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 EMERGENCY STAFF CHECKLIST and CONTACT 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 OFF-SITE 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 SAN DIEGO 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
"Preparing for a drill"