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Disaster Recovery (Business Continuity Planning) Tim Babco. AGENDA. What is BCP? Key BCP Components How to Implement? How to Maintain? Effort Required Value Obtained Q&A. Who is Poolcorp?.

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AGENDA

  • What is BCP?
  • Key BCP Components
  • How to Implement?
  • How to Maintain?
  • Effort Required
  • Value Obtained
  • Q&A
who is poolcorp
Who is Poolcorp?
  • World’s largest distributor of swimming pool supplies, equipment and related leisure products
  • ~$2 billion in revenues
  • >3,600 employees; 285 locations; 8 countries
  • >100,000 products
  • >70,000 customers
  • Headquartered in Covington, Louisiana

Headquarters in “Hurricane Alley”

what is bcp
What is BCP?
  • Task of identifying, developing, acquiring, documenting, and testingprocedures and resources that will ensure continuity of a firm's key operations in the event of an accident, disaster, emergency, and/or threat. It involves:
    • Risk mitigationplanning (reducing possibility of the occurrence of adverse events)
    • Business recovery planning (ensuring continued operation in the aftermath of a disaster)

Keep the business running successfully

what is bcp5
What is BCP?
  • Business Continuity Planning (BCP) and Disaster Recovery (DR) are often used synonymously
  • Continuum: Enterprise  Individual
    • Corporate functions
    • Remote locations
    • Succession Planning
  • Prevent and Recover

Keep the business running successfully

key bcp components
Key BCP Components
  • Needs assessment
  • Employees
  • Communications
  • IT Infrastructure
  • Recovery site logistics
  • Third party information
  • Supplies
  • Pre-event protection steps
  • Trigger points
  • Municipal, state, federal interaction and updates

Many important facets

needs assessment
Needs Assessment
  • RTO – Recovery Time Objective
    • Amount of down time for each critical function before outage threatens company survival
  • RPO – Recovery Point Objective
    • How old can the data be before it is so out of date that recreation is not practical or possible
  • Consider Time of Year, Month, etc.
  • Economic Benefit
    • Cost of protection vs. cost of down time
      • Hard costs and opportunity costs

Clearly define what’s important

employees
Employees
  • Current and complete contact information

Know how to reach employees

employees9
Employees
  • Current and complete contact information

Employees know key BCP contacts

employees10
Employees
  • Personal BCP plan
    • Home
    • Belongings
    • Immediate family members
    • Extended family members
    • Pets, livestock

Employees can’t be productive

if worried about personal items

employees11
Employees
  • Roles
    • Executive team
      • Make decisions
      • Delegations of authority
    • Communications team
      • Internal
      • External

Execute quickly and correctly

employees12
Employees
  • Roles
    • Core team
      • Coordinate detailed plan execution
    • Tiered response teams
      • Tier 1 – IT only; sent when disaster impact predicted
      • Tier 2 – Employees with critical functions; sent when disaster impact is imminent
      • Tier 3 – Important functions; work better as group; sent after significant impact realized
      • Tier 0 – Can work remotely as situation unfolds

Avoid the scattered workforce

communications
Communications
  • Voice
    • Potential issues
      • Land lines may be out
      • Cell phones may be out
    • Solutions
      • Satellite phones
      • Private 2-way radios
      • IP telephony virtual phone system
        • Call centers
        • Key support teams
        • High risk locations

Ability to verbally communicate

communications14
Communications
  • Voice
    • Dedicated toll-free BCP lines
      • Employee information line
      • Command conference line
      • Regularly scheduled, daily conferences

Ability to verbally communicate

communications15
Communications
  • Data
    • Choose the right circuit provider
    • Have redundant data circuits
      • Different providers; different routes
    • Broadband wireless capabilities

Ability to access business systems

communications16
Communications
  • Data
    • Portable satellite systems

Ability to access business systems

communications17
Communications
  • Messaging
    • Text messaging
    • E-mail
      • Web access from anywhere
    • BCP web site – externally hosted

Remotely connect & send/receive updates

it infrastructure
IT Infrastructure
  • Backup power – Battery, Generator and fuel
  • Offsite tape rotations (e.g. Iron Mountain)
  • Low risk data center location
  • Redundant data centers
  • Co-location
  • Cold failover facility (e.g. Sungard)
  • Full mesh network

Just like insurance policies

it infrastructure19
IT Infrastructure

PoolCorp Global

Wide Area Network

High speed, secure access from anywhere

it infrastructure20
IT Infrastructure
  • Choose good partners
    • Corporate grade equipment and solutions
    • High reliability
    • Fast response time
    • Available technical support staff
    • Cost competitive
    • Willingness to go “above and beyond”

Only as good as the weakest link

recovery site logistics
Recovery Site Logistics
  • Central command/recovery center
    • Wireless
    • Size
    • Proximity

From chaos to recovery in hours

recovery site logistics22
Recovery Site Logistics
  • Laptops for key employees
  • Remote connectivity (VPN)
  • Transportation
  • Housing – hotels, apartments
  • Childcare
  • Schools
  • Kennels (house hold pets only)
  • Expense reporting
  • Cash advances

Employees can quickly be productive

third party information
Third Party Information
  • Vendors
  • Consultants
  • Financial institutions
  • Investors
  • Governmental agencies
  • Media
  • Board members

Fast access to key parties

supplies
Supplies
  • First aid
  • Portable generators
  • Extension cords
  • Flashlights and batteries
  • Tarps
  • Tools (e.g. chain saws)
  • Ice coolers
  • Bottled water and non-perishable food
  • Energy drinks

Ability to ride out DR events

pre event protection steps
Pre-event Protection Steps
  • Full equipment inventory
  • Protect equipment and information
    • Unplug electronics
    • Move electronics off of floor
    • Safeguard important paperwork
    • Close blinds and doors
  • Take critical items if planned evacuation
  • Focus on safety if unplanned event

Attempt to minimize loss

trigger points
Trigger Points
  • Define for all predictable events
    • Example: 9-step hurricane process
      • Storm enters gulf
      • Projections converge with New Orleans in cone
      • Within 4 days of landfall; still in cone
      • Within 3 days of landfall; still in cone
      • Within 50 hrs of landfall; still in cone; material impact imminent
      • Within 40 hrs of landfall; still in cone; material impact imminent
      • Within 30 hrs of landfall; still in cone; material impact imminent
      • Next 36 hrs during/after storm
      • Authorities give “all clear” to return home

Know what to do and when to do it

municipal state federal interaction
Municipal, State, Federal Interaction
  • Participate in municipal DR planning/testing
  • Get to know local and state officials
  • Know evacuation routes
  • Placards to re-enter impact areas

Take advantage of available help

how to implement
How to Implement
  • Start with basics
  • Focus on critical systems, functions, people
  • Use available “free” help and templates
  • Hire consultants if needed
  • Train and communicate
  • Annual testing
  • Validation of tape backups
    • Failover to backup facility
    • User validation
    • Signed acceptance forms

Audit

Create

Update

Test

Don’t be overwhelmed

effort required
Effort Required
  • 300-400 hours can get you started
  • 100-200 hours annually to test/audit
  • 100-200 hours annually to enhance/update
  • 5 person “core team”
    • Senior Management Sponsor
    • Project manager
    • Tech writer
    • IT manager
    • Logistics/facilities coordinator

It can be a reasonable effort

value obtained basic bcp plan
Value Obtained – Basic BCP Plan
  • Creating the initial plan: $15-20K
  • Annual updates and testing: $10-20K
  • Annual infrastructure costs: $200K
  • Peace of mind during a disaster: Priceless

The best insurance policy you’ll ever buy!

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QUESTIONS ?

QUESTIONS ?

Tim Babco(985)801-5230tim.babco@poolcorp.com