2. October 2003 memoranda from Chief of Staff Leighty stating: “Agencies will be required to certify to the Governor in writing, through Cabinet Secretaries by June 1, 2004, that the organizations they supervise have in-fact developed, tested and are maintaining COOP plans.”
Activated by a call from the Immediate Response Team (IRT) unless there is advance warning of the event - as was the case for Hurricane Isabel. In that case the Crisis Management Team activates itself.
Those individuals knowledgeable about your facilities. Members are primarily from the Facilities Management area. Need a team for each geographical location.
Controls & directs the facilities recovery process – Condition assessment, damage control & repair.
Information Systems & Telecommunications Team (ISTT) Composition Those individuals knowledgeable in the information systems & telecommunications structures of DGS. The ISTT is activated by a call from the CMT. Purpose Provide the critical technical & telecommunications support functions during the recovery.
Administrative Teams (ADMT) 1 per Organizational Unit
The Administrative Teams (ADMT) are unique to each major organizational unit. ADMT members are those individuals knowledgeable in the administrative functions of their unit.
Provide the critical admin support functions during the recovery.
INST provides services to all teams as needed. The INST is comprised of Central Office individuals knowledgeable in the central administrative functions. Usually found in larger organizations.
Provides support to the Administrative Teams (ADMT), Operational Functions Teams (OFTs) & all other recovery teams. The INST shares common skills & works together to provide Administrative support functions required. They address staff issues, locate needed goods & services, process revenue & make payments as necessary. The INST is activated by a call from the CMT if necessary.
Multiple Operational Functions Teams (OFT) to support the diverse, multiple, critical operations (i.e. business processes). The OFTs include those individuals knowledgeable about specific operations/processes.
Persons on each OFT share skills & work together to fulfill the critical operations/processes. Each team has continuity procedures. All other teams exist to support these teams!
RESPONSIBILITY - Who ensures the COOP is kept current by providing appropriate level of resources in terms of people, time, budget & attention to keep the plan current?
REVIEW FREQUENCY - Reviewed at least 1/yr. and more frequently if necessitated by major changes to services, service deliveries, organizational structure or management..
USER INVOLVEMENT - Persons from every major organizational unit should be involved.
TRAINING/TESTING - All users will be trained on the COOP 1/yr. Training may vary from meeting discussion to more formal training. Portions will be tested 2/yr. Ensure training or testing is adequately documented.
COOP DISTRIBUTION – The COOP is distributed on a need to know basis to employees. Prior to receiving the COOP or component of the COOP, consider having each person complete a Confidentiality Agreement. All persons receiving COOP or any component of COOP are required to keep the COOP/COOP components away from the workplace in a secure area.
VITA Security Services provides support to agencies in the area of Business Continuity and Disaster Recovery. Currently, some consulting service is available to agencies as they work through their detailed plans.
COOP Systems' myCOOP software is hosted on a VITA server and is available to all agencies to help with the development of a continuity of operations plan. The agreement covers licensing for myCOOP software, which includes a complete package of templates, and a range of training options. The agreement provides for:
o Licenses (one time) for $381.25 per user
o Maintenance (ongoing) for $234.25 per user annually
o Training for users on the software (one day) for $163.50 per user
o Comprehensive workshop on continuity of operations planning (three days) & training for users on the software (one day) for $817.00
Alternate processing services are available to all inscope agencies through the VITA contract with SunGard Availability Services.
As resources are available, additional services will be available.
Contact Barbara Vaughan, [email_address] or (804) 371-5978 for more information on business continuity and disaster recovery planning.
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