Business Continuity Position Description

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1 Position Description February 9, 2015

2 Position Description February 9, 2015 Page i Table of Contents General Characteristics... 2 Career Path... 3 Explanation of Proficiency Level Definitions... 8 Summary Proficiency Matrix... 9 Proficiency Matrix... 10

3 Position Description February 9, 2015 Page 2 General Characteristics Individuals within the Specialist role are responsible for the development, integration and implementation of the enterprise IT business continuity (BC) and disaster recovery (DR) management programs. The objective of these programs is to support timely operations recovery following the occurrence of an outage or major disasters, such as fires, earthquakes, floods, biochemical attacks, pandemics, electrical disruptions, and network disruptions which result in the partial or complete disruption of business operations. These individuals must ensure financial loss is minimized or eliminated and critical customer service capabilities remain operational. The Specialist plans and coordinates recovery strategies that comply with applicable regulations and organizational priorities. They develop risk management procedures, continuity scenarios and contingency plans for systems and networks to maintain operations during downtime and/or major disasters. Periodically they test contingency capabilities, report deficiencies, and identify and coordinate resolution of issues. Individuals coordinate all hardware, software and network requirements with backup facility, IT teams, and vendors to ensure the required configurations are in place. They also evaluate and select vendors, and develop service level risk management agreements with business partners and vendors. professionals must have strong communication skills to effectively collaborate with other recovery team members. In addition, knowledge of business processes is required. They also demonstrate extensive knowledge in networking, databases and systems operations, and are skilled in complex problem analysis.

4 Position Description February 9, 2015 Page 3 Career Path The following section is intended to serve as a general guideline for each relative dimension of project complexity, responsibility and education/experience within this role. This table is not intended for use as a checklist to facilitate promotions or to define specific responsibilities as outlined in a job description. Actual responsibilities and experiences may vary. Dimension Title Specialist I Specialist II Specialist III Work Complexity Performs business continuity and disaster recovery planning and analysis for low to moderately complex assignments. Works on one or more projects as a team member and supports recovery activities, sometimes requiring direction and guidance from senior personnel. Performs business continuity and disaster recovery planning and analysis for medium to highly complex assignments. Works on multiple projects as a team member and leads recovery planning components. Leads multiple projects. Assists with strategic direction and coordination of enterprisewide business continuity and disaster recovery efforts. Serves as a subject matter expert in disaster recovery and business continuity planning. Typical Responsibilities Requirements BC & DR Planning/ Design/ Implementation Analyzes technical and business requirements that drive critical business functions. Assists with developing and documenting tactical business continuity and disaster recovery plans. Analyzes technical and business requirements that drive critical business and ecosystem functions. Provides guidance on business continuity and disaster recovery design and implementation for Institute-wide disaster recovery management programs, including maturity models, methodologies, sourcing strategies, plans, metrics and scorecards for all components of the programs. Analyzes complex technical and business requirements that drive critical business and ecosystem functions. Contributes to designing and implementing the Institute-wide recovery management programs, including maturity models, methodologies, sourcing strategies, plans, metrics and scorecards for all components of the program(s).

5 Position Description February 9, 2015 Page 4 Assessment Title Specialist I Specialist II Specialist III Develops risk management procedures, business continuity scenarios, and contingencies and advises on recovery plans. Identifies and makes recommendations regarding critical points of failure. Recommends changes required to expand recovery plans. Coordinates, assesses and communicates requirements associated with business impact, continuity, and recovery. Participates in new activities with appropriate technology groups, resulting in recommendations to enable timely, effective decisions regarding business impact, Develops risk management procedures, business continuity scenarios, and contingencies and advises on business continuity and disaster recovery plans. Identifies and makes recommendations regarding critical points of failure. Recommends changes required to expand recovery plans. Reviews select changes to ensure they are appropriately assessed, tested, and incorporated into the larger Institute plan. Ensures business continuity and disaster recovery plans are documented and maintained. Contributes to senior management reports on the business impact, cost, and expectations of the Institute s disaster recovery plan. Coordinates, assesses and communicates requirements associated with business impact, continuity, and recovery. Participates in new activities with appropriate technology groups, resulting in recommendations to enable timely, effective decisions regarding business impact,

6 Position Description February 9, 2015 Page 5 Title Specialist I Specialist II Specialist III Testing Risk Analysis Policies / Standards BC & DR Support Assists in the development and implementation of disaster recovery test plans. Participates in recovery drills. Performs on-going risk analysis of existing disaster recovery plans and provides feedback. Assists with the execution of the recovery plan(s). continuity, and recovery. Coordinates the development of disaster recovery test plans, testing, and documentation for each application. Engages application and systems management in disaster recovery testing, objectives and auditing. Participates in and plans recovery drills. Performs on-going risk analysis of existing disaster recovery plans. Recommends risk management strategies. Assists in developing documentation of policies, procedures and standards. Works with Environmental Health & Safety Office, Facilities, Risk Management Office, Audit, and Office of General Council to implement appropriate policies and standards. Assists with the execution of recovery plan(s). Interfaces with various vendors to ensure rapid recovery such as hardware continuity, and recovery. Coordinates the administration and logistical procedures for disaster recovery testing, and integration of all enterprise critical systems. Identifies and coordinates resolution of recovery issues. Ensures recovery drills are performed. Analyzes recovery drill performance and recommends changes to plan, as needed. Performs on-going risk analysis of existing disaster recovery plans that have enterprisewide impact. Approves and develops risk management strategies. Develops and refines documentation of policies, procedures and standards. Works with Environmental Health & Safety Office, Facilities, Risk Management Office, Audit, and Office of General Council to implement appropriate policies and standards. Oversees the execution of recovery plan(s). Coordinates with all hardware, software and network requirements with backup

7 Position Description February 9, 2015 Page 6 Research / Evaluation Title Specialist I Specialist II Specialist III Training Coaching / Mentoring Assists with business continuity and disaster recovery research efforts to ensure current plans reflect industry best practices. Assists in employee business continuity and disaster recovery awareness efforts as needed. drop ship, records retrieval, and network connectivity. Assists in the restoration of lost service. Assists with business continuity and disaster recovery research efforts to ensure current plans reflect industry best practices. Assists in the evaluation and selection of vendors. Assists in or conducts employee recovery awareness programs, as needed. May coach more junior technical staff. facility, IT team and vendors to ensure required configurations are in place. Ensures service level agreement meet business continuance and disaster recovery planning requirements. Researches technology and processes in the industry to ensure that the enterprise recovery processes are founded on best practice. Assists in the evaluation and selection of vendors. Conducts employee business continuity and disaster recovery awareness programs. Coaches more junior technical staff. Typical Education /Experience Bachelor s Degree in Administration, Computer Science, Information Systems, related field, or equivalent work experience. Typically has 1 to 3 years of IT work experience in information systems support, administration, risk management, or disaster recovery. Bachelor s Degree in Administration, Computer Science, Information Systems, related field, or equivalent work experience. Typically has 3 to 5 years of IT work experience in information systems support, administration, risk management, and disaster recovery. Bachelor s Degree in Administration, Computer Science, Information Systems, related field, or equivalent work experience. Typically requires 5 or more years of business continuity and IT disaster recovery experience. Requires in-depth knowledge of business process modeling,

8 Position Description February 9, 2015 Page 7 Title Specialist I Specialist II Specialist III Basic knowledge and understanding of current recovery planning techniques and technologies. Basic knowledge of data and voice communications systems. Basic knowledge and understanding of current recovery planning techniques and technologies, as well as the methods used in performing risk analyses and business impact analyses. Working knowledge of data and voice communications systems. Experience with the testing of emergency response, recovery support and business resumption procedures. May require certification through organizations such as the Disaster Recovery Institute International or Institute. computer platforms, network and proven project management skills. Strong skills in testing emergency response, recovery support and business resumption procedures. Requires appropriate certification through organizations such as the Disaster Recovery Institute International or Institute.

9 Position Description February 9, 2015 Page 8 Explanation of Proficiency Level Definitions Proficiency scale definitions are provided to help determine an individual s proficiency level in a specific competency. The rating scale below was created as a foundation for the development of proficiency level definitions used for assessments. Being Developed: (BD) Basic: (B) Intermediate: (I) Advanced: (A) Expert: (E) Demonstrates minimal use of this competency; limited knowledge of subject matter area; needs frequent assistance and close supervision for direction. Currently developing competency. Demonstrates limited use of this competency; basic familiarity of subject matter area; needs additional training to apply without assistance or with frequent supervision. Demonstrates working or functional proficiency level sufficient to apply this competency effectively without assistance and with minimal supervision; working/functional knowledge of subject matter area. Demonstrates in-depth proficiency level sufficient to assist, consult to, or lead others in the application of this competency; in-depth knowledge in subject matter area. Demonstrates broad, in-depth proficiency sufficient to be recognized as an authority or master performer in the applications of this competency; recognized authority/expert in subject matter area. As you complete the competency assessment, read all of the proficiency level definitions for a competency (provided in the next section) and select the one that is most characteristic of the demonstrated performance. If more than one definition is descriptive, select the highest level that is typically exhibited.

10 Position Description February 9, 2015 Page 9 Summary Proficiency Matrix The chart provides a summary of proficiency ratings. Title Specialist I Specialist II Specialist III Competencies Analytical Thinking: Able to breakdown raw information and undefined problems into specific, workable components that in-turn clearly identifies the issues at hand. Makes logical conclusions, anticipates obstacles and considers different approaches that are relevant to the decision making process. Requirements Analysis: Ability to understand a customer's business needs and translate needs into IT specific requirements. Applies knowledge of the customer's functions and processes to develop business case and business requirement documents. Assesses the benefits of recommended solutions. Consulting: Uses professional knowledge, experience and technical expertise to respond to questions, facilitate problem solving, and generally advises, influences and provides guidance to customers and business partners over whom there are no direct authority. Decisiveness: Assesses the scope and potential impact of an issue or opportunity. Uses business criteria and values to evaluate alternative courses of action. Makes a timely choice based on the options and information available. Information Seeking: Gathers and analyzes information or data on current and future trends of best practice. Seeks information on issues impacting the progress of organizational and process issues. Translates up to date information into continuous improvement activities that enhance performance. Risk Management: Identifies risks and obstacles to plans. Defines scarcity and conflicts of resource needs, and potential constraints. Investigates risks within various project elements, assesses impact, and develops contingency plans to address major risks. Teamwork: Collaborates with other members of formal and informal groups in the pursuit of common missions, vision, values and mutual goals. Places team needs and priorities above personal needs. Involves others in making decisions that affect them. Draws on the strengths of colleagues and gives credit to others' contributions and achievements. Thoroughness: Demonstrates attention to detail and accuracy. Defines and organizes tasks, responsibilities and priorities. Takes responsibility for timely completion. BD B I B I A BD B I BD B I B I A BD B I B I A B I A

11 Position Description February 9, 2015 Page 10 Proficiency Matrix The following charts illustrate proficiency levels for each competency. Title Specialist I Specialist II Specialist III Competencies Analytical Thinking: Able to breakdown raw information and undefined problems into specific, workable components that in-turn clearly identifies the issues at hand. Makes logical conclusions, anticipates obstacles and considers different approaches that are relevant to the decision making process. Being Developed (BD): Gathers and links data. Reviews for non-conformity and gathers further information in response to routine problems. Identifies direct cause and effect relationships. Breaks down tasks and problems into manageable components. Solicits guidance as needed to assess importance and urgency. Escalates issues of a non-routine nature as needed. Basic (B): Collates and reports information. Solicits guidance to define criteria and assign values of importance and urgency. Sorts information in order of importance. Investigates to define problems more accurately. Identifies trends and exceptions. Identifies relationships and linkages between components. Identifies variable potential causes and effects. Escalates issues of an exceptional nature. Intermediate (I): Coordinates the information gathering and reporting process. Reviews trends and compares to expectations. Conducts research to define problems and prepares responses to anticipated questions. Prioritizes multiple issues and opportunities. Identifies relationships and linkages within several information sources. Anticipates issues that are not readily apparent on the surface. Identifies root causes and effects. Defines priorities within performance objectives. Reports and identifies areas that need guidance in order to resolve complex issues. Anticipates the possible outcome of potential solutions. Advanced (A): Determines criteria for assessing issues and opportunities. Establishes clear goals and priorities needed to assess performance. Identifies relationships and linkages between different information sources. Anticipates issues that are not readily apparent on the surface. Identifies root causes and effects. Establishes clear goals and priorities. Anticipates potential problems and develops solutions needed to resolve them. Systemically analyzes relationships between apparently independent problems and issues. Reviews and crossreviews reports. Identifies trends as well as isolated events. Translates analytical reports into management presentations, and provides guidance to resolve issues. Anticipates the possible outcome of potential solutions. Identifies areas of significant concern or opportunity. Probes and initiates research to identify critical problems.

12 Position Description February 9, 2015 Page 11 Title Specialist I Specialist II Specialist III Expert (E): Establishes strategic goals and enterprise-wide priorities. Uses techniques of advanced business and organizational analysis to identify and assess problem definitions and potential solutions, and compares and contrasts them against predetermined criteria. Creates framework for reviewing large volumes of unorganized data. Probes for and points to subtle and unclear relationships in highly complex matters and evaluates the merit of problem definitions and potential solutions. Anticipates the possible outcome of potential solutions. Systemically identifies and resolves complex enterprise-wide issues, while educating senior leaders as to their solution.

13 Position Description February 9, 2015 Page 12 Title Specialist I Specialist II Specialist III Requirements Analysis: Ability to understand a customer's business needs and translate needs into IT specific requirements. Applies knowledge of the customer's functions and processes to develop business case and business requirement documents. Assesses the benefits of recommended solutions. Being Developed (BD): Gathers information on business functions, associated with the business or product being supported. Understands the current technology functions that support the business or product. Develops working knowledge of current technical design for own area of work or responsibility. Basic (B): Expands working knowledge of the business or product supported to include key processes and operational aspects that impact successful execution of business functions. For each key business process, identifies the various technical components that comprise technology support and their associated impact and benefits, i.e. hardware, software and network components. Intermediate (I): Reviews customer business requirements and determines where support is needed relative to existing technical systems design. Identifies key opportunities for redesign of systems infrastructure to meet customer needs. Investigates areas where integration and migration of platforms will enhance customer's capabilities. Identifies the cost-benefits of solutions. Advanced (A): Reviews customer business requirements, recommending technological solutions that can be integrated and deployed in the environment. Identifies key business processes and the technologies that support them. Documents the interrelationship of businesses and technologies, outlining dependencies and risks. Evaluates the cost effectiveness and potential benefits of proposed interventions versus alternative options. Expert (E): Acquires updated information on enterprise strategies and recommends supporting technology initiatives. Demonstrates knowledge of all key business functions in the enterprise and the technologies supporting and integrating them. Ensures that proposed solutions fit with planned and existing technical architectures. Compares and contrasts business systems used in the company with world class and similar organizations in the sector.

14 Position Description February 9, 2015 Page 13 Title Specialist I Specialist II Specialist III Consulting: Uses professional knowledge, experience and technical expertise to respond to questions, facilitate problem solving, and generally advises, influences and provides guidance to customers and business partners over whom there are no direct authority. Being Developed (BD): Shares information in relation to procedures and routine activities. Provides guidance and advice. Suggests caution as appropriate. Asks questions that raise awareness and demonstrate insight. Basic (B): Shares information and reports on the immediate situation. Provides feedback and advice as appropriate in relation to procedures and routine activities. Asks questions that raise awareness and demonstrate insight. Intermediate (I): Conducts investigations and interprets issues within operational and professional contexts. Provides guidance and counsel. Suggests caution to impacted areas as appropriate in relation to matters of policy interpretation and implementation of operational improvement. Conducts discussions that share information and trigger solutions and improvements. Advanced (A): Leads research and summarizes requirements for the engagement. Interprets issues within the framework of core business processes. Provides substantiated, risk-assessed options and counsel in relation to process enhancement and professional expertise. Facilitates dialogues that produce new perspectives and trigger recommendations for substantial innovative enhancements, and analysis of consequences. Expert (E): Collaborates with clients to determine the scope of engagement. Advises senior leaders on environmental analysis, planning opportunities, and implementation considerations for strategic interventions. Researches long-range world-class business and technology trends. Uses formal techniques of facilitation and analysis to assist leadership in criterion-based decision-making and strategic planning.

15 Position Description February 9, 2015 Page 14 Title Specialist I Specialist II Specialist III Decisiveness: Assesses the scope and potential impact of an issue or opportunity. Uses business criteria and values to evaluate alternative courses of action. Makes a timely choice based on the options and information available. Being Developed (BD): Applies values, policies and procedures to make timely, routine decisions of limited, clear choice. Seeks instructions or escalates matters that require judgment. Basic (B): Applies values, policies, procedures and precedent to make timely, routine decisions of limited, clear choice. Seeks advice and guidance or escalates matters that require judgment. Intermediate (I): Applies values, business strategy, policies, procedures and precedent to make timely decisions with limited consequences. Gathers data to support recommendations and seeks approval for taking action that will set precedent while minimizing potential risk. Advanced (A): Applies values, business strategy, policies, precedent, and experience to make complex decisions with uncertain consequences. Makes benchmarked, researched recommendations with contingency plans in place for potential adverse consequences. Lobbies business partners and subject matter experts for consensus in taking action that sets direction in at least one critical business function. Promotes a tolerance for risk within boundaries that equate with the benefits. Expert (E): Applies values, business strategy and collective experience to make policy decisions with incomplete, conflicting information and uncertain long-term consequences. Sponsors and approves benchmarked, researched recommendations with contingency plans in place. Participates with senior business leaders and subject matter authorities in defining strategies and courses of action that will impact the enterprise. Makes timely decisions that set enterprise-wide direction. Promotes a tolerance for high long-term risk that equates with significant returns on the investment.

16 Position Description February 9, 2015 Page 15 Title Specialist I Specialist II Specialist III Information Seeking: Gathers and analyzes information or data on current and future trends of best practice. Seeks information on issues impacting the progress of organizational and process issues. Translates up to date information into continuous improvement activities that enhance performance. Being Developed (BD): Asks questions and solicits procedural information that explains how day-to-day tasks are conducted. Collates facts and data. Checks and monitors progress of activities in area of responsibility. Seeks out the appropriate people for guidance when needed to get things done. Basic (B): Seeks information on both formal and informal processes. Uses appropriate tools, techniques and sources to gather, update and monitor information. Checks for accuracy of interpretation. Seeks out the appropriate people for guidance when needed depending on the type of issue. Intermediate (I): Utilizes a variety of information and data sources pertaining to organizational and professional trends. Checks the source for omission and accuracy. Identifies the sources that are appropriate for specific types of information. Checks for bias and omission. Seeks out the appropriate people to approach for guidance either formally or informally depending on the type of issue. Links information in a lateral as well as linear manner. Finds hidden data. Relates and manipulates data from various sources to create a fuller picture. Investigates and uncovers root causes of a problem or issue. Advanced (A): Researches organizational and professional trends. Networks internally and externally on areas of interest and concern. Evaluates sources, and collates and compares findings for bias, omission and accuracy. Conducts objective analysis. Prioritizes information by source. Monitors systematically. Deploys resources (time, people, systems) to ensure timely management reporting. Reviews and determines need for corrective action and/or business opportunities. Expert (E): Studies environmental, business and technological trends and forecasts. Networks among thought leaders and strategic influencers. Differentiates data sources for validity, reliability and credibility. Tracks and synthesizes systemic benchmarking trends. Evaluates composite information in relation to its impact on decisionmaking and strategic implications. Sets expectations for and reviews management and key stakeholder reports. Assesses validity of business strategy recommendations against trend data. Steers senior leadership toward making informed, sound strategic decisions.

17 Position Description February 9, 2015 Page 16 Title Specialist I Specialist II Specialist III Risk Management: Identifies risks and obstacles to plans. Defines scarcity and conflicts of resource needs, and potential constraints. Investigates risks within various project elements, assesses impact, and develops contingency plans to address major risks. Being Developed (BD): Reduces risk by solving day-to-day problems as they arise. When risk is apparent seeks guidance on how to respond. Follows emergency procedures. Basic (B): Identifies risks as incidents occur within own area of work. Takes action to prevent problems recurring. Follows established risk monitoring procedures. Intermediate (I): Identifies potential risks and develops preventive plans for procedural activities. Alerts others to potential risks in their areas of responsibility. Develops processes for monitoring for pre-identified risks. Advanced (A): Assesses the probability associated with varying degrees of risk. Identifies potential for risk in complex situations that have wide ranging impact. Sets objectives and standards for the long-term reduction of risk. Recommends course of action to minimize risk. Expert (E): Determines the probability of risk and sets the degree of tolerance for major investments and strategic decisions. Sponsors, reviews and approves long-term, enterprise-wide strategies. Allocates resources and responsibilities for the purposes of risk prevention, containment and reduction.

18 Position Description February 9, 2015 Page 17 Title Specialist I Specialist II Specialist III Teamwork: Collaborates with other members of formal and informal groups in the pursuit of common missions, vision, values and mutual goals. Places team needs and priorities above personal needs. Involves others in making decisions that affect them. Draws on the strengths of colleagues and gives credit to others' contributions and achievements. Being Developed (BD): Participates willingly by supporting team decisions, assisting other team members, and doing his/her share of the work to meet goals and deadlines. Informs other team members about client-related decisions, group processes, individual actions, or influencing events. Shares all relevant and useful information. Basic (B): Takes initiative to actively participate in team interactions. Without waiting to be asked, constructively expresses own point of view or concerns, even when it may be unpopular. Ensures that the limited time available for collaboration adds significant customer value and business results. Intermediate (I): Actively solicits ideas and opinions from others to quickly accomplish specific objectives targeted at defined business outcomes. Openly encourages other team members to voice their ideas and concerns. Shows respect for differences and diversity, and disagrees without personalizing issues. Utilizes strengths of team members to achieve optimal performance. Advanced (A): Consistently fosters collaboration and respect among team members by addressing elements of the group process that impedes, or could impede, the group from reaching its goal. Engages the right people, despite location or functional specialty, in the team by matching individual capabilities and skills to the team s goals. Works with a wide range of teams and readily shares lessons learned. Expert (E): Identifies and improves communication to bring conflict within the team into the open and facilitate resolution. Openly shares credit for team accomplishment. Monitors individual and team effectiveness and recommends improvement to facilitate collaboration. Considered a role model as a team player. Demonstrates high level of enthusiasm and commitment to team goals under difficult or adverse situations; encourages others to respond similarly. Strongly influences team strategy and processes.

19 Position Description February 9, 2015 Page 18 Title Specialist I Specialist II Specialist III Thoroughness: Demonstrates attention to detail and accuracy. Defines and organizes tasks, responsibilities and priorities. Takes responsibility for timely completion. Being Developed (BD): Applies attention to detail to routine tasks defined in formal, written procedures and oral instructions. Seeks guidance on the quality and the degree of completion required for completing new tasks. Reprioritizes, as new deadlines are set. Responds constructively to customer feedback on task output. Basic (B): Performs tasks according to quality and output standards. Takes initiative to ensure that outcomes meet internal and external customer requirements. Solicits feedback on performance in new tasks. Measures accuracy using performance metrics. Sets improvement standards to reduce errors, omissions and oversights. Intermediate (I): Demonstrates operational agility. Uses organizational systems that result in multiple critical activities to be identified and completed on time. Renegotiates priorities as necessary. Puts systems in place and uses them to monitor and detect errors and problems. Tests and inspects outputs, and applies quality checks prior to work submission. Advanced (A): Identifies potential areas of conflicting priorities and vulnerability in achieving standards. Reviews department's progress against established goals, objectives, service level targets and project milestones. Supports others in achieving deliverables by efficiently allocating resources and providing common organizing systems, techniques and disciplines. Maintains a proactive work review and approval process prior to assignment completion. Solicits internal and external customer evaluation of performance and devises measures for improvement. Expert (E): Sets the vision, defines the value and acts as role model for creating a culture that sets superior standards and delivers on time and on budget. Agrees upon service level and project expectations with senior leaders. Reviews enterprise's progress against established goals, objectives, service level targets and project milestones. Devises strategies for delivering large-scale projects on time. Proactively conducts business review meetings for reprioritization of resources and taking corrective action to respond to strategic initiatives. Holds self and leadership team members accountable for achievements, publicly recognizing successes. Identifies areas of potential vulnerability in achieving strategic business drivers. Supports the enterprise in achieving deliverables by investing in world-class organizational processes.

20 Position Description February 9, 2015 Page 19 Any questions regarding this Report should be addressed to: Diana Hughes Director of HR and Administration Information Systems and Technology Massachusetts Institute of Technology (617)

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