Federal Student Aid Conference

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Federal Student Aid Conference

• Orlando, FL

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Session 1

• Disaster Planning and Emergency Preparedness
• Cathy Simoneaux, Loyola University New Orleans
• Bob Quinn, The Pennsylvania State University
• Mary Haldane, Department of Education

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• Disaster Planning Emergency Preparedness
• Cathy Simoneaux

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When We Left Work on Friday

• Katrina Was Forecast to Hit Florida

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Late Friday, the storm changed course

• Emergency Plans began to be implemented
  Saturday morning
• We came in and secured our basement office
• Students urged to leave campus
• Mandatory evacuation implemented by Sunday morning

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The Levees Failed Late Monday
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(No Transcript)
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Lakeview-Where My Parents Lived
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St. Dominic My Elementary School
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Mt. Carmel My High School
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My Neighborhood 1 mile from Loyola
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Katrinas Impact

• Personal Impact (as of 8/14/06) 80 of New
  Orleans flooded, an area equal in size to seven
  Manhattan Islands 1,464 people died 134
  remain missing 204,000-plus homes severely
  damaged 

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Katrinas Impact

• 800,000-plus citizens forced to live outside of
  their homes - the greatest diaspora since the
  Dust Bowl of the 30's 81,688 FEMA trailers
  occupied 1.2 million families received Red
  Cross assistance 33,544 persons rescued by
  Coast Guard

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Katrinas Impact

• 34 years worth of trash and debris in New
  Orleans alone 900,000 insurance claims at a
  cost of 22.6 billion(ReferenceWomen of the
  Storm
• http//www.womenofthestorm.net/index.php )

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Hurricane KatrinaOur Story

• Our Emergency Plans Assumed One of the Normal
  Means of Communication Would Always Be Available
• How will you reconnect when nothing works?
• Revised basic plan now posted at
  http//www.loyno.edu/emergency/

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The Road to Recovery

• Loyolas IT Department had a comprehensive
  disaster recovery plan in place
• Data routinely sent to Chicago
• Mainframe operations restored within two weeks of
  the storm
• Operations transferred to Houston then back to
  New Orleans

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Resuming Operations

• Minimal staff pulled to the University of Houston
  (Academic Affairs) and Alexandria LA (Business
  Office, Student Affairs, Advancement)
• Shortage of office space post Katrina
• NEW PLAN if this happens again, we are all off
  to Houston

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The Internet Let Us Function

• Web-based Policy and Procedures Manual gave
  everyone access to operational info needed
• Need to add technical processes
• Do Need to Be Sure to Have Some Security Measures
  to Protect Sensitive Info in the Manual

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Critical Issue

• How Do We Get Students to Return to New Orleans?

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Communication With Others Key

• Identify major contact at each major host school
• Over 3,000 students enrolled at over 400 schools
  during the semester
• President, Provost, Deans, Academic Advisors
  visited many campuses to answer questions and
  address concerns

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• Emergency Web Sites for Students /Parents
• http//loyno.edu/emersite/students
• http//www.loyno.edu/neworleans/

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Be A Part of History

• Opportunities for Community Service
• The Loyola Corps
• http//cba.loyno.edu/loyolacorps/
• The NOAH Project
• http//noah.loyno.edu/
• Loyola University Community Action Program
• http//www.loyno.edu/lucap/

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Enrollment Comparison
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Facing the Future

• Projected Drop in Enrollment in the Freshmen
  Class at all metro New Orleans Schools
• Impacts Revenue for Next Four Years
• Safety of the City is the Major Concern
• Restructuring Plan Being Implemented at Loyola
  Pathways to Our Future
• http//www.loyno.edu/strategicplan/

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Katrina One Year Later-What Should We Do?

• http//www.loyno.edu/universityministry/katrina.ht
  ml

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Presidents August 2006 Letter to the
Community

• http//www.loyno.edu/financialaid/University20Upd
  ate205Bloyolaparents5D.pdf

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• We are thankful for all the support that we
  received in our hour of need
• The Department of Education
• The University of Houston
• The Financial Aid Community

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Contact Information

• I appreciate your feedback and comments.
• I can be reached at
• Cathy Simoneaux
• Phone [phone]
• E-mail cmsimone_at_loyno.edu

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• Disaster Planning Emergency Preparedness
• Bob Quinn

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Penn State at a Glance

• 24 campus structure
• 80,124 total enrollment during Fall 2005
• 41,289 at Main Campus (University Park)
• 39,415 at all others
• 650 million in aid disbursed 2005-06
• Most administrative functions performed at UP

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Penn State Campus Structure
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A Brief History of DR at Penn State

• The 1980s computing isolation
• The 1990s distributed computing
• Post 2000 DR Initiatives
• Change in leadership (admin computing)
• September 14, 2001 meeting
• 2003 audit cited building proximity
• DR Planning Committee

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Some Definitions

• Disaster Recovery (DR) Recovery from unplanned
  interruptions of normal business processes beyond
  the immediate ability of the organizations staff
  and normal management structure to control.
  Strongly related to the recovery of the IT
  infrastructure

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Some Definitions

• Business Continuity Planning (BCP) The
  proactive processes and procedures an
  organization puts into place to ensure that
  essential functions can continue during and after
  a disaster
• DR enables BCP

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Some Definitions

• Incident An event that leads to a short term
  business interruption or loss of data on a small
  scale i.e.. Water damage to an IT area
• Disaster Loss of the primary IT area or the
  loss of the secondary mirrored IT computing
  facility, but not both facilities
• Catastrophe Loss of the primary and secondary
  computing facilities

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DR Committee Recommendation 1

• Establish a Disaster Recovery Position
• This was probably the single most important
  strategy
• Currently have multiple positions with
  responsibility for DR
• Many other participating in DR activities

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PSU DR Manager

• Ken Schroyer
• krs5_at_psu.edu
• 814.863.8888

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DR Committee Recommendation 2

• Establish a Catastrophe Contingency Site
• For-Hire sites are expensive
• We chose Altoona Campus
• Somewhat remote
• 40 miles away
• Proximity to high-speed data lines

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Recommendation 2 (continued)

• Establish a Catastrophe Contingency Site
• Problem No facilities available
• Immediate/Short-term strategy
• Mobile Recovery Units
• http//www.rentsys.com/
• Rental Equipment
• http//mainline.com/

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Mobile Recovery Unit
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Mobile Recovery Unit
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Penn State Campus Structure
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DR Committee Recommendation 3

• Establish a Local Recovery Site
• Decided to retain local computing facility
• Intended for localized incidents disasters
  (more likely than a large event)
• May run some production applications
• http//www.vmware.com/

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DR Committee Recommendation 4

• Procure Software for Disaster Planning
• Facilitates the development of a DR plan
• Does not build the plan for you
• http//www.strohlsystems.com/
• LDRPS Living Disaster Recovery Planning System

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DR Committee Recommendation 5

• Promote DR Awareness
• General staff awareness
• Brochures, web site, DR Day
• http//ais.its.psu.edu/disaster_recovery/index.htm
  l

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DR Committee Recommendation 6

• Establish Emergency Information Repository
• Designed to track students, faculty staff
• Consolidate general emergency local information
• Web-based interface

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Contact Information

• I appreciate your feedback and comments.
• I can be reached at
• Bob Quinn
• Phone [phone]
• Fax [phone]
• Email req1_at_psu.edu

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• Disaster Planning Emergency Preparedness
• Mary Haldane

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Department of Education Continuity of Operations
Plan (COOP)

• COOP is the Departments Umbrella plan covering
  EDs management of essential functions.
• Assures public that Federal Government is
  operating
• Every Federal Department /Agency has a COOP
• Required by law

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Department of Education COOP Priorities

• In the event of a crisis, the Departments
  priorities are
• The safety and welfare of employees and
  contractors in, and visitors to, Department
  facilities
• Ensuring continuation of Leadership and
  communication within the Department to include IT
  resumption of normal business function in all
  Department offices
• Continuation of the essential business functions
  of the Department of Education

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Department of Education Priorities Actions

• Personnel Safety
• Evacuation
• Shelter in Place (SIP)
• Communication
• Call trees
• Accounting of staff
• Toll free line
• Website (Department Office of Personnel
  Management)
• Local Media

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Department of Education Priorities Actions

• Continuity of Leadership
• Alternate Sites
• Secretary of Education
• Department senior leadership
• Essential staff work at home or alternate
  location
• Continuity of Business Functions
• Department
• Hot Site
• Federal Student Aid
• Business Continuity Plan (BCP) governs the
  operations during a crisis and during the
  restorations of operations

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Federal Student Aid Environment

• Federal Student Aid Regional Map

Boston, MA (13)
Chicago, IL (78)
New York, NY (28)
Seattle, WA (13)
Washington, DC (675)
San Francisco, CA (61)
Philadelphia, PA (21)
Denver, CO (17)
Atlanta, GA (79)
Kansas City, MO (24)
Dallas, TX (28)
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Federal Student Aid Environment

• Federal Student Aid Major Systems Locations

Niagara Fall, NY
Utica, NY
Meriden, CT
Rockville, MD
Bakersfield, CA
Atlanta, GA
Columbus, GA
Lawrence, KS
Iowa City, IA
Plano, TX
Louisville, KY
Greenville, TX
Montgomery, AL
San Antonio, TX
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Federal Student Aid Business Continuity Plan
(BCP)

• Background
• Business Impact Analysis
• Priority of business functions
• Essential staff to support priorities
• Essential systems to support priorities
• Records/Files to support priorities
• Alternate site(s)
• Priorities and recovery times
• Capability to process student aid applications
  and determine eligibility three days
• Capability to deliver funds to schools to support
  Title IV aid to eligible students and parents
  three days
• Delivering student aid only to fully eligible and
  participating schools three days
• Capability to make payments to lenders and Gas in
  support of FFELP lender and GA functions three
  days
• Ensuring that DL, DLC, DCS (FFELP, FPL, grant
  overpayments) loans enter into repayment on time
  and interest benefits are calculated four days

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Federal Student Aid Business Continuity Plan
(BCP)

• BCP Team Organization and Roles
• Senior Management Team activates and direct
  plan in a crisis
• Business Impact Assessment Team assesses damage
  and recovery efforts and time frames for recovery
• Business Function Recovery Team vital system
  staff lead continuity of operations during crisis
  and recovery of operations after crisis ends
• BCP Coordinator - Develops and maintains BCP

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Federal Student Aid Business Continuity Plan
(BCP)

• Succession Staff and Vital Systems Staff
• Chief Operating Officer five deep
• Vital Systems Staff four deep
• Alternate site is home
• Access to Department network
• Vital records access
• Shared drive capacity
• Communications
• Alternate media landline, cell, BlackBerry, fax,
  personal computer

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Federal Student Aid Business Continuity Plan
(BCP)

• Awareness and Training
• All staff
• New staff orientation
• All staff - yearly required training
• All staff call tree test four times a year
• Federal Student Aid BCP Teams and vital systems
  staff
• Tests two times a year
• Tabletop exercises two times a year
• All staff call tree test four times a year

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Contact Information

• I appreciate your feedback and comments.
• I can be reached at
• Mary Haldane
• Phone [phone]
• Fax [phone]
• Email mary.haldane_at_ed.gov