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Slide 1 - Oregon.gov Home Page
Slide 1 - Oregon.gov Home Page
Slide 1 - Oregon.gov Home Page
Slide 1 - Oregon.gov Home Page
Slide 1 - Oregon.gov Home Page
Slide 1 - Oregon.gov Home Page
Slide 1 - Oregon.gov Home Page
Slide 1 - Oregon.gov Home Page
Slide 1 - Oregon.gov Home Page
Slide 1 - Oregon.gov Home Page
Slide 1 - Oregon.gov Home Page
Slide 1 - Oregon.gov Home Page
Slide 1 - Oregon.gov Home Page
Slide 1 - Oregon.gov Home Page
Slide 1 - Oregon.gov Home Page
Slide 1 - Oregon.gov Home Page
Slide 1 - Oregon.gov Home Page
Slide 1 - Oregon.gov Home Page
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Slide 1 - Oregon.gov Home Page

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  • 1. From Start to Finish: A Business Continuity Plan Katie Bechtel Business Continuity Analyst Secretary of State’s Office
  • 2. Background <ul><li>Developed and tested the first draft of the Oregon Youth Authority BCP (July 2006-June 2007) </li></ul><ul><li>Currently working at the Secretary of State’s Office </li></ul><ul><ul><li>We are about 1 year into the 2 year Project Plan </li></ul></ul><ul><ul><li>We expect to start testing Spring 2009 </li></ul></ul>
  • 3. The Process <ul><li>Step 1: Create Project Plan </li></ul><ul><li>Step 2: Conduct Business Impact Analysis </li></ul><ul><li>Step 3: Draft Business Continuity Plans </li></ul><ul><li>Step 4: Complete BCP support work </li></ul><ul><li>Step 5: Test and Exercise Plan </li></ul>
  • 4. Step 1: Create Project Plan <ul><li>Decide how to organize your work </li></ul><ul><ul><li>OYA: Around locations (Facilities, Field Offices, Central Office) </li></ul></ul><ul><ul><li>SOS: By Division </li></ul></ul><ul><ul><li>By Critical Business Function </li></ul></ul><ul><li>Create a plan that outlines timelines, resources needed, expected participation </li></ul><ul><li>Have project plan approved by Management Council or Steering Committee AND participating business sections </li></ul>
  • 5.  
  • 6. Step 2: Conduct Business Impact Analysis <ul><li>Goal : Identify business processes, RTOs, associated computer systems, essential records, and dependencies </li></ul><ul><li>Develop questionnaire and meet with business divisions to complete it </li></ul><ul><li>Divisions then complete the Questionnaire </li></ul><ul><li>Compile information into BIA Report </li></ul><ul><ul><li>This report will outline current recovery capabilities and detail ways to improve the situation (i.e. implement off-site data storage) </li></ul></ul><ul><ul><li>Don’t start a BCP until these problems have been addressed </li></ul></ul>
  • 7. Business Process Prioritization <ul><li>Manage Filings for Minor Political Party formation (1 month) </li></ul><ul><li>Produce and publish Publications (Calendars, Manuals [15], Brochures, Forms) (1 month) </li></ul><ul><li>Manage State and Local Recall Petitions (1 month) </li></ul><ul><li>Manage and Schedule Fiscal Impact/Explanatory Statement Committees (2 weeks) </li></ul><ul><li>Create, Write, and Update Administrative Rules (1 week) </li></ul><ul><li>Manage State Candidate Filings for Office/Qualifications (1 week) </li></ul><ul><li>Manage State Candidate Filings for Vacancies in Office (1 week) </li></ul><ul><li>Conduct of Elections—County Elections Officials/Citizens (1 week) </li></ul><ul><li>Manage OCVR Administration (3 hours) </li></ul><ul><li>Campaign Finance Transaction Filings (4 hours) </li></ul><ul><li>Manage Initiative/Referendum filings (24 hours) </li></ul><ul><li>Provide Customer Contact (1 day) </li></ul><ul><li>Conduct Investigations for violation of Oregon Election Laws (48 hours) </li></ul><ul><li>Produce and Publish State Voters’ Pamphlet (3 days) </li></ul><ul><li>Manage and Process Voter Registration (OCVR, HAVA, NVRA) (5 days) </li></ul><ul><li>Manage HAVA Administration (5 days) </li></ul>RTO “5” 1 month + RTO “4” 3 weeks to 1 month RTO “3” 2 to 3 weeks RTO “2” 1 to 2 weeks RTO “1” 0 to 1 week ELECTIONS DIVISION BUSINESS PROCESS CRITICALITY RANKING
  • 8. Business Process Prioritization <ul><li>Policy Administration </li></ul><ul><li>Write and Revise Policies </li></ul><ul><li>Approve Policy changes </li></ul><ul><li>Implement Policy Changes </li></ul><ul><li>Recruitment </li></ul><ul><li>Process “Requests to Fill” </li></ul><ul><li>Post open positions </li></ul><ul><li>Review and grade applications </li></ul><ul><li>Schedule interviews </li></ul><ul><li>Clear to Hire </li></ul><ul><li>Extend offers </li></ul><ul><li>Conduct New Employee Orientation </li></ul><ul><li>Training </li></ul><ul><li>Process Requests for training </li></ul><ul><li>Procure vendors </li></ul><ul><li>Schedule trainings </li></ul><ul><li>Communicate Training </li></ul><ul><li>Conduct Training </li></ul><ul><li>Conduct Training Evaluations </li></ul><ul><li>Approve Payment to Vendors </li></ul><ul><li>Records Management </li></ul><ul><li>Receive employee related records and files </li></ul><ul><li>Organize, maintain, and store records </li></ul><ul><li>System Administration </li></ul><ul><li>Input Employee Related Information </li></ul><ul><li>Emergency/Temporary Staffing </li></ul><ul><li>Receive request for temporary staffing </li></ul><ul><li>Contact temporary staffing vendor </li></ul><ul><li>Receive temporary staffing </li></ul>RTO “5” 1 month + RTO “4” 3 weeks to 1 month RTO “3” 2 to 3 weeks RTO “2” 1 to 2 weeks RTO “1” 0 to 1 week HUMAN RESOURCES DIVISION BUSINESS PROCESS CRITICALITY RANKING
  • 9. Step 3: Draft Business Continuity Plans <ul><li>Use the templates! Why reinvent the wheel? </li></ul><ul><li>The BIA Questionnaire will give you most of the information to complete the plans, but you’ll need the business section to review it and fill in blanks after a good draft </li></ul>
  • 10. Checklist from Template <ul><li>Step 1 – Contact BCP Executive Lead Team members and arrange for a meeting. </li></ul><ul><li>Step 2 – Executive Lead Team meets and reviews plan; activates BCP Crisis Management Teams. </li></ul><ul><li>Step 3 – Alert alternate site location to begin setting up for incoming staff. </li></ul><ul><li>Step 4 – Contact DAS Phones to redirect phone lines. </li></ul><ul><li>Step 5 – Meet with Alternate Site Management to review operating procedure. </li></ul><ul><li>Step 6 – Contact Alternate Site Staff and IT Team with directions for deployment. </li></ul><ul><li>Step 7 – Contact IT and determine when computer services will be available </li></ul><ul><li>Step 8 – Contact customers, vendors, etc. and inform them of possible delays. </li></ul><ul><li>Step 9 – Public Information Team announces relocation to media outlets. </li></ul><ul><li>Step 10 – Establish communication with customers at Alternate Site. </li></ul><ul><li>Step 11 – Complete priority Business Processes at Alternate Site. </li></ul><ul><li>Step 12 – Relocate remaining staff as needed, as space and capability become available, to complete the CBF “Emergency and Temporary Staffing” at the Alternate Site. </li></ul><ul><ul><ul><li>Recovery Steps – Summary </li></ul></ul></ul>
  • 11. Big Checklist from Template BCP Coordinator Meeting location Telephone Meet with BCP team members and assess the situation. Review the plan and determine whether or not all steps need to be taken. Based on the situation, do other steps need to be implemented? If so, document and assign responsibility. Executive Lead Team meets and reviews plan; activates BCP Crisis Management Teams. 2. BCP Coordinator Telephone BCP Team contact information Contact team members (See BCP Team page for contact numbers) or their alternates and arrange a meeting. Contact BCP Executive Lead Team members and arrange for a meeting 1. Date Completed and Initials: Responsibility Additional Resources Required: Step Detail Step Step Number
  • 12. Step 4: Complete BCP Support Work <ul><li>IT Disaster Recovery Plan </li></ul><ul><li>Crisis Management Teams </li></ul><ul><li>Policy and Procedures </li></ul><ul><ul><li>BCP Activation and Control </li></ul></ul><ul><ul><li>Maintenance Program </li></ul></ul>
  • 13. OYA Crisis Management Team Structure Crisis Management Team Primary Site Teams Alternate Site Teams Public Information Teams BCP Development Teams Damage Assessment and Salvage Insurance Physical Security Disaster Recovery Telecommunications Disaster Recovery Staff Transportation Physical Security Telecommunications Public Information Family and Foster Care Communication BCP Steering BCP Development
  • 14. Step 5: Test and Exercise Plans <ul><li>Table tops tests are a great way to familiarize your teams with the plan and make corrections </li></ul><ul><li>Exercises force the execution of your plan </li></ul><ul><li>These are used to test your plan as well as to train your teams </li></ul>
  • 15. Findings from OYA Test #1 March 29, 2007 <ul><li>The initial meeting site for the Executive Lead Team was made consistent with building evacuations </li></ul><ul><li>A server had been replaced and relocated since the first draft of the Plan </li></ul><ul><li>An IT staff member was added to the Public Information team to update the agency website </li></ul><ul><li>The role of coordinating the physical relocation of salvageable equipment and supplies was delegated to the Facility Manager </li></ul>
  • 16. Findings from OYA Test #2 April 27, 2007 <ul><li>OYA staff are unaware of the existing Emergency Exit Strategy </li></ul><ul><li>Loss of power, and therefore lighting, may hinder evacuation </li></ul><ul><li>Preliminary space planning at the Alt. Site will speed transition </li></ul><ul><li>Critical phone lines should be identified </li></ul><ul><li>Each BCP team should document decisions and actions </li></ul>
  • 17. The Process <ul><li>Step 1: Create Project Plan </li></ul><ul><li>Step 2: Conduct Business Impact Analysis </li></ul><ul><li>Step 3: Draft Business Continuity Plans </li></ul><ul><li>Step 4: Complete BCP support work </li></ul><ul><li>Step 5: Test and Exercise Plan </li></ul>
  • 18. Templates or Completed Examples <ul><li>Project Plan and Dashboard </li></ul><ul><li>BIA Questionnaire </li></ul><ul><li>BIA Report </li></ul><ul><li>BCP </li></ul><ul><li>BCP Crisis Management Teams </li></ul><ul><li>Test Scenarios </li></ul><ul><li>Test Reports </li></ul>

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