1. Business Emergency Planning Association
Presents:
Tornado Tabletop

2. Today’s Objectives
 Provide information to improve your
company’s tornado preparedness.
 Demonstrate the use of a Tabletop
Exercise to:
◦ Test the effectiveness of a BC/DR plan
◦ Get buy-in from Managers/Executives

3. Today’s Roles
 Facilitator: Dane Duncan
◦ Business Resiliency Consultant
◦ Core Risk Services
◦ Steering Committee Chairman

4. Paula McIntosh
 Chief Community Presence Officer at
American Red Cross
 BEPA Conference Workshop Chairman
 Today’s Role: President & CEO

5. Gene Langschwager
 Risk Management Consultant
◦ CORE Risk Services
 BEPA Content Chairman
 Today’s Role: Plan Administrator

6. Bob Bernens
 Chairman
◦ CORE Risk Services
 BEPA Sponsorship Chairman
 Today’s Role: Company Attorney

7. Rob Wallace
 Client Technology Specialist
◦ Barnes Dennig & Co.
 BEPA Membership Chairman
 Today’s Role: VP of Operations

8. Klaus Grismayer
 Today’s Role: HR Manager

9. Tim Rettig
 CEO/CTO
◦ INTRUST GROUP
 BEPA Website Chairman
 Today’s Role: IT Manager

10. Today’s Roles Summary
 President & CEO - Paula McIntosh
 Plan Administrator - Gene Langschwager
 Company Attorney – Bob Bernens
 VP of Operations – Rob Wallace
 HR Manager - Klaus Grismayer
 IT Manager – Tim Rettig
 Facilities Manager - Volunteer

11. Ground Rules
 This is not a test of current capabilities and plans. It is a discussion of
probable responses to a hypothetical emergency and consequent cascading
events.
 The exercise will be an open dialogue. All ideas and input are welcome.
 Finger pointing is not acceptable. There will be no GOTCHA.
 One person speaks at a time.
 The scenario will be accepted as is. However, the facilitator may make
modifications at his/her discretion.
 No hypothetical resources are available.
 There should be no expectation of issue resolution.

12. ELMO

13. BEEPaCorp, Inc.

14. About BEEPaCorp
 $300 million product manufacturer
 Headquartered in Blue Ash
 Produce horns used in cars, trucks, trains and
boats
◦ OEM and After-market
 Manufacturing facilities in China

15. About BEEPaCorp (Continued)
 Employees
◦ Corporate office ~1,000 employees
◦ Warehouse ~50
◦ ~2,000 people worldwide
 Sales offices: NY, Chicago, Atlanta, Dallas, & LA
 All operations except sales & manufacturing are
centralized in Blue Ash

16. Blue Ash Facilities

17. Office Details
 4-story bldg, mechanical & utilities below grade, limited
“basement” access for non-facilities personnel (realm of
“building management).
 Building is leased, but BEEPaCorp is sole tenant.
 Floors (normal occupancy in brackets):
1. Operations: Design team and production/distribution
management personnel; accounting; main office supplies;
pantry [402]
2. IT offices, help desk & IT storage; Computer server room &
telephone switch; assorted meeting (“huddle”) rooms; pantry;
main lunchroom (seats 120); training center with small catering
kitchen (seats 80, classroom style [156]
3. Sales: (including call center); assorted meeting (“huddle”)
rooms; pantry) [345]
4. Executive suite (all C-Level, plus many VPs); Board Room &
Executive Lunchroom; Corporate Counsel, Executive support
staff; HR; assorted meeting rooms [82]

18. Contingency Systems
 Power: Generator supplies power to
data center and life safety systems.
 Voice: Disaster re-route to other
offices.
 Data systems: Website, e-mail, and
order processing systems hosted
externally with geo-redundancy.
 Workplace: Hot site available in
Columbus immediately, trailers can be
available onsite within 12 hours.

19. Date: June 27, 2012
Time: 8:00 AM
◦Very warm and humid
◦Thunderstorms are forecasted for the afternoon.

20. Date: June 27, 2012
Time: 3:00 PM
Storm clouds roll in and rumblings of
thunder are heard.
The NWS issues a tornado watch for
Hamilton County.

21. Discussion Questions
 How do you find out about the
Tornado Watch?
 Who is notified and how?
 Are there particular buildings/areas of
immediate concern?
 What actions are taken at this point?

22. Breakout: Notification
Services
Tornado watch vs. warning
NWS “Particularly Dangerous Situation” (PDS)

23. Date: June 27, 2012
Time: 3:32 PM
 Emergency sirens are activated.
 Hamilton County is under a Tornado
Warning.
 An F3 tornado has just destroyed numerous
buildings in College Hill.
 The storm is moving at 30+ mph
in a northeasterly direction.

24. Employee Notification

25. Discussion Questions
 Who is in charge of response operations at
this point?
 What are current priorities and concerns?
 What protective measures are taken?
 What facilities measures are taken (e.g., gas
shutoff)?
 What additional notification processes are
undertaken?
 Where do the employees go?

26. Breakout: Shelter in Place

27. Selecting Shelter from the
Storm
 Cautions & Assumptions To Keep In
Mind
 Major Considerations
◦ Limited background discussion
 Resources & Links
 Primary Focus:
◦ “Best Available Refuge Areas”
 Commercial structures
 “Community” or “FEMA 361” shelters
BEPA 06/27/12

28. Cautions
 Unless designed specifically as storm
shelters, identified areas should be
considered by building owners/tenants
as only a “best available area of
refuge”
 Occupants may still be injured or killed
◦ Especially in “violent” storms
 Changes to a building may make the
refuge area no longer the best
available
BEPA 06/27/12

29. Assumptions
1. Light-weight modular homes/classrooms
presumed to fail
2. A violent tornado (EF4 - EF5) will likely
cause catastrophic damage to most
buildings, unless designed as safe room or
community shelter
3. Safety is not guaranteed: Injuries remain a
possibility
4. Lowest floor good, below-grade usually
safer
BEPA 06/27/12
Source: FEMA P-431, Second Edition, October 2009

30. What We’re Protecting
From…
1. High to Extreme Winds & Induced
Pressure Differences
2. Collateral Damage: Debris & Missiles
BEPA 06/27/12

31. High Wind Effects on
Structures
Wind creates inward- and outward-
acting pressures on building
surfaces, depending on the
orientation of the surface (e.g., flat,
vertical, low-slope), building
geometry forces the wind to
change direction creating pressure
increases…
Increased pressure creates
uplift on parts of the building,
forcing the building apart if it’s
too weak to resist the wind
loads.
BEPA 06/27/12
Source: FEMA P-431, Second Edition, October 2009

32. Collateral Damage:
Missiles & Debris
A 2x6 board penetrated a
refrigerator
Metal door was
pushed inward by the
impact of a heavy
object.
BEPA 06/27/12
Source: FEMA P-431, Second Edition, October 2009

33. Collateral Damage:
Missiles & Debris (Continued)
Vertical as well as horizontal
Missiles penetrating
through the roof of a
high school. The
3 missile protruding in
the foreground (#1)
1 is a double 2x6
2 board (13 feet
exposed) that
penetrated a
ballasted EPDM
membrane, 3” of
steel decking. The missile lying on the roof (#2) is a 16’ long 2x10.
The missile protruding in the background (#3) is a 16’ long 2x6.
roof insulation and
BEPA 06/27/12
Source: FEMA P-431, Second Edition, October 2009

34. … Safe Rooms …
 Typically an interior room/space, or an
entirely separate building
 Designed & constructed to provide
“near-absolute protection” against
both
◦ High to extreme winds & induced forces
◦ Impact of wind-borne debris & missiles
(collateral damage)
 No design & construction criteria in
model building codes until 2009
BEPA 06/27/12

35. The Big Design Difference…
 Between“conventional” and “safe
room” construction is the
magnitude of design wind forces
◦ Highest design wind speed in
conventional construction: 140–150
mph
◦ FEMA-recommended safe room
design wind speed: 200–250 mph
BEPA 06/27/12
Safe Rooms: Selecting Design Criteria, Tornado Recovery Advisory RA2, June

36. Tornado Safe Room Design
Wind Speed Map (Source: FEMA P-361,
2nd Ed.)
BEPA 06/27/12

37. Windows & Doors
 Impact-resistant glazing may be used
(laminated glass, polycarbonate,
shutters)
 “If glazing is present in a tornado safe
room, it should be protected by an
interior-mounted shutter that can be
quickly and easily deployed…”
 Door construction is a common
weakness
BEPA 06/27/12
Safe Rooms: Selecting Design Criteria, Tornado Recovery Advisory RA2, June

38. Windows & Doors (Continued)
NSSA testing results:
◦ “… steel doors with 14-gauge
(or heavier) skins … withstand
the standard missile impact Door opens
test…” outward
◦ “… capable of withstanding
wind loads associated with
wind speeds up to 250
mph…”
◦ “…latched with three hinges
and three deadbolts.”
◦ A wood door has yet to pass
the wind pressure or missile
impact tests BEPA 06/27/12
Source: Residential Sheltering: In-Residence and Stand-Alone Safe Rooms HSFEHQ-11-J-0004, 0005 /

39. Adding a Stand-Alone Shelter
(Residential or Commercial/Community)
 Seek units manufactured by members
of the National Storm Shelter
Association (NSSA)
 These should meet the International
Construction Code/National Storm
Shelter Association (ICC/NSSA)
Standard for the Design and
Construction of Storm Shelters (ICC-
500) design and construction criteria
BEPA 06/27/12

40. “Best Available Refuge Areas”
 “Community” or “FEMA 361” shelters
◦ May protect a dozen or hundreds of
people
◦ Critical considerations, generally:
 Are people aware of the shelter’s existence?
 Continuing maintenance required
 Operational preparedness, SOPs, power, etc.
 Supplies
 Accessibility
 How does one get there?
 How does one get in?
BEPA 06/27/12

41. “Best Available Refuge Area”
Options
 Is there an existing public shelter nearby?
◦ New schools in many States are now required to
include an ICC-500-compliant storm shelter
 Requires transit time & ready access
 Can it accommodate you too?
 Can your building be retrofitted to comply
with ICC-500?
◦ Requires time & expense
 Move occupants to a location in the building
that:
◦ Is protected from potential wind-borne debris and
◦ Is least susceptible to collapse
BEPA 06/27/12
Safe Rooms: Selecting Design Criteria, Tornado Recovery Advisory RA2, June

42. “Best Available Refuge Area”
Selection: Basic Process
1. Determine required amount of refuge
area space (FEMA minimums):
◦ Standing/Seated Occupants 5 sq ft ea.
◦ Wheelchair Users 10 sq ft ea.
◦ Bedridden 30 sq ft ea.
2. Review construction documents &
inspect building
◦ Determine what are the strongest portions of
the structure (protective & hazardous
elements)
3. Assess site for potential missile & fall-
down risks
BEPA 06/27/12
Source: FEMA P-431, Second Edition, October 2009

43. Building Protective Elements
 Which things are usually still in place
afterwards?
◦ Poured-in-place reinforced concrete
◦ Fully grouted & reinforced masonry
◦ Rigidly connected steel frames
 To be most effective, floor/roof
system must be securely connected
to supports (gravity connections are
not enough)
BEPA 06/27/12

44. Building Protective Elements
(Continued)
 Lower level = greater safety (usually)
 Interior partitions that are “somewhat
massive, with a tight fit to roof or floor
above & secure connections to floor”
 Avoid windows
 Short roof spans limit uplift forces on
connections
 Rigid building frames of steel or
reinforced concrete
◦ Wood-framed & pre-engineered metal
buildings should BEPA 06/27/12 used as tornado
not be

45. Building Hazardous Elements
 Long-span roofs (usually found in
rooms with high ceilings such as gyms
& multi-purpose rooms)
◦ Exterior walls often very tall (“slender”) &
often collapse due to tornado-induced
forces
◦ Such spaces often incur maximum damage
 Lightweight roofs (e.g., steel deck,
plywood,…)
◦ Often lifted off
◦ Opening allows debris to fall into space
BEPA 06/27/12

46. Building Hazardous Elements
(Continued)
 Heavier roofs (concrete planks, tees,
etc.)
◦ May be lifted & shift slightly before falling in
◦ Will also fall if supporting walls/structure
collapse
 Windows (including tempered glass)
◦ Jagged pieces easily blown into interior
spaces
◦ Acrylic/Polycarbonate panes may become
large missiles
◦ Windows at ends of corridors are
particularly dangerous (winds may blow
BEPA 06/27/12

47. Building Hazardous Elements
(Continued)
 Wind tunnels may occur in
unprotected corridors that face
oncoming winds
◦ Entrances should be “baffled” to reduce
effect
 Loadbearing walls are the sole means
of support for roof or floors above
◦ Roof may fall in if walls are damaged
◦ Walls may collapse if roof is lost
 Masonry construction: most are not
vertically reinforced
BEPA 06/27/12

48. Site Assessment
 Concerns:
Are these close enough to fall on
building?
◦ Trees, poles >6” in diameter
◦ Masonry chimneys & towers
◦ Potential for
localized
collapse
◦ Can be
blown
a significant
distance BEPA 06/27/12

49. Site Assessment Concerns
(Continued)
 Other nearby sources of small &
large windborne missiles (yours or
others)?
◦ Roof surfacing (“ballast”)
◦ Roof-mounted HVAC equipment
◦ Building components from nearby
structures
◦ Materials from construction sites nearby
◦ Automobiles, trucks, buses, dumpsters,
containers
 Assume bombardment by large &
small missiles alike, both horizontal
BEPA 06/27/12

50. Other FEMA Recommended
Criteria
 The following selected operational,
maintenance, and human factors criteria
should be considered for a successful safe
room:
◦ Standby power, lighting & ventilation
◦ Protection of critical support systems (e.g.,
generator)
◦ Access for disabled occupants
◦ Special needs requirements
◦ Operations and maintenance plans
BEPA 06/27/12

51. Useful Links & Shelter
Resources
 Taking Shelter from the Storm: Building a
Safe Room For Your Home or Small
Business
(FEMA 320), August 2008, 3rd Ed.
http://www.fema.gov/library/viewRecord.do?id=153
6
 Design and Construction Guidance for
Community Safe Rooms (FEMA 361),
August 2008 2nd Ed.
http://www.fema.gov/library/viewRecord.do?id=165
7
 Tornado Protection: Selecting Refuge
Areas in Buildings (FEMA P-431), October
BEPA 06/27/12

52. Useful Links & Shelter
Resources
 ICC/NSSA Standard for the Design and
Construction of Storm Shelters,
International Code Council and the National
Storm Shelter Association (ICC-500), June
2008
($26 for download)
http://www.iccsafe.org/Store/Pages/Product.aspx?i
d=8850P08_PD-X-SS-P-2008-000001#longdesc
 National Storm Shelter Association
(NSSA)
http://www.NSSA.cc
• National Weather Service Storm Prediction
Center (SPC), Norman OK
BEPA 06/27/12

53. Date: June 27, 2012
Time: 4:00 PM
An F4 tornado touches down in Blue Ash. Neither the
office nor the warehouse take direct hits, but power,
phone and Internet connections are out at both locations.
Cell phones are working sporadically. Flying debris broke
a few glass windows at the office. At the warehouse
several of the trailers have been knocked over and the
roof has been peeled back in several locations, exposing
the inventory to the elements.

54. Discussion Questions
 Who is primarily responsible for
immediate situational analysis and
response?
 How, when, and where is the Command
Center activated?
 What are your immediate challenges and
how will they be addressed?

55. Break
 15 minute break
 Resume at 10:00

56. Situation Review
 Power, Data, Voice lines down at both
locations.
 A few windows broken at office
 Minor warehouse roof damage
 Warehouse docks blocked by
overturned trucks

57. Breakout: IT Contingency
Plans

58. Speaker Info
Tim Rettig
CEO/CTO
INTRUST GROUP
Tim.Rettig@intrustgroup.com
(513) 842-3160
http://www.intrustgroup.com
http://www.linkedin.com/in/timrettig
Second generation entrepreneur in the IT industry.

59. Get Started!

60. Business Layers

61. Business Layers

62. The Work from Home Glitch

63. Workplace Recovery
Solutions

64. Mobile Recovery Solutions

65. Mobile Workplace Solutions

66. Business Layers

67. System Reliance Matrix
How to tie IT components to business systems and prioritize them:
Priority Business System SP1 SQL1 Mail1 T1 WWW Building Power
1 Public Website ECRV
2 E-mail C N N R
3 Intranet NV NV N N R
4 CRM NV N R
Legend
External
Clustered
Non-Redundant
Redundant
Virtual

68. Gap Analysis
Healthy
Infrastructure Summary Needs Attention
Critical Issue
Category Item Overall Status BC DR
Generators, UPS on all
Power Not monitored Generator, UPS
systems
12 hr RTO not
Hardware Servers Dell, IBM, HP, Quantum Some redundancy
possible
Switches Cisco PoE Extra ports Extra equipment
Workstations Dell No Unique PCs Many laptops
12 hr RTO
Internet CinBell 3Mbps No redundancy
questionable
Network Remote Access VPN, 2000 Terminal Services Single TS server Limited capacity
12 hr RTO
Voice Cisco Call Manager, Unity Unknown
questionable
Windows 2000, 2003, XP,
OS N/A N/A
Linux
12 hr RTO not
Software Mail Exchange 2003 Tape recovery
possible
12 hr RTO not
Database SQL 2000, SQL 2005 Tape recovery
possible
12 hr RTO not
Online Storage Direct-attached, NAS Dissimilar HW
possible
Storage
12 hr RTO not
Offline Storage BackupExec to tape Single TBU
possible

69. Hot/Warm Datacenters

70. Mobile Datacenters
70
RSL Proprietary and Confidential

71. Drop-ship Inventory Solutions

72. To the Cloud!
Wait, to the what?

73. Data Center, Chicago
http://www.datacenterknowledge.com

74. Online E-mail Continuity
 Spam filtration services will allow users to
access spooled mail if corporate server is
down or unreachable. Outlook, web and
Gmail options available.

75. Run it 100% in the Cloud

76. Tip: Keep Active Directory
Updated
 Gives everyone an off-line address
book in Outlook of employees phone
numbers, managers, and direct
reports.

77. Phone System Backup
 Disaster re-route available from most
carriers.
 Re-routes all incoming calls to an
alternate number within seconds of an
outage.
 Re-route to:
◦ Alternate office
◦ Cell-phone
◦ Google voice
◦ Cloud-based phone system

78. Phone System Backup
(Cont.)

79. Instant Phone System!

80. Laptop Online Backup
 Data is backed up whenever the
computer is connected to the Internet.
 $5/mo unlimited data backup
 GET THIS FOR YOUR HOME COMPUTER
◦ PROTECT YOUR PHOTOS
◦ Mozy Home is free up to 2GB

81. Advanced Server Data
Backup

82. Advanced Server Data Backup
(Cont.)

83. Near-line Recovery Solution
Hosted
Cloud
New Virtual
Repository Server
Server Replacement
Secure
IPSEC
VPN Tunnel
On-Premise
Repository Server
Customer Site

84. Mirrored Online Recovery Solution
Cloud
Hosted HA virtual servers
Secure
IPSEC
VPN Tunnel
Customer Site

85. Hybrid Recovery Solution
Cloud
Hosted Repository
Server
Hosted HA virtual
servers
Secure
IPSEC
VPN Tunnel
On-Premise
Repository Server
Customer Site

86. Post-Disaster Operation
Cloud
Hosted Cisco ASA
Repository 5550 Firewall
Server Context
VPN Tunnel
Secure
IPSEC
Internet
Alternate Location Partner & SOHO Direct Internet
Or Agility Recovery Suite Users Utilizing Traffic
Utilizing VPN Tunnel Software VPN (Mail, RDP, Etc.)

87. Non-Cloud Continuity
Backup Server
DC/Utility Server
DC/Utility Server
Hyper-V Cluster
Hyper-V Cluster
Hyper-V Host 1
Hyper-V Host 2
Hyper-V Host 1
Hyper-V Host 3
Data Replication
Storage Area Network Storage Area Network
HQ Remote Datacenter

88. References
 http://www.intrustgroup.com
 http://www.nicholasgcarr.com/
 http://www.datacenterknowledge.com/
 http://www.cloudindustryforum.org/
 http://www.greenbutton.net/
 http://training.fema.gov/
 http://www.preparemybusiness.org/
 http://www.fema.gov/business/guide/index.shtm

89. Date: June 27, 2012
Time: 4:30 PM
The bus garage at the local school district took a direct
hit, so no buses are available to take the children home.
All employees with children must leave the office to go to
the school to pickup their children.
20% of the employees must leave, including staff on the
BC Team.

90. Discussion Questions
 How do you coordinate and
communicate the departure of some
employees?
 How do you convince some employees to
stay?
 Now that some critical staff has left, how
do company operations continue?

91. Date: June 27, 2012
Time: 5:00 PM
The power company estimates that power won’t be
restored for at least 24 hours.
The phone company has no ETA.
You are unable to get anyone on the phone at the
datacom company.

92. Discussion Questions
 How do you communicate with staff to
report to an alternate location tomorrow?
 Can some staff work from home
tomorrow?
 Is one person coordinating operations at
both locations, or is there a person at each
location?

93. Open Discussion