Information Technology Hurricane Preparedness Procedures

Emergency Operation Plans

Information Technology Hurricane Preparedness Procedures

Core Infrastructure and Operations

During a hurricane or other catastrophic event, the Core Infrastructure and Operations Group is responsible for meeting, making decisions and executing actions related to business continuity to ensure services provided by Information Technology are, at most, minimally disrupted. Direction is provided to staff by this group. Decisions related to business continuity and operations before, during and after an event are NOT to be made by individuals outside this group. This group is chaired by the Chief Technology Officer and the chain of command is identified in the table below.

CORE INFRASTRUCTURE AND OPERATIONS MEMBERS

TITLE	NAME	CHAIN OF COMMAND
Associate Vice President for Technology and Chief Technology Officer	Hernan Londono	1
Associate Chief Information Officer	Darrell Duvall	2
Director, Infrastructure and Operations	Maximo Ramirez	3
Director, Data Center Operations	Justin Moses	4
Director, Project and Portfolio Management	Wesley Ng-A-Fook	5

Information Technology Essential Staff

During a hurricane or other catastrophic event, Information Technology Essential staff will be required to assist with business continuity operations, even if the University is officially closed.

CONTACT INFORMATION

Contact information for the Core Infrastructure and Operations Group and IT Essential Staff is below. All the individuals below would need to be on campus when the University is closed to assist with both preparation and recovery efforts.

NAME	TITLE	PRIMARY EMAIL
Hernan Londono	Associate Vice President & Chief Technology Officer	hlondono@barry.edu
Vladymir Bertrand	Senior Systems Administrator	VBertrand@barry.edu
Falizea Burkes	Senior Network Engineer	FBurkes@barry.edu
Justin Moses	Director, Data Center Operations	jmoses@barry.edu
Maximo Ramirez	Director, Network and Telecommunications	mramirez@barry.edu
Kolin Roberts	Unified Communication Specialist	KRoberts@barry.edu
Jose Sisto	Coordinator, Information Security Office	jsisto@barry.edu
Douglas Brucker	Manager, Orlando Law IT Operations	dbrucker@barry.edu
Owen Gregory	PC Support Specialist	hgregory@barry.edu
Garnel Ambroise	Streaming Media Services Technician	gambroise@barry.edu
John Baldwin	Director, Technology Delivery	jbaldwin@barry.edu
Guillermo Dopico	Director, Conferencing, Media and Learning Spaces	GDopico@barry.edu
Darrell Duvall	Associate Chief Information Office, Technology Delivery	dduvall@barry.edu
Ian Genus	PC Support Specialist	IGenus@barry.edu
Jabnel Herard	PC Support Specialist	JHerard@barry.edu
Jennifer Holmes	Manager, Conferencing and Media Services	JHolmes@barry.edu
Audrey Johnson	Manager, IT Service Desk	aujohnson@barry.edu
Silvia Lopez	Coordinator, IT Service Delivery	SLopez@barry.edu
Lance Mason	PC Support Specialist	LMason@barry.edu
Jose Moran	Conferencing and Media Specialist	jmoran@barry.edu
Cassandra Oliver	Engagement Center Representative II	CaOliver@barry.edu
Dan O'Neil	Remote Site Operation Coordinator	DONeil@barry.edu
Carmen Ramirez	Associate Director, Technology Delivery	CRamirez@barry.edu
Andrew Seraphin	IT Support Desk Technician	ASeraphin@barry.edu
Jerome Webb	Coordinator, Conferencing and Media Services	JWebb@barry.edu
Mary Worley	Streaming Media Services Specialist	mworley@barry.edu

Pre-Hurricane Season

Beginning April 1, Information Technology will begin executing its pre-hurricane season activities.

Pre-Hurricane Season Activities

Ensure Computer Preparedness information is up-to-date on www.barry.edu/prepare.
Directors review unit operational procedures.
Review Core Infrastructure and Operations group.
Review Information Technology Essential Staff group.
Review Core I&O and IT Essential Staff contact information.
Generator and UPS load testing for Garner Datacenter, Garner 112 and Thompson 120.
Garner Datacenter UPS scheduled checkup.
Review listing of servers, their locations and services running from them.
Test failover from Miami Shores to Barry University's colocation facility.
Review rooms/equipment to be unplugged and contacts for these areas for access/assistance.
Review where key for Garner Datacenter is located and communicate location to Director of Public Safety.
Test remote visibility into:Review KB article of services that remain available when Garner Datacenter is shut down and services migrated to Barry University's colocation facility.
- Garner Datacenter
- Garner 112
- Thompson 120
- Barry University's colocation facility
- Orlando Law
- Remote Locations
Review phone numbers that need to be forwarded, if any.
Review methods of communicating with core hurricane group and essential staff.
Review and test physical access to colocation facility.
Email about prepping for hurricane season and backing up to OneDrive.

Hurricane Events

The actions taken by Information Technology will be in response to any decisions made by Barry University's Command Decision Team. Information on the Command Decision Team can be found on the barry.edu/prepare website. The actions taken by Information Technology are time-based events triggered by the University's closing and opening, as well as the scale of the tropical system. They are intended as a set of activity checklists for a core group to navigate IT through a hurricane event. It is not intended as a technical guide. It describes the protocols for ensuring a stabilized IT infrastructure in the event of a tropical storm/hurricane.

Information Technology Procedures

When tropical storms have the potential to impact the University, the Core Infrastructure and Operations Group will meet daily while the system is in the alert quadrant, and will make decisions based on the most current information available from the University and weather services, which could include shutting down the Garner Datacenter and failing over most services to the University's colocation facility.

As for hurricanes, considering the impact even a minimal hurricane can have, as evidenced when Hurricane Irma passed west of the University and Miami-Dade encountered sustained tropical storm force winds with hurricane force gusts for an extended period of time, Information Technology will take actions to mitigate risk, which includes shutting down the Garner Datacenter and failing over most services to the University's colocation facility. Doing so will ensure they remain available should Miami Shores be impacted. In addition, it mitigates any risk to hardware in the Garner Datacenter, such as if the AC unit is damaged and the datacenter can no longer be cooled. All changes made to IT infrastructure will be recorded in the Hurricane Change Log.

Alert Quadrant Activities

When a storm enters the alert quadrant, the activities below will take place.

TASK	RESPONSIBILITY
Core I&O Group meets.	Core I&O
Monitor official information from Barry University.	Core I&O
Monitor nhc.noaa.gov and other outlets regarding storm.	Core I&O
Review failover strategy of services to Barry University's colocation facility and confirm services that will be available.	Core I&O
Review date of last generator/failover/datacenter simulated shutdown test.	Core I&O
Verify replications of services to be failed over to the University's colocation facility.	I&O
Verify backups for Garner Datacenter.	I&O
Ensure list of available services on help.barry.edu is up-to-date in the event services are failed over to the University's colocation facility.	TSD
When Command Decision Team updates the University on monitoring, send an update to Barry community on computer preparedness, individual responsibility for securing equipment and link to available services via: Email Updated network status Updated voice announcement on IT Support Desk	TSD
Verify essential staff who should have access to campus before/after storm.	CTO
Send out communication to DoIT. Core I&O Group is solely responsible for all hurricane decisions, pre, during and post storm. Listing of essential staff and their expectations/responsibilities	Core I&O
Forward (305) 899-4000 (Barry prepare hotline) recording instructions to Jeremy Jones, (jejones@barry.edu) and anyone else identified by the Command Decision Team.	Associate CIO

Planning Mode Activities – In Forecast Cone

TASK	RESPONSIBILITY
Core I&O Group meets. Directors will be invited to the meeting as needed.	Core I&O
Monitor nhc.noaa.gov and other outlets regarding storm.	Core I&O
Verifies location of Hurricane Change Log.	Core I&O
Verify any special needs for ECA and any others identified by ECA.	TSD
Verify communication method(s) following the storm. A Core I&O Group within Cisco Spark will be used for group communication by the Core I&O Group. Cisco Spark relies on data connectivity. If this is unavailable, then the Core I&O Group will use traditional SMS group texting. An IT Essential Staff Group within Cisco Spark will be used for group communication among the IT essential staff.	Core I&O
Send out conference call in information to Core I&O Group and IT Essential Staff group.	Core I&O
Test automatic failover of Public Safety number (3333) to the backup analog line.	I&O
Circulate “essential staff” list to Human Resources and Public Safety.	Core I&O

Command Decision Team Activities - Notification of University Closure

TASK	RESPONSIBILITY
Monitor nhc.noaa.gov and other outlets regarding storm.	Core I&O
Disconnect PCs/instructional equipment. Verify PCs/instructional equipment disconnected before staff leave.	TSD
Update the following: ITSD - Network status page ITSD – Announcement on 3604 Engagement Center – Announcement on 3100 Engagement Center – Messaging and communication with switchboard (3000)	TSD
Failover services to Barry University's colocation facility.	I&O
Shutdown Garner datacenter after services failed over to Barry University's colocation facility and verified working.	CTO
Log all infrastructure changes in Hurricane Change Log.	Core I&O

During Hurricane Activities

TASK	RESPONSIBILITY
Core I&O group in communication	Core I&O
Monitoring of services running from Barry University's colocation facility	I&O

Post Hurricane Activities

1-24 HOURS POST-STORM

TASK	RESPONSIBILITY
Core I&O Group meets and establishes meeting time for essential staff to call to check on personnel and well-being.	Core
Core I&O Group and Essential Staff conference call.	Core and Essential Staff
Verification of services running from Barry University's colocation facility.	I&O
Assess remote location power and connectivity.	I&O
CTO in communication with Public Safety on when it's OK to visit campus and assess IT infrastructure.	CTO
Once OK given to return to campus and remote sites, Core I&O group are notified.	CTO

24-36 HOURS POST STORM

TASK	RESPONSIBILITY
Core I&O and staff from I&O on campus to assess IT infrastructure.	CTO
Bring all IT infrastructure on Miami Shores Campus back on-line.	I&O
Connect PC's/instructional equipment Report any damage to rooms to Facilities Replace any damaged equipment with spares from inventory	TSD

36-72 HOURS POST STORM

TASK	RESPONSIBILITY
Revert services from Barry University's colocation facility to Garner Datacenter	I&O
Log all infrastructure changes in Hurricane Change Log.	Core
Update TD article indicating all services are operational	TSD
Message to community indicating operational and to report any issues to ITSD upon return to work	TSD
EC staff working to answer calls placed to Enrollment at 3100.	TSD
Update the following: ITSD - Network status page ITSD – Announcement on 3604 Engagement Center – Announcement on 3100 Engagement Center – Messaging and communication with switchboard (3000)

Information Technology Hurricane Preparedness Procedures