Business Continuity Planning Worksheets

Document Sample
Business Continuity Planning Worksheets Powered By Docstoc
					                   Business Continuity Planning
                   for County Operations (4/2006)


Emergencies can compromise the ability of local field offices to provide customary as
well as emergency-specific services to clientele. The purpose of this Business Continuity
Plan is to identify the procedures that will be put in place to prior to an emergency to
mitigate the impact of a business interruption and those procedures that will be put in
place to re-start the office after a business interruption. In addition to providing a means
for county offices to meet their critical operational functions, business continuity
planning will better position county offices:

   -   to play an effective role in disaster response and relief, and
   -   to provide support to clients and staff who may be experiencing the impact of the
       incident that caused the interruption of normal operations.”(ref nonprofit web site)

It should also be noted that the county offices may have responsibilities during local,
state, and/or federally declared emergencies, including those identified by county
Emergency Operations Plans and the State of Ohio Emergency Operations Plan. The
Business Continuity Plan documents are not designed to identify actions to be taken to
fulfill these responsibilities.

b. Situation and Assumptions

An emergency, such as a building fire or tornado, could cause a total lack of access to the
current work location. Additionally, larger scale emergencies in the county or in the
larger regional area have the potential to negatively impact available resources, increase
services and needs as identified by clientele and local funding sources, and available staff
to meet these needs.

For the purposes of this plan, the following situations could cause activation of the
business continuity plan:

   -   Loss of services including phone, internet access via cable/phone lines, or
       electricity,
   -   Loss of working space including need to replicate office equipment and data,
   -   Loss of computers and printers,
   -   Loss of vital business records, and/or
   -   Loss of staff due to disaster in their local area that may or may not directly impact
       service area of the county office

Situation: Loss of Services




                                               County Name (Version Date) Page 1 of Total
       Office Resources Lost: Use of Current Phone System, Voice Mail Access, Fax,
       Computers, Access to Electronic Business Records

       Assumptions:

A sustained loss of electrical power would significantly impact the ability of the office to
communicate with county clientele, county officials, and the University campus. This
would occur through the loss of phone, fax, and email communications. Currently, the
phone system and voice mail system must have electrical power to receive and place
phone calls as well as to access voice mail messages. A widespread loss of electrical
power may also impact the use of cell phones due to limited back-up electrical service at
cell towers. There must also be electrical power for computers and access to internet.
Many vital business records are held electronically and business functions are conducted
via the World Wide Web or fax.

A battery back-up source for electricity is available but this functions mainly to allow for
proper shut-down of applications running at the time of power loss of computers that is
present at the desks of the support staff but this is for minor electricity disruptions and
allow proper shut-down of equipment.

Situation: Loss of Working Space

       Office Resources Lost: Phone and Fax Capabilities, Ability for Clientele to
       Obtain Face-to-Face Consultation

Assumptions:
A loss of use of current office could occur through a fire, tornado, or lack of access to
Fairgrounds. This loss could be short-term or permanent. Office equipment and supplies
may be available in part or total.

Situation: Loss of Computers including Printers, Network, and Internet Access

       Office Resources Lost: Email, Access to electronic office management and
       program records, Access to electronically available World Wide Web Extension
       resources

Assumptions:
A complete loss of computer resources can result from hardware failure, software failure
from computer virus or hacking activities in networks, temporary or permanent loss of
office location, or a long term power failure. Internet access is available through cable
lines so interruptions in cable line functioning would impact access to the internet.




                                               County Name (Version Date) Page 2 of Total
              Business Continuity Planning Worksheets
                       for County Operations (4/2006)


                             County Office Information

County Name
Physical Address
(Include map & written
directions of general area
as attachment to back of
this page)
Mailing Address


Phone Number
Fax Number

County Director Name

Board of County
Commissioners President
and Contact Information
(Regular and Emergency
Contact Information)

             Sign-off and Submission of Worksheet Copies to Region Office
County Director
Version Date

Individual Responsible for
Annual Update due by
End of Current Calendar
Year

Date Completed
Worksheets Submitted to
Region Office/Date
Confirmed They Were
Received
Note: If electronic copy
available, this should be
submitted also.


                                        County Name (Version Date) Page 3 of Total
Communications

   Personal Contact Information for Staff (Not for Public Release)

      Name/             Home Address            Home          Out of Area       Out of Area
     Position                                  Phone/          Contact         Mailing Address
                                              Cell Phone        Name             and Phone




If a local emergency occurs that will prevent access to the primary work location, the
County Director, as they become aware of the situation, is responsible for calling office
staff members to notify them. Staff should call the County Director, or individual listed
as an alternate contact if the County Director is unavailable, as they become aware of an
emergency situation impacting the work location and/or their availability to work.

If the local emergency prevents contact the County Director by phone or email, staff
should contact the Region Director for the South District by those means of
communication that are working. South East Region office will maintain a roster of staff
status and whereabouts during situations when the county office is not in operation. They


                                              County Name (Version Date) Page 4 of Total
will remain the point of contact for county employees until office communications are
put back into place. When calling South East office, please be prepared to provide
information about the local emergency to the extent that it is known.

Louis Fourman     Director, South East     Work: 740 732-2381         Fourman.1@osu.edu
                  Region Office            Campus: 614 247-6811

After the emergency situation is more fully understood and staff whereabouts identified,
the Board of County Commissioners must also be contacted. This should be done by the
County Director or their alternate. Absent these individuals, the South East Region
Director, or their designee, should contact the Board of County Commissioners. If a
county-wide emergency is occurring, Ohio State University Extension will contact the
Director of the Clermont County Public Safety Services through the Communications
Center 24-hour phone line.

Authority to Trigger Business Continuity Plan

At the county level, the County Director or their designee has the authority to activate
this plan. Activation of the plan should occur in consultation with the South East Region
Office Director and the designated campus resources. In the absence of county staff
contact, the South East Region Office Director has the authority to activate the Business
Continuity Plan.

In addition, activation of the plan should occur in concert with the Ohio State University
“Notification Protocol for Crisis Situations.”

Tools for Communication between County Office and Other University Personnel

The development of multiple potential options for communication must be considered to
ensure that there is contact between county employees, region office staff, and campus.

These options include:

   -   Web page for staff access during emergencies
   -   Use of 800 phone number that is communicated to staff prior to the event
   -   Use of region offices as out-of-area contact

An emergency contact web page will be developed by South East Region office for use
during business interruption situations. The South East Region office and county
directors will have writing privileges. The South East Region office will be responsible
for updating the web page if conditions prevent the County Director from accessing it.
The page will function to provide information about status of employees, work location,
work schedules, payroll, or other necessary messages. The web page will be located at:
and it will be password protected. County staff will be made aware of the web site and its
password by the region office.




                                               County Name (Version Date) Page 5 of Total
To allow staff to access email when outside of the office, all staff should ensure they
have working knowledge of how to access their email from the World Wide Web and
that they have functional passwords. Extension staff can access email in the web at:
http://ag.osu.edu. Passwords can be obtained through the Office of Information
Technology. If staff are not accessing email remotely on regular basis, they should access
email in this fashion at least 4 times each year to ensure that the web address they are
using is correct and that their password is working.

Restoration of Communication with County Partners and Clientele




                                              County Name (Version Date) Page 6 of Total
Alternate Work Locations & Office Supplies

                              Alternate Work Locations

    Note: Alternate work locations should include one adjacent county Extension office.

                               First Alternate Work Location

Physical Address
(Include building name, map
& written directions of
general area as attachment
to back of this page)
Contact Name and Phone
to Access Location

Note: Attach copy of
MOU/letter agreement to
this section of worksheets.
Phone Number

(Location phone number or
assigned number if forward
phone routing arrangements
made)
Available Office
Equipment and Supplies
at Location

                                  Second Work Location

Physical Address
(Include building name, map
& written directions of
general area as attachment
to back of this page)
Contact Name and Phone
to Access Location

Note: Attach copy of
MOU/letter agreement to
this section of worksheets.
Phone Number

(Location phone number or


                                          County Name (Version Date) Page 7 of Total
assigned number if forward
phone routing arrangements
made)
Available Office
Equipment and Supplies
at Location

                              Third Work Location

Physical Address
(Include building name, map
& written directions of
general area as attachment
to back of this page)
Contact Name and Phone
to Access Location

Note: Attach copy of
MOU/letter agreement to
this section of worksheets.
Phone Number

(Location phone number or
assigned number if forward
phone routing arrangements
made)
Available Office
Equipment and Supplies
at Location




                                     County Name (Version Date) Page 8 of Total
Business Management Functions – Internal and External

     Ohio State University Campus/Region Office Contacts
   Note: This should include necessary contact individuals for critical business
     functions identified in previous table and others as deemed important.

Ensure that business functions including payroll, accessing campus financial
accounts, purchase orders, and benefits processing are included. Essential business
functions that require interaction with University offices should have their campus
contact documented here.
    Business Function or            Name/Department/
                                                               Email, Phone, & Fax
    Assistance Provided                  Address




                                           County Name (Version Date) Page 9 of Total
     Ohio State University Campus/Region Office Contacts
   Note: This should include necessary contact individuals for critical business
     functions identified in previous table and others as deemed important.

Ensure that business functions including payroll, accessing campus financial
accounts, purchase orders, and benefits processing are included. Essential business
functions that require interaction with University offices should have their campus
contact documented here.
    Business Function or            Name/Department/
                                                               Email, Phone, & Fax
    Assistance Provided                  Address




                                          County Name (Version Date) Page 10 of Total
     Ohio State University Campus/Region Office Contacts
   Note: This should include necessary contact individuals for critical business
     functions identified in previous table and others as deemed important.

Ensure that business functions including payroll, accessing campus financial
accounts, purchase orders, and benefits processing are included. Essential business
functions that require interaction with University offices should have their campus
contact documented here.
    Business Function or            Name/Department/
                                                               Email, Phone, & Fax
    Assistance Provided                  Address




                University and Clientele Business Functions
        Deemed Essential during Reduced Operability of County Office

Note: As an office, there should be discussion of critical functions and services to be
maintained. Care should be taken to ensure that a campus/region office contact is
documented in the appropriate table for each University Office Management Function.
           University                                    Services for
  Office Management Functions                    County Partners and Clientele
Examples: Payroll, invoicing, bill payments   Example: Communication with affected
                                              clientele through press release, web site, or
                                              mailers, Press releases to local media,
                                              Information meetings




                                          County Name (Version Date) Page 11 of Total
                    Financial Account Information
                  OSU Campus Appropriated & Grant Accounts

             County-level Allocation of Funds within Accounts


                                     Source of Funds and
                                    Allocation, If Relevant

                                 Note: If account is               Relevant
Account Name or
                    Organization subdivided, provide          Restrictions on Use
    General
                       Fund      location of back-up
 Description of
                    Account No. financial records to
    Account
                                 describe allocations.




                                       County Name (Version Date) Page 12 of Total
                    Financial Account Information
                  OSU Campus Appropriated & Grant Accounts

             County-level Allocation of Funds within Accounts


                                     Source of Funds and
                                    Allocation, If Relevant

                                 Note: If account is               Relevant
Account Name or
                    Organization subdivided, provide          Restrictions on Use
    General
                       Fund      location of back-up
 Description of
                    Account No. financial records to
    Account
                                 describe allocations.




                                       County Name (Version Date) Page 13 of Total
                      County-based Bank Accounts
Note: If an individual account is subdivided by program or source, provide location
of back-up financial records to describe allocations.

                                                                     Additional
                    Type of
                                   Location of      Individual(s)    Individuals
 Bank Name,         Account,
                                    Checks in       with Primary     with Signature
Local Address,     Number, &
                                    Office, If        Signature      Authority if
  and Phone         Relevant
                                   Appropriate       Authority       Primary(s) are
                   Passwords
                                                                     Unavailable




                                          County Name (Version Date) Page 14 of Total
                                     Key Vendors
Note: You will want to identify vendors that you commonly use for office supplies and/or
equipment. Ensure that at least one vendor is out of your immediate area.

If appropriate, consider development of blanket purchase form with minimums to restart
office with regard to office supplies.

In this space, provide relevant Taxpayer Identification Numbers and associated program
for use when placing orders:

Taxpayer I.D. No. _________________         Program: _____________________________
Taxpayer I.D. No. _________________         Program: _____________________________
Taxpayer I.D. No. _________________         Program: _____________________________

Business Name and                               World Wide     County          Materials
Physical Address,           Phone/Fax/Email     Web Site       Account         Commonly
Name of Contact Person,                         and            Number          Supplied
if appropriate                                  Password




                                          County Name (Version Date) Page 15 of Total
                                     Key Vendors
Note: You will want to identify vendors that you commonly use for office supplies and/or
equipment. Ensure that at least one vendor is out of your immediate area.

If appropriate, consider development of blanket purchase form with minimums to restart
office with regard to office supplies.

In this space, provide relevant Taxpayer Identification Numbers and associated program
for use when placing orders:

Taxpayer I.D. No. _________________         Program: _____________________________
Taxpayer I.D. No. _________________         Program: _____________________________
Taxpayer I.D. No. _________________         Program: _____________________________

Business Name and                               World Wide     County          Materials
Physical Address,           Phone/Fax/Email     Web Site       Account         Commonly
Name of Contact Person,                         and            Number          Supplied
if appropriate                                  Password




                                          County Name (Version Date) Page 16 of Total
            Documentation of Computers, Hardware, and Software
Note: Inventory computers (e.g., desktops and laptops), hardware (e.g., printers, scanners, fax,
network and associated routers) and software. Ensure that you have sufficient information that
will both allow you to easily submit an insurance loss claim and to restore your computer
system initially and for complete recovery.

To easily document an individual computer’s hardware and software, one option is to use the
Belarc freeware available at http://www.belarc.com/free_download.html and it will provide you
with a printout for each scanned computer. If you do this step, you can forgo documentation of
each computer and software in columns one and two. However, you will still need to document
your network resources.

You will need to likely make multiple copies of this page to completely document your
computer system.
                                                                                 Page 1 of ____
For each piece of hardware:                For each piece of hardware:

Identify Hardware User/Location, Type      Identify Minimal Associated Software/Drivers to
of Hardware, Make, Model, Serial           Main Business Operations, Version, Purpose, and
Number, Year of Purchase                   Availability from World Wide Web:

                                           Please document all software on additional sheets.

Computer User/Previous Location:           Software Name:             Software Name:
                                           Version                    Version
Location:                                  Purpose:                   Purpose:
                                           Availability from Web:     Availability from Web:
Type of Hardware:
                                           Software Name:             Software Name:
Make:                                      Version                    Version
                                           Purpose:                   Purpose:
Model:                                     Availability from Web:     Availability from Web:

Serial Number                              Software Name:             Software Name:
                                           Version                    Version
Year of Purchase:                          Purpose:                   Purpose:
                                           Availability from Web:     Availability from Web:

                                           Software Name:             Software Name:
                                           Version                    Version
                                           Purpose:                   Purpose:
                                           Availability from Web:     Availability from Web:




                                          County Name (Version Date) Page 17 of Total
            Documentation of Computers, Hardware, and Software
Note: Inventory computers (e.g., desktops and laptops), hardware (e.g., printers, scanners, fax,
network and associated routers) and software. Ensure that you have sufficient information that
will both allow you to easily submit an insurance loss claim and to restore your computer
system initially and for complete recovery.

To easily document an individual computer’s hardware and software, one option is to use the
Belarc freeware available at http://www.belarc.com/free_download.html and it will provide you
with a printout for each scanned computer. If you do this step, you can forgo documentation of
each computer and software in columns one and two. However, you will still need to document
your network resources.

You will need to likely make multiple copies of this page to completely document your
computer system.
                                                                                 Page 1 of ____
For each piece of hardware:                For each piece of hardware:

Identify Hardware User/Location, Type      Identify Minimal Associated Software/Drivers to
of Hardware, Make, Model, Serial           Main Business Operations, Version, Purpose, and
Number, Year of Purchase                   Availability from World Wide Web:

                                           Please document all software on additional sheets.

Computer User/Previous Location:           Software Name:             Software Name:
                                           Version                    Version
Location:                                  Purpose:                   Purpose:
                                           Availability from Web:     Availability from Web:
Type of Hardware:
                                           Software Name:             Software Name:
Make:                                      Version                    Version
                                           Purpose:                   Purpose:
Model:                                     Availability from Web:     Availability from Web:

Serial Number                              Software Name:             Software Name:
                                           Version                    Version
Year of Purchase:                          Purpose:                   Purpose:
                                           Availability from Web:     Availability from Web:

                                           Software Name:             Software Name:
                                           Version                    Version
                                           Purpose:                   Purpose:
                                           Availability from Web:     Availability from Web:




                                          County Name (Version Date) Page 18 of Total
                                  Insurance Policies
        Note: Please attach a copy of all insurance policies to the back of this page.

                          Type of Coverage,
                          General Perils                        Policy      Contact
Insurance Company         Covered,               Deductible     Number      Name/Phone/Mail
and Mailing Address       Replacement Cost                                  Address to Begin
                          or Actual Loss                                    Claim Process
                          Policy?




                                           County Name (Version Date) Page 19 of Total
                               Communication Log Sheet

Please document communication regarding office situation with University, County
Commissioners or County Emergency Operations Staff during initial stages of situation.
Make copies of this page as necessary and attach to the back of this page.
                                                                                 Page ___
   Date/Time
   & Type of         Name of       Name of University,
Communication        County              County
  (Email, Fax,      Extension       Commissioners or                   Message
    Personal           Staff       County Emergency
 Discussion or                      Operations Staff
  Phone Call)




                                        County Name (Version Date) Page 20 of Total
Attachment 1: Additional Tasks in Checklist for Pandemic Planning at County Office Level
 Yes  No

If No, Identify Assigned Staff        All staff should know how to access their email (i.e., IT
Member Responsible for Assisting      username, password, web site address) from a remote
Staff with this Task and Expected     location using the world wide web access site.
Completion
Date:__________________________

 Yes    No
                                      In conjunction with County Health Department,
If No, Identify Assigned Staff        develop an office policy for public health emergencies
Member Responsible for Assisting      regarding cancellation of Extension meetings or
Staff with this Task and Expected     Extension participation in large gatherings. This policy
Completion                            should specifically identify situations that would
Date:___________________________      trigger the policy and identify a county office contact
                                      person to receive health department information
                                      regarding pandemic information.

 Yes    No
                                      As part of current Extension programs, communicate
If No, Identify Assigned Staff        the above office policy for meeting cancellation to
Member Responsible for Assisting      clientele and provide them with information on how to
Staff with this Task and Expected     receive information regarding office status & activities
Completion                            during pandemic.
Date:___________________________

 Yes    No
                                      Within the requirements of University and Extension
If No, Identify Assigned Staff        human resources policies, establish policies regarding
Member Responsible for Assisting      flexible work schedules and telecommuting and
Staff with this Task and Expected     identify management steps to facilitate these
Completion                            arrangements (e.g., provide employee flash drives or
Date:___________________________      access to laptops for home use). These policies should
                                      specifically identify triggers for policy implementation.
 Yes    No
                                      Other items, as identified by county office
If No, Identify Assigned Staff
Member Responsible for Assisting
Staff with this Task and Expected
Completion
Date:___________________________




                                        County Name (Version Date) Page 21 of Total