Expecting the Unexpected: Managing IT Responsibilities in Non-Disaster Situations Perry Bratcher Library Systems Manager Northern Kentucky University Right Click Version 3.0 8/22/07

Disaster Recovery Planning Elements Computer Hardware Computer Software Networking Equipment Peripheral Equipment

Computer Hardware

Computer Software

Networking Equipment

Peripheral Equipment

Hang in there!

What is the missing element? People!

People!

Why Neglect the Missing Element? Necessary for: Bringing up systems Making assessments Moving equipment What happens if staff are unavailable?

Bringing up systems

Making assessments

Moving equipment

What happens if staff are unavailable?

Consider…… Think in terms of a backup, not a disaster

Think in terms of a backup, not a disaster

Types of “Non-disaster” Reasons for Personnel Backup: Sabbaticals Retirement Death Medical Leaves Sickness Vacation Etc.

Sabbaticals

Retirement

Death

Medical Leaves

Sickness

Vacation

Etc.

So What Do You Call This? Personnel Succession Planning

Personnel

Succession

Planning

So What Does It Include? Mentoring Cross-Training Contingency Planning

Mentoring

Cross-Training

Contingency Planning

Solutions for Successful Succession Planning Short-term Mid-term Long-term

Short-term

Mid-term

Long-term

The Assessment “Grid” Unexpected Expected Long ( > 2 weeks) Med (4 days-2 wks) Short (1-3 days)

Elements for Review Documentation procedures (Ugh!) Routine for reporting on projects Up-to-date job description Performance review Shared database of notes/history (yeah, right!)

Documentation procedures (Ugh!)

Routine for reporting on projects

Up-to-date job description

Performance review

Shared database of notes/history (yeah, right!)

Employee Involvement Critical Think about “terms” Questions to consider How to handle resistance Be An Example!

Think about “terms”

Questions to consider

How to handle resistance

Be An Example!

Putting it into Practice Known Extended Leave Skill sets and keeping current Have employees look at scenarios

Known Extended Leave

Skill sets and keeping current

Have employees look at scenarios

Personal Examples Death of Long-time employee Retirement of employee Sabbatical

Death of Long-time employee

Retirement of employee

Sabbatical

Issues Relating to Death of Employee Cross-training Passwords Physical combinations Contacts Project statuses Email monitoring

Cross-training

Passwords

Physical combinations

Contacts

Project statuses

Email monitoring

Issues Relating to Retired Employee Job Description evaluation Procedures Distribution of duties Review of Procedures Application

Job Description evaluation

Procedures

Distribution of duties

Review of Procedures

Application

Issues Related to Sabbatical (Extended Leave) Job duties and procedures Some duties left for return? Some duties left undone?

Job duties and procedures

Some duties left for return?

Some duties left undone?

In Summary Think about your situation and apply what will work for you Be Prepared!

Think about your situation and apply what will work for you

Be Prepared!