Your Plan Stinks

1
Your Plan Stinks!

• How To Say Goodbye To Bad Plans

2
Agenda

• Who We Are
• Business Continuity Organization
• Old Process vs. New Process
• Corporate Plan Business Unit Plans
• Maximizing the planning tool
• Top 5 Success Factors

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Who We Are
4

• Health Partners was founded in 1985 as a
  not-for-profit health plan serving the
  Philadelphia areas Medical Assistance
  population, Health Partners is acknowledged as a
  national model for Medicaid managed care
• Philadelphia areas only health plan owned by a
  partnership of local hospitals
• Health Partners is the largest independent
  Medicaid plan in the Philadelphia area. We are
  also the Philadelphia areas third largest health
  plan overall, serving about 135,000 children and
  adults

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Business Continuity Organization
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Old Process vs. New Process
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Old Process

• Software
• Old Planning Software Utilized Client/Server
  Model
• Required labor intensive individual client
  installs/updating
• Immediate availability of plan resources was
  questionable
• Was not a hosted solution, not remotely available
• Needed to dig non friendly GUI
• Non-standard interface did not stick to Windows
  conventions
• Several clicks required to get to plan essentials
• Required hours of training to ensure competency

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Old Process (cont.)

• Business Impact Analysis (BIA)
• Separate client install required admin skills
  needed to compile data
• Process was survey based and subjective
• Respondents feel encumbered rather than empowered
• Asked users to subjectively self-rate application
  priority
• Focused on what users want, not what processes
  the business needs
• No uniform method to rate recovery priorities
• Responses varied and generally did not show
  reliability

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Old Process (cont.)

• Business Continuity Manual
• Over 100 pages high on strategy / mission low
  on relevant and actionable content. Maintenance
  was a nightmare!
• Manual contained methodology meshed in with
  business unit specifics not conducive to urgent
  use
• Not easily updated prohibited buy-in and utility

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Bridging the gap from old to new
Obtained senior mgmt buy-in
Built Program Office Tools and Education Plan
Procured software and obtained consulting
Launched Pilot
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New Process

• Planning Based On Business Functions, Not
  Applications
• All recovery resources linked and prioritized in
  plan
• Easy Plan Access
• Fully configurable role based security
• No software install available on Internet
• No limit on users
• User Friendly

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New Process

• Corporate Plan Separate From Business Unit Plans
• Thin plans termed recovery playbooks
• Plans are actionable and readily available
• BIA Integrated Into Plan Building Process
• Qualitative analysis consistently applied across
  organization
• Crisis management plan separate from continuity
  plans
• Threat analysis and mitigation strategies own
  module

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Corporate Plan and Business Unit Plans
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Corporate Plan

• Corporate Manual
• Concise and strategic
• Has Executive Board Endorsement
• Great for auditors or those seeking high level
  overview of strategy and organization
• Educational and serves as an orientation tool

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Business Unit Plan

• Detailed Plan Of Normal And Workaround Process
  Steps For Essential Functions
• Allows business units to document current
  practices first so workaround practices can be
  developed in logical (and manageable) steps
• Layout provides side-by-side comparison of
  process steps

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Business Unit Plan (cont.)

• Comprehensive list of recovery resources specific
  to the business
• Personnel
• Systems
• Hardware
• Vital documents
• Vendors

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Business Unit Plan (cont.)

• Process oriented and tactical
• Has department/divisional management staff
  approval
• Great for orienting new department members and
  business process re-engineering
• True test of good unit plan is how it enables
  recovery (less time is better)

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Maximizing the Planning Tool
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Use of BCP software forDisaster Recovery

• Software Can (And Should) Be Used To Link
• Servers and software
• Run books
• Hosted Software per server
• Current Status of asset (software, server or
  overall application)
• Document DR Tests
• Record decisions made and play by play status
• Use test data for postmortem review

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Use of BCP software forRecording Outages

• Software should record and calculate
• Date and length of outages
• Record steps taken for quality improvement review
• During routine risk analysis review outage data
  to ensure risk analysis is accurate
• Provide summary of outage data
• Demonstrates value in BCP methods
• Shows efficacy of planned mitigation strategies

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Use of BCP software forDocument Sharing

• If A document Is needed, host It yourself!
• Native format
• Decentralized Security
• User determines access to documentation

22
Use of BCP software forAuditing Continuity
Management

• Audit Trail
• Attestation of Executive Sign-off
• Last date of dept. education
• Emergency Communication
• Bulletin board
• Integrated solution for broadcast

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Top 5 Success Factors
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Top 5 success factors

• Use a BCP Tool with Appeal
• One click to call trees and vendor listings
• Easy method to share documents
• Strategic method to plan recovery objectives
• Obtain Senior Executive Endorsement
• Expectation of your departmental users to share
  plan details with executive management for
  endorsement

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Top 5 success factors

• Provide (Quarterly) Education Sessions
• Provide continuity software trainings
• Set direction and expectations for each quarter
• Integrate continuity planning and BIA
• Using a qualitative approach to begin process
• Revisit scoring from time to time

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Top 5 success factors

• Serve the business
• Meet with individual team leads often
• Use the software during meetings
• Follow up often

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Questions
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Thank You!

• Mark Eggleston, Health Partners
• meggleston_at_healthpart.com
• Lisa Jones, Health Partners
• ljones_at_healthpart.com
• John Iona, Strategic BCP
• jiona_at_strategicbcp.com