Business Emergency Planning AssociationPresents: Tornado Tabletop
Today’s Objectives Provide information to improve your company’s tornado preparedness. Demonstrate the use of a Tabletop Exercise to: ◦ Test the effectiveness of a BC/DR plan ◦ Get buy-in from Managers/Executives
Today’s Roles Facilitator: Dane Duncan ◦ Business Resiliency Consultant ◦ Core Risk Services ◦ Steering Committee Chairman
Paula McIntosh Chief Community Presence Officer at American Red Cross BEPA Conference Workshop Chairman Today’s Role: President & CEO
Bob Bernens Chairman ◦ CORE Risk Services BEPA Sponsorship Chairman Today’s Role: Company Attorney
Rob Wallace Client Technology Specialist ◦ Barnes Dennig & Co. BEPA Membership Chairman Today’s Role: VP of Operations
Klaus Grismayer Today’s Role: HR Manager
Tim Rettig CEO/CTO ◦ INTRUST GROUP BEPA Website Chairman Today’s Role: IT Manager
Today’s Roles Summary President & CEO - Paula McIntosh Plan Administrator - Gene Langschwager Company Attorney – Bob Bernens VP of Operations – Rob Wallace HR Manager - Klaus Grismayer IT Manager – Tim Rettig Facilities Manager - Volunteer
Ground Rules This is not a test of current capabilities and plans. It is a discussion of probable responses to a hypothetical emergency and consequent cascading events. The exercise will be an open dialogue. All ideas and input are welcome. Finger pointing is not acceptable. There will be no GOTCHA. One person speaks at a time. The scenario will be accepted as is. However, the facilitator may make modifications at his/her discretion. No hypothetical resources are available. There should be no expectation of issue resolution.
About BEEPaCorp $300 million product manufacturer Headquartered in Blue Ash Produce horns used in cars, trucks, trains and boats ◦ OEM and After-market Manufacturing facilities in China
About BEEPaCorp (Continued) Employees ◦ Corporate office ~1,000 employees ◦ Warehouse ~50 ◦ ~2,000 people worldwide Sales offices: NY, Chicago, Atlanta, Dallas, & LA All operations except sales & manufacturing are centralized in Blue Ash
Blue Ash Facilities
Office Details 4-story bldg, mechanical & utilities below grade, limited “basement” access for non-facilities personnel (realm of “building management). Building is leased, but BEEPaCorp is sole tenant. Floors (normal occupancy in brackets): 1. Operations: Design team and production/distribution management personnel; accounting; main office supplies; pantry  2. IT offices, help desk & IT storage; Computer server room & telephone switch; assorted meeting (“huddle”) rooms; pantry; main lunchroom (seats 120); training center with small catering kitchen (seats 80, classroom style  3. Sales: (including call center); assorted meeting (“huddle”) rooms; pantry)  4. Executive suite (all C-Level, plus many VPs); Board Room & Executive Lunchroom; Corporate Counsel, Executive support staff; HR; assorted meeting rooms 
Contingency Systems Power: Generator supplies power to data center and life safety systems. Voice: Disaster re-route to other offices. Data systems: Website, e-mail, and order processing systems hosted externally with geo-redundancy. Workplace: Hot site available in Columbus immediately, trailers can be available onsite within 12 hours.
Date: June 27, 2012 Time: 8:00 AM◦Very warm and humid◦Thunderstorms are forecasted for the afternoon.
Date: June 27, 2012 Time: 3:00 PMStorm clouds roll in and rumblings ofthunder are heard.The NWS issues a tornado watch for Hamilton County.
Discussion Questions How do you find out about the Tornado Watch? Who is notified and how? Are there particular buildings/areas of immediate concern? What actions are taken at this point?
Breakout: NotificationServicesTornado watch vs. warningNWS “Particularly Dangerous Situation” (PDS)
Date: June 27, 2012 Time: 3:32 PM Emergency sirens are activated. Hamilton County is under a Tornado Warning. An F3 tornado has just destroyed numerous buildings in College Hill. The storm is moving at 30+ mph in a northeasterly direction.
Discussion Questions Who is in charge of response operations at this point? What are current priorities and concerns? What protective measures are taken? What facilities measures are taken (e.g., gas shutoff)? What additional notification processes are undertaken? Where do the employees go?
Breakout: Shelter in Place
Selecting Shelter from theStorm Cautions & Assumptions To Keep In Mind Major Considerations ◦ Limited background discussion Resources & Links Primary Focus: ◦ “Best Available Refuge Areas” Commercial structures “Community” or “FEMA 361” shelters BEPA 06/27/12
Cautions Unless designed specifically as storm shelters, identified areas should be considered by building owners/tenants as only a “best available area of refuge” Occupants may still be injured or killed ◦ Especially in “violent” storms Changes to a building may make the refuge area no longer the best available BEPA 06/27/12
Assumptions1. Light-weight modular homes/classrooms presumed to fail2. A violent tornado (EF4 - EF5) will likely cause catastrophic damage to most buildings, unless designed as safe room or community shelter3. Safety is not guaranteed: Injuries remain a possibility4. Lowest floor good, below-grade usually safer BEPA 06/27/12 Source: FEMA P-431, Second Edition, October 2009
What We’re ProtectingFrom…1. High to Extreme Winds & Induced Pressure Differences2. Collateral Damage: Debris & Missiles BEPA 06/27/12
High Wind Effects onStructures Wind creates inward- and outward- acting pressures on building surfaces, depending on the orientation of the surface (e.g., flat, vertical, low-slope), building geometry forces the wind to change direction creating pressure increases… Increased pressure creates uplift on parts of the building,forcing the building apart if it’s too weak to resist the wind loads. BEPA 06/27/12 Source: FEMA P-431, Second Edition, October 2009
Collateral Damage:Missiles & DebrisA 2x6 board penetrated arefrigerator Metal door was pushed inward by the impact of a heavy object. BEPA 06/27/12 Source: FEMA P-431, Second Edition, October 2009
Collateral Damage:Missiles & Debris (Continued)Vertical as well as horizontal Missiles penetrating through the roof of a high school. The 3 missile protruding in the foreground (#1) 1 is a double 2x6 2 board (13 feet exposed) that penetrated a ballasted EPDM membrane, 3” ofsteel decking. The missile lying on the roof (#2) is a 16’ long 2x10.The missile protruding in the background (#3) is a 16’ long 2x6. roof insulation and BEPA 06/27/12 Source: FEMA P-431, Second Edition, October 2009
… Safe Rooms … Typically an interior room/space, or an entirely separate building Designed & constructed to provide “near-absolute protection” against both ◦ High to extreme winds & induced forces ◦ Impact of wind-borne debris & missiles (collateral damage) No design & construction criteria in model building codes until 2009 BEPA 06/27/12
The Big Design Difference… Between“conventional” and “safe room” construction is the magnitude of design wind forces ◦ Highest design wind speed in conventional construction: 140–150 mph ◦ FEMA-recommended safe room design wind speed: 200–250 mph BEPA 06/27/12 Safe Rooms: Selecting Design Criteria, Tornado Recovery Advisory RA2, June
Windows & Doors Impact-resistant glazing may be used (laminated glass, polycarbonate, shutters) “If glazing is present in a tornado safe room, it should be protected by an interior-mounted shutter that can be quickly and easily deployed…” Door construction is a common weakness BEPA 06/27/12 Safe Rooms: Selecting Design Criteria, Tornado Recovery Advisory RA2, June
Windows & Doors (Continued) NSSA testing results: ◦ “… steel doors with 14-gauge (or heavier) skins … withstand the standard missile impact Door opens test…” outward ◦ “… capable of withstanding wind loads associated with wind speeds up to 250 mph…” ◦ “…latched with three hinges and three deadbolts.” ◦ A wood door has yet to pass the wind pressure or missile impact tests BEPA 06/27/12Source: Residential Sheltering: In-Residence and Stand-Alone Safe Rooms HSFEHQ-11-J-0004, 0005 /
Adding a Stand-Alone Shelter(Residential or Commercial/Community) Seek units manufactured by members of the National Storm Shelter Association (NSSA) These should meet the International Construction Code/National Storm Shelter Association (ICC/NSSA) Standard for the Design and Construction of Storm Shelters (ICC- 500) design and construction criteria BEPA 06/27/12
“Best Available Refuge Areas” “Community” or “FEMA 361” shelters ◦ May protect a dozen or hundreds of people ◦ Critical considerations, generally: Are people aware of the shelter’s existence? Continuing maintenance required Operational preparedness, SOPs, power, etc. Supplies Accessibility How does one get there? How does one get in? BEPA 06/27/12
“Best Available Refuge Area”Options Is there an existing public shelter nearby? ◦ New schools in many States are now required to include an ICC-500-compliant storm shelter Requires transit time & ready access Can it accommodate you too? Can your building be retrofitted to comply with ICC-500? ◦ Requires time & expense Move occupants to a location in the building that: ◦ Is protected from potential wind-borne debris and ◦ Is least susceptible to collapse BEPA 06/27/12 Safe Rooms: Selecting Design Criteria, Tornado Recovery Advisory RA2, June
“Best Available Refuge Area”Selection: Basic Process1. Determine required amount of refuge area space (FEMA minimums): ◦ Standing/Seated Occupants 5 sq ft ea. ◦ Wheelchair Users 10 sq ft ea. ◦ Bedridden 30 sq ft ea.2. Review construction documents & inspect building ◦ Determine what are the strongest portions of the structure (protective & hazardous elements)3. Assess site for potential missile & fall- down risks BEPA 06/27/12 Source: FEMA P-431, Second Edition, October 2009
Building Protective Elements Which things are usually still in place afterwards? ◦ Poured-in-place reinforced concrete ◦ Fully grouted & reinforced masonry ◦ Rigidly connected steel frames To be most effective, floor/roof system must be securely connected to supports (gravity connections are not enough) BEPA 06/27/12
Building Protective Elements(Continued) Lower level = greater safety (usually) Interior partitions that are “somewhat massive, with a tight fit to roof or floor above & secure connections to floor” Avoid windows Short roof spans limit uplift forces on connections Rigid building frames of steel or reinforced concrete ◦ Wood-framed & pre-engineered metal buildings should BEPA 06/27/12 used as tornado not be
Building Hazardous Elements Long-span roofs (usually found in rooms with high ceilings such as gyms & multi-purpose rooms) ◦ Exterior walls often very tall (“slender”) & often collapse due to tornado-induced forces ◦ Such spaces often incur maximum damage Lightweight roofs (e.g., steel deck, plywood,…) ◦ Often lifted off ◦ Opening allows debris to fall into space BEPA 06/27/12
Building Hazardous Elements(Continued) Heavier roofs (concrete planks, tees, etc.) ◦ May be lifted & shift slightly before falling in ◦ Will also fall if supporting walls/structure collapse Windows (including tempered glass) ◦ Jagged pieces easily blown into interior spaces ◦ Acrylic/Polycarbonate panes may become large missiles ◦ Windows at ends of corridors are particularly dangerous (winds may blow BEPA 06/27/12
Building Hazardous Elements(Continued) Wind tunnels may occur in unprotected corridors that face oncoming winds ◦ Entrances should be “baffled” to reduce effect Loadbearing walls are the sole means of support for roof or floors above ◦ Roof may fall in if walls are damaged ◦ Walls may collapse if roof is lost Masonry construction: most are not vertically reinforced BEPA 06/27/12
Site Assessment Concerns: Are these close enough to fall on building? ◦ Trees, poles >6” in diameter ◦ Masonry chimneys & towers ◦ Potential for localized collapse ◦ Can be blown a significant distance BEPA 06/27/12
Site Assessment Concerns(Continued) Other nearby sources of small & large windborne missiles (yours or others)? ◦ Roof surfacing (“ballast”) ◦ Roof-mounted HVAC equipment ◦ Building components from nearby structures ◦ Materials from construction sites nearby ◦ Automobiles, trucks, buses, dumpsters, containers Assume bombardment by large & small missiles alike, both horizontal BEPA 06/27/12
Other FEMA RecommendedCriteria The following selected operational, maintenance, and human factors criteria should be considered for a successful safe room: ◦ Standby power, lighting & ventilation ◦ Protection of critical support systems (e.g., generator) ◦ Access for disabled occupants ◦ Special needs requirements ◦ Operations and maintenance plans BEPA 06/27/12
Useful Links & ShelterResources Taking Shelter from the Storm: Building a Safe Room For Your Home or Small Business (FEMA 320), August 2008, 3rd Ed. http://www.fema.gov/library/viewRecord.do?id=153 6 Design and Construction Guidance for Community Safe Rooms (FEMA 361), August 2008 2nd Ed. http://www.fema.gov/library/viewRecord.do?id=165 7 Tornado Protection: Selecting Refuge Areas in Buildings (FEMA P-431), October BEPA 06/27/12
Useful Links & ShelterResources ICC/NSSA Standard for the Design and Construction of Storm Shelters, International Code Council and the National Storm Shelter Association (ICC-500), June 2008 ($26 for download) http://www.iccsafe.org/Store/Pages/Product.aspx?i d=8850P08_PD-X-SS-P-2008-000001#longdesc National Storm Shelter Association (NSSA) http://www.NSSA.cc• National Weather Service Storm Prediction Center (SPC), Norman OK BEPA 06/27/12
Date: June 27, 2012 Time: 4:00 PMAn F4 tornado touches down in Blue Ash. Neither theoffice nor the warehouse take direct hits, but power,phone and Internet connections are out at both locations.Cell phones are working sporadically. Flying debris brokea few glass windows at the office. At the warehouseseveral of the trailers have been knocked over and theroof has been peeled back in several locations, exposingthe inventory to the elements.
Discussion Questions Who is primarily responsible for immediate situational analysis and response? How, when, and where is the Command Center activated? What are your immediate challenges and how will they be addressed?
Break 15 minute break Resume at 10:00
Situation Review Power, Data, Voice lines down at both locations. A few windows broken at office Minor warehouse roof damage Warehouse docks blocked by overturned trucks
Breakout: IT ContingencyPlans
Speaker Info Tim Rettig CEO/CTO INTRUST GROUP Tim.Rettig@intrustgroup.com (513) 842-3160 http://www.intrustgroup.com http://www.linkedin.com/in/timrettig Second generation entrepreneur in the IT industry.
The Work from Home Glitch
Mobile Recovery Solutions
Mobile Workplace Solutions
System Reliance Matrix How to tie IT components to business systems and prioritize them:Priority Business System SP1 SQL1 Mail1 T1 WWW Building Power1 Public Website ECRV2 E-mail C N N R3 Intranet NV NV N N R4 CRM NV N R Legend External Clustered Non-Redundant Redundant Virtual
Gap Analysis HealthyInfrastructure Summary Needs Attention Critical IssueCategory Item Overall Status BC DR Generators, UPS on all Power Not monitored Generator, UPS systems 12 hr RTO notHardware Servers Dell, IBM, HP, Quantum Some redundancy possible Switches Cisco PoE Extra ports Extra equipment Workstations Dell No Unique PCs Many laptops 12 hr RTO Internet CinBell 3Mbps No redundancy questionable Network Remote Access VPN, 2000 Terminal Services Single TS server Limited capacity 12 hr RTO Voice Cisco Call Manager, Unity Unknown questionable Windows 2000, 2003, XP, OS N/A N/A Linux 12 hr RTO not Software Mail Exchange 2003 Tape recovery possible 12 hr RTO not Database SQL 2000, SQL 2005 Tape recovery possible 12 hr RTO not Online Storage Direct-attached, NAS Dissimilar HW possible Storage 12 hr RTO not Offline Storage BackupExec to tape Single TBU possible
Mobile Datacenters70 RSL Proprietary and Confidential
Drop-ship Inventory Solutions
To the Cloud!Wait, to the what?
Data Center, Chicago http://www.datacenterknowledge.com
Online E-mail Continuity Spam filtration services will allow users to access spooled mail if corporate server is down or unreachable. Outlook, web and Gmail options available.
Run it 100% in the Cloud
Tip: Keep Active DirectoryUpdated Gives everyone an off-line address book in Outlook of employees phone numbers, managers, and direct reports.
Phone System Backup Disaster re-route available from most carriers. Re-routes all incoming calls to an alternate number within seconds of an outage. Re-route to: ◦ Alternate office ◦ Cell-phone ◦ Google voice ◦ Cloud-based phone system
Phone System Backup(Cont.)
Instant Phone System!
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Advanced Server DataBackup
Advanced Server Data Backup(Cont.)
Near-line Recovery Solution Hosted Cloud New Virtual Repository Server Server Replacement Secure IPSEC VPN Tunnel On-Premise Repository Server Customer Site
Mirrored Online Recovery Solution Cloud Hosted HA virtual servers Secure IPSEC VPN Tunnel Customer Site
Hybrid Recovery Solution Cloud Hosted Repository Server Hosted HA virtual servers Secure IPSEC VPN Tunnel On-Premise Repository Server Customer Site
Post-Disaster Operation Cloud Hosted Cisco ASA Repository 5550 Firewall Server Context VPN Tunnel Secure IPSEC Internet Alternate Location Partner & SOHO Direct InternetOr Agility Recovery Suite Users Utilizing Traffic Utilizing VPN Tunnel Software VPN (Mail, RDP, Etc.)
Non-Cloud Continuity Backup Server DC/Utility Server DC/Utility ServerHyper-V Cluster Hyper-V Cluster Hyper-V Host 1 Hyper-V Host 2 Hyper-V Host 1 Hyper-V Host 3 Data Replication Storage Area Network Storage Area Network HQ Remote Datacenter
Date: June 27, 2012 Time: 4:30 PMThe bus garage at the local school district took a directhit, so no buses are available to take the children home.All employees with children must leave the office to go tothe school to pickup their children.20% of the employees must leave, including staff on theBC Team.
Discussion Questions How do you coordinate and communicate the departure of some employees? How do you convince some employees to stay? Now that some critical staff has left, how do company operations continue?
Date: June 27, 2012 Time: 5:00 PMThe power company estimates that power won’t berestored for at least 24 hours.The phone company has no ETA.You are unable to get anyone on the phone at thedatacom company.
Discussion Questions How do you communicate with staff to report to an alternate location tomorrow? Can some staff work from home tomorrow? Is one person coordinating operations at both locations, or is there a person at each location?