Department of Environmental Health & Safety
Continuity Planning Program
Training - Partnership - Compliance
Department of Environmental Health & Safety
Continuity Planning Program
Training - Partnership - Compliance
Continuity Planning
• Our new continuity tool has been re-designed, but still
contains the same content and sections as the previous
tool.
• This presentation will provide you with instructions on
how to use and navigate our new system, Continuity
Planning.
Department of Environmental Health & Safety
Continuity Planning Program
Training - Partnership - Compliance
What This Presentation Covers
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Accessing Continuity Planning
Selecting your Plan
Saving Data
Understanding Icons
Understanding Alerts
Navigating Continuity Planning
Resources
Department of Environmental Health & Safety
Continuity Planning Program
Training - Partnership - Compliance
Accessing Continuity Planning
• To access Continuity Planning,
go to
https://utdallas.kuali.co/.
• You should see a screen
similar to the image on the
right.
• Enter the same NetID and
password that you used for
the previous system and
select “Login.”
Department of Environmental Health & Safety
Continuity Planning Program
Training - Partnership - Compliance
Selecting your Plan
• After logging in, you will see a list of plans.
• Locate your plan and you will see the plan’s status,
date the plan was created, and date the plan was last
updated.
• You can access your plan by selecting either view or
edit.
Saving Data
• Like in the legacy system, make sure that you save your
data before moving to another screen.
• The “Save” button is located at the top of the right sidebar.
When there is no content that
needs to be saved, you will see
the button look like this
When there IS content that
needs to be saved, you will see
the button look like this
If the button looks like this, select
it before you leave the screen!
• A notification will tell you if your save was successful.
• If you attempt to move to another screen without hitting
save, you will be prompted to save your changes.
Understanding Icons
• There are various icons that you will see when
using our new system. Below are icons that
you will see and their meanings.
Icon
Meaning
Edit: Select the pencil icon to edit content.
View: Select the eye icon to view content.
Delete: Select the trash can icon to delete content.
Archive: Select the file drawer icon to archive Action
Items.
Move: Hover over the icon and the mouse pointer turns
into a cross. Select and hold the icon to drag and drop
list items to rearrange the order.
Locked: This item is in use by other sections of your
plan. You cannot delete this item until its associated
content has been removed or deleted.
Understanding Alerts
• The new system utilizes three types of alerts that will
appear at the top of the screen.
 Successes: The action you attempted was successful.
 Information: There is important information concerning the
screen you are on.
 Errors: The action you attempted was unsuccessful. If applicable,
make any necessary changes and try again.
Department of Environmental Health & Safety
Continuity Planning Program
Training - Partnership - Compliance
Navigating Continuity Planning
• Once you have accessed your
plan, you will see this
navigation bar on the left side
of your screen.
• This navigation bar will remain
on the left side of your screen
as you work through your
plan.
• This training will now guide
you through the navigation of
Continuity Planning.
Department of Environmental Health & Safety
Continuity Planning Program
Training - Partnership - Compliance
Navigating: The Basics
• The top two options in the navigation bar are
the basic screens that you are used to seeing
in the previous system:
• Plans will take you to the screen
that lists all of the university’s
continuity plans.
• Help will provide you with a list
of FAQs, contacts, and
references to help you develop
and review your plan.
Please note: You will not be able to access the Admin or Reports options.
Department of Environmental Health & Safety
Continuity Planning Program
Training - Partnership - Compliance
Navigating: Plan Details
• Plan Details contains basic information concerning
your department and plan.
Purpose
Similar tab in previous system
Shows general information/data about your
department.
Step 1: Department Identification
Lists action item(s) associated with your plan and
their costs, function, due date, etc.
Action Item Summary
Lists documents that have been uploaded to your
plan.
Step 5: Key Resources
Names users who have access to your plan. You
can edit the type of access that your users have,
add new users, and delete out-dated users.
PLAN HOME: Add/Remove User
Tracks the status of the plan.
PLAN HOME: Plan Sign-Off and Annual
Review Sign-Off
Provides resources to help you develop and
update your plan. These resources are sample
continuity plans, interview forms to use when
developing or updating your plan, and a glossary
of terms that you will see while using the
continuity tool.
There was not a similar tab in the previous
system.
Department of Environmental Health & Safety
Continuity Planning Program
Training - Partnership - Compliance
Navigating: Critical Functions
• Critical Functions lists and provides information
about the critical functions your department
performs.
Critical
Function #1
Purpose
Similar tab in previous system
Lists all of the critical functions (and their level of criticality) associated
with your plan.
Step 2: Critical Functions
This will be the name of your 1st critical function. Every critical function
that you enter into the tool will contain the subsections that follow.
Step 2: Critical Functions
Provides a description of the critical function and people responsible for
performing it.
Step 2: Critical Functions- Detail
Screens- Description
Shows the period(s) of the year during which the performance of this
critical function is at its peak and provides a brief explanation.
Step 2: Critical Functions- Detail
Screens- Peak Periods
Provides a list of documents that have been downloaded to your plan in
reference to this critical function.
Step 2: Critical Functions- Detail
Screens- Documents
Identifies the upstream and downstream dependencies of your
department.
Step 2: Critical Functions- Detail
Screens- Dependencies
Identifies the consequences that might occur should this critical function
not be restarted quickly after a disaster.
Step 2: Critical Functions- Detail
Screens- Consequences
Provides questions that ask you to think of how you would continue to
perform this critical function should certain problems/challenges arise.
Step 2: Critical Functions- Detail
Screens- How to Cope
Lists the actions item(s) associated with this critical function.
Step 2: Critical Functions- Detail
Screens- Actions Items
Department of Environmental Health & Safety
Continuity Planning Program
Training - Partnership - Compliance
Navigating: Information Technology
• Information Technology discusses the types of IT
within your department.
Purpose
Similar tab in previous system
Lists all of the applications owned by OIT that
support your department’s critical functions and
their level of criticality.
Step 3: Information TechnologyApplications (Central)
Lists all of the applications owned by your
department that support your critical functions.
Step 3: Information TechnologyApplications (Department)
Lists the servers your department owns and how
they support your department's critical functions.
Step 3: Information Technology- Servers
Specifies what type of back-up methods are used
on your department’s workstations. Identifies
who provides support for your department’s
workstations.
Step 3: Information Technology- Work
Stations
Provides questions that ask you to think of how
you would recover from a disaster that makes
your workplace (and IT) inaccessible or unusable.
Step 3: Information Technology- How to
Restart
Lists the actions item(s) that are associated with
your department’s IT.
Step 3: Information Technology- Action
Items
Department of Environmental Health & Safety
Continuity Planning Program
Training - Partnership - Compliance
Navigating: Instruction
• Instruction lists courses taught by your department
and any current instructional continuity measures.
Academic
Department #1
Purpose
Similar tab in previous system
Lists all of your academic departments that provide
instruction.
Step 4: Instruction
This will be the name of your 1st academic department that
provides instruction. Every academic department you enter
into the tool will contain the subsections that follow.
Step 4: Instruction
Focuses on continuity measures for the high priority
courses.
Step 4: Instruction- Detail
Screens- High Priority Courses
Determines what disaster-ready practices are being used by
instructors to facilitate the continuity of your department’s
curriculum.
Step 4: Instruction- Detail
Screens- All Courses
Determines what disaster-ready practices are being used by
your department to facilitate the continuity of your
curriculum.
Step 4: Instruction- Detail
Screens- Departmental Practices
Lists any specialized requirements your department’s
courses may require (these include labs, studios, any field
work/internships, or specialized software).
Step 4: Instruction- Detail
Screens- Special Teaching Issues
Lists the actions item(s) associated with this academic
department.
Step 4: Instruction- Detail
Screens- Action Items
Department of Environmental Health & Safety
Continuity Planning Program
Training - Partnership - Compliance
Navigating: Key Resources
• Key Resources documents the resources you may
need in the event of an emergency.
Purpose
Similar tab in previous system
Covers basic resource-oriented information regarding your
department’s emergency contact list, main phone line, web
site, and shared passwords.
Step 5: Key Resources- Staff
Basics
Lists the key people in your department, their title, and
their special skills. This is where you can designate
leadership successors and delegation of authority holders.
Step 5: Key Resources- Staff
Basics (bottom of the page)
Lists staff members who could perform at least part of the
normal duties at home. Determines how employees can
connect to their work computers from home.
Step 5: Key Resources- Work
from Home
Identifies teams that will be important in helping your
department cope with a disaster.
Not used in previous system.
Allows you to select skills you require employees to have in
order to perform of your department’s critical functions.
Not used in previous system.
Lists the amount and type of staff you have in your
department who might be available to assist another
department temporarily perform their critical functions in
the event of an emergency.
Not used in previous system.
Section continued on next slide
Department of Environmental Health & Safety
Continuity Planning Program
Training - Partnership - Compliance
Navigating: Key Resources (cont.)
• Key Resources documents the resources you may
need in the event of an emergency.
Purpose
Similar tab in previous system
Lists people or departments from elsewhere on campus
that you may need to contact within the first few hours or
days after a disruptive event.
Step 5: Key Resources- Staff of
Other Units
Lists people or groups outside of the university that your
department may need to contact within the first few hours
or days after a disruptive event.
Step 5: Key ResourcesStakeholders
Provides a list of documents that have been downloaded to
your plan.
Step 5: Key ResourcesDocument Summary
Indicates the minimum amount of equipment and supplies
your department will need to perform all of its critical
functions in event of a disruptive event.
Step 5: Key ResourcesEquipment & Supplies
Explains if there are any special space or facilities needs
that your department will need if they are displaced by a
disaster.
Step 5: Key Resources- Facilities
& Transp.
Department of Environmental Health & Safety
Continuity Planning Program
Training - Partnership - Compliance
Navigating: Right Sidebar
• When you are in your plan, there is a right
sidebar that looks like the pictures below:
This is what you will see if
you are in View mode.
This is what you will see if
you are in Edit mode.
Select this to switch
back to the other
mode.
Selecting this will
generate a printable
PDF version of your
plan.
You can hide the
Guidance notes that
are displayed below by
selecting this option.
Department of Environmental Health & Safety
Continuity Planning Program
Training - Partnership - Compliance
Resources
• UT Dallas Continuity Planning
http://www.utdallas.edu/ehs/programs/business
• UT Dallas Continuity Planning Tool
https://utdallas.kuali.co/
• Continuity Planning Help- User Solutions
http://ready-help.kuali.co/support/solutions/folders/6000048572
Department of Environmental Health & Safety
Continuity Planning Program
Training - Partnership - Compliance
Business Services Can Help You With
Continuity Planning, Facilities Inventory & Records Retention
Courtney Shaw, MS
Business Services Specialist
972-883-2368
[email protected]