Hello and welcome to the office of Business Continuity Planning BCP Google Site Training
Module 1.
For those of you who are not familiar with our office, let me tell you who we are and
what we do.
The Office of Business Continuity Planning develops advanced procedures that enable the
University to be prepared to respond effectively to the unthinkable and then get back to business
as quickly as possible.
Business Continuity Planning is the process of advanced contingency planning for a disruption
to everyday operational activities.
These contingencies can be:
the loss of key staff members
loss of data
loss of building accessibility
loss of utilities
The Office of Business Continuity Planning has chosen to use a Google Site to store Continuity
of Operations Plans, or COOPs and other Business Continuity related material in a secure, off-site
location for purposes of redundancy.
This site replaces a program known as CPO Tracker and makes logging on and navigating
much easier.
The only username and password needed are the same credentials used in your current
NinerNet accounts.
Each user has special permissions set for the department/unit to which he or she belongs,
we call them “COOP pages”.
This makes securing the plans much easier by reducing the exposure of the plans to only
those within the unit who have access to your COOP page.
In addition, if something is accidently deleted from the site, Business Continuity Planning
has access to retrieve it.
This module will assist you through the process of logging on and uploading files to the Google
Site.
Let’s get started.
Make sure you are logged out of your personal Gmail account or any other Google application.
If you haven’t already done so, go to your address bar and type bcp.uncc.edu.
On the right side of the page, under Quick Links, please click on BCP Google Site.
Click on the “Sign Into UNC Charlotte” link on the top left side of the page to sign
in using your Niner Net credentials.
Sign in using your current Niner Net username and password.
The username does not include the “@uncc.edu” like your email (for example: jsmith49).
When you sign in, you will first see the home page.
The “Home” page describes Business Continuity Planning’s mission.
On the left side of the page are links to everything you need to navigate the site.
Underneath the Home page, you will see a subpage called “Questions”.
This page is a lifeline to you.
Our contact information is located here if you have any questions.
As you see on the left-hand side, below the home page, is COOP Initiative.
Located here are the Presentation to Senior Administration personnel regarding COOPs,
the COOP process flowchart, and the current COOP template.
Within the COOP initiative is your department’s COOP page.
For this example, I will click on the COOP page design for training, Special Projects
& Technology.
As you can see, the department page is empty of any files.
You may have files on your page labeled “Old COOP Material.”
These files were migrated from CPO Tracker.
You will also see that under the department Special Projects & Technology, there are 3
business units listed as subpages: Special Events, Special Outreach Programs, and Special
Technology.
Let’s put a file under the business unit Special Events.
I’ll click on that link.
I want to upload my newly completed COOP.
The first thing is I do is click “Add file”.
I navigate to the file location on my drive, it may be on your shared drive.
Once I find it, I select it and click “Open”.
Your browser will take a few seconds to upload and then it will refresh.
Since you may already have a folder that says “Old COOP Material”, we need to organize
this file.
To create a folder, we first check the box next to the newly uploaded file and click
the “Move to” icon.
You will see a list of current folders.
I will select “New Folder”.
Google will then prompt me to create a name for this folder and click save.
I’ll call it “Tutorial”.
Again the browser will refresh as the new changes take place.
You will see that the file is now organized in the folder.
You can also create an empty folder by not selecting a file and clicking “Move to”
and selecting “New folder”.
If you need to delete the file, check the box next to the file and click “Delete”.
It will ask you to confirm the delete.
If you click on “Remove” next to the Folder, it will delete the folder and also delete
the contents of that folder.
Now that the file is loaded, if we want to go back to the department’s page, select
“Special Projects & Technology” at the top to go back there.
The last link on the left sidebar is the “Sitemap”.
This has an organizational chart for your Google Site.
Let’s take a look.
So I will click on it.
What you see is everything under “BCP”.
The “COOP Initiative” and the “Home” page.
You will notice the + signs next to both of them.
I will click on “COOP Initiative” to reveal our department.
It will take a couple of seconds to load, and it then displays “Special Projects & Technology”
with another + sign.
If we click on that + sign it will reveal our business units that fall underneath it.
If you click on any of the links, it will take you to that page.
This is a useful visual aid for going between pages.
That’s it.
The only maintenance you need to do is to update your contact information with your
COOP plans and any changes to critical business functions every 6 months or as needed.
As always, if you have any questions, please contact our office and we will gladly assist
you.