Beyond Disaster Recovery

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What does IT need to do to support the district during a pandemic or other crises?

What does IT need to do to support the district during a pandemic or other crises?

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  • Influenza Pandemic, School Shooting, Escaped Convicts – Schools Locked Down or Shut Down. The technology is fully functional, but the Information and Education Technology function changes in an instant. Are you ready? This session raises issues to consider in preparing to support your district or COE with technology during a Crises.
  • Effective, ongoing cross training: Duty Rotation Issue Tracking Continuous Training
  • Suspension of Absence Tracking rules – all absences excused.
  • Communications E-mail, Web, Landline Phones, Mobile Phones, Short Wave Radio, other? Desktop/Laptop support Issue Re-prioritization
  • Can vendors provide support? Availability of Communication Systems providers, electricity, diesel fuel, system and software support. POTS/Internet capacity during a crises – statistics on communication increases vs capabilities of the network. Can vendors provide support? Availability of Communication Systems providers, electricity, diesel fuel, system and software support. POTS/Internet capacity during a crises – statistics on communication increases vs capabilities of the network.
  • VPN – Install on personal machines? Backup/Security for data on personal machines. Preparation for duties to be done off-site Remote call forwarding setup for phones Voice mail for employees to get status
  • GOVERNMENT CODE Disaster Service Workers 3100. It is hereby declared that the protection of the health and safety and preservation of the lives and property of the people of the state from the effects of natural, manmade, or war-caused emergencies which result in conditions of disaster or in extreme peril to life, property, and resources is of paramount state importance requiring the responsible efforts of public and private agencies and individual citizens. In furtherance of the exercise of the police power of the state in protection of its citizens and resources, all public employees are hereby declared to be disaster service workers subject to such disaster service activities as may be assigned to them by their superiors or by law. 3101. For the purpose of this chapter the term "disaster service worker" includes all public employees and all volunteers in any disaster council or emergency organization accredited by the California Emergency Council. The term "public employees" includes all persons employed by the state or any county, city, city and county, state agency or public district, excluding aliens legally employed. 8655. The state or its political subdivisions shall not be liable for any claim based upon the exercise or performance, or the failure to exercise or perform, a discretionary function or duty on the part of a state or local agency or any employee of the state or its political subdivisions in carrying out the provisions of this chapter.
  • Food/Water provisions Sleeping abilities Clothing
  • Cross Training Tracking IT Handling the Unknown
  • Information to include Status of Situation Instructions for Parents Information on Events (Information sessions, Vaccination clinics, etc.) Links to resources (Counseling, Health Information) Time of Last Update Sample Websites: http://www.stancoe.org/scoe/admin/CrisisPlanning/welcome.htm http://www.cccoe.k12.ca.us/news/swine_flu.html http://www.sccoe.k12.ca.us/resources/swineflu/ http://www.vusd.org/about.cfm?subpage=16669 Other mediums: Social Media such as Twitter, Facebook, Myspace, Linked In, etc?
  • Facilities wanted to shut down air conditioners to slow spread of virus. Good Idea for an operating data center?
  • Course Management System, Learning Management System, Virtual Learning Environment – Blackboard, Sakai

Transcript

  • 1. Beyond Disaster Recovery Ed Tech and Info Tech’s Responsibility in a Crises CETPA 2009 Bob Gausman, Division Administrator, Technology & Learning Resources Matthew Kinzie, Director of Information Technology Stanislaus County Office of Education
  • 2. Are you Prepared? Pandemic (H1N1) School Shooting Escaped Convicts School Lock Down Staff Not Coming To Work Staff Stranded at Work School Shut Down
  • 3. Types of Incidents Essential Services Remote Learning Pandemic Critical Staff Illness > Week Adjust Schedules Outside Vendor Gas Leak Bio Hazard Loss Hostage Week Existing Processes School Shooting Escaped Convict < Day Typical Response Examples Length
  • 4. Typical Crises Response Plan Re-Establish previous priorities Recovery Availability of Communication systems: Telephony, E-Mail, Auto-Dialer Backup: Cell Phones, Radios Response Off Hours contact information for Staff Plan for who backs up whom Drills Preparedness Plan for Availability of Technology Ensure staff readiness Prevention & Mitigation Technology’s Role Component
  • 5. Staff Availability
    • Essential Function Definition
    • Critical procedure documentation
    • Cross Training
    • Password access
    • Identifying who came to work
  • 6. Staff Duty Re-Assignment
    • Transition to new duties
    • Reports
      • Employees on site
      • Knowledge/Skill Inventory
    • System Rules re-write
  • 7. IT Support
    • Communications
    • Desktop/Laptop support
    • Issue Re-prioritization
  • 8. Vendor Support
    • Phone
    • Internet
    • Network Capacity
    • Electrical
    • Fuel
    • Hardware
    • Software
    Can vendors provide support?
  • 9. Working remotely
    • Preparation for duties to be done off-site
    • Security/Disaster Recovery
    • Set up and Support of remote computers
  • 10. Disaster Service Worker Law CA Government Code 3100 - 3109
  • 11. Provisions for staff stranded on-site Food - Water - Safety Supplies - Clothing
  • 12. Shadow IT “ Who knows what evil lurks in the hearts of man? The shadow knows!” -Detective Story Hour, CBS Radio
  • 13.
    • Status of Situation
    • Instructions for Parents
    • Event Information
    • Links to resources
    • Time of Last Update
    • Social Networking?
    Crises Information Web Pages
  • 14. Coordinating with Departments/Agencies
    • Emergency Command Center
    • IT Liaison
    • State School Shutdown procedure
    • Communication systems
    • Interoperability
    • Ad-hoc information system construction
    • Shared data repositories
  • 15. Education Technology
    • Clarify Curriculum’s plans for continuity of learning.
    • Options
      • Public Television
      • Course Management Systems such as Moodle
      • Webinar Technologies
      • Podcasts
      • Mail Distribution of Emergency Lesson Plans
      • Distance Learning Providers:
        • http://www.inacol.org/col/providers.php
  • 16. Are You Ready?
    • Essential Functions Defined?
    • Essential Services & Equipment Defined?
    • Emergency Contact Information for Essential Staff and Services Documented?
    • Back Up Staff able to perform essential functions?
    • Staff aware of Disaster Service Worker Law?
    • Contact Numbers for key staff in other departments?
    • Plans for Remote Connectivity?
  • 17. Questions and Discussion Attributions: Title Slide photo: Bill Young, modified by Tom Johnson – released to Public Domain Slide 7 Photo: Tom Johnson – released to Public Domain Slide 9 Photo: Wikicommons – released to Public Domain All other photos by Matthew Kinzie – released to public Domain This slide show may be used for any purpose without attribution, but rights must be shared alike. Twitter: Bob Gausman – bgausman, Matthew Kinzie - mkinzie
  • 18. Handout 1: Resources Information Technology Crises Support Resources CDE H1N1 Resource site: http:// www.cde.ca.gov/ls/he/hn/fluinfo.asp California Department of Public Health: http:// www.ReadyCaSchools.org Federal Department of Education: http://www.ed.gov/admins/lead/safety/emergencyplan/pandemic/index.html New York City Remote Learning: http:// schools.nyc.gov/Academics/learnathome/default.htm School Continuity Guide: http://www.ed.gov/admins/lead/safety/emergencyplan/pandemic/guidance/continuity-recs.pdf Distance Learning Providers: http:// www.inacol.org/col/providers.php Other presentations on IT Continuity during a crises: http:// www.uoregon.edu/~joe/flu/flu.ppt http:// iet.ucdavis.edu/pandemic/WFHguide.cfm Information Technology Pandemic Response plan for Canadian local government agency: http://www.ito.gov.sk.ca/documents/ITO-Pandemic-Plan.pdf Podcast on IT Security during a Pandemic: http://www.csoonline.com/podcast/490663/How_to_Prepare_for_a_Swine_Flu_Pandemic
  • 19. Handout 2: Disaster Service Worker Law 3100. It is hereby declared that the protection of the health and safety and preservation of the lives and property of the people of the state from the effects of natural, manmade, or war-caused emergencies which result in conditions of disaster or in extreme peril to life, property, and resources is of paramount state importance requiring the responsible efforts of public and private agencies and individual citizens. In furtherance of the exercise of the police power of the state in protection of its citizens and resources, all public employees are hereby declared to be disaster service workers subject to such disaster service activities as may be assigned to them by their superiors or by law. 3101. For the purpose of this chapter the term &quot;disaster service worker&quot; includes all public employees and all volunteers in any disaster council or emergency organization accredited by the California Emergency Council. The term &quot;public employees&quot; includes all persons employed by the state or any county, city, city and county, state agency or public district, excluding aliens legally employed.
  • 20. Handout 2: Disaster Service Worker Law
    • 3102.(a) All disaster service workers shall, before they enter upon the duties of their employment, take and subscribe to the oath or affirmation required by this chapter.
    • (b) In the case of intermittent, temporary, emergency or successive employments, then in the discretion of the employing agency, an oath taken and subscribed as required by this chapter
    • shall be effective for the purposes of this chapter for all successive periods of employment which commence within one calendar year from the date of that subscription.
    • (c) Notwithstanding subdivision (b), the oath taken and subscribed by a person who is a
    • member of an emergency organization sanctioned by a state agency or an accredited disaster
    • council, whose members are duly enrolled or registered with the Office of Emergency
    • Services, or any accredited disaster council of any political subdivision, shall be effective for the period the person remains a member with that organization.
    • The oath or affirmation required by this chapter is the oath or affirmation set
    • forth in Section 3 of Article XX of the Constitution of California.
    • The oath or affirmation may be taken before any officer authorized to administer oaths
    • . The oath or affirmation of any disaster service worker may be taken before his appointing
    • power or before any person authorized in writing by his appointing power.
    • No fee shall be charged by any person before whom the oath or
    • affirmation is taken and subscribed.
  • 21. Handout 2: Disaster Service Worker Law 3105.(a) The oath or affirmation of any disaster service worker of the state shall be filed as prescribed by State Personnel Board rule within 30 days of the date on which it is taken and subscribed. (b) The oath or affirmation of any disaster service worker of any county shall be filed in the office of the county clerk of the county or in the official department personnel file of the county employee who is designated as a disaster service worker. (c) The oath or affirmation of any disaster service worker of any city shall be filed in the office of the city clerk of the city. (d) The oath or affirmation of any disaster service worker of any other public agency, including any district, shall be filed with any officer or employee of the agency that may be designated by the agency. (e) The oath or affirmation of any disaster service worker may be destroyed without duplication five years after the termination of the disaster service worker's service or, in the case of a public employee, five years after the termination of the employee's employment. 3106. Compliance with this chapter shall, as to state employees, be deemed full compliance with Chapter 4, Part 1, Division 5, Title 2 of this code, requiring taking of oaths by state employees.
  • 22. Handout 2: Disaster Service Worker Law 3107. No compensation nor reimbursement for expenses incurred shall be paid to any disaster service worker by any public agency unless such disaster service worker has taken and subscribed to the oath or affirmation required by this chapter. It shall be the duty of the person certifying to public payrolls to ascertain and certify that such disaster service worker has taken such oath or affirmation. Whenever there is more than one officer certifying to public payrolls the governing body of a city or county or school district may designate and make it the duty of a certain officer or officers to ascertain and certify that such disaster service worker has taken such oath or affirmation. The governing body of a city or county or school district may designate and make it the duty of a local disaster service officer to ascertain and certify that each volunteer disaster service worker has taken such oath or affirmation. Nothing in this chapter, however, shall prevent the correction of any technical error or deficiency in an oath taken pursuant to this chapter; provided, such correction is made before the disaster service worker is actually paid or reimbursed. 3108. Every person who, while taking and subscribing to the oath or affirmation required by this chapter, states as true any material matter which he or she knows to be false, is guilty of perjury, and is punishable by imprisonment in the state prison for two, three, or four years. 3109. Every person having taken and subscribed to the oath or affirmation required by this chapter, who, while in the employ of, or service with, the state or any county, city, city and county, state agency, public district, or disaster council or emergency organization advocates or becomes a member of any party or organization, political or otherwise, that advocates the overthrow of the government of the United States by force or violence or other unlawful means, is guilty of a felony, and is punishable by imprisonment in the state prison.
  • 23. Handout 3: Essential Equipment and Services Template         Software Vendor(s)         Hardware Vendor(s)         Security Alarm W/Code         Security         Generator Fuel Provider         Generator         UPS         Electrical Service         Communication/Phone Systems         Air/Heating Systems 24 Hour Phone Maintenance/Service Rep 24 Hour Phone Contractor Item or Service Essential Equipment and Services