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DON’T WAIT FOR DISASTER TO
STRIKE! BE PREPARED WITH
BUSINESS CONTINUITY PLANS

DATA SERVICES DEPTARTMENT

SRIIA TECHNOLOGIES, INC.
BUSINESS CONSULTING
SERVICES
11/19/2013

Developing and Supporting BCPs
Creating a Business Continuity Plan
Presenter: Kevin Williams
Principal – SRIIA Technologies
Consulting Services
Austin, TX
kevin.williams@sriiatech.com
512.694.0237
Learning Objectives


After participating in this session, you will be able to:


Understand the goals of Business Continuity Planning



Understand the components of a Business Continuity plan



Begin your Business Continuity Planning project

11/19/2013
What is a Business Continuity Plan?
•

•

•

Disaster recovery planning is a subset of a larger process
known as business continuity planning and should include
planning for resumption of applications, data, hardware,
communications (such as networking) and other IT
infrastructure.
A business continuity plan (BCP) includes planning for non-IT
related aspects such as key personnel, facilities, crisis
communication and reputation protection, and should refer to
the disaster recovery plan (DRP) for IT related infrastructure
recovery / continuity
Source: http://en.wikipedia.org/wiki/Disaster_recovery

11/19/2013
Remember this Terrible Day?
•

Hurricane Katrina
•

Hurricane Katrina was the deadliest and most
destructive Atlantic tropical cyclone of the 2005
Atlantic hurricane season. It was the costliest natural
disaster, as well as one of the five deadliest
hurricanes, in the history of the United States. Among
recorded Atlantic hurricanes, it was the sixth strongest
overall. Total property damage was estimated at
$81 billion (2005 USD), nearly triple the damage
brought by Hurricane Andrew in 1992.
11/19/2013
FEMA Grant Helps Restore New
Orleans' Katrina-Damaged Archives
•

Release date: FEBRUARY 3, 2012 - Release
Number: 1603-963

•

NEW ORLEANS, La. -- The Federal Emergency Management Agency
announced today approximately $1.7 million in public assistance
funding to restore New Orleans Notarial Archives’ book volumes and
historical records damaged during Hurricane Katrina.

•

“The Katrina-affected materials contain the original evidence of
transactions involving land transfers, business agreements, mortgages,
estates, agency rulings and other agreements relating to Orleans
Parish properties. The volumes, which date from approximately 1965
to 2005, are critical for use in title examinations and serve as a rich
supply of primary source materials for historical research on their
period.
11/19/2013
Dilbert on Disaster Recovery
Is this your current plan?

11/19/2013
What is a BCP?
•

It is a plan that gives a recovery team the
information it needs to:
•
•
•

Recover from a disaster
Continue the business operations
Return to normal operations

11/19/2013
How is the BCP Used?
•

•
•

•

As a ready reference for all information needed
during the recovery phase following a disaster
Lists strategies & priorities for recovery
Lists contact information for recovery assistance &
personnel
Outlines the stages and flow of the recovery
process

11/19/2013
General Overview
•

General Overview of the Organization
•
•
•
•
•
•
•

Managers & contact information
Assembly sites—evacuation & alternate
BCP coordinators & contact information
Recovery site information
Critical dependencies
Important deadlines
Important agreements

11/19/2013
General Overview (cont’d)
•

Recovery Strategies
•

•

•

•

Address the priority that you wish to use to recover
your information assets
Include the identification of the assets, their location,
and why important
Establish the strategy to follow for several days during
the recovery
Uses the Vital Records plan to establish those
priorities.

11/19/2013
Initial Response / Escalation
Procedures
•

Notification checklist
•
•

Who do you call? What are their numbers?
In what priority do you call?
•
•
•

•
•

Declaration Procedures
Initiate Evacuation Procedures
•
•
•

•

Security / 911
Building Management?
Department Manager?

Account for all Personnel
Alert recovery site
Assess severity of situation

Activate Recovery Team
11/19/2013
Declaration Procedures
•

•
•

•

Determine procedures for when to declare a
disaster
Determine who can declare a disaster
Establish local, regional Authorities and contact
info
If you must activate a hotsite, make sure these
persons can also activate that site through the
vendor

11/19/2013
Organizational Recovery Teams –
Roles & Responsibilities
•

Management Team - Planning
•

•

•
•
•

Appoints business recovery coordinator to oversee
plan development & maintenance
Confirms essential functions & acceptable downtime
for recovery efforts
Approves alternate site / relocation decisions
Sets test objectives—requirements to be met
Reviews test results, ensures corrective measures are
detailed and actions taken
11/19/2013
Alternate Site
•

Notification
•
•
•
•
•

•

Personnel
Applications support / tech support
Administrative areas (mail, etc.)
Key customers
Critical vendors

Periodically report status to management

11/19/2013
Alternate Site (cont’d)
•

First, consider the following issues risk managers
commonly address in developing alternate site strategies
as part of overall business continuity planning programs:
•
•

•

Employee comfort. Risk managers are growing more concerned
and increasingly thoughtful about employees during crises.
Location, location, location. Alternate site solutions that require
significant travel can necessitate substantial expense in
providing employee transportation and remote
accommodations.
Fast recovery time balanced with a reasonable budget.
Customers are looking to restore their data and business
functions promptly, but without placing undue strain on
financial resources. Internal 'hot sites' are preferred by some
corporations, but after staffing and accounting for space and
technology upgrades, can wind up costing significantly more.
11/19/2013
Establish Requirements
•

Requirements Matrix – lists of what you need
•
•

How much staffing required?
Equipment needed? Make, Model & Speed
•
•

•

•

Computers, fax machines, data lines, printers
Desks, chairs, cabinets, etc.
Forms, office supplies

Software needed? (This is where Cloud Computing, SaaS
type services become very tactical in a compelling BCP.)
•
•

Any software critical to your function, not commonly found in
other departments
Help to bring it up and running – tech support people
11/19/2013
Business Critical Records
•

Where are they located?
•

•
•

Can anyone find them– firemen, 1st responders, etc.?
Can you contact off-site storage?
•

•
•

•

Best practices suggest CRM records management

(Working with your hard-copy and digital storage providers
is critical for successful BCP planning).

Do you know what to order?
Keep a list of your business critical records, locations,
accessibility with your BCP
Keep it updated!
11/19/2013
Establish Recovery Procedures
•
•

Procedures to Activate Teams
Establish new telecommunications
•
•
•

•

Platform restoration
•
•

•

Voice recovery
Data recovery
Vendor connectivity
Server applications
Desktop applications / WAN

Retrieval of Business Critical Records
11/19/2013
Establish Recovery Procedures
•

Reconstruction Procedures
•
•
•
•
•

Interim operating procedures
Validating restored applications
Identifying & re-entering lost transactions
Processing backlogged work
Alternate processing procedures
•
•

•

Logon procedures
Voice mail instructions
Printer selections, etc.
11/19/2013
Develop Calling Lists
•

You will need help to recover—don’t be afraid to
ask for help
•
•

•

•

Applications support – vendors, companies
Personnel – others at your company / office who
might be able to help
Customers need to be informed- (Public Service
Announcements for government offices)
Vendors – can supply needed materials, equipment

11/19/2013
Creating a Business Continuity Plan

Tactical Discussions

11/19/2013
Deciding goals for operational
continuity?
•

•

•

•

What are your organizations key business
processes?
How long can your org survive without these
operations business process?
Do manual methods make time to restore less
critical?
Do you have any processes with very little
tolerance for downtime?

11/19/2013
Decide Criteria for invoking the plan
•

•

What is the maximum amount of time a process
can be unavailable before action must be taken?
At what point does the cost of executing the plan
become secondary to the outage?

11/19/2013
Critical Business Process Recovery
Section
•
•
•
•
•
•

Critical Business Process Workflow
Physical Plant Related Recovery Plans
IT Related Recovery Plans
People Related Recovery Plans
Assignments and Execution
Preconditions / Preventative Plans

11/19/2013
Critical Business Process Workflows
•

•

•

Use the process workflow that was developed
through a “Discovery” methodology as outlined in
the earlier sections
Make sure the workflow shows enough detail that
someone who isn’t you can understand!
Be sure to identify critical systems and applications
used in the transactions
Physical Location Recovery Related
Plans
•
•
•
•
•
•

Office space?
Lights?
Heat / AC?
Power?
Water?
Delivery Transportation?

11/19/2013
IT Related Recovery Plans
•
•
•
•
•

Hardware?
Power?
Internet?
Email?
Phone Service?

• Applications (got
media and a license
key?)
• Data Recovery from
Backup? (Do you have
backups offsite?)
• Tech support contact
information?
Technology Time out:
Consider Hosting, ASP or SaaS
•

•

•

Consider preventing server disasters by owning and
maintaining as few as possible
Consider a provider that will be contractually
bound to 99%+ uptime for your critical services
without your efforts
Ideas to look into:
•
•

ASP or SaaS from your software vendor
Rackspace (Managed service provider)

11/19/2013
People Related Recovery Plans
•
•
•
•

•

Who knows how to contact vendors?
Who knows how to cut payroll checks?
Who knows how to process credit card payments?
Is there more than one person who can perform
each critical business transaction?
Do you have cell phone numbers to reach
employees / volunteers / service providers?
Assignments and Execution
•

•
•
•

•
•

What steps need to be taken to restore this
process?
Who has the authority with vendors to do so?
Who has the required knowledge or training?
Is there a backup operator to execute this plan if
the primary is unavailable or unreachable?
Who can make the decision to enact the plan?
Assign roles and communicate expectations to staff
11/19/2013
Required Preconditions / Preventative
Plans
What needs to be part of your regular operating
plan to enable your disaster recovery plans?
• Set these actions in motion as part of your finished
recovery plan
Example:
• Its really hard to restore from backup tapes if they
are burned in an office fire or submerged under
water.
•

11/19/2013
Technology Time out:
Cloud Backup Solutions
Example of cost :
Amazon S3 $0.15 / GB / month
•

Don’t want to “Roll your own” try one of these:
•

•
•
•

www.crashplan.com
www.jungledisk.com
www.spideroak.com
www.barracuda.com
Testing The Plan
•

•

•
•

Test each business process in your section when
finished and at least annually after that!
Make sure that your interactions with your vendors
work as planned
Streamline your plan based on your test results
It is unlikely your plan will work exactly as you have
planned it, do not be disappointed and focus on
making corrections for the next test.

11/19/2013
Plan Maintenance
Review your business processes at least annually
• Update the processes for changes in how things
work
Examples:
• Did you add new software applications?
• Add new vendors you rely on?
• Are there new processes or services to constituents
you need to protect?
•
Resources
•

Technical References –

•

PRISM
DR Reference
Disaster Planning: What Organizations Need to Know to
Protect Their Tech (Webinar)
Disaster Planning: FEMA Reference
ARMA Resources
ARMA Resources

•

http://en.wikipedia.org/wiki/Disaster_recovery

•
•
•

•
•

11/19/2013

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Don’t wait for Disaster to Strike! Be Prepared with Business Continuity Plans

  • 1. DON’T WAIT FOR DISASTER TO STRIKE! BE PREPARED WITH BUSINESS CONTINUITY PLANS DATA SERVICES DEPTARTMENT SRIIA TECHNOLOGIES, INC. BUSINESS CONSULTING SERVICES 11/19/2013 Developing and Supporting BCPs
  • 2. Creating a Business Continuity Plan Presenter: Kevin Williams Principal – SRIIA Technologies Consulting Services Austin, TX kevin.williams@sriiatech.com 512.694.0237
  • 3. Learning Objectives  After participating in this session, you will be able to:  Understand the goals of Business Continuity Planning  Understand the components of a Business Continuity plan  Begin your Business Continuity Planning project 11/19/2013
  • 4. What is a Business Continuity Plan? • • • Disaster recovery planning is a subset of a larger process known as business continuity planning and should include planning for resumption of applications, data, hardware, communications (such as networking) and other IT infrastructure. A business continuity plan (BCP) includes planning for non-IT related aspects such as key personnel, facilities, crisis communication and reputation protection, and should refer to the disaster recovery plan (DRP) for IT related infrastructure recovery / continuity Source: http://en.wikipedia.org/wiki/Disaster_recovery 11/19/2013
  • 5. Remember this Terrible Day? • Hurricane Katrina • Hurricane Katrina was the deadliest and most destructive Atlantic tropical cyclone of the 2005 Atlantic hurricane season. It was the costliest natural disaster, as well as one of the five deadliest hurricanes, in the history of the United States. Among recorded Atlantic hurricanes, it was the sixth strongest overall. Total property damage was estimated at $81 billion (2005 USD), nearly triple the damage brought by Hurricane Andrew in 1992. 11/19/2013
  • 6. FEMA Grant Helps Restore New Orleans' Katrina-Damaged Archives • Release date: FEBRUARY 3, 2012 - Release Number: 1603-963 • NEW ORLEANS, La. -- The Federal Emergency Management Agency announced today approximately $1.7 million in public assistance funding to restore New Orleans Notarial Archives’ book volumes and historical records damaged during Hurricane Katrina. • “The Katrina-affected materials contain the original evidence of transactions involving land transfers, business agreements, mortgages, estates, agency rulings and other agreements relating to Orleans Parish properties. The volumes, which date from approximately 1965 to 2005, are critical for use in title examinations and serve as a rich supply of primary source materials for historical research on their period. 11/19/2013
  • 7. Dilbert on Disaster Recovery Is this your current plan? 11/19/2013
  • 8. What is a BCP? • It is a plan that gives a recovery team the information it needs to: • • • Recover from a disaster Continue the business operations Return to normal operations 11/19/2013
  • 9. How is the BCP Used? • • • • As a ready reference for all information needed during the recovery phase following a disaster Lists strategies & priorities for recovery Lists contact information for recovery assistance & personnel Outlines the stages and flow of the recovery process 11/19/2013
  • 10. General Overview • General Overview of the Organization • • • • • • • Managers & contact information Assembly sites—evacuation & alternate BCP coordinators & contact information Recovery site information Critical dependencies Important deadlines Important agreements 11/19/2013
  • 11. General Overview (cont’d) • Recovery Strategies • • • • Address the priority that you wish to use to recover your information assets Include the identification of the assets, their location, and why important Establish the strategy to follow for several days during the recovery Uses the Vital Records plan to establish those priorities. 11/19/2013
  • 12. Initial Response / Escalation Procedures • Notification checklist • • Who do you call? What are their numbers? In what priority do you call? • • • • • Declaration Procedures Initiate Evacuation Procedures • • • • Security / 911 Building Management? Department Manager? Account for all Personnel Alert recovery site Assess severity of situation Activate Recovery Team 11/19/2013
  • 13. Declaration Procedures • • • • Determine procedures for when to declare a disaster Determine who can declare a disaster Establish local, regional Authorities and contact info If you must activate a hotsite, make sure these persons can also activate that site through the vendor 11/19/2013
  • 14. Organizational Recovery Teams – Roles & Responsibilities • Management Team - Planning • • • • • Appoints business recovery coordinator to oversee plan development & maintenance Confirms essential functions & acceptable downtime for recovery efforts Approves alternate site / relocation decisions Sets test objectives—requirements to be met Reviews test results, ensures corrective measures are detailed and actions taken 11/19/2013
  • 15. Alternate Site • Notification • • • • • • Personnel Applications support / tech support Administrative areas (mail, etc.) Key customers Critical vendors Periodically report status to management 11/19/2013
  • 16. Alternate Site (cont’d) • First, consider the following issues risk managers commonly address in developing alternate site strategies as part of overall business continuity planning programs: • • • Employee comfort. Risk managers are growing more concerned and increasingly thoughtful about employees during crises. Location, location, location. Alternate site solutions that require significant travel can necessitate substantial expense in providing employee transportation and remote accommodations. Fast recovery time balanced with a reasonable budget. Customers are looking to restore their data and business functions promptly, but without placing undue strain on financial resources. Internal 'hot sites' are preferred by some corporations, but after staffing and accounting for space and technology upgrades, can wind up costing significantly more. 11/19/2013
  • 17. Establish Requirements • Requirements Matrix – lists of what you need • • How much staffing required? Equipment needed? Make, Model & Speed • • • • Computers, fax machines, data lines, printers Desks, chairs, cabinets, etc. Forms, office supplies Software needed? (This is where Cloud Computing, SaaS type services become very tactical in a compelling BCP.) • • Any software critical to your function, not commonly found in other departments Help to bring it up and running – tech support people 11/19/2013
  • 18. Business Critical Records • Where are they located? • • • Can anyone find them– firemen, 1st responders, etc.? Can you contact off-site storage? • • • • Best practices suggest CRM records management (Working with your hard-copy and digital storage providers is critical for successful BCP planning). Do you know what to order? Keep a list of your business critical records, locations, accessibility with your BCP Keep it updated! 11/19/2013
  • 19. Establish Recovery Procedures • • Procedures to Activate Teams Establish new telecommunications • • • • Platform restoration • • • Voice recovery Data recovery Vendor connectivity Server applications Desktop applications / WAN Retrieval of Business Critical Records 11/19/2013
  • 20. Establish Recovery Procedures • Reconstruction Procedures • • • • • Interim operating procedures Validating restored applications Identifying & re-entering lost transactions Processing backlogged work Alternate processing procedures • • • Logon procedures Voice mail instructions Printer selections, etc. 11/19/2013
  • 21. Develop Calling Lists • You will need help to recover—don’t be afraid to ask for help • • • • Applications support – vendors, companies Personnel – others at your company / office who might be able to help Customers need to be informed- (Public Service Announcements for government offices) Vendors – can supply needed materials, equipment 11/19/2013
  • 22. Creating a Business Continuity Plan Tactical Discussions 11/19/2013
  • 23. Deciding goals for operational continuity? • • • • What are your organizations key business processes? How long can your org survive without these operations business process? Do manual methods make time to restore less critical? Do you have any processes with very little tolerance for downtime? 11/19/2013
  • 24. Decide Criteria for invoking the plan • • What is the maximum amount of time a process can be unavailable before action must be taken? At what point does the cost of executing the plan become secondary to the outage? 11/19/2013
  • 25. Critical Business Process Recovery Section • • • • • • Critical Business Process Workflow Physical Plant Related Recovery Plans IT Related Recovery Plans People Related Recovery Plans Assignments and Execution Preconditions / Preventative Plans 11/19/2013
  • 26. Critical Business Process Workflows • • • Use the process workflow that was developed through a “Discovery” methodology as outlined in the earlier sections Make sure the workflow shows enough detail that someone who isn’t you can understand! Be sure to identify critical systems and applications used in the transactions
  • 27. Physical Location Recovery Related Plans • • • • • • Office space? Lights? Heat / AC? Power? Water? Delivery Transportation? 11/19/2013
  • 28. IT Related Recovery Plans • • • • • Hardware? Power? Internet? Email? Phone Service? • Applications (got media and a license key?) • Data Recovery from Backup? (Do you have backups offsite?) • Tech support contact information?
  • 29. Technology Time out: Consider Hosting, ASP or SaaS • • • Consider preventing server disasters by owning and maintaining as few as possible Consider a provider that will be contractually bound to 99%+ uptime for your critical services without your efforts Ideas to look into: • • ASP or SaaS from your software vendor Rackspace (Managed service provider) 11/19/2013
  • 30. People Related Recovery Plans • • • • • Who knows how to contact vendors? Who knows how to cut payroll checks? Who knows how to process credit card payments? Is there more than one person who can perform each critical business transaction? Do you have cell phone numbers to reach employees / volunteers / service providers?
  • 31. Assignments and Execution • • • • • • What steps need to be taken to restore this process? Who has the authority with vendors to do so? Who has the required knowledge or training? Is there a backup operator to execute this plan if the primary is unavailable or unreachable? Who can make the decision to enact the plan? Assign roles and communicate expectations to staff 11/19/2013
  • 32. Required Preconditions / Preventative Plans What needs to be part of your regular operating plan to enable your disaster recovery plans? • Set these actions in motion as part of your finished recovery plan Example: • Its really hard to restore from backup tapes if they are burned in an office fire or submerged under water. • 11/19/2013
  • 33. Technology Time out: Cloud Backup Solutions Example of cost : Amazon S3 $0.15 / GB / month • Don’t want to “Roll your own” try one of these: • • • • www.crashplan.com www.jungledisk.com www.spideroak.com www.barracuda.com
  • 34. Testing The Plan • • • • Test each business process in your section when finished and at least annually after that! Make sure that your interactions with your vendors work as planned Streamline your plan based on your test results It is unlikely your plan will work exactly as you have planned it, do not be disappointed and focus on making corrections for the next test. 11/19/2013
  • 35. Plan Maintenance Review your business processes at least annually • Update the processes for changes in how things work Examples: • Did you add new software applications? • Add new vendors you rely on? • Are there new processes or services to constituents you need to protect? •
  • 36. Resources • Technical References – • PRISM DR Reference Disaster Planning: What Organizations Need to Know to Protect Their Tech (Webinar) Disaster Planning: FEMA Reference ARMA Resources ARMA Resources • http://en.wikipedia.org/wiki/Disaster_recovery • • • • • 11/19/2013