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Preparing for a drill


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									                            The RAM: RISK ASSESSMENT MATRIX

Every major disaster or interruption to business operations requires preparatory process in which the
following questions are answered. Different magnitudes of disturbance will trigger different responses.
                                1. Identify business functions and processes.
                          2. Rank functions and processes according to criticality.
             3. Determine recovery time required to sustain critical functions and processes.
                4. Identify threats that impact each critical business function and process.
              5. Determine the vulnerability of each critical business function and process.
    6. Confirm that appropriate personnel, plans, and resources are in place to respond. If gaps exist,
                         identify relevant solution areas1 to address shortcomings.

   1. What are TSG’s business functions and processes?
      a. Administration of files and folders electronically and physically
      b. Balance between managing assigned projects and ongoing requests
      c. Communication with clients, contractors and vendors on daily basis
      d. Planning and organizing either events, workspace or project schedule

   2. Functions and processes according to criticality
      a. Planning and organizing: require physical and electronic space to execute tasks
      b. Communication with clients, contractors and vendors: require transmittal device
      c. Administration of files and folders: require fireproof storage and electronic space
      d. Balance between projects and requests: require a scheduling mechanism (calendar)

3. Recovery time to sustain critical functions and processes depends on the nature of the function.
   a. Keep a weekly updated priority list of your tasks and identify what is truly necessary to achieve
      those tasks. Some most commonly needed items are laptops, stationery pouch and sticky notes.
   b. By priority, tasks are divided into immediate (quad I), delayed (quad II) or deferred (quad III).
   c. Quad I tasks are categorized into 24-hour recovery time; quad II being 1-5 business days; quad
      III being 6-10 business days. One may consider a quad IV where tasks have indefinite duration.

4. What threats would an earthquake pose to surrounding environment? What impact on tasks would
   these threats have? How easy can tasks be accomplished without the equipment surrounding you?
   a. Hang plants in lightweight pots with closed hooks, secured to a stud far away from windows;
       move heavy plants and large items to floor or low shelves. Try not to stack as much as possible.
   b. Install latches on kitchen cabinets; remove or lock all movable items with wheels that can lock
   c. Secure valuable electronics such as computers and TV; hang glass objects on closed hooks.
   d. Keep heavy, unstable objects away from doors and exits; leave opening beneath desk and table.
   e. Brace overhead light or other fixtures; place on light or soft items overhead if must.
   f. Secure top-heavy furniture to studs, and water heater(s) with metal straps attached to studs.
   g. Store ABC fire extinguisher in easily accessible location, generally away from kitchen or food.
   h. Know the location of main electrical switch (fuse box, circuit breaker), water heater and faucets
   i. Recognize most susceptible fault near office location, Sierra Thrust Fault, and its movement.
   j. Familiarize with emergency evacuation route and gathering locations (any 1 of 3 possibilities).
   k. Store emergency backpack in a dry location in either one of your car seats or trunk (preferred).
   l. Check with building administrator on when it was built, height (1-story) and ground shakiness.

5. Vulnerability: assess each and every time surrounding or on your workspace using a scale of 1-5,
   with 1 being most fragile when shaken to 5 being stationery even during shakes of high magnitude.

6. Check with your recovery team (consisted of seven primary roles) on their preparedness, and seek
   their guidance in normal situation so that you may reduce panic level if and when a disaster strikes.
   Save the Date: August 4, 2011
          Time: between 3 and 3:30 at Pasadena Headquarters

                                   DROP, COVER, AND HOLD

1. Stay away from WINDOWS and anything that can tip, fall or drop on you.

2. Stay away from DOORWAYS: Doors can swing back-and-forth and injure you.

3. DROP under a working surface, desk or table.
    With systems furniture, crouch beside a small file cabinet
    If you can’t get under a stable surface, get down low next to a small file cabinet, chair, couch,
     or anything stable. COVER your head with your arms or hands. With a chair, put your head
     under it if you can.

4. HOLD on to your cover (chair, table, etc) or brace against a wall until the shaking stops.

5. With limited mobility: If seated, bend over your knees, if you must stand, lean into a wall, cover
   your head with your arms.

6. After the shaking stops, stay put and wait for directions from your process champions.

7. If you evacuate, take personal necessities, e.g., medicine, coat, keys and umbrella. Follow your
   evacuation coordinator, who will guide you to a designated area. Stay with your coordinator until
   your name is checked off.

8. If you do not evacuate, decide which precautions to take in case of aftershocks: close blinds to
   protect against flying glass, set heavy items on floor, turn off sensitive equipment, tape shut file
   cabinets, etc.
                               YOUR PROCESS CHAMPIONS ARE
Benjamin Ocasio – suite 103                                                Ramon Ortiz – suite 104
                              YOUR PROCESS PRERPARERS ARE
Gary Hamm – suite 103                                                      Joe Carroll – suite 104
                               YOUR DOCUMENT MASTERS ARE
John Barker                             Britt Card                                Elizabeth Solís
                              YOUR KEY CONTACT LIAISON ARE
Andy Lau – suite 103                                                       Cuong Luu – suite 104

Reported event: ___________________________________________________________________

Occurred on __________________________________ (date) at roughly ______________ AM/PM

Location occurred: _________________________________________________________________

                    Emergency phone contact (please cross invalid numbers      P – Present on site
                    after having attempted contact without success)            M - Missing (TBF)
OFFICE                                                                         *TBF = to be found

Andres Posada       (562) 713-1172
Andy (Gar) Lau      (408) 623-1680

Britt Card          (714) 501-7046

Cuong Luu           (626) 345-4780

Edgar Lozano        (818) 426-3372

Elizabeth Solís     (626) 864-2530

Gabriel Almario     (760) 805-2108

Gary A. Hamm        (626) 710-8682

Joseph P. Carroll   (626) 808-1432

John F. Barker      (909) 753-9359

Emanuel Meza        (213) 448-7167

Ramon Ortiz         (626) 372-0272

Sharon Chapman      (909) 240-6621


Eloy Morales        (626) 807-4844
José Ruiz           (626) 579-2385
Nareshima Osei      (323) 735-4355
Sahar Kamali        (626) 807-5247
Terry E. Solís      (702) 286-8680

Brent Bishop        (619) 985-7086
Mary Goodman        (619) 423-5196
Gloria Lasoff       (619) 942-6212
Anna Solís          (619) 997-6994

Please update staff contact information by crossing out old information and putting in new ones.
           CHECKLIST FOR PROCESS PREPARER – please audit on August 4 drill

Please put a check mark or highlight items considered complete upon return to office on August 5.

Process Champion
   1. Documented unrecoverable damages
   2. Checked off individuals present or missing in action
   3. Ensure everyone knows who to contact before they head for home

Document Master
   1. Visual map of existing files and how they are organized
   2. Back-up of server files in electronic format (hard drive, DVD, Carbonite)
   3. Back-up of cabinet files into physical or electronic format (scanned items)
   4. Restore missing files or folders using Carbonite, backup drive or San Diego DVD
   5. Respond to and document staff inquiries about missing files or folders on FileZilla

Contact Liaison
   1. Printed list of clients and contractors
   2. Printed list of employee contact information
   3. Printed list of vendors and subcontractors
   4. Printed list of projects and project managers
   5. Identified key contacts on client contact lists
   6. Modified invalid contact information on lists
   7. Check off contacted organizations and individuals

Insurance / Facility & Resource / Technology Coordinators
    1. List of company non-liquid assets
    2. List of technological equipment
    3. List of current insurance providers
    4. List of vendors for temporary facility
    5. USB drive for pictures of valuables
    6. Documentation of network configurations
    7. Documentation of server configurations
    8. Check off and updated contacted facility vendors
    9. Check off and updated contacted insurance providers
    10. Refill necessary supplies and repair crucial equipment

                                                                              Edited by cl on 26 July 2011
                  Offsite access using Filezilla: usernames and passwords

                            Username                               Password
Gabriel Almario             galmario                                 actg

John Barker                  jbarker                                  ops

Britt Card                    bcard                                   asst

Joe Carroll                  jcarroll                                 pla

Sharon Chapman              schapman                                  file

Gary Hamm                    ghamm                                   srvp

Sahar Kamali                 skamali                                analyst

Andy (Gar) Lau               admin                                 manager

Edgar Lozano                 elozano                                 clerk

Cuong Luu                     cluu                                     it

Manny Meza                   emeza                                   audit

Eloy Morales                emorales                                cvuhsd

Benjamin Ocasio              bocasio                                  coo

Ramon Ortiz                   rortiz                                 srpm

Nareshima Osei                nosei                                  local

Andres Posada                aposada                                  site

Elizabeth Solís               esolis                                central

San Diego
Brent Bishop                 bbishop                                 sdpm

Mary Goodman               mgoodman                                 admin

Anna Solís                    asolis                               sranalyst

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