Getting Help with Mission Continuity
In addition to training materials, the online Knowledge Building module, and email@example.com, here are some additional resources. First are some online modules about various functions within the software. Just click on each one to open it.
|Creating a Call List||Printing an Entire Call List Report||Printing an Individual Call List Report|
|(Videos will open in a new browser window)|
Frequently Asked Questions (FAQ’s) are another resource for you to use in getting help with your mission continuity and Shadow-Planner questions. New questions and answers are added regularly, so be sure to check back often for updated information. If you cannot find an answer to your inquiry, please email firstname.lastname@example.org and someone will be in touch with an answer.
How do I get access to Shadow-Planner software?
Access information is provided on the About Shadow-Planner page in the Planning Tools section of this website.
Is training is required to use Shadow-Planner?
Training requirements are described on the Training page in the Getting Started section of this website.
Can I use any browser to access Shadow-Planner?
Browser requirements are detailed on the About Shadow-Planner page in the Planning Tools section of this website.
I can’t locate an individual in Shadow-Planner. What’s the best way to proceed?
A last name search is easiest if the name is not overly common. For instance, searching for last name “Mullock” finds a grand total of two people at a Penn. For more common last names, the best workaround is to check the online Penn Directory and use the exact name as shown in the “First Name Middle Initial (and period, if there is one) Last Name” format.
If you still have questions or issues related to the “Call List,” please contact email@example.com for assistance.
Why can’t I see any personal info about people in my call list? Do I need to enter this myself?
Personal data comes from the Penn Community database, so there is no need to re-enter this info. However, access to personal contact information is temporarily disabled as additional security and privacy protocols are being put into place. Once the security rules are finalized, you will again be able to see this information in Shadow-Planner.
I accidentally added an individual to a Call List or an Action Plan. Can I delete them?
While individuals cannot be manually deleted from Shadow-Planner, you can remove someone from an incorrect group by right-clicking your mouse button on the name of the person you want to remove from that group.
Do I need to make the wording of my Action Plans consistent with other departments?
The key to using Shadow-Planner is establishing consistency, but that does not mean that your Actions Plans need to be exactly the same as those of other departments. As long as you use the Action Plan format built into Shadow-Planner, the system will help insure that the structure of Mission Continuity plans is consistent across campus.
Can I upload PDFs of my current plan instead of entering the information into Shadow-Planner?
Your plan data needs to be entered into the Shadow-Planner Action Plan format to make use of the features of the system and to be consistently usable across campus. Some departments have chosen to upload PDF copies of certain material in addition to their Action Plan, for example, specific graphical information that would be a useful additional resource.
Do I need to have an Action Plan for all of the items listed in the Plan Library?
The number of Action Plans needed varies from area to area. For instance, the Library contains “Building” Action Plan templates for partial, single, and multiple building incidents. If your area of responsibility consists of space in one specific building, there would be no need to complete the multiple building section of that Action Plan.
Do you have any suggestions for converting my current Business Continuity Plan (BCP) into the
Shadow-Planner Mission Continuity format?
It may be helpful to:
- Look at individual pieces of your existing plan
- Consider what Shadow-Planner category (BETH3 trigger) might apply
- Enter that section of your existing plan into Shadow-Planner as part of an Action Plan in that category
- Think of Actions as short, defined “Headlines” for the activity
- Enter detailed information for each action as a Procedure
Procedures are re-useable, so you can easily reuse them in other categories after the initial entry. Also, how many Action Plans you have in each BETH3 category is entirely dependent on the needs of your area. Use your existing BCP plans to determine whether you need to enter one, none, or many Action Plans within a given BETH3 category.
Do I need to print a report of my entries?
It may be helpful to see how the contents of your plan appear as a printed document. At this time there is one, basic (full) report template in Shadow-Planner. Other versions are being developed to provide summary and “tri-fold” reports.
What is the BIA Module in Shadow-Planner? Should I use it before constructing my plan?
The BIA Module is the Business Impact Analysis Module, an extensively detailed tool for systematically identifying unit processes and priorities. Due to its complexities and potential level of effort, the BIA is not currently used at Penn except in very limited cases. Instead, your first goal should be to construct and enter a foundation plan – a mission continuity plan based on the BETH-3 model (see BETH-3 in the glossary for more information). It is recommended, however, that you complete the Pre-Planning Questionnaire before constructing your foundation plan in the BETH-3 structure. Completing the questionnaire will help you gather the information you need in order to complete a useful mission continuity plan.
What is the difference between crisis management planning, disaster recovery, and mission continuity
planning? Which should I include in my Action Plans in Shadow-Planner?
Crisis management planning deals with immediate responses to a specific crisis, e.g., shelter in place or evacuation procedures in the face of terrorist attack. Disaster recovery deals with recovering technology infrastructure, e.g., systems when they go down for any reason or a network that becomes unavailable and disrupts communication. Mission continuity planning deals with how your unit will continue to perform its critical functions after a crisis has occurred, e.g., arrangements for working off-site if that is necessary. All three kinds of plans can be loaded into Shadow-Planner. However, each should be in a separate Action Plan. A crisis can be a Trigger in a mission continuity plan, e.g., evacuation of a building can be a Trigger within the Buildings portion of the BETH-3 structure (see BETH-3 in the glossary for more information).
When should a third-party supplier or partner (non-Penn person) be added manually into the
If the person will execute part of your Mission Continuity plan and does not already exist in Penn Community, you may enter their contact information manually into Shadow-Planner. In a future version of Shadow-Planner, a list of third-party suppliers Penn commonly uses will be loaded so they can be selected for use in a plan. Until the new version is released, they should be added manually.
How do I add someone to Penn Community so they will appear when I do a search in Shadow-Planner?
Only full- and part-time Penn employees are loaded from Penn Community into Shadow-Planner. If others in your organization will execute part of your Mission Continuity Plan—for example, students or contractors—you may enter their contact information manually into Shadow-Planner so they can be selected for use in a plan.
How do I find out who my MC Representative is?
Refer to the updated Mission Continuity Representatives page.
What is the difference between an Action and a Procedure?
An Action is like a headline; it is a general statement of what should be done, such as, “Inform School staff that building cannot be used” and is often comprised of several Procedures. A Procedure is a specific and reusable item that is a component of an Action, such as “1. Notify Dean’s Office via e-mail listserv that building cannot be used; 2. Notify faculty via e-mail listserv that building cannot be used; 3. Notify students via e-mail listserv that building cannot be used.”
What if I need to create sub-categories, units, or groups within a briefcase?
You need to create a new folder within the briefcase.
When I am accessing Shadow-Planner, do I use my PennKey?
When accessing Shadow-Planner, your username is your complete Penn e-mail address. You set your own password; it is not your PennKey password. If you need to have your password reset, from the Shadow-Planner login page you may click on the link: “Forgotten password? Click here”. If you continue to experience a problem accessing Shadow-Planner send a request to firstname.lastname@example.org.