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Continuity planning is a process. While there is no "one-size-fits-all" planning approach, here is list of the basic steps for any unit developing a continuity plan.

Step 1: Identify a Continuity Plan Manager

A Continuity Plan Manager guides their department/unit through the continuity planning process. They also serve as the department's primary point-of-contact for continuity planning. An ideal Continuity Plan Manager is a member of unit leadership or has access to unit leaders. 

If you would like to volunteer as a Continuity Plan Manager or see if your department/unit has a continuity plan already, you can contact continuity@untsystem.edu.

If you are already a Continuity Plan Manager, visit our Resources page for useful information.

Step 2: Obtain access to Kuali Ready

Kuali Ready LogoTo obtain access to the Kuali Ready continuity planner, you will need to complete the following steps:

  1. Complete the Continuity Intake Form and complete all required information:
  • Name of Business Unit
     
  • Selected Plan Manager
  • Selected Head of Unit (Approver)
  • Selected IT Liaison
  • Any additional Plan Editors who should be added.

You will receive a welcome email from the Continuity Program when you have been added to the system. Additionally, when we receive your request, you will be assigned the Continuity Planning for UNT System Institutions training via UNT Bridge. All persons with access to Kuali Ready are expected to complete this training.

Step 3: Select the best approach for creating the plan

There are several ways to develop a continuity plan. Review the following approaches and determine which is best for your department.

  • Team (recommended): Staff meet as a group to write the continuity plan, with the Kuali Ready continuity planner projected in a conference or meeting room. This collaborative format improves the plan and ensures your team is better prepared to implement the plan.
  • Delegated: Staff with discrete areas of responsibility log into Kuali Ready on their own schedule and complete the section of the plan they are responsible for.
  • Individual: The Continuity Plan Manager drafts the plan on their own in Kuali Ready, bringing in other staff as needed.

Step 4: Complete the plan

The Kuali Ready tool is a simple, self-operated planning system, with a straightforward questionnaire layout with clear guidance text and intuitive navigation. To complete your continuity plan, log into the planner and fill out the requested information.

In general, the steps for completing a continuity plan involve the following actions:

  1. Collect basic unit information
  2. Identify key contacts and partners
  3. Identify essential functions  that must continued during disruptions
  4. Identify resources for essential functions
  5. Identify essential IT systems and platforms
  6. Plan for continuity of instruction delivery (if applicable)
  7. Plan for continuity of research (if applicable)

Step 5: Complete the plan approval workflow

When an initial continuity plan is complete, the Continuity Plan Manager should begin the approval workflow in Kuali Ready with each of the other team members. Once the plan is complete, print a copy of the PDF plan you receive and store a hard copy in a secure but known location to the unit's continuity planning team and unit leadership.

Step 6: Exercise the plan

After completing your plan, the next step is to exercise the plan. Emergency Management & Safety Services will host a low-stress, discussion-based exercise. This will help your unit's staff practice the plan, become familiar with its details, and identify any gaps/deficiencies for future plan improvements. To set up a continuity exercise contact the Continuity Program Manager at continuity@untsystem.edu.

Step 7: Update the plan

As the plan is used, lessons are learned, or time passes, the plan will need to be updated. The plan will be reviewed at least annually, with a full update completed every 2 years. On the off year, the department is encouraged to take part in another continuity plan exercise.

Here are some things to consider when updating your plan in succesive versions:

  • Organizational changes
  • Changes to business processes or essential functions
  • Staffing changes
  • Changes to needed resources or IT needs