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BU Duty Manager

The CAFO Duty Managers (DM) are the link between the CAFO Incident Management Team (IMT) and their respective business unit, functional group or non-BP tenant during emergencies involving workspace outages at Naperville Campus or 30 South Wacker in Chicago.  They are activated by the Incident Notification Center (located on the Naperville Campus) using BP Alert (a computerized system for simultaneously activating BP crisis management teams).  Click on this Sharepoint link to view the entire duty manager list. Further details are shown below.

Why are CAFO Duty Managers needed?
The CAFO IMT depends on each duty manager to provide information about temporary work space needs and emergency personnel issues within their departments.  CAFO Duty Managers are responsible for cascading key information to their department, activating BU processes such as their BCP or providing technical information to the CAFO IMT.

What are the responsibilities of the CAFO Duty Manager? 

Pre-Incident
- Act as single point of contact between BU and CAFO IMT.
- Be available by telephone 24 x 7.
- Understand/know how to activate BU Crisis & Continuity Management Plans (BCP/BSP), whether it be for research areas or office areas.
- Participate in periodic telephone activation drills and annual refresher training as provided by your BU or CAFO.
- Ensure BU management understands CAFO’s plan to provide temporary office space for up to 10% of your BU building population.
- Encourage personal response plans among BU employees (e.g. laptops, car keys, medication, ride home, kids pickup). - Identify someone to act as duty manager if you are not available.
- Provide the name of your replacement to CAFO IMT when you leave this position.

During Incident
- Participate in teleconference(s) with CAFO IMT.
- Evaluate incident impact and connect BU management with CAFO IMT, if deemed necessary.
- Communicate BU workspace needs (office, telephone, connectivity) or other facilities issues to CAFO IMT.
- Cascade key messages, such as building closures and workspace issues from CAFO IMT to your BU. (Texting through BP Alert) 

How will CAFO Duty Managers be notified?
They will be activated through the Incident Notification Center's BP Alert System or may be contacted directly by the CAFO IMT.  BP Alert is a computerized system for simultaneously contacting BP emergency response teams during an emergency. 

Does this replace any existing management systems within a business unit?
No, all business units are expected to maintain their internal crisis communication procedures to complement the CAFO IMT procedures. 

Can this job be done while traveling?
Yes, as long as you are contactable by cell phone 24 x 7.  In the rare instance that the CAFO IMT needs someone to come to the site, you will be expected to identify such person.  

Can these duties be shared between more than one person?
At a minimum, each BU must provide one primary and one backup contact.  However, be aware that BP Alert is designed to call all duty managers simultaneously.

Is training required for the CAFO Duty Manager?
Yes, Duty Managers are expected to take the annual Duty Manager Refresher Training which is available on the Virtual Training Assistant (VTA) and participate in semi-annual BP Alert notification drills.  

Do all BUs need to participate?
All BUs with more than 25 persons or research operations need to participate in order to assure effective emergency response and business resumption. All other groups will need to depend solely on the Emergency Info Line (+1-800-452-6626) for the status of the buildings and further instructions. 

What personal details must be provided by duty managers to the Incident Notification Center? 
Duty Managers must provide work, cell and home phone numbers.

 



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