Research Continuity Planning at Stanford · PDF file2nd Annual Bay Area Emergency Managers...

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

Research Continuity Planning at Stanford University

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

Overview

Focus on research continuity planning at Stanford

Open discussion – we are in learning mode…let’s keep talking and collaborating

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

Research Continuity Planning Questions

What are the common challenges for universities?

What is unique to Stanford?

How is university research and laboratory planning the same or different from private industry?

What information and insights can we share with each other?

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

BIA, Business Continuity & Research Continuity

BIA

Annual Risk & Priorities

Work Group Convened

Quantify Cost & Risk by Building

Consider Research

Continuity

Review BCP Software Systems

Reached Out to Other

Universities

Data Review Interviews on

Research Continuity

Team Retreat with

Sponsors

Engage Faculty

Make a Data Driven

Business Case

Report to Provost

$$$

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

Sponsors: Dean of Research Dean, School of Engineering Dean, School of Medicine Internal Audit Risk Management Vice Provost EH&S/ Office of

Emergency Management IT Services

Team Members: School of Engineering School of Medicine Graduate School of Business Land, Buildings & Real Estate Residential & Dining

Enterprises

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

Elevator Pitch

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

Stanford Research at a Glance

Stanford Innovation

More than $108.6 million revenue from 655 licensed technologies

39,900 companies and 5.4 million jobs since the 1930s

$1.33 billion total budget 5,300 sponsored projects $899 million in grants (2014)

2,118 faculty members 21 Nobel Laureates 5 Pulitzer Prize winners

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

Size 8,180 acres

Buildings (Offices, Teaching, Labs, Housing)

15.2 million Academic Gross Square Feet

700 Major Buildings (821 total)

Jane & Leland Stanford’s Really Big Backyard

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

A Small Residential City

7,000 undergrads (96% on campus)

8,870 grad students (most on campus)

2,118 faculty

Faculty housing - 800 owned and 628 rentals on campus

11,000 staff

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

Stanford Research Park 150 private companies

Stanford Shopping Mall 140 stores

A 2-mile linear accelerator

An 18 hole golf course

Museums: Cantor Art & Anderson Collection

Sports Venues: 50,000 seat stadium, 7,392 seat arena

Performance Venues: Bing Concert Hall, Frost, Memorial

Equestrian Center with 80+ horses, 2 historic barns & 4 competition arenas

4,900 acres open space, a dam, 43,000 trees

World Class Venues

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

San Andreas Fault Zone

Stanford Linear Accelerator

Center (SLAC)

San Andreas Fault Zone

Stanford Linear Accelerator

Center (SLAC)

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

Campus Faults

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

1906

The University was comprised of 42 buildings and arcades at the time, and President Jordan’s first hasty figure estimated the financial loss to be as high as $2.8 million. In a signed message the day after the quake, University President Jordan had boosted the estimate to $4 million.

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

1989

Seismic retrofits and upgrades before 1989 conceivably saved hundreds of lives

The 15-second quake damaged 242 Stanford buildings, 20 of which were closed

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

Since 1989

Building performance goals: Protect life safety Secure critical infrastructure and

facilities Reduce interruption in teaching

and research programs

$300 million in construction costs over 10 years for seismic strengthening and retrofit

Retrofit and new construction – all buildings meet life safety or higher standards

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

Mitigation and Response Programs

Structural Hazard Mitigation Post EQ 1989 loss mitigation

Infrastructure improvements

IT Programs/Research Data Facility

Restrained $56 million high value lab equipment in 280 laboratories

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

Stanford’s (Possibly Unique) Research Continuity Planning Challenges

Complexity

Die Luft Der Freiheit Weht

Tolerable Risk

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

Seven Schools and the Dean of Research Office for Independent Centers, Laboratories and Institutes

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

Interdisciplinary research & faculty

Mobility

Autonomy

7 Schools 71 Departments

41 Interdisciplinary

Programs

18 Independent Labs, Centers,

Institutes

99 Research Centers

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

Separate emergency management and health & safety programs for:

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

Few university-wide adopted mandates

Stanford Administrative Guide

Guidelines unless there is a regulatory or compliance requirement

As a private institution, emergency planning standards are not formally required

The Wind of Freedom Blows

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

Research budgets are for research, not continuity or resiliency planning

Innovation and a fast pace

Researcher autonomy

Multiple contact points to get things done – could be a lab manager, post-doc, grad students, or building manager

The Wind of Freedom Blows

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

Types of Risk Considered by University Leadership

Strategic

Financial

Operational

Compliance

Reputational

With a 21.4 billion dollar endowment and self insurance, risk tolerance can be high

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

Report | Describe the Risk Credibly

Quantify: Business Impact

Analysis

Quantify Research $$ by Building

Narratives (what can’t be

quantified)

Lessons Learned/Best

Practices

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

Potential Loss by Building and

Research $$$$

Integrate existing data to link research dollars to buildings, labs, and research centers

Sunflower – equipment inventory

SeRA – sponsored research data

iSpace – building/floor/lab occupancy

Infrastructure/facility mapping

BioRaft – Laboratory EH&S management tool

ChemTracker – Chemical inventory management

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

Interviews/Narratives We asked researchers: faculty, Principal Investigators

(PI’s) and post-docs:

Answers are different across disciplines, research

processes and even across generations Without a mandate and with faculty/PI autonomy this is

important

“What could you loose if your laboratory is

damaged and you don’t have access for several weeks

to months”

At what point would you be

unable to recover your research?

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

Generational - Long time researcher

“It’s Stanford…we will be fine.”

“Just get me access to my lab and I will take care of the rest.”

“Researchers will take care of each other.”

“Stay out of the way and I can recover my research on my own.”

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

Generational - New professor/researcher

“I’m not worried. I would just start over.”

“Most important is the effect on my students.”

“Stanford will pay for losses.”

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

Vulnerability is Process-Specific

Bio-processes – cells, cell lines, materials, biochemical processes

Robustness of cells, materials, animals

Decades of work (cell lines, animals)

Rooms/process areas (tissue culture, cold rooms, incubation) more important than a single equipment item

Or, physics – specialized, unique equipment and data security is important

Engineering – Physics – Chemistry – Medicine

Computational labs

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

Ways Forward

Implementation Models

Build Capacity

Link with Sustainability

Goals

Sync Databases

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

Implementation – Consultative Model

Minimize effort of researcher*

Simplify – ID common protocols

Customize to researcher’s

concerns, lab type and processes

*10 years ago, faculty time was 30% on administrative tasks and 70% on research. Now, faculty spend 90% on administrative tasks and 10% on research. We can’t add another administrative task burden. Eliminate direct faculty effort and time.

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

Implementation – Consultative Model

Prioritize

• Highest Risk

• Type of Research and Laboratory

• Buildings

Leadership Support

• Sanction & Support

• Faculty champions

• Incentivize $$$

Internal Audit

• Monitor

• Maintain Readiness

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

Off-Site Room

Temperature Storage

Bio Storage Freezer Farms

Shared Service Centers

Link to Sustainability Goals

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

Build Capacity

IT Services

• Research data facility

• Network and storage

Back up Power Systems

• Generator systems

• New utilities

Response

• Haz Mat response

• Planning & training

Culture of Safety

• On-site assistance

• Campus wide practices

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

Sync Databases for Planning and Response

Databases and Inventories:

Sunflower – equipment inventory

SeRA – sponsored research data ($$ by PI)

iSpace – building/floor/lab occupancy

Infrastructure/facility mapping

BioRaft and ChemTracker

For Real Time Information On:

Buildings

Infrastructure

Occupancy

Laboratory (Wet/Dry, Service Center,

Computational)

Hazmat

Research

Mapping

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

Best Practices

Cross Industry

Challenges

Creative Solutions

Tangible Examples

2nd Annual Bay Area Emergency Managers Conference

July 30, 2015 – Genentech Conference Center – South San Francisco, CA

Laurie Friedman ProtectSU Program Coordinator Environmental Health & Safety Emergency Management Laurie.Friedman@Stanford.edu 650-723-9273

Erica Angiewich Associate Director, Global Risk and Auxiliary Services Graduate School of Business Agiewich@Stanford.edu 650 -736-2350