UW-Colleges Disaster Recovery Plan
 
 

Submitted By

Data Services

March 13, 1997





Introduction

According to the UW System Disaster Recovery Planning Paper a disaster may be considered "any event that causes significant disruption in services for a period of time that effects the organization". Therefore, this plan covers various levels of service interruption. The information in this plan is organized in such a way that this is possible for the institution to choose the pieces of the plan necessary for recovery depending on the type of interruption. For example, in the event of a SIS server failure, the sections regarding equipment inventory and application/system software inventory will provide information on service contracts with hours of support and telephone numbers. Sections on record storage will provide information on backups and offsite backups. With this information, the Data Services staff can begin the recovery process with the aid of the appropriate vendor(s).

This plan is intended to cover institutional systems (such as the student information system, institutional wide area networking, and central office local area networking. Local area networking on the campuses and campus specific applications will be covered by campus contingency plans. A list of guidelines for campus plans are listed in the appendix.
 
 
 
 
 
 

Table of Contents:

Definition of need


Disaster recovery committee 


Document goals and objective


Equipment Inventory 


Application/system software inventory


Costs for loss of service


Current records storage


Mission Critical Elements and Applications 


Systems required to restore mission critical elements 


Applications needed to provide service 


Equipment and space 


Personnel 


Utilities Contracts 


Record Storage 


Estimated costs for recovery 


Alternatives 


Funding Sources 


Project Definition


Recovery Procedures


Plan Activation 


Types of Risks 


Risk Reduction 


Appendices
 

Plan

This plan follows the document the format outlined in the University of Wisconsin System Information Technology Management Council, Disaster Recovery Committee, Telecommunications Disaster Recovery Subcommittee, Disaster Recovery Planning Paper. The paragraph numbering shown in parentheses will refer to planning paper paragraphs. In some instances planning paper sections have been combined or omitted if not relevant.
 
 

Definition of need for a plan (2.1.1)

The University of Wisconsin Colleges recognizes the need for a disaster recovery plan in order to provide data security and access to users during normal operations and at times of disaster.
 
 

Disaster recovery committee (2.1.3)

Members of the UW-Colleges Disaster Recovery Committee responsible for the Data Processing component of disaster recovery include:

Members of the UW-Colleges Disaster Recovery Committee responsible for the administrative component of disaster recovery include: Document goals and objective (2.1.4)

The Data Services Department will plan and implement disaster recovery techniques applicable to:

As per the UW System data security audit, the Assistant Chancellor for Administrative Services will be the primary administrator for the institutional disaster recovery plan. Each computer-oriented department will develop a disaster recovery and/or business interruption plan to assure their continued operation when institutional systems are inoperable.
 
 

Equipment inventory (2.2.2)

The Data Services department at the Central Office is responsible for disaster recovery for the following hardware and software systems:

Student Information System Server (SIS): Two mirrored 0.5GB drives (Total 1 GB)

Five RAID 5 4GB drives (Total 20 GB)

Five RAID 5 1.2GB drives (Total 6GB)

Five RAID 5 1.2GB drives (Total 6GB)

Two mirrored 1.2GB drives (Total 2.4GB)

One .5GB drive (Total .5GB)

 On-Call Service Plan including a four hour on-site response during principal period (M-F 8:30 to 5:30) and unlimited parts and labor. Telephone support is available 24 hours a day 7 days a week.

The DG AV Alert system links the UW Colleges server with Data General Support via modem 24 hours a day. Under the AV Alert plan the DG will dial the DG support center when it encounters certain problems and will provide information to the center for diagnosis.

 DG Software - UNIX, MicroFocus Cobol:

Contract #: 479964

DG Hardware: 800-344-3577

Contract #: 475285

Field Engineers: Dave Nejedlo, Brent Ruffridge

Capitol Goods Inventory Server:

UWC Warehouse/Personnel Server:

UWC Electronic Mail Server:

On-Call Service Plan including a eight hour on-site response during principal period (M-F 8:30 to 5:30) and unlimited parts and labor. DG Software - UNIX:

Contract #: 479964

DG Hardware: 800-344-3577

Contract #: 475285

Field Engineers: Dave Nejedlo, Brent Ruffridge
 
 


 
 

CWIS/WWW Server:

Central Office File Server:

Tangent

Telephone:

Technical Support: 1-800-399-8324

Sales: 1-800-342-9388

 General: 1-415-342-9388

Sales Reference #: v90721

P.O. # : urf607y456

Invoice #: 89937

Date: 960712
 
 

WAN Equipment: (see CentersNet diagram)

Cisco 4000-M at each backbone site: UWC Fox Valley, UWC Waukesha, UW DOIT

Cisco 4000-M at UWC Central Office

Cisco 2509 at each UW Colleges campus

Maintenance Agreements: Cisco Telephone Support, Parts, Labor

Paradyne 3510 DSUs at each campus

Maintenance Agreements: None

Maintenance Agreements: None

Spare unit at Central Office

224KB from FOX to WAK

224KB from DOIT to WAK

56KB from lata backbone point to each campus

T1 from DOIT to Central Office

T1 from FOX to UWSP

Maintenance Agreements: State of Wisconsin Consolidated Data Network

Network General WAN Sniffer based at UWC Central Office Maintenance Agreements: None on hardware, Network General telephone support and upgrades for software Backbone and Tail Circuits to Campuses are supported by the State of Wisconsin’s Consolidated Data Network (CDN): 608-258-2180

See in appendix for circuit numbers.

T1 from DOIT to Central Office supported by Ameritech High Capacity Center:

Telephone: 1-800-572-9846 Ask for supervisor.

Circuit number: DHZA303075

T1 for Fox to UWSP supported by AT&T (prem to prem):

Telephone: 1-800-325-1230

Circuit number: DHEC281810

Cisco Router Assistance: Cisco

Contract #: 1014556

Telephone: 1-800-553-2447

WAN Sniffer: Network General

Telephone 1-800-395-3151
 
 

LAN Equipment:

1 - 12 Port HP AdvanceStack Ethernet 10BaseT hub

2 - 10 Port AT&T Link Integrity Switchable Ethernet 10BaseT hub

2 - 10 Port AT&T Non-link Integrity Ethernet 10BaseT hub

1 - 8 Port HP Hub

Maintenance Agreements: None

Maintenance Agreements: None on hardware, Network General telephone support and upgrades on software Uninterruptible Power Supply (UPS) On-Call Service Plan including a four hour on-site response during principal period (M-F 8:30 to 5:30) and unlimited parts and labor. Telephone support is available 24 hours a day 7 days per week.
 
  DG Hardware: 800-344-3577

Contract #:

Field Engineers: Dave Nejedlo, Brent Ruffridge
 
 

Application/system software inventory (2.2.3)

Student Information System:

Full (F) 5 Generations (1 offsite)

Weekly full Oracle export - 5 Generations

DG/UX Support Plus for the DG/UX UNIX Operating System provides Hotline Software Support (HSS) and Software Subscription Service (SSS). The HSS provides toll-free support from the Customer Support Center Monday through Friday from 8:30 a.m. to 5:30 p.m. It also provides remote software problem diagnosis.

EDEN-OA Software Maintenance offers telephone hotline support as well as remote problem diagnosis during Wyndgate business hours - 8:00 a.m. to 5:00 p.m. Pacific Standard Time.

Oracle Technical Silver Support Service provides telephone technical assistance 24 hours a day/7 days a week.

MicroFocus Cobol Support Plus provides HSS and SSS through Data General.

 FOCUS telephone support.
 
  DG Software - UNIX, MicroFocus Cobol: 800-344-3577

Contract #: 479964

Oracle Support: 800-223-1711

CSI #: 545947

FOCUS Support (Information Builders): 800-736-6130

Site License #: 7178.02

Inventory Server:

Maintenance Agreements: FOCUS maintenance provides telephone support.

HELP Contact:

FOCUS Support (Information Builders): 800-736-6130

Site License #: 7178.01

Personnel Reporting System:

Maintenance Agreements: Microsoft Comprehensive Priority Coverage - 10 incidents per year of telephone support. Microsoft Priority Support: 800-936-5900

Invoice Number: 057443

Invoice Date 11/5/96

UWC Data Warehouse:

Costs for Loss of Service (2.2.6)

Student Information System

Capitol Goods Inventory System Personnel Reporting System UW Colleges Electronic Mail System World Wide Web Server
    1. UWC general information
    2. UWC admissions information
    3. UWC transfer information (TIS system)
    4. UWC departmental information
CentersNet WAN Central Office LAN

Current Records Storage (2.2.7)

SIS Backups

Capitol Goods Inventory System Personnel Reporting System UW Colleges Electronic Mail System UW Colleges Administrative Data Warehouse Central Office LAN

Mission Critical Elements and Applications (2.3.3)

  1. CentersNet WAN
  2. Student Information System
  3. Local Area Network
  4. Electronic Mail System
  5. Capital Goods Inventory System
  6. Personnel Reporting System
  7. Administrative Data Warehouse
NOTE: The UW Colleges library system is a mission critical system but resides at UW Stevens Point. Since is shares the same platform as the UW Stevens Point system and is supported by UWSP technical staff, it is covered under the UWSP disaster recovery plan.

Systems Required To Restore Mission Critical Services (2.3.3.1)

  1. Data circuits between UW Colleges locations
  2. DG Aviion Server (RISC based multiprocessor - 512MB memory 30GB RAID)
  3. Ethernet network
  4. Intel based LAN file server with 64MB memory and 10GB disk storage
  5. DG Aviion Server (256MB memory 2GB HD)
  6. DG UPS - 6KVA
  7. Intel based file server with 32MB memory and 4 GB disk storage for inventory, PRS, and warehouse
  8. Blank Tapes for Backups

Applications Needed to Provide Service (2.3.3.2)

See application software inventory in section 2.2.3 for SIS and Electronic Email.
 
 

Equipment and Space (2.3.3.2)

Physical Space for Restoring Institutional Systems

In the event current office space was unusable, new office space would be necessary that meets the follow requirements:

Equipment

SIS and Electronic Mail servers would need to be acquired from Data General. LAN server could be any Intel based PC of sufficient size. Access to 2 ports on a link integrity 10BaseT hub would be required for SIS and electronic mail servers. A 48 port link integrity 10BaseT hub would be required for restoring Central Office LAN.
 
 

Personnel (2.3.3.5)

All Data Services staff would be required to restore mission critical systems to operation. Key members of user areas including the Registrar, Financial Aid director, Bursar, and members of their staffs, would be required to assist in restoration of critical systems.
 
 

Utilities Contracts (2.3.3.6)

See contacts listed in equipment inventory section (2.2.2) and in the application inventory section (2.2.3).
 
 

Record Storage (2.3.3.7)

Offsite backup tapes are stored in a safe deposit box at Associated Bank at 1720 Monroe Street in Madison. Each Monday the backups for the previous Friday are moved to this site and previously stored tapes returned. Access to the offsite tapes is available during the hours of 8:00 a.m. to 5:00 p.m. (M-F) and 8:00 a.m. to 12:00 (Saturday). Cindy Driscoll - Network Administrator, Tom Schneider - Director of Computing Services, and Jim Stull, DBA all have access to this box. The box also includes a copy of this plan, as well as brief documentation on SIS, Inventory, and PRS.
 
 

Estimated Costs for Recovery (2.3.5)

  1. Data circuit installation - $2000 (assumes T1 from Central Office needs to moved to a new location)
  2. DG Aviion Server for SIS - $150,000 include RAID and internal and external tape drives
  3. LAN file server - $8,000
  4. DG Aviion Server for electronic mail - $25,000
  5. DG UPS - 6KVA - $5,000
  6. Laser Printer - $5,000
  7. Hubs - $5000
  8. Central Office Key Clients ($125,000)
  9. Central Office Shared Printers ($15,000)
  10. Tapes - $200

 
 

Alternatives (2.4)

Alternative 1 - Madison location

In the event that the current location of the UW Colleges Central Office was no longer usable, the T1 circuit from the CentersNet backbone router at UW - Madison DOIT would need to be reinstalled between DOIT and a new Central Office location. The new location would need to meet the requirements outlined in section 2.3.3.2.

Alternative 2 - Temporary site at a UWC campus

A temporary site for institutional computer operations could be set up the UWC Waukesha campus.

Alternative 3 - Data General Hot-Site Service

The DG hot-site service provides access to a DG standby facility in Englewood Colorado. UWC SIS software (and possibly email) would be preloaded and tested at the standby site and available for use in the event of emergency. The cost would be $2381 per month not including telecommunications costs.

Alternative 4 - Data General On-Site Service

The DG on-site service provides priority system repair or replacement for UWC Data General hardware and software. Calls will be received by DG 24 hours a day, seven days per week. Replacement equipment will be shipped and installed on a priority basis. The cost would be $3332 per year.
 
 

Funding Sources (2.4.4.1)

The State of Wisconsin provides budgetary relief for damaged facilities and equipment and for business interruption as part of it self-insurance program. These funds become available as soon as a disaster is confirmed by the UW System Administration Risk Management Office. The time to confirm the disaster will typically be less than twenty-four hours.

The amount of funds that are provided to the institution will be based the capitol inventory value assigned to the building or equipment. These values will be determined from the institution’s capital goods inventory. The UWC business office can obtain procedures and forms for disaster reimbursement from the UW System Administration Risk Management Office.
 
 

Project Definition (2.5.1)

This plan is intended to provide procedures for restoring wide area network service and access to key UW Colleges information technology systems in the event of a disaster. The key systems are the Student Information System (SIS), capitol goods inventory system, personnel reporting system, administrative data warehouse, electronic mail, and the UWC World Wide Web server. Refer to section 2.2.2 for equipment inventory.
 
 

Recovery Procedures (2.6.1.2)

    1. The WAN administrator will determine what WAN equipment that needs repair or replacement.
    2. The LAN administrator will determine what LAN equipment (including hubs, servers, and clients need repair and replacement.
    3. The Data Services staff will determine what applications servers will need repair or replacement.
    1. The controller will contact System Administration to begin process of submitting claims for damaged equipment.
    2. The Data Services staff will contact hardware vendors to begin repair and replacement of equipment.
    3. The Chancellor’s office will notify campuses of damage assessment and, if possible, will provide estimates until service is restored.
    1. Data Services staff will work with vendors to restore WAN service and repair/replace institutional servers.
    2. Data Services staff will rebuild institutional systems as necessary from offsite backups.
    3. Data Services staff will communicate to user groups the status of systems, that is, the effective date of the offsite backup.
    4. Data Services and users will test the rebuilt systems to assure data integrity before returning processing to normalcy.

Plan Activation (2.10)

A disaster may be considered "any event that causes significant disruption in services for a period of time that effects the organization". Therefore, this plan should allow for various levels of service interruption and allow the organization to choose the pieces of the plan necessary for a complete recovery. The information in this plan is organized in such a way that this is possible. For example, in the event of a SIS server failure, the appropriate service contracts with hours of support and telephone numbers are listed, so the Data Services staff can begin the recovery process with the aid of the appropriate vendor.
 
 

Types of Risks (3.0)

Electrical damage: The UWC institutional servers and WAN equipment are protected by uninterruptible power supplies, which provide surge, spike, and sag protection.

Natural causes: The UWC Central Office, where the UWC institutional servers and WAN equipment are housed, has a sprinkler and fire alarm system.

Carelessness: The UWC institutional servers and WAN equipment are housed in rooms designated for this equipment and out of the way of normal office traffic and work. This minimizes the chances of bumping, spillage, or other accidents.

Intentional disasters: The UWC Central Office, where the UWC institutional servers and WAN equipment are housed, is locked during non-business hours. Entrance is restricted by three locked entrances.

Externally supplied interruptions: The UW Colleges is vulnerable to service interruptions not under the institution’s control. An example might be the failure of a WAN circuit. The UW Colleges has a WAN monitoring station operating to alert the Data Services staff to such problems. The service contracts and telephone support numbers for such problems were listed previously.
 
 

Risk Reduction (4.0)

Security: The UW Colleges has taken the following steps to secure its data and mission critical systems.

Network Design: The UW Colleges have built the following safeguards into its network design: Spare Inventory: The UWC has taken the steps to insure spare or redundant parts exist to support its mission critical systems. Backups of institutional databases are taken nightly and weekly copies are stored offsite. (See description of backups for each system in previous sections).

Test Equipment: The UWC keeps a LAN and WAN sniffer in its Central Office to test and diagnose network problems.



Campus Disaster Plan Guidelines


 
 

The following minimum principles are observed by UW Colleges campuses.

  1. Local area network servers will be backed up on a nightly basis.
  2. A weekly backup will be stored offsite.
  3. Maintenance contracts will be in place for the primary network server(s).
  4. Recovery procedures and technical support numbers will be documented and available for use in the event of a disaster or equipment failure.
  5. A backup person should be identified in the event a disaster or equipment failure occurs in the absence of the network administrator.
  6. Alternative facilities for local area network servers and computers labs should be identified in case of disaster.
  7. Business interruption plans should be established by key functional departments in the event of a protracted outage.