASED LEARNING 232 ZACHARY WALK MURPHY TX 75094 11034 ACTIVE PARENTING 810 FRANKLIN COURT, SUITE B MARIETTA GA 30067-8943 11917 ACTM ACMSE CONWAY AR 72035 10005 ADAMS BUSINESS CENTER P O BOX 34695 MEMPHIS TN 38184 10006 ADD TEACHER SERVICE 1612 MARYLAND AVENUE LITTLE ROCK AR 72202 11231 ADDISON WESLEY LONGMAN 21530 NETWORK PLACE CHICAGO IL 60673-1215 12433 ADE PARENT INVOLVEMENT ARKANSAS DEPT OF EDUCATION LITTLE ROCK AR 72201 10949 ADE/PAFV SANDRA REIFEISS, ADE-SP. ED. LITTLE ROCK AR 72201-1071 10844 ADE/SPECIAL SHOW #4 CAPITOL MALL-ROOM 105C LITTLE ROCK AR 72201-1071 11933 ADHE CONFERENCE 10007 ADVANCED BUSINESS EQUIPMENT 106 WEST BROAD TEXARKANA TX 75501 13058 ADVANCED LEARNING CENTERS, INC. LEADERSHIP AND LEARNING CENTER ENGLEWOOD CO 80112 12028 AEA 1500 WEST 4TH ST LITTLE ROCK AR 72201-1064 10008 AECA CONFERENCE REGISTRATION OFFICE LITTLE ROCK AR 72203 28 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 13150 AFLAC REMITTANCE PROCESSING SERVICES COLUMBUS GA 31999-0797 10609 AGATE SUZANNE MCPHERSON VAN BUREN AR 72956 11869 AGATE/NAGC CONFERENCE W.D. MILLS EDUC. CO-OP BEEBE AR 72012 12005 AGNES MORROW 1009 NEVADA 20 PRESCOTT AR 71857 13310 AGORA CONFERENCE & SPECIAL EVENT 705 E. SIEBENMORGAN ROAD CONWAY AR 72032 12354 AHA! PROCESS, INC P O BOX 727 HIGHLANDS TX 77562 11853 AIMS EDUCATION FOUNDATION P O BOX 8120 FRESNO CA 93747 11152 AIPB 6001 MONTROSE ROAD ROCKVILLE MD 20852 11814 AIRBORNE EXPRESS P O BOX 91001 SEATTLE WA 98111 12132 AIRGAS-MID SOUTH PO BOX 676015 DALLAS TX 75267-6015 10010 AIT BOX A 1111 W 17TH BLOOMINGTON IN 47402 10893 ALAN HAYS RT. 7, BOX 4190 TEXARKANA AR 71854 13174 ALANA JO CALAWAY 1799 GLENBRIAR APT 30 MOUNTAIN HOME AR 72653 11701 ALBERSON PLUMBING CO. 1214 E 3RD HOPE AR 71801 11665 ALBERT MURPHY RT 12 BOX 374-P TEXARKANA AR 71854 11742 ALBERTA HARRIS 10757 ALBERTSON'S 12619 ALESHIA ERWIN 1403 HWY 234 LOCKESBURG AR 71846 13317 ALEXIS ALLEN 1307 E. 3RD APT 18 HOPE AR 71801 13130 ALICE W. ROBERTSON #4 SMOKING OAKS DRIVE MAUMELLE AR 72113 11406 ALICE'S HOME 2784 SHADY RIDGE DRIVE COLUMBUS OH 43231 13129 ALICIA A. 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TUCSON AZ 85728-6006 12402 ZONES P O BOX 34740 SEATTLE WA 98124-1740 130 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 Location List Main Offices 2502 S. Main Street, Hope, AR 71801 (870)777-3076 Early Childhood Program locations Yerger Elementary School, Hope, AR Lewisville Elementary School, Lewisville, AR Prescott Elementary School, Prescott, AR Washington Elementary School, Texarkana, AR Genoa School District, Genoa, AR Alternate Location List Close alternate locations: Hope Public Schools <= 5 miles Spring Hill Public Schools <= 10 miles Prescott, Nevada, Blevins Public Schools <= 20 miles Distant alternate locations: Genoa Central Public Schools >= 40 miles Fouke, Lafayette County, Texarkana Public Schools >= 30 miles Access to alternate locations shall be provided by the hosting site as available and/or appropriate. This may include, but is not limited to: Office space, network resources, portable buildings, classroom space Offsite storage may consist of storage buildings, portable storage containers, safety deposit boxes, etc IT Processing Site(s) Hope Public Schools Administration Building, 117 East Second Street, Hope, AR 71801 o Contact: Bobby Hart, Superintendent or Jeff Madlock, Technology Coordinator Prescott Public Schools Administration Building, 762 Martin Street, Prescott, AR 71857 o Contact: Robert Poole, Superintendent, or Doug Smith, Technology Coordinator 131 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 Supplies for All Processes (except Information Technology) Cleaning Supplies Brooms Mops Dust pans Paper Products Bathroom Supplies Trash Bags Trash Cans Safety signs Cordless Drill Drill bits Basic Hand Tools First Aid Kit/Supplies Coffee Pot Standard Office Supplies including stapler, staples, paper clips, pens, pencils, paper, post its, tape dispenser, tape, white-out, calendars, rubber banks, acco clips, CDs, highlighters, markers, sharpies, Hand sanitizer Sanitizing wipes Thumb Drives Serving Utensils Cleaning rags Fire extinguisher 132 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 Supplies for Information Technology Processes Standard Office Supplies (See list for all processes.) Computer repair kit DVDs Toner Ink Cartridges Toner Cartridges for printers Patch cables Extra computer parts Switches USB Cables Fishing tapes 133 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 Media Statements The Director is responsible for media contact. If in the event the director is not available, the Assistant Director/Teacher Center Coordinator will provide media statements. Sample Statement 1: At this time, Southwest Arkansas Education Service Cooperative is not releasing any information concerning the incident today. A formal press statement will be held at a later time. Sample Statement 2: The Southwest Arkansas Education Service Cooperative experienced a (fire, flood, tornado) today. We know the following information: Facilities damaged: Staff involved: Injuries: Deaths: Sample Statement 3: Southwest Arkansas Education Cooperative will be closed until further notice. We will release more information as it becomes available. 134 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 Order of Succession Phoebe Bailey, Director Current Board President (Billy Lee, Blevins Public Schools) Monica Morris, Teacher Center Coordinator Karen Massey, Early Childhood Coordinator Elsie Roach, Business Manager 135 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 Emergency Action Plan In the event of emergency, employees will be alerted by: Verbal announcement: Description of the Verbal Announcement for a TERRORIST Incident or Hazardous Material Incident: “A (type of incident) has occurred in the area. The agent can be harmful if it becomes in contact by ingestion, inhalation, or absorption by humans. Please stay away from open windows and remain in the building. Please use shelter-in-place procedures” Description of the Verbal Announcement for a FIRE is similar to: “There is a problem in the building. Everyone vacate the building.” Description of the Verbal Announcement for a TORNADO: “A tornado warning has been issued for Hempstead County. All employees proceed to the first floor of the building and report to the Mail Room, Restrooms, or central hallway. Please wait for further instructions.” Description of the Verbal Announcement for an EARTHQUAKE: “In the event of an EARTHQUAKE, all employees are to remain in the building and get under their desks away from potential falling hazards such as bookshelves and/or machinery. Then, evacuate the building in a safe manner.” Personnel must monitor television or radio broadcasts if available. Two cordless radios, including NOAA Weather radios are available and on the premises. The following employees are to perform rescue or medical duties during an emergency: Any employee who has knowledge of first-aid is authorized to assist hurt or injured employees. Phoebe and Monica will make sure all employees and visitors in need of assistance have been helped. If there is anyone who cannot be evacuated, Phoebe will be responsible for notifying emergency responders of the location of the person. After an emergency, employees are to gather in the following location(s): Terrorist or hazmat incidents involving biological, chemical, or radiological agents, personnel will meet in the center aisle of the building. Tornado, earthquake and/or fire, personnel are to meet in the front parking lot of the Cooperative. 136 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 After an emergency evacuation, the procedure for accounting for all employees is: Each Coordinator responsible for personnel is to conduct a roll of the employees in their department. Each coordinator reports to Phoebe. The names and possible location of the missing employees will be given to the fire or police departments by the coordinators or his representative. Employees are not allowed to leave the area or go home until accountability measures have been completed. Documentation Without access to the appropriate procedures, documents, vendor lists, and approval processes, the recovery process could be hampered by delays. The Cooperative’s technology plan is a documentation of the districts networks, equipments and IT processes. UPS The Cooperative will install Uninterruptible Power Supply (UPS) on each major server. In addition a few key workstations will be equipped with UPS, they include the bookkeeper and the tech coordinator’s management workstations. Thunderstorms During business hours, if a severe thunderstorm warning is issued for Hempstead County; all personnel will be responsible for turning off their computers and printers and unplugging them until the storm has passed. The technology department will determine if the warning warrants unplugging the servers, switches or routers. If the weather forecasters are forecasting a high probability of severe thunderstorms overnight, all personnel will be responsible for turning off their computers and printers and unplugging them. Faculty/Staff Data All personnel are responsible for their own data. Users are recommended to back up any data they wish to keep to their home directories and to an external source such as cd or flash drive. The Cooperative makes no guarantees about personal data backup however the technology department will make a backup of the home directories on a weekly basis. Backup Policy and Procedures A backup is a duplicate of data that is stored on the file server(s), external hard drives, network attached storage device, and/or workstation(s). The purpose of a backup is to be able to retrieve any information that might have been lost or destroyed for whatever reason (virus, hard drive crash, natural disaster, etc). Full backups of the Network Servers are performed weekly. Weekly Backups are kept on an external hard drive. A weekly backup is to be kept offsite at a member district, specifically, Prescott Schools Data Center. No financial data is stored onsite. The technology department will monitor the backup procedures and modify if necessary. 137 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 Disaster Recovery Procedures Office Personnel Should a disaster incapacitate a single office within the Cooperative, administrative personnel would be relocated to a different area within the Co-op. If all Cooperative offices are destroyed, physical space is available at the Hope School District. Sensitive Data Financial, personnel, and other relevant data are housed on APSCN servers hosted in Little Rock. This data could be accessed through an alternate site such as the Hope School District or another neighboring school district. The Cooperative does not have rights nor the capability to backup APSCN data. That is handled in Little Rock. IT Department Staff If a disaster destroys the network, the IT department will immediately begin to secure a server, router, media converters, and switches in order to recreate the network as quick as possible. If minimal rewiring is required the IT department will handle the wiring. If extensive rewiring is needed, a local contractor will be contacted to perform the cabling. The server OS will be installed and the IT department will restore data using the backup data. Highest Priority—Network backbone (firewall, switches, wiring components, main servers) Medium Priority—Web server, network printing, desktop computer of critical personnel. Low Priority—Instructional computer labs, desktop computers and individual peripherals 138 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 Technology Department Contact Information David Henderson, Technology Coordinator 870-887-6205 Home 870-703-0360 Cell If a technology disaster occurs, the technology department will contact the Director of the Cooperative. Administrative Contact Information Name Location Cell Number Home Number Title Phoebe Bailey Central Office 870-703-1024 870-777-9085 Director Monica Morris Central Office 870-703-5787 Elsie Roach Central Office 501-405-7207 870-871-2359 Bookkeeper Ramona Gentry Central Office 870-397-3208 870-777-0254 Asst. Bookkeeper Teacher Center Coordinator 139 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 Building Diagram 140 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 Procedure Documentation Procedure documentation for APSCN can be found at http://www.apscn.org/ or by calling 1-800-435¬7969. Weekly, Monthly, and Annual backups are performed using removable media. The Weekly and Monthly backups are overwritten at the end of each specified period (that is, Week 1 media is overwritten in Week 1 of the following month, Week 2 media is overwritten in Week 2, etc, while each month media is overwritten at the end of each subsequent month). Annual media is not overwritten. Media is stored at the Prescott School District data center, located at 762 Martin Street, Prescott, AR 71857. Devolution Plan Devolution planning addresses how SWAEC will operate following a disaster in which operations from the main location are no longer possible. Devolution allows SWAEC to transfer its essential responsibilities to personnel at a different office or location that offers a safe and secure environment. The devolution sites for SWAEC include member school districts with which the Cooperative has signed Memorandums of Understanding (MOU). Following is a list of functions and tasks facilitating devolution, should the need arise: Essential Functions - Identify only the most essential functions to transfer to devolution site to encourage immediate, seamless transition. Priority Level-One staff handles this. Determine Devolution Site - Identify devolution site(s) with resources to carry out essential functions. MOU’s are signed and are available at the Cooperative as well as at the devolution site(s). Critical Resources - List the minimum necessary resources (people, equipment, and materials) to perform essential functions at the devolution site. Critical Personnel Resources - Develop a roster identifying fully equipped and trained personnel at designated devolution site who have the authority to perform essential functions when the devolution option is activated. Process and Procedures - Identify the likely triggers that would initiate or activate the devolution option. Process and Procedures - Specify how and when direction and control of agency operations will be transferred to the devolution site. Process and Procedures - Establish reliable processes and procedures to acquire resources necessary to continue essential functions and sustain operations for extended periods. Reconstitution Plan As operations, cleanup, and the replacement of damaged resources fill any voids left in the wake of the disaster, SWAEC will resume normal operations. When physically ready and as communications allow, SWAEC will cease operations at any and all alternate locations in order to return to the primary location. Staff will assist in the return of functioning resources to the main location as directed by the Director or designee. 141 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 Upon full return to the main facilities, the Director (or designee) will debrief the staff regarding the status of any outstanding commitments left to address. The Director may also take that time to address exemplary achievements and/or areas of improvement and concern realized during the recovery process. Pandemic Outbreak Plan In the event of a pandemic outbreak, Southwest Arkansas Education Cooperative will follow all guidelines, directives, and procedures as offered and/or authorized by local, state, and national health officials and organizations. ATTACHMENT 01 Employee Phone Tree/Call List PERSON RESPONSIBLE PEOPLE TO BE CALLED Phoebe Bailey Monica Morris Karen Massey Elsie Roach HOME CELL Elsie Roach Ramona Gentry Sharon Henry Evelyn Page Monica Morris Darlene Estes David Henderson Terry Burgess Gina Perkins Karen Massey Vikki Bearden Angie Gentry Marilyn Burks Linda Haggerty Evelyn Page Billie Blakely Tephanie Johnson Manuela Amaya Darlene Estes Floyd Morris Valarie Harvel Vikki Bearden Wanda Jones Eva Wood Angie Bobo Terry Burgess Judy Harris Kelly Cornelius Terri Kennedy Debbie Propps 142 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 Ramona Gentry Angela Winfield Edie Greenwood 143 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 ATTACHMENT 02 Sample Memorandums of Understanding 144 Continuity of Operations Plan Southwest Arkansas Education Cooperative Revision Date 12/2014 145