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Business Continuity Planning
Insuring financial stability during an emergency
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Background: How we started
County mandate: Business Impact Analysis500,000+ employees relying on cash availabilityOur priority = cash
– Positioning– Investing– Accounting
Magnitude of our poolGoal: Business Continuity Plan (BCP)
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BCP: Assumptions
HQ building affectedUnable to occupy HQ for seven daysOther county locations not affected
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BCP: Documenting critical processes
Cash ManagementInvestment OfficeInternal ControlsKeys:– Consistent format– Prioritizing: Green / yellow / red– Systems / Information Technology
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BCP: Stakeholder Outreach
Purpose:– Inform stakeholders of TTC processes
Exterior: banks, securities custodian, pool participantsInterior: auditor-controller
– Convey operational impacts– Understand partners’ emergency plans
Tools: – Executive Summary
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BCP: Revise Investment Policy
Evaluated Investment Policy (IP) in light of assumptions
Revised IP for short-term investment flexibility– Increased commercial paper limits– Revised money market fund provisions
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BCP: Select BCP Offsite Location
Criteria– Distance from HQ– Size– IT & telecommunications functionality– Preference for County facility
First site: conference room at County facility (approx. 20 miles from HQ)New site: dedicated room in Public Administrator warehouse (approx. 20 miles from HQ)
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BCP: IT Infrastructure
BCP server at centralized County data locale Critical data: daily upload to serverHardware (“BCP Network”) at BCP siteDuring emergency, remotely access data from server
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BCP: Types of data
County applicationsVendor applicationsInternally developed applicationsEmployee files
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BCP: Finalize Emergency Manual
Step-by-step proceduresSafeguards sensitive informationIncludes mission statement, criteria for invokingChain of commandCalling tree
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BCP: Operationalize
Real time exercise offsiteCompleted actual processes away from HQWorked out “kinks” (e.g., staff realized need for additional files)Second exercise: June 2008 at new site
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BCP: Lessons Learned
Keep it simpleKeep focusedMake BCP a priorityUnexpected Benefits
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BCP: Going Forward
Institute quarterly trainingSchedule regular drillsContinuously refresh procedures to reflect process changesExpand assumptions / re-plan for longer emergencyDevelop BCP for next-level processes