DCCCD Continuity Program Workgroup Impact Analysis Worksheet

Workgroup: Division: Campus: Worksheet Author: Phone: Supervisor: Supervisor: Building: Title: E-mail:

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Definitions: Time-Sensitive Functions: Those types of functions if unable to execute would immediately cause the District an unacceptable level of financial loss, reduced customer service, or endanger lives. Many people wrongly associate what is time-sensitive or critical with what is important. All division/workgroups or service is important. Time-sensitive functions are people, services and hardware that without the organization cannot function. Many important division/workgroup and/or services can shut down for short periods of time without causing major disruption to the organization. Example: Christmas Break. Disruption: Any occurrence, which compromises the ability of the division/workgroup to carry out its critical operational functions. These occurrences can range from a key employee in the hospital for an extended period, construction workers cutting fiber cables, denied access to the building for whatever reason, to a tornado causing major damage to a campus.

Section 1: Division / Workgroup Identification

1. Briefly describe the function and / or purpose of this division/workgroup (Are certain task performed only at specific times of the day, week, month or year?):

2.

Primary contact:

Backup contact:

Name: Office Phone: Office Fax:

Name: Office Phone: Office Fax:

Section 2: Division / Workgroup Functions and Personnel

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1. Of all the division/workgroup functions, what are the few Time-Sensitive functions and the absolute bare minimum number of personnel needed to operate them in a Disruption mode? Time-Sensitive functions Full-time Part-time personnel personnel

2.

Of all the division/workgroups personnel, who are the few absolutely essential persons? Absolutely Essential Backup person Part-time personnel

3.

Do any of these Time-Sensitive functions require pre-printed forms (i.e., check stock)? ( ) No ( ) Yes If Yes, Details:

4.

Does this division/workgroup have a written procedure to document the execution of its day-to-day business functions? ( ) No ( ) Yes If Yes, Can a copy be provided? ( ) No ( ) Yes

Is a copy of the procedure stored at a secure off-site location? ( ) No ( ) Yes If Yes, Details:

5.

Can a completely manual process be used to continue processing during a computer / network outage? ( ) No ( ) Yes If No, Why?

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Is the procedure documented? ( 6. ) No ( ) Yes, Can a copy be provided? ( ) No ( ) Yes

Does this division/workgroup use any unique / highly modified equipment or tools? ( ) No ( ) Yes, Details:

Section 3: Legal and Regulatory Impact

1. Could an extended division/workgroup disruption result in legal actions and / or fines? ( ) No Yes, Details:

2. Does this division/workgroup have regulatory requirements that influence how the business, data, or records are managed? ( ) No ( ) Yes, Details:

Section 4: Customer Impact

1. If this division/workgroup experiences an extended disruption, which group(s) of internal customers would be affected?

2. If this division/workgroup experiences an extended disruption, which group(s) of external customers would be affected?

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Section 5: Document Identification

A division/workgroups documents or files (paper, microfiche, or magnetic media) can be grouped in categories: Vital documents Important documents Useful documents Mission critical and / or irreplaceable. Can be obtained or reproduced, but at considerable expense / effort. Would cause little or no inconvenience if lost or can be replaced with

1. Provide information regarding division/workgroups documents, records, or files that are considered VITAL: Documents Name Storage Location

2. Provide information regarding division/workgroups documents, records, or files that are considered IMPORTANT: Documents Name Storage Location

Section 6: Computer Applications and Data

Provide information regarding computer applications that are absolutely essential to the functioning of this division/workgroup: Applications name: Applications function

Is application installed on a desktop PC in your division/workgroup or run from the IT networks? Division/workgroup that provides Application: Applications name: Applications function Phone #:

Is application installed on a desktop PC in your division/workgroup or run from the IT networks? Division/workgroup that provides Application:
Phone #:

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Applications name: Applications function

Is application installed on a desktop PC in your division/workgroup or run from the IT networks? Division/workgroup that provides Application: Applications name: Applications function Phone #:

Is application installed on a desktop PC in your division/workgroup or run from the IT networks? Division/workgroup that provides Application: Phone #:

Is all the division/workgroups PC and / or server hard drives backed up a regular basis and the resulting backup media taken to a secure off-site location? (Division/workgroup may require help from IT on answer) ( ) No ( ) Yes ( ) some, but not all

If the answer to the previous question is Yes or Some, but not all: Details (i.e., backup media, backup software, retention schedule, etc.):

Where is the off-site storage location?

What is the backup frequency?

Has there been any recent recoveries utilizing the backup media? ( ) No ( ) Yes, Details: Does this division/workgroup use any self-designed forms and/or templates (i.e., EXCEL, WORD, etc.) or other homegrown software? ( ) No ( ) Yes, Details: Who is your primary Information Technology technical support person?

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Section 7: Recovery Process

1. What are the must do recoveries related activities to be performed by this division/workgroup in the first 12 hours of a disaster? These activities will become the division/workgroups Day 1 list. Please prioritize with the most important first. Activity to be performed Person(s) to perform activity

2.

In the event of an incident, what this the minimal amount of office equipment and / or supplies would this division/workgroup need to re-establish minimal functionality? Also, indicate when the item is needed (i.e., immediately, in a day or 2, within a week, 2 weeks, etc.). Quantity Unit of Items description needed measure Supplier / manufacturer When

Section 8: Inputs to Division/Workgroup

1. If this division/workgroup receives critical data and/or resources from another workgroup/vendor, please provide information regarding this transaction. Datas name Datas source

Primary mode of transportation Backup mode of transportation

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Section 9: Outputs from Division/Workgroup

1. If this division/workgroup sends critical data and/or resources to another workgroup/vendor, please provide information regarding this transaction. Datas name Datas source Primary mode of transportation Backup mode of transportation

2. (

Is high volume computer print output produced by or for this division/workgroup? ) No ( ) Yes, Details:

Section 10: Miscellaneous

Any known areas of risk or concern associated with this division/workgroup? ( ) No ( ) Yes, Details:

Does this division/workgroup have any doors, locks, file cabinets, or safes that are usually kept locked for security purposes? ( ) No ( ) Yes If the answer to the previous question is yes, what are these items and who has the key(s) to them? What/ Where Who has a key or combination to lock

Are there any special needs of this division/workgroup that have not been addressed by other B.I.A. questions?

Please list your comments, concerns, suggestions or recommendations.

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