Business Continuity Roadmap -One Port s Approach. - Rich Baratta, ARM, ABCP Director, Risk Management Port of Long Beach

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1 Business Continuity Roadmap -One Port s Approach - Rich Baratta, ARM, ABCP Director, Risk Management Port of Long Beach

2 The San Pedro Bay Port Complex

3 DHS DIRECTIVE ON RECOVERY MARITIME INFRASTRUCTURE RECOVERY PLAN PROTECT AMERICAN ECONOMY RESTORATION OF PASSENGER AND CARGO FLOW, SPECIFICALLY CONTAINER CARGO DOES NOT ADDRESS LONG TERM INTERUPTIONS NOT A PLAN FOR THE PHYSICAL RECOVERY OF A PORT PROVIDES GUIDANCE FOR THE REDIRECTION OF CONTAINER CARGO

4 BUSINESS CONTINUITY: Business Continuity Plan PEOPLE BUSINESS PROCESSES PROCESS CONTINUITY Comprehensive and documented plan utilized in the event of a disruption, focus is solely on continuing business operations. Plan defines resources, actions, tasks and data required to manage the recovery effort in the event of a business interruption. Identifies: Critical People Systems Applications Facilities Vendors Resources

5 POLB BCP Model Determine Continuity Plan Objectives & Scope Develop Business Continuity Planning Organization ID Key Processes That Support Continuity Plan Objectives Define Current Key Processes Complete Process Risk Assessments Continuity Plans, Train & Exercise Business Continuity

6 SCOPE OF POLB BCP PROGRAM PHASE 1: HARBOR DEPARTMENT & CITY AGENCIES PHASE 2: TENANT COORDINATION PHASE 3: COORDINATION w/ PORT OF LOS ANGELES

7 DEFINING BUSINESS CONTINUITY FOR THE PORT - PHASE 1 KEY QUESTIONS WHAT IS THE BUSINESS OF OUR BUSINESS? WHAT MUST CONTINUE AFTER A DISRUPTION OCCURS?

8 BCP: PHASE 1 OUR EMPLOYEES: SAFETY & SHELTER EMERGENCY NOTIFICATION CRITICAL INFRASTRUCTURE FACILITIES AND INFRASTRUCTURE ASSESSMENT/REPAIR INFORMATION TECHNOLOGY ABILITY TO CONTINUE PORT OPERATIONS SAFELY LEGALLY WITH CONCERN FOR THE ENVIRONMENT

9 BCP PROJECT ORGANIZATION EXECUTIVE SUPPORT Executive Director Board of Harbor Commissioners BCP STEERING COMMITTEE Managing Directors Project Sponsor BCP COORDINATION TEAM Directors, Subject Matter Experts, Project Manager Overall BCP Management BCP PROCESS DEVELOPMENT TEAMS Process-focused Cross-divisional, Subject Matter Experts

10 BCP SAFETY TEAMS EMPLOYEE EXPOSURE MONITORING EMPLOYEE AND FACILITY SECURITY INJURY REPORTING PORT PATROL ALTERNATE SHELTER LOCATIONS Local Hotels, Convention Center, MARAD Vessels Emergency Water, Food, Medical Supplies, Sanitary Facilities

11 CRITICAL POLB INFRASTRUCTURE OFFICE FACILITIES MAINTENANCE FACILITIES EMERGENCY FACILITIES WHARFS WATERWAYS ROADWAYS RAIL SYSTEM BRIDGES SEWER & WATER SYSTEMS FIRE PREVENTION SYSTEMS

12 BCP INFRASTRUCTURE TEAMS CONSTRUCTION CONTRACT MANAGEMENT MAINTENANCE CREW ORGANIZATION EMERGENCY PERMITTING / HOT WORK EMERGENCY POWER HAZARD ASSESSMENT & CLEAN-UP RAIL TRANSPORTATION ROADWAY ASSESSMENT WATER SYSTEM ASSESSMENT SEWAGE SYSTEM ASSESSMENT STORM DRAIN ASSESSMENT STRUCTURAL DAMAGE ASSESSMENT

13 BCP COMMUNICATION TEAMS CRISIS & KEY MESSAGES EMPLOYEE & FAMILY COMMUNICATION GOVERNMENT COMMUNICATION

14 BCP ADMINISTRATION TEAMS CASH ACCESS CLAIMS PROCESSING (INSURANCE / FEMA) SUPPLIES PAYROLL PERSONNEL VITAL RECORDS

15 BCP INFORMATION MANAGEMENT TEAMS INFORMATION COMMUNICATION TECHNOLOGY IT OPERATIONS RECOVERY IT SERVICE DESK MANAGEMENT IT SECURITY MANAGEMENT

16 BCP TENANT CONTINUITY TEAMS TENANT NEEDS COORDINATION VESSEL TRAFFIC & NAVIGATION

17 ESSENTIAL PROCESS DEVELOPMENT S-I-P-O-C SUPPLIERS INPUT PROCESS OUTPUT CUSTOMERS SIPOC REVIEW & VALIDATION

18 RISK ASSESSMENT BUSINESS IMPACT ANALYSIS APPLY TO CRITICAL PROCESSES RISKS: LOSS OF KEY PERSONNEL LOSS OF KEY FACILITY LOSS OF KEY APPLICATIONS LOSS OF KEY SYSTEMS LOSS OF KEY RESOURCES VULNERABILITIES: HOW VULNERABLE IS THE PROCESS TO THE LOSS OF: PEOPLE? THEIR WORK SPACE OR LOCATION? THEIR COMPUTER APPLICATIONS? THE COMPUTER SYSTEM ITSELF? MITIGATION MEASURES THAT WILL ALLOW PROCESS TO CONTINUE?

19 INFORMATION TECHNOLOGY CONSIDERATIONS SYSTEMS APPLICATIONS COLD SITE? REMOTE HOT SITE(S): MIRROR OR MEDIA? MUST REFLECT BUSINESS CONTINUITY RECOVERY TIME OBJECTIVES!!

20 SUPPLIERS & SERVICE LEVEL AGREEMENTS EXECUTE BEFORE YOU NEED TO EXECUTE SINGLE SOURCE? NOT ALWAYS ADVISABLE ABILITY TO MEET RECOVERY TIME OBJECTIVE HOW VULNERABLE ARE THEY?? STATUS OF THEIR BUSINESS CONTINUITY PLAN BCP PLAN SHOULD BE REVIEWED / INCLUDED IN SLA

21 BUSINESS CONTINUITY OPERATIONS CENTER CONTENTS: HARD COPIES OF BUSINESS CONTINUITY PLAN COMPUTERS / COMMUNICATIONS GIS MAPS (WATER, SEWER, OIL/GAS PIPELINES) TEAM: BCP COORDINATION TEAM SELECTED SUBJECT MATTER EXPERTS ACTIVATION: NOTIFICATION BY EXECUTIVE DIRECTOR OR BCP STEERING COMMITTEE MEMBER LOCATION: MOBILE CURRENTLY AT REMOTE LOCATION

22 HOW IT FITS TOGETHER Emergency Mgmt. Crisis Mgmt. Business Continuity Plan Disaster Recovery Plan PEOPLE Evacuation Procedures Emergency Response Corporate & Local Crisis Management Teams Command, Control, Communications & Collaboration PEOPLE BUSINESS PROCESSES INFORMATION SYSTEMS RECOVERY OF FACILITIES PROCESS CONTINUITY TECHNOLOGY AVAILABILITY B U S I N E S S C O N T I N U I T Y 22

23 BCP: WHAT WE VE LEARNED BCP IS A DEPARTMENT & PORT-WIDE EFFORT BCP IS CROSS-DIVISIONAL: BRINGS DOWN SILOS BCP IS NOT A PROJECT: IT IS A PROGRAM SUCCESSFUL BCP REQUIRES: TOP-LEVEL SUPPORT OUTSIDE-THE-BOX THINKING TRAINING OF ALL INVOLVED EXERCISING OF PLANS ON A REGULAR BASIS MAINTENANCE & UPDATING (CONSTANT)

24 Port of Long Beach s BUSINESS CONTINUITY PLAN OBJECTIVE A RESILIANT PORT THAT: IS OPEN FOR BUSINESS MAINTAINS CONFIDENCE OF: TENANTS SHIPPERS GOVERNMENT AGENCIES (COAST GUARD) PUBLIC IS CAPABLE OF QUICK DECISION MAKING AND, HAS THE ABILITY TO ADAPT TO A RAPIDLY EVOLVING EVENT SAFELY, LEGALLY, AND IN AN ENVIRONMENTALLY SOUND MANNER!