Disability Sport Events DSE EVENTS CONTINGENCY PLAN

Transcription

1 Disability Sport Events DSE EVENTS CONTINGENCY PLAN

2 Part I. Introduction Part I contains information about this document, which provides the written record of DSE s Contingency Plan. Introduction to This Document Planning for the Emergency Response of DSE in the aftermath of a disaster is a complex task. Preparation for, response to, and recovery from disaster affecting the functions of the organisation requires the cooperative efforts of many affecting the functions of the organisation s in partnership with the functional areas supporting the business of DSE. This document records the Plan that outlines and coordinates these efforts, reflecting the analyses by representatives from these organisations and by the DSE {Board of Directors, Executive Committee, Management }. For use in the event of a disaster, this document identifies the computer recovery facilities (hot sites and shell sites) that have been designated as backups if the functional area s are disabled. How to Use This Document Us this document to learn the issues involved in planning for the continuity of the critical and essential business functions at DSE, as a checklist of preparation tasks, for training personnel, and for recovering from disaster. This document is divided into four parts, as the table below describes Part Contents I. Information about the document itself II. Design of the Plan that this document records, including information about the overall structure of Contingency Planning at DSE III. General responsibilities of the Individual Emergency Response s that together form the Emergency Response Management, emphasising the function of each team and its preparation responsibilities. IV. Recovery actions for the Emergency response s and important checklists such as the notification list for a disaster and an inventory of resources required for the environment. This section provides key information as to actions and directives that are to be followed should an emergency be declared.

3 Committee Organisation This document addresses several groups within DSE central administration with differing levels and types of responsibilities for disaster recovery management, as follows: Contingency Management Steering Committee (CMSC) Emergency Response Management (ERMT) Emergency Response s (ERT) Functional Area Recovery Management (FARM) s It should be emphasized that this document is addressed particularly to the members of the Emergency Response Management, since they have the responsibility of preparing for, responding to, and recovering from any disaster that impacts DSE. Part III of this document describes the composition of the Emergency Response Management in detail. Distribution As the written record of the organisations Contingency Plan, this document is distributed to each member of the Emergency Response Management, including members of the Emergency Response Support s. It is also distributed to members of the Contingency Management Steering Committee, FARM Co-ordinators, Information Systems managers and others not primarily involved with the direct recovery effort.

4 Part II. Design of the Plan Part II describes the philosophy of contingency planning at DSE generally, and the kind of analysis that produced this Plan. It also provides an overview of the functions of the Emergency Response Management in implementing this Plan. Overview of the Contingency Plan Purpose DSE increasingly depends on computer-supported information processing and telecommunications. This dependency will continue to grow with the trend toward decentralizing information technology to individual organisations within DSE administration and throughout the organisation. The increasing dependency on computers and telecommunications for operational support poses the risk that a lengthy loss of these capabilities could seriously affect the overall performance of the organisation. A risk analysis that was conducted identified several systems as belonging to risk level IV, comprising those functions whose loss could cause a major impact to the organisation beyond 72 hours. It also categorised a majority of organisations functions as essential, or Level III requiring processing support within 72 hours of an outage. This risk assessment process will be repeated on a regular basis to ensure that changes to our processing and environment are reflected in recovery planning. {While this document does not directly address Level II less than 24 hours, or Level I, less than four hours, disasters, it highly recommended that each organisation determine where possible points of failure are and the appropriate action to be taken. This generally incorporates minimal stocking of spare components such as network adapters, hubs, monitors or spare workstations. Level I and Level II disasters are routinely managed via Help Desk function. Help Desk is a common term for software and procedures that track incident calls (problems) and their resolutions} DSE administration recognises the low probability of severe damage to data processing telecommunications or support services capabilities that support the organisation. Nevertheless, because of the potential impact to DSE, a plan for reducing the risk of damage from a disaster, however unlikely, is vital. The organisation s Contingency Plan is designed to reduce the risk to an acceptable level by ensuring the restoration of critical processing within 24 hours, and all essential production within 72 hours of the outage. The plan identifies the critical functions of DSE and the resources required to support them. The Plan provides guidelines for ensuring that needed personnel and resources are available for both disaster preparation and

5 response, and that the proper steps will be carried out to permit the timely restoration of services. This Contingency Plan specifies the responsibilities of the Emergency Response Management, whose mission is to establish organisation level procedures to ensure the continuity of DSE business functions. In the event of a disaster affecting any of the functional areas, the Emergency Response Management serves as liaison between the functional area(s) affected and other organisations providing major services. These services include the support provided by physical Plant, security, and public information dissemination on behalf of DSE.

6 Sample Contingency Plan Organisation Chart EDP Steering Committee Contingency Management Steering Committee The CMSC is composed of Senior level management who have the responsibility of creating and approving the overall Plan Document Below are examples of Functional Area Response s Emergency Response Management Emergency Response The ERMT is composed of senior representatives of the following departments: Administration, Personnel and Information Systems and are responsible for the coordination of recovery efforts of the ERT. The ERT is responsible for the execution of the Plan Document. It may be composed of the same members as the ERMT depending on the size of the organisation Damage Assessment/ Salvage Transportation Public Information Communication Other s as necessary FARMs define one or more individuals in a department, section, or workgroup and the specific Plan Action Items they are assigned to execute. The number of teams established and responsibilities assigned to these teams will depend on largely the size and type of the organisation.

7 Assumptions The Plan is predicted on the validity of the following: The situation that causes the disaster is localised to the data processing facility of Operations and Systems in the Building or space housing the functional area; or to the communication systems and networks that support the function area. It is general area-wide disaster. {Note that some disasters may be isolated to the organisation only, or may, in fact, be the result of an area-wide failure such as power or utility services. This is true for year 2000 failures or other disasters in general} The Plan would still be functional and be effective even in an area-wide disaster. Even though the basic priorities for restoration of essential services to the community will normally take precedent over the recovery of an individual organisation, the organisation s Contingency Plan can still provide for a more expeditious restoration of resources for supporting key functions. In response to a Level IV disaster declaration, the Plan is based on the availability of hot sites or back-up resources, as described in Part IV. The accessibility of these, or equivalent back-up resources, is a critical requirement. The Plan is a document that reflects the changing environment and requirements of DSE. Therefore, the Plan requires the continued allocation of resources to maintain it and to keep it in a constant state of readiness. Development DSE Event Managers and the Director of Events, with assistance from key organisation support areas, is responsible for developing the organisation s Contingency Plan. Development and support of individual FARM Plans are the responsibility of the functional area planning for recovery. Maintenance Ensuring that the Plan reflects ongoing changes to resources is crucial. This task includes updating the Plan and revising this document to reflect updates; testing the updated plan; and training personnel. The Emergency Response management Coordinators are responsible for this comprehensive maintenance task.

8 On a periodic basis, no less than annually, the Emergency Response Management Coordinators will ensure that the Plan goes under a formal review to confirm the incorporation of all changes since the prior examination. The Emergency Response Management Coordinators initiate a complete review of the Plan, which could result in major revisions to the Plan document. These revisions will be distributed to all authorised personnel, who exchange their old plans for the newly revised plans. At that time, the Coordinators will provide an annual status report on continuity planning to the contingency Management Steering Committee. Testing Testing the Contingency Plan is an essential element of preparedness. Partial tests of individual components and recovery plans of specific FARM s will be carried out on a regular basis. A comprehensive exercise of the continuity capabilities and support by the designated recovery facilities will be performed on an annual basis. Organisation Disaster Response and Recovery The organisation backbone of Contingency Planning at DSE is the Emergency Response Management. In the event of a disaster affecting DSE organisations or its resources, the Emergency Responses Management will respond in accordance with this Plan and will initiate specific actions of recovery. The Emergency Response Management is called into action under the authority of the Contingency Management Steering Committee, which has the responsibility for approving actions regarding Contingency Planning at DSE. Contingency Management Steering Committee Gordon Neale, Director of Disability Sport Events. Manages and directs the recovery effort. Provides liaison with other DSE management, partners, or Board of Directors, for reporting status of the recovery operation.