Input / Output of a Business Continuity Plan

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					Business Continuity
Plan Implementation

  Office of Business Continuity
This page is intentionally left blank
Business Continuity Plan Implementation Guide
                           Table of Contents


Presentation Slides


Section 1


       Sustainable Planner User Quick Reference Guide


Section 2


       Business Impact Analysis Survey Reference Guide


       Information Resources Survey Reference Guide



Section 3


       UT Southwestern Supply List



Section 4


       UTSW Information Resources Application List




Table of Contents
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Building Departmental Business Continuity Plans
Phase 1 Kick-Off Meeting
November, 2008


                                       Office of Business Continuity




         Agenda
          Introductions
          Purpose of Business Continuity
          What’s In My Plan?
          Implementation Steps




                                       Office of Business Continuity




         Introductions
            Welcome




                                       Office of Business Continuity




                                                                       1
Purpose of Business Continuity



                                    Office of Business Continuity




     Office of Business Continuity Roles

        What is our unit’s responsibility?
          In isolated disasters, our business
           process is to restore yours- as soon as
           possible
          During larger disasters, our role is to
           coordinate restoring campus operations
           as soon as possible.
          Aid departments in preparing for
           disasters through creation of Business
           Continuity Plans

                                    Office of Business Continuity




What’s In My Plan?



                                    Office of Business Continuity




                                                                    2
What Will My BCP Include?
   What Must Be Done
       The steps that must be taken to
        minimize the impact of the event upon
        your operations
   Who Will Do It…
       The roles & responsibilities of the
        personnel assigned to the recovery
        effort
   When It Must Be Done
       A timeline for executing the strategies in
        the plan
                                  Office of Business Continuity




What Will My BCP Include?

   Development of Business Unit
    Recovery Team (BURT)
       Employees from your office, clinic or
        laboratory charged with leading your
        recovery effort.
 Work-Around Procedures
 Inventory or Photographic Catalogues
  of your Unit


                                  Office of Business Continuity




How BC Plans Are Built
 Users input answers to survey
  questions (BIA)
 Users upload internal operating
  procedures or processes
 UTSW Office of Business Continuity
  develops global documents




                                  Office of Business Continuity




                                                                  3
     How Will We Do This?
        Your Departmental Unit will complete a
         Business-Impact Analyses
            Business Continuity Survey
                 Enter in BIA data via an electronic survey that
                  focuses on continuity issues
            Information Resource Survey
                 Enter in Software Application and hardware
                  information
                       Criticality
            The Office of Business Continuity and
             Information Resources will follow up with you if
             additional information is required.
        The survey and interview derived data will
         be used to print your BCP

                                                   Office of Business Continuity




Implementation



                                                   Office of Business Continuity




     Implementation Steps
      User Training
      Understand the Surveys
            UTSW BR Survey 2.0
            IR/DR Survey 1.0
      Department Planning Meeting
      Gather Information




                                                   Office of Business Continuity




                                                                                   4
User Training



                                                    Office of Business Continuity




      Logging into Sustainable Planner


                                                                 3
1. User ID/Password
2. Lost Password
3. SP Assistant

                                        1
                                                          2
                      Your initial Login:
     Username- “Your UTSW Login” (ex. SMATH7)
     Password- 123456*
          *Change your password on initial login!

                                                    Office of Business Continuity




                   The SP Dashboard
                                                                         3
                                            4       5




                                    1

                                                            1. My Surveys
                                                            2. My Documents
                                                            3. SP Assistant
                                        2                   4. Change
                                                              Password
                                                            5. Sign-off



                                                    Office of Business Continuity




                                                                                    5
                       Taking a Survey



                              BCP User Activities
                                 Select the survey you wish to
                                  take




                                              Office of Business Continuity




                           1
                                                      1
                                         1. Navigation
                                         2. Survey Page Overview
                   2                     3. Survey Page Instructions
                                         4. Pop-Up Headings
                                                      1. Navigation
                               3
             4




5. Add Page Note
6. Update Page         5   6
7. Navigation
8. Spell Check
                           7         8
                                              Office of Business Continuity




Survey Discussion- UTSW BR Survey 2.0



                                              Office of Business Continuity




                                                                              6
Departmental Business Units
   Intended to be a description of a clinic, an
    office, a research laboratory that needs its
    own unique Business Continuity Plan (BCP)
   Although there may be a Department of
    Neurology, there will most likely be three
    unique BCPs:
       Laboratory
       Administration
       Clinic



                                        Office of Business Continuity




Primary Process
   A vital or critical function that is the
    primary purpose of a business unit.
    Without that process, a business unit
    cannot operate or remain viable.
   Depending on the length of the
    interruption, the business unit could suffer
    serious financial, legal, regulatory
    damages/penalties.
   Examples of primary processes:          See Sample
                                             Primary
       Processing payroll                             Processes
       Patient Examination / Treatment
       Culturing of bacteria, viruses, cells

                                        Office of Business Continuity




Input Dependencies
 Any item or information provided to
  your business unit that enables you to
  complete your primary process.
 For example:
       If one of your primary processes is
        “Repair Order Processing”, then one of
        your dependencies would be the receipt
        of Interdepartmental Requests Forms.



                                        Office of Business Continuity




                                                                        7
Output Dependencies
 Any information, reports, services
  developed by your business unit and
  provided to another department
  (internal or external)
 For example:
     Annual Report
     Monthly Clinical Report
     Transaction Receipts




                                       Office of Business Continuity




Work from Home
   Assume that work from home
    is possible when answering
    certain questions.
   Procedures cover the various
    means of accessing
    information remotely from a
    computer and the various
    applications or networks
    available for this same
    purpose.
   Any work from home option
    must first be approved in a
    real disaster event but can be
    planned for in advance.

                                       Office of Business Continuity




Alternate Location
                          This section provides the
                           steps to take should a
                           disaster occur to the facility
                           where the department team
                           is located.
                          Addresses issues with
                           Alternate worksites and
                           needed supplies/equipment
                          Any alternate location option
                           must first be approved in a
                           real disaster event but can
                           be planned for in advance.



                                       Office of Business Continuity




                                                                       8
Survey Discussion- IR/DR Survey 1.0



                                                 Office of Business Continuity




     IR/DR Survey

          The DR survey is specific to the
           Information Resources
             Computers    Systems
                  Workstations
                  Servers
             Applications
                  Software
                      Dependency

          Completed by IT person, if applicable
             Send   the name to Shane or myself



                                                 Office of Business Continuity




        Taking a IR/DR Survey



                                 Select the IT-DR survey
                                 Select the IT-DR survey
                                        Short (6 or less pages)




                                                 Office of Business Continuity




                                                                                 9
     Taking IR/DR Survey (Cont.)



                        Provide information about:
                                Software
                                Hardware




                                            Office of Business Continuity




     Contact Information for Disaster
     Recovery Survey
        Ví Nash x50903
           IR Disaster Recovery Manager




                                            Office of Business Continuity




Department Planning Meeting



                                            Office of Business Continuity




                                                                            10
     Department Planning Meeting
          Identify the Business Unit Team Leader,
           Alternate Team leader (s), and a BC Plan
           Coordinator
          Introduce the purpose and format of Business
           Continuity planning
          Define the scope of the department’s plan and
           identify possible business-units that may need
           to be separated out. (i.e. Divisions)
          Discuss the various primary processes of the
           business unit and any specific needs that need
           to be addressed in the plan
          Outline the various pieces of the BCP that will
           need completion
          Inform your team of the target deadline for
           completion

                                         Office of Business Continuity




Gathering Information



                                         Office of Business Continuity




     Gather Information
        The survey requires your input of
         information specific to your unit
        Review the survey once prior to
         gathering information
        If beneficial, meet with leaders in your
         department to discuss the survey, what
         it is asking, and where you can get the
         necessary information




                                         Office of Business Continuity




                                                                         11
   Gather Information
      Gather the following items to enable
       your efficient completion of the
       survey
        Primary Processes
        Input Dependencies
        Output Dependencies
        List of Vital Records
        List of Contracts




                                         Office of Business Continuity




   Gather Information (Cont’d)
      Gather the following items to enable
       your efficient completion of the
       survey
          Types of Internal/External Personnel
             Their   Work-From-Home capabilities
        Critical Equipment Needed
        Critical Supplies Needed
        Employee Contact Information List
        Vendor Contact Information List
        List of Software Applications/ Databases


                                         Office of Business Continuity




Next Steps…


                                         Office of Business Continuity




                                                                         12
How do we proceed from here?
   Log into Sustainable Planner
   Review your surveys
   Arrange a 1-hour Business Continuity
    Planning meeting with our team
   Gather your information
   Complete the surveys by January 31, 2009




                                     Office of Business Continuity




Help Desk Contact Information
   Shane Mathew x81091
       Manager
   Rob Holman x80726
       Sr. Business Continuity Planner
   Dora Vasquez x80765
       Sr. Business Associate
   Brian McDonough x80723
       Emergency Management Planner
   Vi Nash x50903
       IR Disaster Recovery Manager

                                     Office of Business Continuity




                                                                     13
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                                                    Sustainable Planner
                                                   User Quick Reference
                                                           Guide

                                                    Dashboard
Applications Web Address
                                                    The main SP dashboard allows you to
http://sw2k3splanner.swmed.org                      navigate the systems. From here, you
                                                    can view “My Surveys”, view “My
                                                    Documents”, obtain help from the SP
My SP account                                       assistant, change your password, or log
                                                    off.




Accessing My SP account
Using your User ID and password, log on to
Sustainable Planner (which will be their LDAP
login plus password "123456" for new users).
If this is your first log on or if it has been a
while since you last accessed Sustainable
Planner, you may be prompted to change your
password.
If you have forgotten your password, click on
Lost Password. You will be prompted to enter
your User ID. Once entered, an email will be       My Surveys
sent to you containing your password.
                                                   Only the survey assigned to you will
Once you are logged on, your Dashboard will        show up on the dashboard. Select
display a survey list under My Surveys. Click
on the hyperlink to the survey you wish to
                                                   by clinking the hyperlink of the
complete.                                          survey that you wish to complete.
SP Assistant                                         Completing the Survey
The SP Assistant is a help tool available to
users. To access this functionality, click the      When you have completed the survey,
“ ” icon at the top of the dashboard.               the next step is to validate it. Validation
                                                    scans your survey and checks for any
Remember! At any time you may call the              errors. To start the validation process,
 Navigating Your Survey
Office of Business Continuity for content or tech   click “Finish”, then “Validate”.
support!

 Navigating Through Your Survey

 Navigating through the survey is easily
 done through the page buttons or the
 drop-down box, which are avaible at the
 top and bottom of the screen.



 This tool bar also allows you to check for
                                                    Printing a Report
 spelling, return to the dashboard, and             After you complete a survey and
 finish and validate the survey.                    uploaded any user documents, you can
                                                    generate your business continuity report.
                                                    To do so, click “Reports” next to
 Updating Your Survey
                                                    corresponding survey and then click
 Upon completing a page, SP will save the           “Generate”.
 data you entered. This data will be
 stored and will appear later in the survey.

 If you make changes to the data, click the
 “Update” button on the bottom of the
 page.
 This will ensure your changes will filter to
 the rest of the survey.            SP will         Questions?
 automatically save your data every 15
                                                    For questions or further assistance,
 minutes to ensure no data is lost.
                                                    please contact the Office of Business
                                                    Continuity at:
                                                    Shane Mathew                214-648-1091
                                                    Robert Holman               214-648-0726
 The “Add Page Note” Button is available
 on most pages and will provide a open              Dora Vasquez                214-648-0765
 writing space so that you can add
                                                    Brian McDonough             214-648-0723
 information not covered in the Survey
 drop menus.

                             Office of Business Continuity                              2
                        www.utsouthwestern.edu/business continuity
Business Impact Analysis
Survey Reference Guide
           V.1.1




                           1
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                                        2
                                                    Table of Contents


Login on to SP .................................................................................................................... 4
Survey Page #1 Business Unit Profile ................................................................................ 5
Survey Page #2 Business Unit Overview ........................................................................... 6
Survey Page #3 Worst Case Scenario Defined ................................................................... 7
Survey Page #4 Primary Processes ..................................................................................... 8
Survey Page #5: Input Dependency .................................................................................. 12
Survey Page #6: Input Dependencies – Frequency, Impact, Co-Location ....................... 14
Survey Page #7: Work Output Dependencies – Description and Location ...................... 15
Survey Page #8: Output Dependencies - Frequency, Impacts & Co-location .................. 17
Survey Page #9: Work-in-Progress Impact ...................................................................... 18
Survey Page #10 Vital Records ........................................................................................ 19
Survey Page #11 Contractual and Performance Requirements ........................................ 20
Survey Page #13 Operational Characteristics ................................................................... 21
Survey Page #14 Outage Tolerance - Loss of Business Unit Functionality ..................... 22
Survey Page #15 Business Impact Severity ...................................................................... 23
Survey Page #16 Resource Entry Instructions .................................................................. 24
Survey Page #17 Recovery Resources – Internal ............................................................. 25
Survey Page #18 Recovery Resources - External ............................................................. 26
Survey Page #19 Recovery Resources – Equipment ........................................................ 27
Survey Page #20 Critical Supplies Needed for Recovery ................................................ 28
Survey Page #21 Critical Applications Used .................................................................... 29
Survey Page #22 Telecommunication Services ................................................................ 30
Survey Page #23 Employee Call List ............................................................................... 32
Survey Page #24 Vendor Contact List .............................................................................. 34
Survey Page #25 Recovery Task List and Assignments................................................... 35
Survey Page #27 Instructions for Returning Questionnaire ............................................. 37
Next Steps… ..................................................................................................................... 38




                                                                                                                                   3
Login on to SP
To access the Sustainable Planner software, go to http://sw2k3splanner.swmed.org.

The Login screen will ask for your User ID and Password.




Using your LDAP User ID and the password assigned for Sustainable Planner. (Your
initial log-on password will be "123456"). If this is your first log on or if it has been a
while since you last accessed Sustainable Planner, you may be prompted to change your
password.

If you have forgotten your password, click on Lost Password. You will be prompted to
enter your User ID. Once entered, an email will be sent to you containing your password.
If this does not work, contact the Office of Business Continuity for assistance.

Once you are logged on, your Dashboard (Home Page) will display a survey list under
My Surveys. Click on the hyperlink to the survey you wish to complete.




                                                                                         4
                 UTSW BR SURVEY 2.0 INSTRUCTIONS

REMEMBER! The Office of Business Continuity is available during business
hours to work with you on your survey. We can talk to you on the phone,
arrange an online session while you are at your computer, or arrange a time
that’s beneficial to you to come and meet with you as you complete the survey.
Please contact our office for ANY question or to attain our help!


Survey Page #1 Business Unit Profile
This section outlines the business unit that will complete the plan by providing some
basic information.




Remember to be specific to the departmental unit you are completing the survey for.
Providing detail on the location is important as some units are located in different areas
on campus.

Current BC Planner View: The option that should be selected here is “Full Plan View.”
It will allow you to see all the survey pages.

Name of BCP Coordinator: This is the individual who your department has selected to
coordinate the development and implementation of the Business Continuity Plan for the
department. This is also the person who is principally responsible for completing the
Business Impact Analysis survey in Sustainable Planner.




                                                                                             5
Survey Page #2 Business Unit Overview
This is just a narrative statement that is used to broadly describe your unit’s mission or
function.




Samples included below:

Administrative Dept
The Human Resources department coordinates the recruitment, orientation, hiring /
termination processes for UT Southwestern. In addition, issues related to compensation,
benefits, organizational development and employee relations are handled by this
department.

Laboratory
The Repa Lab is a basic biological research laboratory comprised of students,
postdoctoral fellows, and technicians. In addition to training young scientists, our efforts
result in elucidating biological processes that impact metabolic disease, using studies that
entail biochemical/in vitro methods, cell culture systems, and small animal models of
disease.

Clinic
The UT Southwestern Nephrology Division offers comprehensive care for patients with
the entire spectrum of kidney disease. Specialty care for common and uncommon causes
of kidney disease including genetic diseases is delivered by full-time faculty members
with broad expertise in kidney disease.

Inpatient and outpatient consultation services for chronic kidney disease patients as well
as maintenance renal replacement therapy by dialysis or transplantation is coordinated by
our Nephrology Division offices.




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Survey Page #3 Worst Case Scenario Defined
Page #3 provides a brief description of an emergency or disruption that should be
considered as you take this survey. Keep in mind:
       How will you notify staff?
       What forms of communication will you use?
       Would you re-assign your staff to work from alternate locations?
       Will you shift some / all of your workload to similar departments within UT
       Southwestern?
       Have your data files and critical records have been backed up (offsite)?
       Are your applications identified and prioritized?
       How long can your department be down before the service disruption is
       unacceptable to:
           o Other business units
           o Your clients (if a clinic)
           o Your grantors, publications, new grant applications (if a lab)

The answers you now provide will help you develop a business continuity plan that
answers some of the questions during a business disruption




                                                                                     7
Survey Page #4 Primary Processes
These processes are the purposes, the missions of your office, laboratory, or clinic. They
are the activities that you would need to reconstitute if you had to operate in a different
building. For the most part, they are the core functions of your office.

To provide some additional perspective when selecting the processes of your business
unit, put yourself in the position of having to plan for a “grand opening” and all that you
would need to consider when planning to open for the first time.

You would need to identify your key activities, equipment needs, contact information,
supplies, etc. For this page of the survey, we only need you to identify the core functions
and then provide a description of those functions, and we will investigate the other items
later in the survey.




How should you determine the primary processes for your business unit?

Begin by comprising a list of every action (no matter how insignificant it may seem)
conducted on a daily basis in your business unit. Then add other processes that may be
conducted on a weekly, monthly, quarterly, and / or annual basis.

These will be listed in your Sustainable Planner section on Primary Processes. You can
enter every single process, it might be more beneficial to analyze your list and choose
only those that are the core functions of your office, laboratory, or department.




                                                                                          8
What are some samples of primary processes?

Laboratory
          Culturing of bacteria, viruses and cells
          Preparation of standard media and solutions
          Disposal of hazardous waste
          Data Storage and Retrieval
          Care of Animals
          Purchase of consumables
          Perform laboratory research requiring use of controlled substances
          Access and/or use of select agents or other potentially hazardous materials
          Preparing and filing grant applications based on preliminary research
          Preparing research articles for publication
          Processing, approving, and submitting research articles for publication

Financial
            Routinely authorized, initiates or approves transfer of funds or expenditures in
            excess of $1500 per week
            Routinely authorized, initiates or approves disbursements of University assets
            or adjustments to University Receivable accounts
            Replacement checks
            FICA Deposit for client employed provider program
            Payroll advances
            Account receipt and expenditure verification
            Discharge funds for institution clients
            Mail-general
            Contract payments to Title 5 Contractors
            Contract payments to IIS
            Monthly estimate for Title 14 funds
            Invoice payments

Administrative
         Provide Information Referral, Assistance to clients / public
         Ensure safe, functional facilities
         Ensure treatment facilities are able to provide contractually required services
         Ensure functioning telecommunications
         Mail services
         Preparing and filing patent license applications

Human Resources
        Processing personnel actions affecting employee pay
        Processing Criminal History Check requests



                                                                                           9
Document Management
        Adult & child provider billing
        Data entry for service medical claims-hard copy
        Determining medical eligibility for clinical trials
        Technical Assistance coordination – contracts and RFP processing

Medical / Clinical
          Urgent Prior-authorizations for transplant / surgery requests
          Respond to requests for medical records
          Operate RN hotline
          Processing of capitation and FFS claims
          Mandatory federal requirements and / or reporting
          Coordination of managed care plan checks
          Provide medical treatment
          Dispensing of pharmaceuticals
          Provide psychological counseling
          Entering electronically protected health information (EPHI)
          Patient care information captured, stored and accessed for medical treatment
          Front End Claims Processing and Management: When paper or electronic
          claims are received, they are entered into the system (electronic, imaging,
          manual), the claims are stored, if necessary, the documents are printed and
          mailed
          Claims Adjudication and Error Suspense Resolution: The adjudication and
          resolution of all claims documents including error correction and issue
          resolution, workflow scheduling, quality assurance and reporting
          Customer Service: Customer service may be via telephone, email or web-based
          means, and it includes incoming communications as well as outbound calls and
          responses.

Student Affairs
          Advise Student Government
          Advise registered student organizations
          Provide legal consultation for students
          Advise faculty, staff and students on matters related to student conduct
          violations
          Provides faculty supervision for graduate study projects and select internships

Time to serious Impact
If a disaster displaces you from your lab, clinic, or office, there is no option called, “Do
Nothing.” At some point, your unit will be rebuilt, relocated, or completely restored.
The actual question is how expensive will that process be. The University will most
likely not pay employees to do nothing for months and employees may begin to look at
positions with other units or even outside the UT Southwestern family. External contacts
(like patients or collaborative partners) may also begin looking elsewhere to satisfy their


                                                                                         10
needs. You may not meet critical reporting deadlines or application deadlines because
your revenue streams, data streams, patient volumes are all offline.

How long can you be down before there is a serious impact to the viability of your
business unit? Unless you have a direct revenue stream (like some of our clinics), your
impacts will most likely be estimates from your perspective. Your unit may provide
some tangible product, report, or service to other parts of the campus community and
your downtime may have a serious impact on that part of campus.

From your unique perspective, please choose a timeline as to when your unit will have a
serious impact as a result of being offline.




If further description is needed, use the Page Note feature. More detail will enable you
and the Business Continuity Office to plan out the best strategies to recover.




                                                                                     11
Survey Page #5: Input Dependency
An input dependency is actually something your business unit receives from another
unit (internal to UT Southwestern or external like a vendor) and is important to one of
your primary processes. For example, if your research lab depends on tissue samples
provided by a patient clinic, then that clinic serves as one of your input dependencies. If
you are an administrative office that must produce a monthly report on department
operations, then the provider of information necessary to write that report would be
considered an input dependency.

In other words, some part of your operation depends on another entity, person, office, etc
for something that is key to your work product. Do not consider equipment / supplies in
this part of the survey as they will be covered later.




Name of Input Provider
Placing this dept name or contact is key because if you are having to restore operations in
an alternative site, without access to your desktop or paper files, you will need to be able
to find these folks to notify them of your situation, where to reach you, and the new
processes for doing business with you.

Input Type & Location
This question is looking for you to designate whether this input is located on campus, or
off campus, if they are a vendor, etc. The location is important to help identify where the
input is coming from. Remember, if your business unit has to recover at an alternate
location, UT Southwestern will need to be able to plan properly so that your “inputs” can
still get to you. Please remember, resuming your operations at an alternate site will


                                                                                         12
change the logistics of how UT Southwestern supports your unit. Knowing this in
advance will enable UT Southwestern to plan appropriately and to allocate scarce
resources quickly and effectively in the midst of the disaster.

Input Time Sensitive
This question seeks to determine how important the input is relative to your ability to
function. If the input comes to you once a month (say a monthly report or collaborative
research samples), then you would most likely choose no. If the input is something that
you receive everyday (i.e. request forms, requisition orders), then it would rate as time
sensitive. By collecting this information, UT Southwestern can better plan to meet your
needs.

During the disaster, resources will be strained and it is more important to devote those
resources to activities with pre-identified priorities and not waste them on issues that are
NOT time sensitive.




                                                                                         13
Survey Page #6: Input Dependencies – Frequency, Impact,
Co-Location
This page asks for some further information about the Input Dependencies that you listed
on the previous page. It will cover frequency of inputs being provided, how it is
provided, and how long you can go without it.




Work Input Frequency
This item seeks to clarify how often you need or receive the inputs from your
dependencies.

How Provided
This question asks how you “get” the information or input. For example, if an item is
brought by interoffice mail, then UT Southwestern will need to work out how to get your
“input” to you in an alternate location. This will require resources, logistics planning, etc
and is far easier for our Office of Business Continuity to plan in advance, than in the
immediate aftermath of a disaster.

Must Be Co-located?
If you currently work closely with an “input provider,” perhaps on the same floor or even
within the same office, then it might be important for your business unit to be co-located
with that provider. If both units are affected by the same disaster, then the answer to this
question will alert us to the need to place you both together in an alternate location. More
importantly, we now must consider the space needs for two units if co-location is
required. If that unit is unaffected by the disaster, then UT Southwestern will need to
work with all parties to facilitate how your impacted unit still gets effective support from
your “input dependency.”




                                                                                          14
Survey Page #7: Work Output Dependencies – Description
and Location
Purpose of this page:
The Office of Business Continuity will need to work with you once you are set-up in a
new location to facilitate your work output. Your “output” may be a service, a series of
reports, the provision of lab media, etc. Whatever the “output” of your unit, it is defined
as a dependency if someone else relies on you to provide it to them.

Once you identify a work output, the survey asks you to select the primary process that is
most closely associated with it.




Name of Input Receiver
This box will ask you to identify the unit or person who relies on the work output of your
business unit in order to do their job. If, for example, you worked in an Animal Research
Center, one of your “work outputs” would be the provision of animals to researchers.
They rely on those animals for their research. So by completing this question, UT
Southwestern is seeking to understand all of the other business units that might be
impacted by the temporary closure of your business unit.

Output Type & Location
This question is looking for you to designate whether this recipient of your output is
located on campus, off campus, if they are a vendor, etc. The location is important to
help identify where the output is going. Remember, if your business unit has to recover
at an alternate location, UT Southwestern will need to be able to plan properly so that
your “outputs” can still get to your recipients. Please remember, resuming your
operations at an alternate site will change the logistics of how UT Southwestern supports
your unit. Knowing this in advance, will enable UT Southwestern to plan appropriately
and to allocate scarce resources quickly and effectively in the midst of the disaster.

Output Time Sensitive
This question seeks to determine how important the output is relative to your ability to
function. If the output is sent out once a month (say a monthly report or collaborative
research samples), then you would most likely choose no. If the output is something that
you send out everyday (i.e. request forms, requisition orders), then it would rate as time
sensitive. By collecting this information, UT Southwestern can better plan to meet your
needs.


                                                                                        15
During the disaster, resources will be strained and it is more important to devote those
resources to activities with pre-identified priorities and not waste them on issues that are
NOT time sensitive.




                                                                                         16
Survey Page #8: Output Dependencies - Frequency, Impacts
& Co-location
This page asks for some additional information about Output Dependencies that you
listed on the previous page. It will cover frequency of inputs being provided, how it is
provided, and how long you can go without it




Work Output Frequency
This item seeks to clarify how often you develop and distribute your outputs to your
dependencies.

How Provided
This question asks how you “send” or “distribute” the information or output. For
example, if an item is sent by interoffice mail, then UT Southwestern will need to work
out how to get your “output” to your recipient from your alternate location. This will
require resources, logistics planning, etc and is far easier for our Office of Business
Continuity to plan in advance, than in the immediate aftermath of a disaster.

Must Be Co-located?
If you currently work closely with an “output recipient,” perhaps on the same floor or
even within the same office, then it might be important for your business unit to be co-
located with that provider. If both units are affected by the same disaster, then the answer
to this question will alert us to the need to place you both together in an alternate
location. More importantly, we now must consider the space needs for two units if co-
location is required. If that unit is unaffected by the disaster, then UT Southwestern will
need to work with all parties to facilitate how your impacted unit will still provide your
“work outputs” to your output recipients.




                                                                                           17
Survey Page #9: Work-in-Progress Impact
Work in Progress is a Business Continuity term for the current level of work product
that is in the process of being completed. For example, if you are compiling the annual
report and you have a number of written documents and calculations in the process of
being organized or summarized, etc, and the disaster impact impacted your workplace,
how long will it take you to “recreate” the work product? Perhaps, you have an original
manuscript for a research paper and it is stored only on your desktop and now, due to the
disaster, you no longer have access to that desktop. How long will it take you to get back
to the point before you lost the “work product?”

Sometimes, due to your processes, your other work efforts cannot move forward without
“recreating” the lost work.




At this point, the survey is asking you to select a primary process and to answer whether
there might be any Work in Progress (WIP) that could be lost. Once you answer in the
affirmative, the survey then asks you whether it can be recreated, it asks you to describe
it, and asks how long it will take you to recreate it. Then it will ask you to provide an
estimate on how much the lost work will cost to recover.

Adverse impact question
This is requesting you to develop an estimate by declaring the staff time (cost per hour)
and the reacquisition of any materials necessary to replace the lost WIP.




                                                                                       18
Survey Page #10 Vital Records
Vital Records are any records, documents, or resources that your business unit needs to
process its work effort. These could be plans, standard operating procedures, key
instructions, etc.

Once you identify a Vital Record, the survey will then ask you to select the primary
process most closely identified with that record, on what type of media the record is
stored, the location is depending on whether its paper or electronic. If you describe the
location as a network location, please choose the pathway option
(Drive:\folder\filename.ext). Then scroll to the bottom of the screen and select “Add
Page Note” and actually place the network pathway in the notes section.

This will at least help Information Resources attempt to track it down if you back up
these key documents on the campus server systems.




How Long?
Once you are able to reconstitute your operations in an alternate location, how long can
you function without access to these vital records. You have a number of options to
choose from. Choosing immediate or 4 or 8 hours will tell UT Southwestern that you
have a critical need for your vital records.

This information will help university administration to make some critical decisions in
the immediate aftermath of a disaster and where to place scarce resources first.




                                                                                      19
Survey Page #11 Contractual and Performance
Requirements
This survey question is seeking to determine whether your business unit is beholden to
any contracts or grants that compel specific performance. In other words, does your
particular business unit have mandatory obligations that must be met. Once UT
Southwestern identifies business units with issues like this, it will again provide a guide
on how to quickly decide where and when to put resources in the early hours of a
disaster.




Contract or Performance Requirements
Please list any contracts or performance requirements that your business unit has with
other internal or external entities.

Primary Process
Please select a primary process that most closely identifies with the specific contract or
performance requirement listed.

Frequency
This question is designed so that you can designate how often you must honor, perform,
or report on the contract.

Type of Penalty
This question will ask you to define what your contract specifies as a potential or explicit
penalty if you fail to honor or perform the requirements of that contract.

Penalty
This open box asks you to further describe the nature of the penalty.

Time to Serious Impact
Please answer this question with regard to how long before the failure to honor a contract
or meet a performance measure will punish your business unit. Will the penalties begin
relatively soon or will they be delayed?

POC Name & POC Phone
This question just asks the business unit to identify the other parties of the contract so that
they can be notified in the aftermath of the disaster.


                                                                                            20
Survey Page #13 Operational Characteristics
This section of the survey is trying to collect data from the entire campus community on
what is produced and how often. Some of the questions will be easily answered by your
unit and for other units, it will seem hard to quantify.




Units of Measure
If you have the capability to quantify some element of your daily operation, this box asks
you to place the measure here. For example, a UT Southwestern clinic might choose the
number of patients it sees on a daily basis (even though that number may fluctuate day to
day) while another department may receive different categories of inventory and could
report each category on a monthly basis. So the clinic may type in the “number of
patients” while the other unit may choose “medical equipment shipments.”

Primary Process
Once you describe a Unit of Measure, the survey then asks you to choose the primary
process that this measurement applies.

Normal Quantity
If you have the capability to quantify the work product of your daily operations, place
that information in this box. It might be an average, or best guess, however it will help
determine how many products or procedures that are being lost during downtime. For
example, a UT Southwestern clinic might choose the number of patients it sees on a daily
basis (even though that number may fluctuate day to day) while another department may
receive and disperse inventory and could report that number on a monthly basis.

Per Unit Time
Indicate the unit of time that your “Normal Quantity,” is completed in.




                                                                                       21
Survey Page #14 Outage Tolerance - Loss of Business Unit
Functionality
This question will help UT Southwestern determine how closely your business unit is
interwoven with other entities and the extent to which those entities will be affected by
your business unit going offline.




Impact Time Frame
You will see a list of item descriptions that on the left side of the survey and you will
need to answer how quickly you’re the identified unit(s) will be impacted by the loss of
your functionality. So in other words, how long before these other entities are directly
affected by the suspension of your normal business operations.




                                                                                      22
Survey Page #15 Business Impact Severity
On this page, you will find you primary processes listed down the left side. This question
is asking you to look at each process and choose which times of the year are the most
important for that particular process.




It may certainly be that every month is critical and that is fine. For others, there are
certain times of the year that business activity is the highest. The survey is asking you to
define your most critical times for each primary process.




                                                                                         23
Survey Page #16 Resource Entry Instructions
This is an explanation page that requires nothing for you to complete but rather it
provides an illustration on how to complete pages 17-19.




It highlights what type of staffing needs will be required after an emergency or
disruption.




                                                                                24
Survey Page #17 Recovery Resources – Internal
This page is asking you to identify and prioritize the various types of personnel your
business unit would need by job title.

This question is attempting to get you to think about the importance of each position in
the aftermath of a business disruption. It will ask you to select the normal level of staff
you have for each job title.




Then it wants to know, for each job title, whether that individual has job duties that can
be conducted from home. If the answer is “Yes”, the survey would like you to identify
how many of the employees with that title are currently equipped to work from home.

Then it would like you determine at what point you would like to bring those employees
back as you begin the process to restore your operations. As the instructions on page 16
indicate, you do not necessarily want all of your employees in the first hours after a
disaster.

At the end of each line, you should select which primary process that those employees are
most closely aligned with.




                                                                                        25
Survey Page #18 Recovery Resources - External
This page is asking you to consider if your business operation.

This question is attempting to get you to think about the importance of each position in
the aftermath of a business disruption. It will ask you to select the normal level of staff
you have for each position.




Then it wants to know, for each position, whether that individual has job duties that can
be conducted from home. If the answer is “Yes”, the survey would like you to identify
how many of the employees with that title are currently equipped to work from home.

Then it would like you determine at what point you would like to bring those employees
back as you begin the process to restore your operations. As the instructions on page 16
indicate, you do not necessarily want all of your employees in the first hours after a
disaster.

At the end of each line, you should select which primary process that those employees are
most closely aligned with.




                                                                                        26
Survey Page #19 Recovery Resources – Equipment
This page is asking you to consider your equipment needs during a disaster. Again, this
question follows a similar format to questions 17-19 calling for the list of equipment, and
the cumulative quantities required.

This question is attempting to get you to think about what equipment will be necessary
for you to quickly restore your primary processes. To get an idea of what equipment your
business unit uses, an inventory report may be obtained from the Materials Management-
Inventory Control. The drop down list is not comprehensive, so please use the Page
Notes section to include specific equipment that is important to your unit.




Normal levels
These are the levels or quantities of equipment that are necessary for your operations on a
routine, ongoing basis. The “Within” fields assess how many of these items would be
required within the days or weeks after a disaster.

Remember that Equipment may be important to multiple primary processes, so you may
check more than one in the last column of the page.

REMEMBER- You may not need the routine level of equipment to get back up and start
operating again. Therefore, try to identify the minimum amount necessary, particularly if
this equipment facilitates the completion of a primary process.




                                                                                        27
Survey Page #20 Critical Supplies Needed for Recovery
Supplies are usually the items that are the most neglected when planning for a disaster
and sometimes are the most essential needs during the recovery phase. Pens and pencils,
for example, are integral to documenting and communicating recovery decisions. Post it
stickies and tape may add value in posting which areas are unsafe. In addition, supplies
which are relevant to labs and clinics- such as patient care forms or disposable gloves,
may need to be purchased or planned for.

Observing what is on or in employees’ desks or reviewing the supplies inventory cabinet
is a good start to compile such list. Once you arrive at a list of supplies, or if you have
one readily available, then determine which supplies would be essential after a disaster
and applicable to your primary processes. Not all supplies will be necessary.




Quantities become very important and may vary by type of supply. Normal supply
counts may be: 100 pens, three reams of paper, and 10 staplers. For recovery purposes,
which falls under the “Within” survey fields, you may only need minimal quantities of
these items. One may also wish to consider the potential of your personnel sharing
supplies. Remember- resources will be limited during recovery of a large scale
disaster.

Also, as the recovery progresses, supply counts may need to increase to correspond to
your increased work or production. For example, more paper than usual may be
necessary within hours or days of an incident, however as individuals’ computers are
restored you may need less.

Acquisition Method
If your area is not accessible or if your area is destroyed you may have to purchase supplies.
Where will these supplies be obtained from? Most departments may identify General Stores as
the main provider. However, a contingency plan to the supply provision becomes very important
in case General Stores are also affected. The various “Acquisition Method” selections are self
explanatory. Any “Other” selection should be explained at the “Add a Note” box at the bottom.

At the end, select which primary processes which these supply needs would apply.


                                                                                           28
Survey Page #21 Critical Applications Used
While a good number of departments utilize the same computer software applications,
such as EPIC, there are other departments that use special applications suited to their
needs.

The field noting “All Computer Applications” requests you, or your departmental IR
staff, to identify all applications that are necessary for your business units’ primary
processes. This is inclusive of internet based, intranet, or department purchased
programs. Also includes basic desk top software, such as Microsoft Access or Excel. To
learn more about your applications and the version or platform pertaining to these
softwares you may want to contact the UT Southwestern IR department.




Time to serious impact
Refers to how long your software may be offline before you start to notice a serious
impact. Serious impact could entail loss of good reputation, loss of credibility to
services, safety issues, loss of revenues, loss of clientele, and other major issues that will
have an impact to your business. Assessing this “time to serious impact” tier is self
explanatory. Do not spend too much time deciding the time tier since these are all basic
best estimate of timeframes.

Remember- At the end select which primary processes depend on the critical
applications functioning.




                                                                                           29
Survey Page #22 Telecommunication Services
Communication services are important during and after a disaster. This page assesses the
types of communications services that your unit may require and its priority. This
information will also be instrumental in determining your relocation requirements. While
this section pertains mostly to Local Area Network (LAN) line capabilities, you may also
note cell phones, pager, radios, and other communication devices on this page. Where
necessary use the “Add a Note” box at the bottom to identify what may not apply or if a
better explanation or description is necessary.




The following is information about the phone lines per the UT Southwestern
Telecommunications section of Information Resources. Further questions should be
addressed to the UT Southwestern IR Telecommunications department.

Local/Long Distance
Select this option if your unit utilizes local or long distance calling into your processes.
Some examples include use of local/long distance to contact insurance providers to verify
coverage, or to call in pharmacy orders, etc. Remember- identify the use of Local/Long
distance as they relate to your primary processes. If your operations can manage without
this, identify the time frame before it becomes an issue. This will help in the relocation
and prioritization of your services when resources are thin.

Inbound 800 Service
There is some selective inbound 800 service for a few departments on campus such as
continuing education. Two of the more important inbound 800 services are for patient
and physician referral services. All these 800 services are ordered through AT&T and
are routed through the university's trunks to specific answering locations on the campus.
The patient and physician referral 800 services are answered by CTCS (the university's
telephone operators) who have backup systems served by more than one HiPath switch in
the event of a switch failure.

Automated Call Distribution and ACD services are heavily used by our clinics, billing
areas and the main telephone operators of the university.



                                                                                         30
Other
The university also has Interactive Voice Response Units (IVRs), both primary and
secondary and test systems that are used to provide front-end menu for the clinics and
many other departmental applications, such as patient billing or the IR Call center.

We also subscribe to AT&T's disaster routing service, for the main number of the
university, the main number of the hospital and for all the clinic main numbers.

Description
Use this field to add detail about the telecom service you’ve selected.

Time to Serious Impact
This field requires that for each primary process application you note how long this
phone service may be offline or down before a serious impact. As in prior survey
questions the impacts may pertain to lose of revenues, reputation, clientele, and other
major negative impacts.




                                                                                    31
Survey Page #23 Employee Call List
This page seeks to provide an organized tool for each department unit to use during a
disaster or recovery.

The tool requests your identification of the employees that would need to be contacted
and their various emergency contact numbers. This tool is also organized in the “call
tree” fashion so that one person does not make all the calls. For example, the head of the
department will call their manager(s) and the manager(s), in turn, will contact the
pertinent staff assigned to them.




Recovery Team Assignment and Role
The plan is being formulated with the assumption that employees may be required to
participate in the recovery of the department or that information needs to be disseminated
quickly and efficiently. Employee participation may be assigned at the time of the
disaster or via a pre-designated assignment and noted within the business continuity plan.
The “Recovery Team Assignment and Role” field is used for this purpose.

REMEMBER- You do not have to list EVERY employee in your department on this list.
Just those that would directly involved in your leadership structure, decision making or
that are experts in getting your unit up and running.

The individuals on this list are those that will have a designated role in recovery. You
may include other employees because they may still need to be made aware of situational
updates, or may be called upon to assist at a later time in the recovery.

Mission Critical
A person may be noted as being critical to a primary process. This may be a person that
understands that primary process the best. Selecting this will allow you to identify which
employees would be needed first.




                                                                                       32
Work from Home Capability
This option allows you to identify which employees are able to work from home or a
remote location using the UT Southwestern VPN access. It will allow you to pre-identify
individuals who can begin working on processes from home, or being the recovery
process remotely.




                                                                                    33
Survey Page #24 Vendor Contact List
Vendors may play an important role in the recovery of a business unit’s whose work area
is destroyed. Vendors may be needed to provide supplies, equipment and services. This
page helps your identify and prioritize the vendors you work with routinely and that may
be critical during a recovery.

If you primarily use UT Southwestern General Stores, it may be a wise to note external
vendors that you are aware of that may be able to provide supplies and other items to you.




It is important to note external vendor’s name, contact information, address, and the
timeframe of when to call. You may not have access to their information during a
disaster, so this should have as much detail as possible.

REMEMBER- You do not have to list EVERY vendor you use, just those that are either
directly involved in completion of your primary process, or vendors that are contracted to
help you purchase supplies/equipment that would be needed in an emergency.




                                                                                       34
Survey Page #25 Recovery Task List and Assignments
The Office of Business Continuity has pre-designated some important tasks that should
be completed during the initial days of your recovery. Each task listed requests you to
assign the time it will take to complete the task, the person within your team that will be
responsible for the task, the title of the responsible person, a contact name and a phone
number for that contact. Typically this page will be populated by your business unit’s
leadership team.

This page may act as a checklist upon a disaster and provide immediate structured
direction.




                                                                                        35
How should you assign recovery tasks for your business unit?

Begin by reviewing the list of tasks below.

Recovery Task Description
   1. Receive Initial Assessment & Overall Situational Update
   2. Report to UTSW Emergency Operations Center (If advised to do so upon receipt
       of initial notification)
   3. Notify alternate team leader and initiate critical notifications to your Business
       Unit Recovery Team (BURT) as dictated by plan
   4. Notification to all remaining business unit staff (outside of BURT team)
   5. Arrange & set meeting with BURT team
   6. Notify related departments / business units (as necessary)
   7. Arrange conference call with related departments / business units (as necessary)
   8. Notify (as applicable) external vendors, clients, patients, suppliers, etc.
   9. Conduct Damage Assessment (when advised its safe to enter)
   10. Arrange & set meeting with BURT team and all staff
   11. Verify all staff have been notified
   12. Activate business continuity plan

For each one, just follow the instructions on the screen and assign key individuals to
ensure that these preliminary tasks are accomplished as they are considered essential to
initiating your business continuity plan.




                                                                                     36
Survey Page #27 Instructions for Returning Questionnaire
The survey is completed. Click “Finish” on the upper right hand corner. This will
prompt you to a page to “Validate.” You may validate with or without the spell check
option, however spell check is recommended for a cleaner plan. A list will pop up with
all the items that the program has identified for verification. It will select the issue and
then suggest the way to correct it. Misspelled words will also be noted if the spell check
feature is selected with the validation.




REMEMBER- It may be easier to simply select the Validation without Spell Check at
first to identify areas that the software believes needs verification or correction. The Spell
Check is very sensitive.

Also, remember that you MUST answer EVERY question. The “validation” will identify
each time you leave the question blank or “???”.




                                                                                           37
Next Steps…
You are complete with the business impact analysis.

The next steps will include a review of your survey by the Office of Business Continuity
and clarification of any answers you’ve provided. Over the next few months, the Office
of Business Continuity will work with you to collect any additional manual procedures or
other resources that will be helpful to you in a disaster and place them in the plan
electronically.

As we move forward, the Office of Business Continuity and your department will work
together to maintain your plan every six months. This will include the addition or
changes to your existing primary processes, vendors, employee call lists, and other
sections of the plan.

Furthermore, a drill to test your plan will be designed by the Office of Business
Continuity scheduled within a year of plan completion.

Thank you for your work on this. You’ve completed the bulk of this process and have
increased your preparedness for business disruptions and disasters.




                                                                                     38
 Information Resources
Disaster Recovery Survey
    Reference Guide
           V.1.0
This page is intentionally left blank
             UTSW DR SURVEY 2.0 INSTRUCTIONS

REMEMBER! The Information Resources Disaster Recovery Manager is
available during business hours to work with you on your survey. She can
talk to you on the phone, arrange an online session while you are at your
computer, or arrange a time that’s beneficial to meet and assist you with
the survey. Please contact Ví Nash for ANY question or to attain help!




Survey Page #3 Disaster Recovery Survey Instructions
The initial page is a welcome page with information for completing the Disaster
Recovery (DR) portion of survey.
Survey Page #4 Server Information
The purpose of this page is to gather information on the servers in the Business
Units.
Survey Page #5 Application Information
The purpose of this page is to gather information on all applications and
databases that are critical to the function of the business unit (either within your
control or outside your control). This will aid the Information Resources (IR)
Department in determining the criticality of software being managed and assist
with the understanding of the upstream and downstream of information campus
wide.




Examples: Microsoft Access, Oracle, SQL, PeopleSoft, EPIC, Cerner, etc.
Survey Page #7 System Dependencies
This page will further contribute to the understanding of the upstream and
downstream of information.
Survey Page #18 Vendor List
This page gathers critical vendor support information.
Survey Page #18A Documented Disaster Recovery Plan
This page provides a space to paste a copy of the written Disaster Recovery
Plan (DRP). However, if the DRP is over a page, please use the steps provided
to attach the document.
                                          Office Supplies and Forms List
Dept. Name:________________________________             Contact Name:____________________________

Location:____________________________________           Contact Phone:___________________________


                                                                                          Stock No.
Qty. to                                                                         OAS
                            Description                    Vendor Name                    (Outside
Order                                                                         Stock No.
                                                                                           Vendor)
                            Supplies
          Calculator
          Calculator Tape
          Date Stamp
          "Confidential" Stamp
          Stamp Ink - Black
          Stamp Ink - Red
          Ruler
          Tape
          Tape Dispenser
          Correction Tape
          White-out Bottles
          Post-it Notes
          Notepads - 8.5"x11"
          Notepads - Legal
          Stenopads
          Pencils (box)
          Black Pens (box)
          Blue Pens (box)
          Red Pens (box)
          Highlight Markers Non-Eraseable (box)
          Dry-Erase White Board Markers (box)
          Dry-Erase White Board
          Flip-Chart
          Flip-Chart Stand
          Stapler
          Staples
          Staple Remover
          Scissors
          Rubberbands - Small (box)
          Rubberbands - Medium (box)
          Rubberbands - Large (box)                                                                   11/12/2008
                                                                             Stock No.
Qty. to                                                            OAS
                             Description           Vendor Name               (Outside
Order                                                            Stock No.
                                                                              Vendor)
          Binder Clips - Small (box)
          Binder Clips - Medium (box)
          Binder Clips - Large (box)
          Paper Clips - Small (box)
          Paper Clips - Large (box)
          Envelopes - White Regular
          Envelopes - White Legal
          Envelopes - UT Southwestern
          Envelopes - Large Statement Window
          Envelopes - Large Statement Window
          Envelopes - Small Statement Window
          Envelopes - Return
          Envelopes - Federal Express
          Envelopes - Inter-office Small
          Envelopes - Inter-office Large
          Envelopes - Batch Envelopes
          Batch Slips
          Correspondence Batch Slips
          Statement Paper
          Letter Stationary--Medical Center
          MSRDP Letterhead, Second Sheet
          8.5"x11" non-holed paper (box)
          8.5"x11" holed paper (box)
          11"x14" non-holed paper (box)
          Labels - Blank (address, folder, etc.)
          Labels - Federal Express
          Labels - MSRDP Address
          Folders (Legal, Letter)
          Folders - Expandable
          Folders - Multi-section
          Diskettes - Regular (box)
          Diskettes - ZIP (box)
          CDs - (box)
          Shredder Bins
          Storage Cabinet
          Storage Cartons
          Locking File Cabinets
          Extension Cord / Power Strip
          Flashlight
          Batteries--AAA
                                                                                         11/12/2008
                                                                               Stock No.
Qty. to                                                              OAS
                             Description             Vendor Name               (Outside
Order                                                              Stock No.
                                                                                Vendor)
          Batteries--AA
          Batteries--C
          Batteries--D
          Certified Post Cards, labels
          File Trays

          HARDWARE
          Personal Computer
          Office Printer
          Office Copier
          Fax Machine
          Credit Card Machine
          Claim Printers (Medical Dental & UB-92)

          SOFTWARE
          Word
          Excel
          Access
          PowerPoint
          Visio
          Adobe
          PC Anywhere
          Publisher
          POIS/PMAS
          Oacis
          ZLUH
          FileNet
          Siemens-St. Paul
          CNet1.childerns.com (citrix/metaframexp)
          TDH Connect
          THIN

          FORMS
          ADA Forms
          HCFA-1500 Forms
          UB-92 Forms
          Medicaid Log - EDI Documents
          Medicare Log - EDI Documents
          Work Assignment Forms
                                                                                           11/12/2008
                                                                                                    Stock No.
Qty. to                                                                                   OAS
                           Description                        Vendor Name                           (Outside
Order                                                                                   Stock No.
                                                                                                     Vendor)
                                    Clinical Supplies and Forms List
Clinic Name:________________________________             Contact Name:____________________________

Location:____________________________________            Contact Phone:___________________________


                                                                                                    Stock No.
Qty. to                                                                                   OAS
                           Description                        Vendor Name                           (Outside
Order                                                                                   Stock No.
                                                                                                     Vendor)
                            Supplies
          3-way Stopcock
          Alcohol pads                                 General Stores/Clinical Supply     9018
          Applicators, cotton tip, sterile 6"          General Stores/Clinical Supply     9021
          Applicators, cotton tipped, non-sterile      General Stores/Clinical Supply     9022
          Bacti-Stat Personnel Handwash, 18oz. Pump    General Stores/Clinical Supply     9114
          Bag. Biohazard; 14 x 19                      General Stores/Clinical Supply     9024
          Bag. Biohazard; 19 x 23                      General Stores/Clinical Supply     9025
          Bag, Biohazard; 6 x 9                        General Stores/Clinical Supply     9026
          Bandage, ACE, 3 in.                          General Stores/Clinical Supply     9031
          Bandage, ACE, 4 in.                          General Stores/Clinical Supply     9032
          Bandage, ACE, 6 in.                          General Stores/Clinical Supply     9033
          Band-Aids, strip, clear 1 x 3                General Stores/Clinical Supply     9035
          Band-Aids, x-large, 2" x 4 1/2"              General Stores/Clinical Supply     9037
          Betadine, Solution 1 oz.                     General Stores/Clinical Supply     9089
          Betadine, swabstick; single 50 box           General Stores/Clinical Supply     9097
          Blade, #10, surgical                         General Stores/Clinical Supply     4005
          Blade, #11, surgical                         General Stores/Clinical Supply     4006
          Blade, #15, surgical                         General Stores/Clinical Supply     4272
          Containers, Sharps, 5 qt.                    General Stores/Clinical Supply     9141
          Depressors, tongue; non-sterile              General Stores/Clinical Supply     9109
          Depressors, tongue; non-sterile              General Stores/Clinical Supply     9109
          Depressors, tongue; non-sterile              General Stores/Clinical Supply     9108
          Dressing, Adaptic (non-adhering)
          Dressing, Telfa, non-adhesive, 2" x 2" pad   General Stores/Clinical Supply     9256
          Dressing, Telfa, non-adhesive, 3" x 4" pad   General Stores/Clinical Supply     9257
          Extractor, Skin Stapler 3M                   General Stores/Clinical Supply     9170
          Eye Pad, Oval small                          General Stores/Clinical Supply     9407
          Facial tissue (Kleenex)                      General Stores/Clinical Supply     6001                  11/12/2008
                                                                                                            Stock No.
Qty. to                                                                                           OAS
                             Description                              Vendor Name                           (Outside
Order                                                                                           Stock No.
                                                                                                             Vendor)
          Gauze, 2" x 2" sponge non-sterile                    General Stores/Clinical Supply     4033
          Gauze, 2" x 2", Sterile
          Gauze, 2" x 2", Xeroform Dressing

          Gauze, 4" x 4", sponge non-sterile                   General Stores/Clinical Supply     9181
          Gauze, 4" x 4", sterile
          Gauze, Kerlix, 5" (wrap)
          Gloves, non-sterile, powder free; Large              General Stores/Clinical Supply     4766
          Gloves, non-sterile, powder free; Medium             General Stores/Clinical Supply     4765
          Gloves, non-sterile, powder free; Small              General Stores/Clinical Supply     4764
          Gloves, non-sterile, powdered; Large                 General Stores/Clinical Supply     4093
          Gloves, non-sterile, powdered; Medium                General Stores/Clinical Supply     4092
          Gloves, non-sterile, powdered; Small                 General Stores/Clinical Supply     4091
          Gloves, sterile surgical, pre-powdered, size 6       General Stores/Clinical Supply     4528

          Gloves, sterile surgical, pre-powdered, size 6 1/2   General Stores/Clinical Supply     4017
          Gloves, sterile surgical, pre-powdered, size 7       General Stores/Clinical Supply     4018

          Gloves, sterile surgical, pre-powdered, size 7 1/2   General Stores/Clinical Supply     4019
          Gloves, sterile surgical, pre-powdered, size 8       General Stores/Clinical Supply     4016

          Gloves, sterile surgical, pre-powdered, size 8 1/2   General Stores/Clinical Supply     4020
          Hemocult Single Slides                               General Stores/Clinical Supply     9342
          Hydrogen Peroxide, 16 oz.                            General Stores/Clinical Supply     9207
          K-Y Jelly, 4 oz. Tube                                General Stores/Clinical Supply     9213
          Needles, 18G 1.5                                     General Stores/Clinical Supply     4024
          Needles, 18G 1.5; w/protective device                General Stores/Clinical Supply     9558
          Needles, 25G1.5                                      General Stores/Clinical Supply     9239
          Needles 27G.5                                        General Stores/Clinical Supply     4031
          Needles 27G1.25                                      General Stores/Clinical Supply     9454
          Pad, ABD
          Pad, Duoderm 4"x 4" Extra Thin
          Pad, Duoderm 4"x 4" Regular
          Pen, Sterile Marking                                 General Stores/Clinical Supply     9273
          Remover, adhesive tape                               General Stores/Clinical Supply     9309
          Sodium Chloride, 9%, INJ, 1000ML                     General Stores/Clinical Supply     4206
          Sodium Chloride, 9%, IRR, 1000ML                     General Stores/Clinical Supply     4147
          Steri-Strips: 1/2" x 4"                              General Stores/Clinical Supply     9433
          Suture Removal Kits                                  General Stores/Clinical Supply     9381
                                                                                                                        11/12/2008
                                                                                                       Stock No.
Qty. to                                                                                      OAS
                             Description                         Vendor Name                           (Outside
Order                                                                                      Stock No.
                                                                                                        Vendor)
          Syringes, 12cc Monoject, curved tip, obtained
          from VES International
          Syringes, Luer lock, 60cc B-D                   General Stores/Clinical Supply     4323
          Syringes, Monoject, Regular Luer tip, 12cc      General Stores/Clinical Supply     4045

          Syringes, Monoject, regular Luer tip, 20cc      General Stores/Clinical Supply     4046
          Syringes, Monoject, regular Luer tip, 3cc       General Stores/Clinical Supply     4043
          Syringes, Monoject, regular Luer tip, 6cc       General Stores/Clinical Supply     4044
          Tegaderm 4" x 4"
          Tincture Benzoin Swabstick                      General Stores/Clinical Supply     9077
          Towels, polylined fenstrated sterile            General Stores/Clinical Supply     9084
          Towels, polylined non-fenstrated sterile        General Stores/Clinical Supply     9083
          Tubing, Suction, 10' 3/16"                      General Stores/Clinical Supply     9093
          Underpads, Chuxs Absorbs, 23" x 36"             General Stores/Clinical Supply     9249
          Urine Collection Kits                           General Stores/Clinical Supply     9261
          Water, Sterile for Injection, 1000ML bag        General Stores/Clinical Supply     9099
          Water, Sterile for Irrigation, 1000ML bag
          Xylocaine, 1%, w/wo Epinephrine, 50ML

                               Forms

          Change/Cancel Appointment Form                        Printing Services
          Daily Patient Appointment Schedule Form               Printing Services
          General Stores Clinical Supplies Order Form           Printing Services
          Laboratory Order Form                                 Printing Services
          Outside Record Request Form                           Printing Services
          Medical Record Chart Order Form                       Printing Services
          Pharmacy Order Form                                   Printing Services
          Physician Referral Request Form                       Printing Services
          Radiology Order Form                                  Printing Services
          Registration Information Collection Form              Printing Services
          Schedule Patient Appointment Form                     Printing Services
          Managed Care Contract Information Sheet               Printing Services
          Peg Board Receipts                                    Printing Services




                                                                                                                   11/12/2008
      Reference Material: Critical Applications / Systems Recovery List

                                                        System
      1.
                                                       Infrastructure

                             Replicated at ARDC                Non-replicated at ARDC
                       a.    Router Configuration                i.   Novell e-Directory
                       b.    Internal DNS                           (authentication)
                       c.    Windows Active Directory           ii.   Novell Print Services
                       d.    Windows Name Services             iii.   Novell File Services
                             (WINS)                            iv.    Novell GroupWise email
                        e. DHCP Services
                        f. External DNS
                        g. Tivoli Storage Manager (TSM)
                        h. Perimeter Mail Services
                        i.   Perimeter Proxy Services
       2.              EPIC Suite
       3.              CDR
       4.              Interface Engine (Cloverleaf)
       5.              Misys/Sunquest
       6.              Cerner Application Suite (CIS)
       7.              Siemen OAS Gold
       8.              Openlink
       9.              IBAX
       10.             Main Frame
       11.             Pyxis
       12.             Data Care
       13.             Muse
       14.             Telcor Quicklink
       15.             Xcelera
       16.             IDX
       17.             PACS
       18.             PowerScribe
       19.             Veripath Systems
       20.             Cardiovascular Interventional Radiology
       21.             AICE Infection Control System
       22.             Athena IM-CCS (Billing System)
       23.             Case Manager
       24.             CDR/Oacis (Clinical Data Repository)
       25.             Cerner Lab & Microbiology (PathNet)
       26.             Cerner Order Management (CareNet)
       27.             Cerner Radiology (RadNet)
       28.             Cerner Pharmacy (PharmNet)
       29.             CIMS (Cardiology Information Management System)
       30.             Comp TMAP
       31.             Computrition
       32.             Co-Path AP
       33.             DataCare
       34.             CVIR Xcelera - (Replaces Enconcert)
       35.             Oacis EMPI



Last modified 8-7-07                             v3                                            Page 1 of 2
      Reference Material: Critical Applications / Systems Recovery List
       36.             EpicCare Clinical Documentation
       37.             Epic Chart Tracking
       38.             Epic OpTime
       39.             Epic Scheduling & Registration
       40.             ExercisePro
       41.             FeedBack Monitor Pro - RL Solutions
       42.             FileNET
       43.             IBAX Pharmacy
       44.             IDX
       45.             Interface Engine (Cloverleaf, Quovadx)
       46.             IR Secure
       47.             Misys Lab & Micro
       48.             OAS Gold Orders
       49.             OnBase
       50.             Oncolog
       51.             OZ
       52.             Siemens PACS (Picture Archiving & Communications System) (Includes
                       Mitrabroker / Magicweb)
       53.             PENRAD - Mammography system
       54.             Practice Partner
       55.             RedBat Syndromic Surveilance
       56.             Risk Monitor Pro - RL Solutions
       57.             SmartDriver
       58.             SNIPS (Surgery Networking Information Processing System)
       59.             UDS-Pro & AT&T Global Dialer Network
       60.             Visual Cactus
       61.             Xcelera - CVIR (Replaces Enconcert) Philips




Last modified 8-7-07                            v3                                          Page 2 of 2
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Office of Business Continuity
           6111 Harry Hines blvd.
                  DH 1.128
              Dallas, Tx 75390
            Phone: 214-648-1091
             Fax: 214-648-0719
Email: campusemergency@utsouthwestern.edu

				
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Description: Input / Output of a Business Continuity Plan document sample