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Home My WebLink AboutSoutheastern Disaster Preparation Guide and Recovery Plan Page 1 of 26 Revision Date: 09/28/2022 Document #: QOP 100.01 Southeastern Printing Disaster Preparation Guide & Recovery Plan 950 SE 8th St. 725 SE 9th Ct. Hialeah, FL 33010 Page 2 of 26 Revision Date: 09/28/2022 Document #: QOP 100.01 The purpose of this manual is to provide procedures that will maximize the safety of the Company and its employees, ensure effective communication with employees and Clients and ensure continuity of supply and protection of Client assets in the event of a disaster or a weather emergency. Since each department has equipment and tasks that are specific to that department, procedures have been written for each department, along with overall procedures that pertain to plant operations. In the event of a Hurricane Watch, meetings with all department supervisors and managers will be held to coincide with the updates as provided by the National Hurricane Center, updates and advisories are at 11 am and 5 pm. The purpose of the meetings will be to determine if and when the procedures described in the following pages will be administered. These meetings will continue until the watch is discontinued or until a Hurricane Warning is issued at which point all employees will be sent home and the decision is made to close down. Page 3 of 26 Revision Date: 09/28/2022 Document #: QOP 100.01 Table of Contents 1 PRE-DISASTER OVERALL PLANT PREPARATION ........................................................................................................... 4 1.1 HURRICANE SUPPLY LIST ...................................................................................................................................................... 4 1.2 AT THE ONSET OF HURRICANE SEASON ................................................................................................................................... 4 1.3 24-72 HOURS PRIOR TO HURRICANE SEASON .......................................................................................................................... 4 1.4 24 HOURS PRIOR ............................................................................................................................................................... 5 1.5 AT TIME OF EVACUATION ..................................................................................................................................................... 5 2 BUILDING MASTER KEY HOLDERS ............................................................................................................................... 5 3 DEPARTMENT PREPARATIONS .................................................................................................................................... 6 3.1 IT CHECKLIST ..................................................................................................................................................................... 6 3.1.1 IT CRITIAL OPERATIONS........................................................................................................................................ 6 3.2 ACCOUNTING CHECKLIST ...................................................................................................................................................... 7 3.2.1 Work Area Inspection Report .............................................................................................................................. 8 3.2.2 Storm Preparation Time Sheet ............................................................................................................................ 9 3.2.3 Employee Timekeeping Sheet ........................................................................................................................... 10 3.3 PREPRESS CHECKLIST ......................................................................................................................................................... 11 3.4 PRESSROOM CHECKLIST ..................................................................................................................................................... 11 3.5 BINDERY CHECKLIST .......................................................................................................................................................... 11 3.6 WAREHOUSE AND SHIPPING 950 CHECKLIST ......................................................................................................................... 12 3.7 WAREHOUSE AND SHIPPING AXIS PARK CHECKLIST ................................................................................................................. 12 3.8 WIDE FORMAT CHECKLIST .................................................................................................................................................. 13 3.9 HUMAN RESOURCES CHECKLIST .......................................................................................................................................... 13 3.10 MAILING AND DATA PROCESSING CHECKLIST .................................................................................................................... 14 3.11 DIGITAL CHECKLIST ...................................................................................................................................................... 14 4 POST DISASTER ......................................................................................................................................................... 15 4.1 GENERAL ........................................................................................................................................................................ 15 5 RESOURCE PLAN ....................................................................................................................................................... 17 5.1 KEY STAFF PHONE LIST ...................................................................................................................................................... 17 5.2 KEY STAFF BACK-UP PLAN .................................................................................................................................................. 17 5.3 ALTERNATE PRODUCTION RESOURCES .................................................................................................................................. 18 5.4 APPROVED PEER NETWORK LOCATIONS ................................................................................................................................ 18 5.5 COASTAL PRINTING ........................................................................................................................................................... 19 5.6 PHONE SYSTEM DOWN ...................................................................................................................................................... 19 5.7 CORE COMPUTER SYSTEM DOWN ........................................................................................................................................ 20 5.8 DELIVERY OF MATERIALS .................................................................................................................................................... 22 5.9 OUTBOUND CARRIERS ....................................................................................................................................................... 23 5.10 TIME CLOCK ............................................................................................................................................................... 23 6 CLIENT COMMUNICATION AND DATA PROTECTION ................................................................................................. 24 7 IMPORTANT CONTACT INFORMATION ..................................................................................................................... 25 7.1 FPL ............................................................................................................................................................................... 25 7.2 LOCAL HOSPITALS ............................................................................................................................................................. 25 7.3 SMALL BUSINESS ADMINISTRATION ...................................................................................................................................... 25 7.4 FEMA ........................................................................................................................................................................... 25 7.5 INSURANCE AGENT ........................................................................................................................................................... 25 8 REVISION HISTORY ................................................................................................................................................... 26 Page 4 of 26 Revision Date: 09/28/2022 Document #: QOP 100.01 1 Pre-Disaster Overall Plant Preparation 1.1 Hurricane Supply List The Hurricane Supply list is reviewed against the supplies on hand, prior to hurricane seasons to determine if any materials need replenished. Proposed purchases are reviewed by Executive Leadership for approval and the order is placed. 1.2 At the Onset of Hurricane Season Responsible Party Date Completed Review Hurricane Supply /Disaster Recovery List against inventory of items to determine if items need replenished. Nick Mader Update Employee phone list/distribute Joann Villanueva Stock an ample supply of water Erika Fischer Obtain water removal equipment Nick Mader Ensure adequate flashlights, extension cords, batteries, and plastic sheeting Nick Mader Obtain absorbent material for under doors Nick Mader 1.3 24-72 hours Prior to Hurricane Season 24 - 72 hrs prior to hurricane: Responsible Party Date Completed Set-up answering machine Carl VonWerder Prepare Client notification and social media blast Patricia Dolaway Purchase fuel for generator(s) Nick Mader Reserve large generator(s) for equipment Nick Mader Print open orders by customer Mary Jo Lynch Print open orders by sales rep Mary Jo Lynch Devise a machine operator schedule Don Lewis Create signage for front door and appoint person in charge of posting relevant info Kelly Lopez Set-up storm job # in Monarch and distribute job # to supervisors for logging time spent on clean up and repair Mary Jo Lynch Prepare and service generator(s) Nick Mader Fuel all trucks Nick Mader Board up windows/doors remove awning Nick Mader Remove potential flying objects around building/parking lot Nick Mader Have roll off dumpster dumped Nick Mader Band A/C units on roof Nick Mader Cover roof vents with plastic Nick Mader Charge all forklifts Nick Mader/ Joseph Falcon Page 5 of 26 Revision Date: 09/28/2022 Document #: QOP 100.01 24 - 72 hrs prior to hurricane; continued Responsible Party Date Completed Shut-down all non-essential equipment at circuit breakers Nick Mader Tie down generator(s) Nick Mader Store recycling bails in trucks Nick Mader Call gas company, top off tanks for forklifts Nick Mader Move some lighting ckts to 440 volts Nick Mader Take video of the facilities: inside, outside and roof Franz Fernandez Print off manual schedules for each department Richard Davy 1.4 24 Hours Prior 24 prior to hurricane: Responsible Party Date Completed Install absorbent material around all doors Nick Mader 1.5 At time of Evacuation At time of evacuation Responsible Party Date Completed Lock all doors to the facility Franz Fernandez 2 Building Master Key Holders Christine Bitner Franz Fernandez Page 6 of 26 Revision Date: 09/28/2022 Document #: QOP 100.01 3 Department Preparations 3.1 IT Checklist Primary Responsibility: Amanda/ Carl/ DIT 24 - 72 hrs prior to hurricane: Assigned To: Date Completed COMPUTER DATA Images/backups of key systems (outside of servers) are up to date and saved to Veeam backup server Carl VonWerder / DIT Key system identification, location and function document is up to date Carl VonWerder / DIT Back up the database and store offsite. Carl VonWerder / DIT SERVER DATA Veeam server backups are current and include computer data (above) Carl VonWerder / DIT USB Drive or VPN replication of all Veeam backup data is exported or physically removed from environment.. Carl VonWerder / DIT SERVER ROOM Sever Room shut down Carl VonWerder / DIT 3.1.1 IT Critical Operations The following is a prioritized list of our critical operations before a storm: Determine with MGMT when plants will be shutting down with incoming storm. Schedule backups ahead of time to ensure that there is enough time for a final backup before environment is shut down. 1) Run a Current Veeam Backup for all VMs on server veaam-mia 2) Shutdown All VM’s in Miami thru vSphere (IP: 192.168.152.249) or Host: 10.232.32.30 & 10.232.32.234 > BCC-Mailing, BCC-VWS, EFI-ACPM, FS4-MIA, FS-FDMAIL, PSS1-Mia, Sep- Mia-DC1 last 3) ILO or direct connect to physical servers 10.232.32.30, 20 and 234 and shut down all ESX-I hosts (Stuart plant shutting down after) 4) Log into physical Server/WS impoproof-mia, dodd-javelin, rampage server and shut down 5) Perform a physical back up of the main UPS and Fed Ex Machines in Axis Park 6) Power off printers 7) Cover server and switch Rack with plastic 8) Leave switches and firewall up and running. This will allow us to maintain edge connectivity for as long as possible as these devices will not consume much power on battery backups. The following is a prioritized list of our critical operations after a storm 1) Un-Cover plastic from server and switch Rack 2) Power on VMware Servers (10.232.32.30) and (10.232.32.234) 3) Power on physical Server/WS impoproof-mia, dodd-javelin, rampage server 4) Power on All VM’s in Miami thru vSphere (IP: 192.168.152.249) or Host: 10.232.32.30 & 10.232.32.234 > BCC-Mailing, BCC-VWS, EFI-ACPM, FS4-MIA, FS-FDMAIL, PSS1-Mia, Sep-Mia- DC1 5) Power on printers IT SERVICES Page 7 of 26 Revision Date: 09/28/2022 Document #: QOP 100.01 Keep all mission critical systems in service as long as possible. However, certain services might need to be brought off-line and/or shutdown before the storm hits. This is necessary to ensure that equipment and services are safe from the effects of the storm. 3.2 Accounting Checklist Primary Responsibility: Rob Cawthon 24 - 72 hrs prior to hurricane: Assigned To: Date Completed Distribute the timesheet memo to all employees to track storm preparation time and expense. Print two copies of the following reports. Distribute to two separate individuals to store off-site. • Fixed Asset Depreciation Report • Open Purchase Order Report Back up the database and store offsite. Immediately Prior: Distribute the Work Area Preparation Checklist to employees. Distribute the Work Area Inspection Report to employees. Distribute a memo to departmental employees requesting applicable phone numbers for after the storm. Ask all employees to check in once the storm has passed. Make sure that all departmental employees understand the plan for returning to work. In Monarch, set up a Storm job number and distribute the job number to supervisors with instructions to have employees working on cleanup and repair, to record all time using this job number. Set up a Storm project # to track all AP invoices related to the storm. Page 8 of 26 Revision Date: 09/28/2022 Document #: QOP 100.01 3.2.1 Work Area Inspection Report Please distribute this report to all employees immediately prior to and/or immediately after the loss event. To all Employees: Please complete this form and return it to Accounting immediately upon completion. Make sure that whoever is around takes photographs prior to beginning repairs. Please also carefully track expenses (purchase orders, estimates and invoices) for repair and replacement. Thank you for your cooperation. Employee: ____________________ Department: ____________________ Zone: ________________________ Date: __________________________ Damages Date for Repair Cost ____________________________ ____________ ______________ ____________________________ ____________ ______________ ____________________________ ____________ ______________ ____________________________ ____________ ______________ ____________________________ ____________ ______________ ____________________________ ____________ ______________ ____________________________ ____________ ______________ ____________________________ ____________ ______________ ____________________________ ____________ ______________ ____________________________ ____________ ______________ ____________________________ ____________ ______________ ____________________________ ____________ ______________ ____________________________ ____________ ______________ Southeastern 950 SE 8th St, Hialeah, FL 33010 772-287-2141 • 800-226-8221 • Fax 772-288-4560 • Website: www.seprint.com Page 9 of 26 Revision Date: 09/28/2022 Document #: QOP 100.01 3.2.2 Storm Preparation Time Sheet Storm: ____________________ Date: __________________________ To all Employees: Please use this timesheet to record all storm preparation time and expense. Attach copies of receipts for expenses. Submit completed forms and receipt copies to Accounting. Use original receipts for expense reporting. This form will be used strictly for record keeping; you must file a separate expense report for reimbursement for authorized expenses. Name: _______________________ Department: ___________________ Date: __________ Activity: __________________________________ Date: __________ Activity: __________________________________ Date: __________ Activity: __________________________________ Date: __________ Activity: __________________________________ Date: __________ Activity: __________________________________ Date: __________ Activity: __________________________________ Date: __________ Activity: __________________________________ Date: __________ Activity: __________________________________ Date: __________ Activity: __________________________________ Expenses: Date: __________ Amount: ________ Purpose: ________________ Date: __________ Amount: ________ Purpose: ________________ Date: __________ Amount: ________ Purpose: ________________ Southeastern 950 SE 8th St, Hialeah, FL 33010 772-287-2141 • 800-226-8221 • Fax 772-288-4560 • Website: www.seprint.com Page 10 of 26 Revision Date: 09/28/2022 Document #: QOP 100.01 3.2.3 Employee Timekeeping Sheet Page 11 of 26 Revision Date: 09/28/2022 Document #: QOP 100.01 3.3 Prepress Checklist Primary Responsibility: Willy Riesgo 24 - 72 hrs prior to hurricane: Assigned To: Date Completed Cover computer and miscellaneous equipment with plastic and remove from floor where possible Willy Riesgo Disconnect battery back-ups from wall Willy Riesgo Place job tickets on counter/cover with plastic Willy Riesgo Cover/disconnect proofing equipment Nelson Bacallao Process and plate as many jobs as possible Nelson Bacallao Cover plates with plastic Nelson Bacallao Have at least 2 weeks raw material on hand Willy Riesgo Cover and move legacy backups to vault Willy Riesgo Cover all CPU’s with plastic Willy Riesgo Confirm offsite replication is completed Willy Riesgo Shut down server room and cover with plastic Willy Riesgo Shutdown/disconnect plating equipment and cover with plastic Willy Riesgo / Nelson Bacallao Confirm if any services are needed during storm Willy Riesgo 3.4 Pressroom Checklist Primary Responsibility: Don Lewis 24 - 72 hrs prior to hurricane: Assigned To: Date Completed Cover computer and miscellaneous equipment with plastic and remove from floor where possible Don Lewis Disconnect battery back-ups from wall Don Lewis Cover all stock on press room floor Don Lewis Move everything (machinery, WIP, supplies, etc.) away from A/C vents Don Lewis Cover presses with plastic Don Lewis 3.5 Bindery Checklist Primary Responsibility: Don Lewis 24 - 72 hrs prior to hurricane: Assigned To: Date Completed Cover computer with plastic and remove from floor where possible Don Lewis Disconnect battery back-ups from wall Don Lewis Place items on second pallet Don Lewis Move everything (machinery, WIP, supplies, etc.) away from A/C vents Don Lewis Cover equipment with plastic Don Lewis Page 12 of 26 Revision Date: 09/28/2022 Document #: QOP 100.01 3.6 Warehouse and Shipping 950 Checklist Primary Responsibility: Nick Mader 24 - 72 hrs prior to hurricane: Assigned To: Date Completed Cover computer and miscellaneous equipment with plastic and remove from floor where possible Nick Mader Disconnect battery back-ups from wall Nick Mader Place outside materials in warehouse Nick Mader Put all materials possible on pallets Nick Mader Brace and cover up roll up doors Nick Mader Place sandbags or water absorption materials against roll up doors Nick Mader Ship out as many completed jobs as possible Nick Mader Shut down breakers Nick Mader Charge forklifts and fill propane tanks Nick Mader Produce computer printouts of stock status by customer, category and location (3 total). Maintain offsite. Nick Mader Fuel all trucks and vans Nick Mader Park as many vehicles as possible in warehouses Nick Mader Take video of the interior, exterior and roof of the building Franz Fernandez 3.7 Warehouse and Shipping Axis Park Checklist Primary Responsibility: Joseph Falcon 24 - 72 hrs prior to hurricane: Assigned To: Date Completed Cover computer and miscellaneous equipment with plastic and remove from floor where possible Joseph Falcon Disconnect battery back-ups from wall Joseph Falcon Place outside materials in warehouse Joseph Falcon Put all materials possible on pallets Joseph Falcon Brace and cover up roll up doors Joseph Falcon Place sandbags or water absorption materials against roll up doors Joseph Falcon Ship out as many completed jobs as possible Joseph Falcon Shut down breakers Joseph Falcon Charge forklifts and fill propane tanks Joseph Falcon Produce computer printouts of stock status by customer, category and location (3 total). Maintain offsite. Joseph Falcon Shutdown the equipment and cover with plastic. Joseph Falcon Take video of the interior, exterior and roof of the building Franz Fernandez Page 13 of 26 Revision Date: 09/28/2022 Document #: QOP 100.01 3.8 Wide Format Checklist Primary Responsibility: Hector Ramos 24 - 72 hrs prior to hurricane: Assigned To: Date Completed Cover computer and miscellaneous equipment with plastic and remove from floor where possible Hector Ramos Disconnect battery back-ups from wall Hector Ramos Shutdown the equipment and cover with plastic Hector Ramos Cover WIP with plastic Hector Ramos Have at least 2 weeks raw material on hand Hector Ramos Have all supplies possible off the floor Hector Ramos Shut down breakers Hector Ramos 3.9 Human Resources Checklist Primary Responsibility: Joann Villanueva 24 - 72 hrs prior to hurricane: Assigned To: Date Completed Get hours worked from time clock Joann Villanueva Have manual timecards on hand Joann Villanueva Backup computer: Review documents and folders to confirm all data is protected via computer & server backups. Copy anything required offsite to external hard drive. Joann Villanueva Confirm all employee files are digitized. Joann Villanueva Cover computer and miscellaneous equipment with plastic and remove from floor where possible Joann Villanueva Obtain up to date hurricane information from Red Cross, etc to pass out to employees Joann Villanueva Confirm all employee contact information has been updated in the payroll system Joann Villanueva Obtain temp staffs contact information Joann Villanueva Provide Key Staff with current Emergency contact info for all employees and temps. Joann Villanueva Page 14 of 26 Revision Date: 09/28/2022 Document #: QOP 100.01 3.10 Mailing and Data Processing Checklist Primary Responsibility: Sean Yates 24 - 72 hrs prior to hurricane: Assigned To: Date Completed Place all material on pallets where able. Sean Yates Cover computers and miscellaneous equipment with plastic and remove from floor where possible Sean Yates Disconnect battery back-ups from wall Sean Yates Shut down breakers Nick Mader Brace and cover up roll up doors Nick Mader Place sandbags or water absorption materials against roll up doors Nick Mader Work with shipping to ship out as many completed jobs as possible Sean Yates *Backup Data to Storage device Alberto Comas Download and prepare data for handoff to a backup location if needed Alberto Comas *Confirm proper procedures with Alberto Comas 3.11 Digital Checklist Primary Responsibility: Vince Pilla 24 - 72 hrs prior to hurricane: Assigned To: Date Completed Place all material on pallets where able. Vince Pilla Cover computers and miscellaneous equipment with plastic and remove from floor where possible Vince Pilla Disconnect battery back-ups from wall Vince Pilla Shut down breakers Work with shipping to ship out as many completed jobs as possible Vince Pilla Cover exhaust venting on roof for digital web and digital sheet presses Nick Mader Brace and cover up roll up doors Nick Mader Place sandbags or water absorption materials against roll up doors Nick Mader Park the clamp truck against the south roll up door Vince Pilla Page 15 of 26 Revision Date: 09/28/2022 Document #: QOP 100.01 4 Post Disaster 4.1 General Resources will include outside vendors, Southeastern staff and equipment and production staff from companies out of state, or out of affected area. The Production Team will consist of: Franz Fernandez 786-554-6654 Richard Davy 954-451-6126 Don Lewis 772-528-8117 Willy Riesgo 954-253-1581 Nick Mader 561-309-2428 Steve O’Neil 561-866-2202 Joseph Falcon 305-972-0676 Vince Pilla 305-801-2136 Sean Yates 614-353-5619 The Client Services/Storefront/Phones Team will consist of: Mary Jo Lynch, Client Services 954-605-7955 Steve Kupchun, Storefront 954-817-3846 Alex Vargas, Estimating 305-988-2609 The Finance Team will consist of: Robert Cawthon 615-429-8542 Rodger Heckman 954-257-7080 Erika Fischer 954-242-9554 The IT Team will consist of: Carl Von Werder 281-796-2110 DIT: Elving Santana 954-683-1161 DIT: Adam Steinhoff 561-491-5725 DIT: Josh Hughes 561-632-6439 DIT: James Craft 561-491-5746 The Administrative Team will consist of: Christine Bitner 260-242-2411 Amanda Ganswindt 772-359-5428 Robert Cawthon 615-429-8542 Joann Villanueva 305-316-5522 Page 16 of 26 Revision Date: 09/28/2022 Document #: QOP 100.01 Take Photographs. Make a complete listing of physical damage to the building and contents. Call the insurance company and/or insurance agent to file a claim. Make a notation as to all relevant dates (evacuation, curfews, timing of storm force winds, passing of the storm, duration of power outage, phone outage, etc.) Make a complete listing of all business impact issues, print jobs referred elsewhere, print jobs shipped out, lost contracts or opportunities due to storm contingencies, etc. As employees return to work, distribute the Work Area Inspection Report for their completion. Alert Accounts Payable to copy all storm-related invoices and expenses. Alert all personnel authorized to purchase, to submit copies of purchase orders and estimates for restoration expenses. Prepare a draft of the insurance claim as soon as possible, particularly for physical damage. The claim may have several components and a different adjustor for each (preparation, physical damage, business interruption, extra expense, mold, sewage, etc.) Be sure to clearly communicate any special insurance considerations to the areas affected; water damage versus storm damage for example, so that the Companies’ claims are not compromised. Returning to normal mode: When all equipment is made operational, the Production, Client Services and Administrative teams will coordinate with their counterparts in out of state companies, and outside vendors, to restart at Southeastern. Page 17 of 26 Revision Date: 09/28/2022 Document #: QOP 100.01 5 Resource Plan 5.1 Key Staff Phone List Don Mader 772-263-1090 Christine Bitner 260-242-2411 Rob Cawthon 615-429-8542 Franz Fernandez 786-554-6654 Richard Davy 954-451-6126 Don Lewis 772-528-8117 Steve Kupchun 954-817-3846 Mary Jo Lynch 954-605-7955 Terry Gelfand 786-586-0647 Vince Pilla 305-801-2136 Amanda Ganswindt 772-359-5428 Nick Mader 561-309-2428 Joann Villanueva 305-316-5522 Sean Yates 614-353-5619 Carl Von Werder 281-796-2110 Erika Fischer 954-242-9554 Alex Vargas 305-988-2609 Willy Riesgo 954-253-1581 Hector Ramos 786-858-5553 Joseph Falcon 305-972-0676 Steve O’Neil 561-866-2202 Marco Rocha 860-970-1153 Hector Pinzon 786-328-2267 5.2 Key Staff Back-up Plan If certain key staff is unavailable, personnel will be appointed to back them up. Christine Bitner will be backed up by Franz Fernandez Carl Von Werder will be backed up by Amanda Ganswindt Amanda Ganswindt will be backed up by Joann Villanueva Franz Fernandez will be backed up by Richard Davy Mary Jo Lynch will be backed up by Helen Kutukyan Nick Mader will be backed up by Terry Gelfand Robert Cawthon will be backed up by Amanda Ganswindt Richard Davy will be backed up by Don Lewis Procedure: If a key person is unable to report for work, he/she will call his/her assigned backups. Once notified, the assigned backups will perform all critical functions needed for the key staff person who is missing. The same procedures will be followed as if the person was on vacation, except if phone contact is possible. It is expected that the key person stay in touch. Page 18 of 26 Revision Date: 09/28/2022 Document #: QOP 100.01 5.3 Alternate Production Resources If Southeastern Printing’s facility requires production support to maintain operations, Southeastern Printing will work with its approved Peer Network of print manufactures to temporarily transition the workload to the plant(s) best suited and able to handle the work. Reference the Peer Network Contract List for individual contact details. In the event we need to utilize Off-Site Operations, Executive staff will coordinate contacting the key contacts in the Peer Network to enlist their services, identify their capacity and obtain their internal points of contact for us to communicate with on a daily or as needed basis. Additional organizations may be considered if needed provided the following items are attended to prior to awarding the work: • A non-compete agreement is signed • Vendor submits samples that are evaluated and meet Southeastern Printing quality standards • Vendor can meet delivery requirements • Vendor is FSC certification, if required As Southeastern returns to operational mode, subcontracting of work will be reduced accordingly until all operations are once again completed in house. 5.4 Approved Peer Network Locations Baseman 4477 Reynolds Dr Hillard, OH 43026 www.baseman.com 1Vision 5105 E 41st St Denver CO, 802106 2125 TV Rd Jackson, MS 39204 1055 Conrad Sauer Dr Houston, TX 77043 www.1-vision.com Prisma Graphics 2937 E Boardway Rd Phoenix, AZ 85040 www.poweredbyprisma.com Midstates 4820 Capitol Ave NE Aberdeen, SD 57401 www.midstatesgroup.com Reference the Peer Network Contact List available on the Document Vault for a detailed list of contacts and contact information. Page 19 of 26 Revision Date: 09/28/2022 Document #: QOP 100.01 5.5 Coastal Printing 1730 Independence Blvd Sarasota FL 34234 941.351.1515 www.coastalprint.com Coastal Printing will assist in the production of all necessary requirements related to FPL. Reference the FPL Supplement to this Disaster Recovery Manual for details. Coastal Printing will be granted access to our storefront orders via email notifications, Four51 password and hard drive back-up of storm maps during pre-hurricane preparations. Jim Schoff Prepress Manager Cell: 941.539.4288 Phone: 941.351.1515 Email: creo1@coastalprint.com Gail Knight Prepress – proof assembly / QC Cell: 941.330.5921 Phone: 941.351.1515 Email: gail@coastalprint.com Brian McDonald Controller Cell: 941-725-9990 Direct: 941-359-2414 Email: brian.m@coastalprint.com Howie Leibowitz General Manager Office 941-351-1515 Cell 727-494-2327 howie@coastalprint.com 5.6 Phone System Down Objective: To continue operating and servicing customers if the phone system is inoperable. Procedure: Test the phone system. If the facility phone system is down, the Customer Service Team will coordinate operating measures via cell phone. Operating: Sales staff and Customer Service team will contact customers that currently have work in house, to inform them of the phone outage, and reassure them regarding their jobs. If phone service will be interrupted for a long period of time, it may be necessary for sales staff to contact all customers and inform them of the outage. Resource Plan: Every available cell phone will be utilized. Normal operations will be resumed when phone lines are repaired. Page 20 of 26 Revision Date: 09/28/2022 Document #: QOP 100.01 5.7 Core Computer System Down Objective: To continue operating, servicing customers, and maintaining integrity of records if core computer system is inoperable. Procedure: Upon testing after hurricane, or anytime thereafter, the core computer systems are deemed inoperable. Each of the following will have full authority in their assigned areas: Production-related contingency measures will be coordinated by: Customer service-related contingency measures will be coordinated by: Administrative-related contingency measures will be coordinated by: Operating: Production team will be responsible for coordinating the scheduling of equipment and maintaining all production records. They will begin to work off preprinted schedules, utilize “pen orders by customer” lists, that were printed out before the hurricane. Using a magnetic scheduling board, they will place each job. An additional schedule will be kept on Excel, that will be printed daily and given to customer service. All previously entered orders will be on the preprinted schedule. All new orders will be handwritten, copied and scheduled if they are to be run prior to computer coming back up. Copies will be made of handwritten orders and job tickets made. Each new order brought in will be reviewed by the scheduling staff. They are listed below: (To be completed when hurricane watch is issued) Richard Davy Willy Riesgo Carl von Werder MaryJo Lynch They will determine who needs copies of the orders (graphics, prepress, pressroom, bindery) and they will distribute. All orders and production records will continue to be manually kept and entered into the system when available. The Client Services team will handle customer service requirements. They will meet daily with the scheduling staff to discuss status of orders and customer requirements. The Administrative team will assure proper accounting/billing records are kept, for jobs produced while computer is down. Receiving- Detailed daily receiving logs will be kept in the receiving department and organized for ease of entry once system is available. Shipping – Manual bills of lading will be utilized. Page 21 of 26 Revision Date: 09/28/2022 Document #: QOP 100.01 Accounts Payable – Invoices will be sorted and matched with manual receivers and coded for ease of entry once system is available. Emergency checks will be manually prepared and signed if need be. Cash Posting – All will be held in daily batches awaiting system availability. Accounts Receivable – Staff will concentrate on catching up cash posting once system is available. Billing will be completely prepared for entry and batched by day. Estimating – Will be done manually, using preprinted machine hourly rates and costs. Purchasing – Will utilize manual purchase order system and sort for entry into the Monarch system when available. Page 22 of 26 Revision Date: 09/28/2022 Document #: QOP 100.01 5.8 Delivery of Materials Objective: Continue normal production without interruption caused by lack of timely delivery of raw materials. Each of the following will have full authority in their assigned areas. The following will be responsible for finding and arranging alternate sources of carrier services, if one or more carriers normally used, becomes unable to deliver product. This includes ensuring that there is at least a two-week supply of all raw materials on hand, during the hurricane season. (To be completed when hurricane watch is issued) 1. Nick Mader 2. Carl von Werder 3. Willy Riesgo 4. Terry Gelfand 5. Joseph Falcon 6. Ubaldo Perez 7. Erika Fischer Procedures: Team listed above will check on and monitor status of deliveries of all critical materials when the first sign of threat due to hurricane occurs. If there is a problem with depletion of materials, it will be identified and resolved before the first hurricane watch is announced. The following materials may be involved: 1. Paper 2. Ink 3. Boxes, shipping supplies 4. Plates, and related chemicals Resource plan: In-house staff resources should be sufficient to operate. Page 23 of 26 Revision Date: 09/28/2022 Document #: QOP 100.01 5.9 Outbound Carriers Objective: Continue delivery of finished goods to customers when one or more delivery service or carriers are not operating. If there are problems having product delivered by one or more carriers, each of the following will be responsible for finding and arranging alternate sources of freight carrier service, if one or more carriers previously used, is unable to pick up and deliver finished goods.(To be completed when hurricane watch is issued) 1. Nick Mader 2. Terry Gelfand 3. Joseph Falcon 4. Steve Kupchun Procedures: Southeastern currently uses __1__ outbound carriers and __1__ local delivery services. In-house trucks will be used to capacity. Trucks owned by numerous staff members could also be used for certain smaller deliveries. In-house resources should be sufficient to operate using overtime if necessary, and will be coordinated by the above staff. When delivery capabilities by the usual carriers and delivery services have been restored, deliveries will be switched back to normal carriers. 5.10 Time Clock Objective: To continue tracking employee’s hourly time for payroll purposes. Time will be kept manually. FTE’s & TEMP Staffing Upon testing after hurricane, the time clock system is deemed inoperable Each of the following will have full authority in their assigned areas: Manual timecards will be tracked and approved by: (To be completed when hurricane watch is issued) 1. Amanda Ganswindt/Joann Villanueva- Plant 2. Don Lewis - Press 3. Don Lewis - Bindery 4. Don Lewis- Handwork, Mailing 5. Franz Fernandez- Wide Format, Digital, Prepress 6. Nick Mader- Shipping, Receiving, Warehouse 7. Steve O’Neil- Axis Warehouse 8. Robert Cawthon- Accounting Page 24 of 26 Revision Date: 09/28/2022 Document #: QOP 100.01 HR Manager, will coordinate payroll-related contingency measures. She will have manual time cards on hand when hurricane watch is announced. Procedures: Employee hours will be entered and tracked on manual timecards. One card will be available for each hourly employee. Cards will be distributed to appropriate supervisors, who will be responsible for keeping track of hourly employee’s time, within their respective departments. Employee will enter start and stop times and supervisor will initial. Resources will include the existing production supervisors and HR department. Production Team: 1. Don Lewis 2. Richard Davy 3. Willy Riesgo 4. Nick Mader 5. Steve O’Neal HR Team: 1. Joann Villanueva 2. Amanda Ganswindt When the time clock becomes functional, there will be a return to normal operating mode. 6 Client Communication and Data Protection In the event of a disaster that causes a business disruption, clients will be contacted directly by their Southeastern representative to discuss details of the recovery plan. Should a major interruption take place, updates will be provided via written communication and through the Southeastern website. www.seprint.com. All client data is backed up to an offsite location for loss prevention and ease of recovery. Page 25 of 26 Revision Date: 09/28/2022 Document #: QOP 100.01 7 Important Contact Information 7.1 FPL For restoration progress after a storm: FPL.com To report or track and outage: Call 800-4-OUTGAGE (800-468-8243) or visit www.FPL.com/outage Customer Advisor Frank Strizekla Frank.Strizekla@fpl.com 305-608-7851 7.2 Local Hospitals Jackson Memorial 1611 NW 12th Ave, Miami, FL 33136 305-585-1111 Hialeah Hospital 651 E 25th St, Hialeah, FL 33013 305-693-6100 Jackson West Medical Center, Doral 2801 NW 79th Ave, Doral, FL 33122 786-466-1000 University of Miami Hospital 1400 NW 12th Ave, Miami, FL 33136 305-325-5511 7.3 Small Business Administration 800-359-2227 7.4 FEMA 800-462-9029 7.5 Insurance Agent Brown and Brown of Florida, Inc Ellior Schtekher 954-776-222 Page 26 of 26 Revision Date: 09/28/2022 Document #: QOP 100.01 8 Revision History Reason for Revision Approved By Approval Date Created Miami version based on Stuart plan. C. von Werder 09/05/2017 Updated IT shutdown procedure and responsible parties C. von Werder 06/05/2018 Updated all areas of document. J. Medina 08/01/2018 Updated Document number and added supplements to list of supporting documents. Changed title from Hurricane Emergency Preparedness Guide to Hurricane and Disaster Preparation Guide and Recovery Plan. A. Ganswindt 07/17/2019 Updated responsibilities throughout Manual A. Ganswindt 08/29/2019 Updated responsibilities throughout Manual F. Fernandez 07/02/2021 Updated responsibilities throughout Manual. Added Axis Park. A. Ganswindt 07/01/2022 Added Client Communication and Data Protection section. A. Ganswindt 07/15/2022 Updated responsibilities, reformatted throughout. Updated address on front cover to include Axis Park. Added printing of department schedules. A. Ganswindt 09/28/2022