Protect Your Organization This Hurricane Season
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Protect Your Organization this Hurricane SeasonMay 22, 2013
David VandenHeuvelWDT
Bob BoydAgility Recovery
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Prepare to Survive.
Agenda
David VandenHeuvel1. 2013 Forecast Outlook
Bob Boyd2. Preparing Your Organization3. How can Agility Recovery Help?
4. Question & Answer
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Prepare to Survive.David VandenHeuvel
Sr. VP Enterprise SolutionsWDT
• 3o year Meteorological Career including 22 Years in the USAF and 8 Years in the Weather Software/Technology Sector
• Currently Manage WDT WeatherOps Division
• Past – Present – Future Weather• Technology and Software for Today’s Weather Challenges
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Weather is the #1 Cause of Business Disruption
Natural Disaster, Extreme WeatherPower Outage
IT FailureTelecommunication Failure
FireFlood
Utility OutageTerrorist Event
IT Security IncidentOther
Environmental AccidentEmployee Health and Safety Incident
Supply Chain DisruptionSabotage (external)
Negative Publicity CoveragePandemic
Sabotage (internal) 0
1%
1%
1%
3%
5%
6%
6%
7%
8%
19%
21%
24%
32%
39%
54%
59%
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The Science of Meteorology has Made Tremendous Advances in the Past Decade
• Better Radars
• Cheaper and faster computers, faster communications
• “Follow Me” mobile devices
• The 3 day forecast today is as good as the 2 day forecast a decade ago
• Big Data solutions allow us to manage petabytes of data in real‐time to provide tactical alerts, warnings & nowcasts globally
• Combining better weather information with expert meteorologists provides significant tactical and strategic value –WeatherOps
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About Weather Decision Technologies, Inc.
• Founded 2000 in Norman, OK ‐“Mecca” for Weather Industry
• 80 employees, 40+ PhD & Masters ‐Meteorology & Computer Science, 4 CCMs, AMS Fellow
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Key Accounts
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2012 Season Summary
TOTAL NAMED: 19HURRICANES: 10CAT 3+: 2
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SuperStorm “Sandy”
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Sandy Impacts
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Super Storm Sandy
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WDT Key Accounts
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2012 Summary
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Hurricane Lessons Learned
(Size of the Wind Field that is)
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2013 Hurricane “Expert” Forecasts
TOTAL NAMED
HURRICANES
CAT 3+
Climo
11
6
3
16
9
5
16
12
5
WeatherBell
18
9
4
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2013 Storm Names
AndreaBarryChantalDorianErinFernandGabrielleHumbertoIngridJerry
KarenLorenzoMelissaNestorOlgaPabloRebekahSebastienTanyaVanWendy
Alpha, Beta, Gama, Delta, etc
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Hurricane Lessons Learned
(Extended Range Forecasts are OFTEN Wrong)
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Storm Planning
WIND
LIGHTNING
TORNADOS
HAIL
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Storm Ready
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Hurricane Lessons Learned
(If your near the coast – It’s a matter of “when” NOT “if”)
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Role of the NWS and Private Industry
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Modern Tools make a difference!
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Modern Tools make a difference!
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Modern Tools make a difference!
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Prepare to Survive.
QUESTIONS?
David VandenHeuvelSVP ‐WeatherOps, WDT
[email protected](405) 541‐0585
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Prepare to Survive.
Preparing Your Organization
1. Planning – The Key Steps to Preparedness2. Lessons Learned from Past Storms3. Additional Resources
Bob BoydPresident & CEOAgility Recovery
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Key Steps to Preparedness
1. Assess risks to your critical operational functions. 2. Back‐up your data & ensure remote access. 3. Advise your supply chain of actions taken. 4. Activate crisis communication plan & Test It.5. Re‐supply emergency kits.6. Establish contact with your insurance provider.7. Consider the need for alternate locations.8. Ensure Employees are Personally Prepared.
9.(Note – Steps above do not constitute a complete plan.A full Disaster Recovery Business/Continuity Strategy
is required for maximum resilience)
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Assessing Risks to Your Critical Business Functions
• What types of emergencies have occurred in the past following storms in your area?
• What could happen as a result of your office location(s)?
• What types of issues could result from the design or construction of your facilities?
• What could result from a process, system or supply chain failure?
• Are there different risks for short and long term interruptions?
• Are transportation or communication system failures likely?
• Are critical employees personally prepared to endure the storm?
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Backing Up Your Data Properly
• Realize the limitations of outsourced IT Management
• Lack of Responsiveness• Staffing/Availability• Communication Gaps
• Automated, Daily back‐ups.
• Store in an off‐site, secure location, outside of your region
• Test a full restoration regularly to remote location or secondary servers. Document the time & bandwidth resources required
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Preparing Your Supply Chain
• Talk to your key vendors and suppliers about their recovery plans.
• Ask yourself has it been tested?• Develop relationships with alternate vendors.
• Eliminate single points of failure.• Educate your clients about the importance of preparedness.
• Insure what can’t be protected.• Ensure your crisis scenario doesn’t have supply chain holes
• Keep partners just as informed as your employees during recovery
Supply Chain: the external vendors and suppliers you rely on todeliver your everyday services and products to members/customers.
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Activating Your Crisis Communications Plan
• Develop a process to make sure all stakeholders (internal and external) are aware of decisions and expectations.
• Ensure redundancies independent of cell or terrestrial networks as much as possible› Ensure Phone List is UP‐TO‐DATE (with alternate phone #’s)› Utilize multiple cellphone network carriers if possible› Establish phone tree › Password protected web page (centralized emergency status)› Social Media strategy & usage› E‐mail alert (have primary & secondary email addresses)› Call‐in recording system› Text/Data Alert system – Ensure everyone familiar with system
• Manage customer and key vendor communications.• Prepare a media communications plan.• Test the plan regularly and in the days prior to a “notice event”
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Re‐supply Emergency Supply Kits
• Recovery plan• Important records
• Insurance policies• Fixed asset inventory• Contracts
• Operating system install disks• Licensing keys/Passwords• Letterhead• Office Supplies• Cash• Flashlight• Battery powered radio• Batteries• Food & Water for those working
the recovery
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Reviewing Your Insurance Coverage
• Make certain you are insured for all potential risks.• Know the different types of coverage and limits.• Consider business interruption insurance and added expense insurance.• Keep photos of your building, equipment lists and policy information
stored in a safe and secure offsite location.• Maintain an up‐to‐date Asset management program.
MOST losses following hurricanes are due to flooding.Most general policies do not cover flooding. Ensure you fully
understand your coverage and any exposure to risk.Don’t Wait until the Storm is Imminent. Do this Today.
Business Interruption/Resumption Insurance – Coverage to help in rebuilding your company in the event of a business interruption
Added/Extra Expense Insurance – Insurance to cover unexpected added costs in the event of an interruption or unexpected event.
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Considering an Alternate Location
• Mobile Recovery• Delivered to a specific location.• Ideal for small to medium sized business. • High level of flexibility.• Cost effective solution.
• Hot Site Recovery• Permanent, regionalfacility. Fixed Site.
• First come, first servedat time of disaster.
• Susceptible to same risks• Oversubscription
• Other Alternatives• Reciprocal agreement• Internal• Co‐Location
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Preparing Employees
1. Do they have a plan?a) Evacuation/Shelter planb) Critical Document Storagec) Emergency Alert Systemd) Emergency/Go Kit
2. How can your organization help?a) Workshopsb) Checklistsc) Emergency Kitsd) Family Involvement
Days
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• Ensure Employee’s knowledge of your plan & their roles.(including new hires)
• Ensure any Work‐From‐Home Strategies in place are tested
• Cross‐Train Employees for critical roles
• Refuel company vehicles prior to the storm making landfall
• Understand ways to help employees:
• Consider car pooling
• Flex Scheduling
• Offering onsite day care
Preparing Employees
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Prepare to Survive.
Common Failures&
Lessons Learned
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Common Failures
Mistakes made during a Crisis
Power: Generator on site• Lack of Mobility?•Maintenance Up‐to‐Date?• Refueling Capability / Access• Backup to the backup?
Alternate Site: Reliance on Hot/Cold Sites• Over Subscribed• Transportation Costs/Difficulties• Shared Sites • Inflexible Solution
Have access to multiple Generators throughout the region
Set up Fuel Providers Perform Regular
maintenance Know a local Electrician
Better Options:
Have options OTHER than a permanent site
Understand Employee Disruption if relocating
Know the full implications of relocation (lodging, transportation, childcare)
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Common Failures
Mistakes made during a Crisis
Communications: Rely on a Single Provider• Single Mobile Carrier• Single Email Servers• No land lines• Unfamiliarity with texting
Work from Home Strategy: Will it work?• Low Productivity• Connectivity Issues (Power/Internet)• Distractions• Unable/Unwilling to report for duty
Have a backup Communications provider
Alert Notification System Use Phone Redirection
and know how it works Have a backup Voicemail
& Email Network (Gmail)
Better Options:
Relocating Employees Having a Plan for
displacing of families Seek locations that offer
familiar surroundings & lifestyle
Restore the “normal” routine sooner
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Prepare to Survive.
Additional Resources
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Additional Resources
Detailed Preparedness and Recovery Checklists:
www.PrepareMyBusiness.org
FEMA Official Hurricane Website
http://www.fema.gov/hazard/hurricane/index.shtm
Ready.gov Hurricane Preparedness Information:
http://www.ready.gov/hurricanes
National Hurricane Center – Tropical System News & Information:
http://www.nhc.noaa.gov/
American Red Cross – Emergency Kits, etc.
http://www.redcrossstore.org/
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The Agility Story
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Agility Recovery ‐ History
Started by General Electric 24 years ago.Saw a need to recover at or near the businesses’ normal location.
Photo taken by Agility Recovery team
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What We Do
We provide 4 key Elements of Disaster Recovery 1. Office Space: Everything
needed for your employees to work
2. Power for the office3. Communications:
Telephone and Internet access
4. Computer System: Computers, servers, printers, fax
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Culture of Success
General Electric built an infrastructure to ensure success • 24 years
• Rescued 1000’s of businesses
• Never failed
Atlanta Distribution Center
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New Vision
The industry focused on the needs of the Fortune 500. This model is too expensive for most businesses.
In 2004, Agility defined a new vision.Agility will bring disaster recovery solutions to ALL businesses.
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New Business Model ‐ ReadySuite
Agility created a solution that all business could afford.
For a small monthly fee, normally $495/month, you can protect your business.
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When You Become a Member
A continuity planner will contact you and gather the info we need to recover your business if you have a disaster. e.g.
• How many employees need to be up and running?
• What are the power requirements of the office?
• Where do you store your data?• How do you want your phone
calls handled during a disaster?
Erin Mitchell Agility Rep
Ben Pritchard Member Services
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When You Become a Member
All information is placed in a password protected site called myAgility.myAgility is the foundation of your recovery plan.
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When You Have A Disaster
• Agility’s operations team works with you to determine your needs.
• You only pay for Agility’s out‐of‐pocket expenses:
If we fly a technician to your office to set‐up computers, we charge you for the airfare, but not the time.
If you need a generator, we'll deliver it and bill you our exact costs.
If you need a server, we take one from our stock and ship it to you. You pay for the shipping.
Agility Quickship Case
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When You Have A Disaster
• Regardless if you have Agility or not, you would still have the same recovery needs.
• But Agility will get it done faster, cheaper and more effectively.
•Most importantly, we get it done every time.
ReadySuite Mobile Office
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Disasters Happen
Sometimes they’re small like a phone outage.
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Disasters Happen
Sometimes they’re big like a tornado.
Photo taken by Agility Recovery team
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Disasters Happen
If you don’t have a plan your business will be forever altered.
Photo taken by Agility Recovery team
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Disasters Happen
•During a disaster there are more important things to focus on instead of trying to rebuild your infrastructure.
•When you’re most vulnerable to being overcharged and underserved, you will have a partner you can trust: 24 years 1000’s of recoveries Never failed
•Agility doesn’t profit from your disaster.
Bobbi Carruth Agility MemberWorthington Federal Bank
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Ask Yourself…
•Do you believe a disaster could happen?
•Do you believe that without a plan, your business will suffer?
•Do you believe Agility, after 24 years and 1000’s of recoveries will be there?
DCH Credit Union Agility MembersTornado Recovery
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Ask Yourself – Do You Believe?
If you answered, “Yes,” then Agility is a fairly easy decision. We welcome you as a member.