Business Impact Analysis and DR The Hutt Valley DHB Experience HINZ 29 th Oct 2007 Presentation by Mike Sullivan IT Operations Manager, Hutt Valley DHB

HINZ

29 th Oct 2007

Presentation by

Mike Sullivan

IT Operations Manager, Hutt Valley DHB

A Day in the Life at Hutt 8:20am: Enter office; notice that only 1 person on Helpdesk and the phones are all ringing; ops manager on coffee errand 8:30am: Logged in; delete SPAM; receive complaint from user; mgmt schedules 2 day workshop to prepare DAP 8:45am: Project Manager complains about quality of supplier’s software and implementation; begin long email to supplier 9:00am: Ops manager advises that software solution won’t work; need to write off $25k and buy another product for unknown sum 10:15am: Check snail mail (mostly invites to conferences, advertising, invoices, and a letter to CEO re new MoH project) 10:40am: Message to attend urgent meeting re latest strike 10:41am: Continue long email to supplier 10:46am: Phone call from Mobile Ear Unit wanting new computer system; who? 11:00am: Regional CIOs teleconference – you are writing the minutes

8:20am: Enter office; notice that only 1 person on Helpdesk and the phones are all ringing; ops manager on coffee errand

8:30am: Logged in; delete SPAM; receive complaint from user; mgmt schedules 2 day workshop to prepare DAP

8:45am: Project Manager complains about quality of supplier’s software and implementation; begin long email to supplier

9:00am: Ops manager advises that software solution won’t work; need to write off $25k and buy another product for unknown sum

10:15am: Check snail mail (mostly invites to conferences, advertising, invoices, and a letter to CEO re new MoH project)

10:40am: Message to attend urgent meeting re latest strike

10:41am: Continue long email to supplier

10:46am: Phone call from Mobile Ear Unit wanting new computer system; who?

11:00am: Regional CIOs teleconference – you are writing the minutes

A Day in the Life…(cont) 12:20pm: Give undivided attention to PA matters 12:45pm: Thinking about lunch; 5 minute quiz in tearoom 12:55pm: COO wanders in; can’t sync her PDA 1:30pm: Visit from laboratory manager wanting sign off on capex 1:50pm: Continue long email to supplier; thinking about lunch 2:00pm: Urgent meeting re handling laboratory workers strike 3:00pm: Interviewed to provide input into pandemic plan (with lunch) 3:55pm: Brain feeling like jelly; answer 20 new emails for relaxation 4:30pm: Remember supplier’s email and continue…remember complaint and attempt apologetic phone call (but they’ve gone!) 4:40pm: Ring from new supplier - special deal on laptops this week 4:47pm: Continue review of new supplier contract (on critical path) 5:30pm: Remember to update corporate risk report! 6:05pm: Shall I finish email to supplier?…or go home…

12:20pm: Give undivided attention to PA matters

12:45pm: Thinking about lunch; 5 minute quiz in tearoom

12:55pm: COO wanders in; can’t sync her PDA

1:30pm: Visit from laboratory manager wanting sign off on capex

1:50pm: Continue long email to supplier; thinking about lunch

2:00pm: Urgent meeting re handling laboratory workers strike

3:00pm: Interviewed to provide input into pandemic plan (with lunch)

3:55pm: Brain feeling like jelly; answer 20 new emails for relaxation

4:30pm: Remember supplier’s email and continue…remember complaint and attempt apologetic phone call (but they’ve gone!)

4:40pm: Ring from new supplier - special deal on laptops this week

4:47pm: Continue review of new supplier contract (on critical path)

5:30pm: Remember to update corporate risk report!

6:05pm: Shall I finish email to supplier?…or go home…

Trends in healthcare systems Greater dependence on systems means greater need for reliability Need to comply with standards to ensure interoperability Trend to regionally aligned solutions Mobile workforce; deliver functionality to the field Single login and pass-through authentication Searching and filtering for relevant information

Greater dependence on systems means greater need for reliability

Need to comply with standards to ensure interoperability

Trend to regionally aligned solutions

Mobile workforce; deliver functionality to the field

Single login and pass-through authentication

Searching and filtering for relevant information

Where do our priorities come from? From the Health Information Strategy of NZ From the District Strategic Plan From the District Annual Plan From the Ministry of Health From the last person who walked in our door From the Information Systems Strategic Plan From the vendor who last invited us out From the vendor who has an excellent product From the business sponsor who is prepared to pay

From the Health Information Strategy of NZ

From the District Strategic Plan

From the District Annual Plan

From the Ministry of Health

From the last person who walked in our door

From the Information Systems Strategic Plan

From the vendor who last invited us out

From the vendor who has an excellent product

From the business sponsor who is prepared to pay

If we are all so busy!! Why do it?

Why do it?

We are all so busy!! Audit compliance Heightened awareness throughout org Shared knowledge both internal/external

Audit compliance

Heightened awareness throughout org

Shared knowledge both internal/external

We are all so busy!! Timeliness, there is never a good time The business loves it

Timeliness, there is never a good time

The business loves it

DIY or Engage ? Which parts should you own? External consultancy used, greater separation and sense of ownership by the business Standby Consultants used for BIA and DRP phases

Which parts should you own?

External consultancy used, greater separation and sense of ownership by the business

Standby Consultants used for BIA and DRP phases

Growth: Business - IS GROWTH Review/Upgrade Infrastructure and Applications Business Impact Analysis Disaster Recovery Plan Risk Assessment

Risk Assessment GROWTH Review/Upgrade Infrastructure and Applications Business Impact Analysis Disaster Recovery Plan Risk Assessment

Risk Assessment Really important step in the cycle All applications, services, infrastructure and processes Where are the backups kept? Key systems duplicated People and skills on the ground

Really important step in the cycle

All applications, services, infrastructure and processes

Where are the backups kept?

Key systems duplicated

People and skills on the ground

Risk Assessment Computer Room Basics Air Con Power UPS Security is important as well Physical Systems Applications

Computer Room Basics

Air Con

Power

UPS

Security is important as well

Physical

Systems

Applications

Business Impact Analysis GROWTH Review/Upgrade Infrastructure and Applications Business Impact Analysis Disaster Recovery Plan Risk Assessment

Business Impact Analysis Completed by Standby Consultants We had our own impressions Interact with the business Stakeholders interviewed by Standby

Completed by Standby Consultants

We had our own impressions

Interact with the business

Stakeholders interviewed by Standby

Business Impact Analysis Provided reliable information about our products and services Defined business impact and any tolerable downtime Made the business think about their own processes

Provided reliable information about our products and services

Defined business impact and any tolerable downtime

Made the business think about their own processes

Disaster Recovery Plan GROWTH Review/Upgrade Infrastructure and Applications Business Impact Analysis Disaster Recovery Plan Risk Assessment

Disaster Recovery Plan Key information used from BIA Total environment documented Server packs created Enables us to respond effectively

Key information used from BIA

Total environment documented

Server packs created

Enables us to respond effectively

Disaster Recovery Plan Defines roles and responsibilities Multidisciplinary team Allows a return to normal operations Planned Prioritised The plan MUST be tested

Defines roles and responsibilities

Multidisciplinary team

Allows a return to normal operations

Planned

Prioritised

The plan MUST be tested

Review Infrastructure/Applications GROWTH Review/Upgrade Infrastructure and Applications Business Impact Analysis Disaster Recovery Plan Risk Assessment

Review Infrastructure/Applications Continual process Greater reliance on electronic systems Hutt has close to 50 applications Keep it fit for purpose Determine requirements

Continual process

Greater reliance on electronic systems

Hutt has close to 50 applications

Keep it fit for purpose

Determine requirements

Review Infrastructure/Applications Users/business asked for input via workshops Results not what we expected Hutt used workshops to set the scene Internal Business External

Users/business asked for input via workshops

Results not what we expected

Hutt used workshops to set the scene

Internal

Business

External

Review Infrastructure/Applications Gen-I used to validate roadmap and technologies Users/business asked for input via workshops Results not what we expected

Gen-I used to validate roadmap and technologies

Users/business asked for input via workshops

Results not what we expected

Lessons learned Start now!! Start Now!! DIY or Engage

Start now!!

Start Now!!

DIY or Engage

Lessons learned Involve the business at each stage Engage the DHB management team Look at the processes as well Remember security

Involve the business at each stage

Engage the DHB management team

Look at the processes as well

Remember security

Questions? ?