Information Technology Advisory Group ITAG

1
Disaster Recovery/ Business Continuation Workshop

• Presented by
• Information Technology Advisory Group (ITAG)
• www.ItagInfo.com
• Consult_at_ItagInfo.com

2
About ITAG

• Technical services firm designed to help our
  clients improve their competitiveness and
  profitability through the use of technology in
  business.
• Not a reseller of any software or hardware
  products.

3
Session Format

• Definition
• Stages of a Disaster
• Considerations
• Plan Methodology
• Plan Components

4
Definition
5
Business Continuation Plan

• Ability to ensure the restoration of your
  business activities to normal operations as
  quickly as possible after a disruption or
  disaster.
• Specific to your organization
• In accordance with Corporate Culture

6
Types of Disaster

• Blizzards / Winter Storms
• Computer Failure / Computer Viruses / Telephone
  System
• Earthquakes
• Environmental Hazards

• Flooding
• Terrorism
• Power Outage
• Transportation Disruptions
• Fire
• Hurricane / Tornado

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Stages of a Disaster
8
Stages of a Disaster

• Recognize
• Respond
• Recover
• Restore

9
Stages of a Disaster

• Recognize
• protect human life
• determine/assess nature of disaster or event
• notify management/authorities
• inform employees

10
Stages of a Disaster

• Respond
• activate emergency response team
• employee relocation procedures
• customers/partners/suppliers notified
• coordinate with fire, police, etc.
• media notified
• decision to activate business continuation plan

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Stages of a Disaster

• Recover
• achieve your MARC (Minimum Acceptable Recovery
  Configuration)
• short/long term interim processing
• employee/operational logistics
• review events, begin documentation

12
Stages of a Disaster

• Restore
• priorities set and maintained
• maintain flexibility
• restore power, security, environmentals, etc.
• restore/replace hardware/software
• cleanup and reconstruct
• business operations return to normal

13
Considerations
14
Considerations

• Data, Information Knowledge
• Technologies
• Legal Implications
• Costs
• Security
• Common Disasters

• Why
• When
• People
• External Relationships
• Insurance

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Considerations

• Why
• What do you stand to lose
• Revenue
• Customers / Members
• Market Share
• Competitive Edge
• Industry statistics indicate that 43 of
  companies never reopen after a disaster has
  struck.

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Considerations

• Why
• What do you stand to gain
• Continuity of Business
• Ability to improve business processes
• Customer Satisfaction / Confidence

17
Considerations

• When should you begin developing a plan
• Now
• Dont wait for a disaster to hit

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Considerations

• People
• Call Tree
• Staff
• Identify special skills of staff
• Members/Customers/Partners/Suppliers
• Emergency Services
• Fire
• Police
• Establish policy for employees to report in

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Considerations

• People (Employee Support)
• Cash Advances
• Salary Continuation
• Flexible / Reduced Hours
• Crisis Counseling
• Day Care

20
Considerations

• External Relationships
• Bank
• Offsite Storage / Facility
• Technology Solution Providers
• Telecommunication Supplier
• Key Suppliers
• Printer

21
Considerations

• Insurance
• Property Value
• Coverage
• Loss of income
• Power outage
• Deductible
• Requirements for reporting a loss
• Vital Records

22
Considerations

• Data, Information Knowledge
• Data
• Raw facts and figures
• key data profile
• Information
• Process of combing data to become meaningful
• standard operating procedures
• Knowledge
• Process of using information to make decisions
• Knowledge Map

DB
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(No Transcript)
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Considerations

• Technologies
• Infrastructure
• Communications (voice/data)
• Internet

25
Considerations

• Infrastructure Technologies
• Redundancy
• Plug-n-Play Hardware/Traffic Routing
• Wireless Networking
• Data Backup
• Backup Power
• Management Tools
• inventory, security, configuration

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Considerations

• Communication Technologies
• Voice
• PBX
• Cell Phones
• Data
• VPN
• WAN Replication
• Fax
• PDA

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Considerations

• Internet Technologies
• Email
• Instant Messaging (IM)
• Internet Phone
• ASP
• Server Hosting
• Online Data Storage
• E-commerce
• Online Directions

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Considerations

• Legal
• Contractual obligations such as
• Publishing (advertising, circulation, etc.)
• IRS or other Government Mandates (PAC reporting,
  etc.)
• Customer Contracts

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Considerations

• Costs
• Plan Development
• External consultant
• Internal resources
• Software (if desired)
• Offsite Storage
• Tape
• Critical Documents and Forms

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Considerations

• Costs
• Ongoing Plan Maintenance
• Testing
• Software Maintenance (if desired)
• Contingency Alternative Fees
• Technology
• Facility
• Telecommunications (voice/data)

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Considerations

• Security
• Secure critical file cabinets
• Locking desks
• Closing windows / doors
• Most common disasters
• Vulnerability/probability analysis

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Plan Methodology
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Plan Methodology

• Project Initiation
• Conduct Impact Analysis
• Identify Continuity Alternatives
• Review Internal Policies Procedures
• Develop Plan

34
Plan Methodology

• Testing
• Incorporate Plan into Day-to-Day Operations
• Training
• Plan Maintenance

35
Plan Methodology

• Project Initiation
• Develop Project Team
• Requires Project Team Leader
• Cross-departmental participation
• Allocate necessary resources
• Obtain senior level buyoff
• Establish plan timetable and budget
• Communicate mission

36
Plan Methodology

• Determine Vulnerability Analysis
• Conduct Impact Analysis
• According to the Index for Disaster Readiness 75
  of companies surveyed do not understand the
  financial impact associated with every key
  function in their organization.
• Establish rating scale

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Sample of Interdependencies
Business Processes
Data Repositories
Products
Meetings/ Education
User Data Source
PAC
Membership
AMS
Committee Management
Exhibits
FMS
HR
Financial Reporting
Personnel Tracking
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Plan Methodology

• Business Process / Function Checklist geared
  towards Associations
• Dues Processing
• Meeting/Education Registration
• Exhibition Management
• Product Fulfillment / Inventory Tracking
• Lobbying / Grassroots

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Plan Methodology

• Business Process / Function Checklist geared
  towards Associations
• PAC
• Regulatory Tracking
• Committee Management
• Chapter Relations

40
Plan Methodology

• Standard Business Process / Function Checklist
• Payroll
• Cash Receipts
• Accounts Payable
• Financial Management
• Human Resource

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Plan Methodology

• Standard Business Process / Function Checklist
• Communications / Public Relations
• Marketing / Sales
• Purchasing
• IT

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Plan Methodology

• Continuity Alternatives
• Do nothing or suspend business process
• Perform business processes manually
• Reciprocal agreements
• Purchase warm/hot site
• Use service bureau
• Utilize Internet technologies, where applicable

43
Plan Methodology

• Identify Continuity Alternatives for each
  business process
• Establish Minimum Acceptable Recovery
  Configuration (MARC)

44
Plan Methodology

• Review Internal Policies Procedures
• Evacuation
• Floor monitors
• Transportation for community-wide evacuation
• Procedures to assist people with disabilities
• Fire

45
Plan Methodology

• Review Internal Policies Procedures
• Security
• Insurance
• Employee Manual

46
Plan Methodology

• Develop Plan
• Reporting Structure
• Establish Emergency Response Teams
• Communication Strategy
• Internal
• External
• Business Process Restoration Guidelines
• Readiness Timeline

47
Plan Methodology

• Incorporate Plan into Day-to-Day Operations
• Accounting
• Personnel
• Technology
• Internal Communications
• Operating Procedures

48
Plan Methodology

• Training
• Employee Orientation
• Periodic Educational Workshops

49
Plan Methodology

• Testing
• Planned and Unplanned
• Table Top Exercises
• Walk Through Drill
• Functional Drill
• Business Process specific
• Evacuation Drill
• Full Scale Exercise

50
Plan Methodology

• Plan Maintenance
• Ongoing
• Involve all levels of management
• Schedule
• Periodic plan review and updates
• Review Considerations
• Does Plan reflect lessons learned from testing
• Does Plan reflect changes in Business Process
• Does Plan include updated Call Tree

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Plan Methodology

• Plan Maintenance
• Utilize unscheduled events to initiate plan
  review and updates
• Technology Upgrades
• Business Process Modifications
• Personnel Changes
• Facility Changes

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Plan Components
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Plan Components

• Reporting Structure
• Emergency Response Teams
• Personnel Listing
• Call Tree
• Building / Floor Blueprints

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Plan Components

• Polices Procedures
• Business Process Restoration Guidelines
• Existing Technologies

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Plan Components

• Reporting Structure
• Emergency Response Teams
• Administrative Team
• Acts as command post for all disaster activities.
  Makes major decisions. Facilitates all
  information and provides direction.

56
Plan Components

• Emergency Response Teams
• Disaster Assessment/Restoration Team
• Evaluates extent of damage, determines length of
  time facility will be unavailable, determines
  continuity alternative most viable to situation.
• Communications Team
• Responsible for contacting all staff, press,
  members, customers, etc.

57
Plan Components

• Emergency Response Teams
• Operations/Support Services Team
• Establishes facilities, desks, office supplies.
  Also can be used to secure lodging and
  transportation for staff as necessary
• IT Team
• Manages technology (data and voice)
  reconstruction, computer usage and coordinates
  alternative computing services.

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Plan Components

• Personnel Listing
• home address, phone, alternative contact
• Call Tree
• Building / Floor Blueprints
• Policies Procedures

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Plan Components

• Business Processes Restoration Guidelines
• Impact Analysis Questionnaire
• Business Process Contingency Alternatives
• Existing Technologies
• Hardware Platform / Operating System
• Software (with version releases/patches)

60
Wrap Up

• Questions Answers
• Thank You

61
Disaster Recovery/ Business Continuation Workshop
THE END

• Presented by
• Information Technology Advisory Group (ITAG)
• www.ItagInfo.com
• Consult_at_ItagInfo.com