IT Disaster Recovery Plan
GLENDALE COMMUNITY COLLEGE DISTRICT
IT DISASTER RECOVERY PLAN
May 14, 2009 Page 1 IT Disaster Recovery Plan
Table of Contents 1.0 Plan Introduction .............................................................................................................................. 3 1.1 Mission and Objectives ................................................................................................................. 4 1.2 Disaster Recovery / Business Continuity Scope ............................................................................ 5 1.3 Responsibility ................................................................................................................................ 6 2.0 2.1 Business Impact Analysis .................................................................................................................. 7 Application/Systems Inventory and Risk Scores ........................................................................... 8 2.2 Determination of Critical Time Frames ........................................................................................... 9 3.0 Backup Strategy................................................................................................................................. 12 3.1 Data Capture and Backups.......................................................................................................... 13 3.2 Storage Rotation ......................................................................................................................... 15 3.3 Off Site Storage ........................................................................................................................... 16 3.4 Preventative Measures ............................................................................................................... 17 4.0 Disaster Recovery Organization and Strategy ................................................................................... 18 4.1 Recovery Team Organization Chart ............................................................................................ 19 4.2 Recovery Team Responsibilities.................................................................................................. 20 5.0 Appendix............................................................................................................................................ 27 Appendix 5.1 Business Impact Statements ....................................................................................... 28 Appendix 5.2 Recovery Procedure Checklists ................................................................................... 52 Appendix 5.3 Server Inventory.......................................................................................................... 67 Appendix 5.4 Network Equipment Inventory ................................................................................... 70 Appendix 5.5 Vendor/External Support Information........................................................................ 71 Page 2 IT Disaster Recovery Plan
1.0
Plan Introduction
Glendale Community College District (GCCD) recognizing their operational dependency on
computer systems, including the Local Area Network (LAN), Database Servers, Internet,
Intranet and e-Mail, and the potential loss of revenue and operational control that may occur in
the event of a disaster; authorized the preparation, implementation and maintenance of a
comprehensive IT disaster recovery plan.
The intent of a Disaster Recovery Plan is to provide a written and tested plan directing the
computer system recovery process in the event of an interruption in continuous service resulting
from an unplanned and unexpected disaster.
The Disaster Recovery Plan preparation process includes several major steps as follows:
•
Identify systems and applications currently in use
•
Analyze business impact and determine critical recovery time frames
•
Determine Recovery Strategy
•
Document recovery team organization
•
Document recovery team responsibilities
•
Develop and document disaster recovery procedures and checklists
These steps were conducted and this document represents the completed effort in the preparation
of the GCCD IT Disaster Recovery Plan.
Page 3 IT Disaster Recovery Plan
1.1
Mission and Objectives
The mission of the IT Disaster Recovery Plan is to establish defined responsibilities,
actions, and procedures to recover the GCCD computer, communication, and network
environment in the event of an unexpected and unscheduled interruption. The plan is
structured to attain the following objectives:
•
Recover the physical network within the Critical Time Frames1
established and accepted by the user community
•
Recover the applications within the Critical Time Frames established
and accepted by the user community
•
Minimize the impact on the business with respect to dollar losses and
operational interference
1
Critical time frames include both the point in time that the recovery will be set to and the point in time that the
recovery will be completed and the enterprise can be back in operation.
Page 4 IT Disaster Recovery Plan
1.2
Disaster Recovery / Business Continuity Scope
The scope of the plan is to recover computer information services provided by the
GCCD server room located on the main campus, first floor of the Library Building,
1500 N. Verdugo Road, Glendale, California, 91208. The network encompasses the
following:
•
Critical business applications such as Oracle Financial and Human
Resources Management Systems and PeopleSoft Campus Solutions
(student administration system)
•
e-Mail
•
File servers supporting all business operations
•
Gateway to the host applications and other sites
•
WEB / e-commerce processing
•
Wireless Networks
•
Campus Phone System
•
Connectivity between the main campus and Garfield campus ( located
at 1122 E. Garfield Avenue, Glendale, CA 91205-2526)
Page 5 IT Disaster Recovery Plan
1.3
Responsibility
Responsibility for the development and maintenance of the plan is assumed by the
Campuswide Computer Coordinating Committee. Specific responsibility for
ensuring the plan is maintained and tested rests with the GCCD Information &
Technology Services (ITS) department under the leadership of the Associate Vice
President of ITS.
Page 6 IT Disaster Recovery Plan
2.0
Business Impact Analysis
The Business Impact Analysis is completed to determine the Critical Time Frame in which the
application system capabilities and functionality must be available after an interruption in service
to minimize the operational loss of control and potential loss of revenue. In addition, the
Business Impact Analysis assists in identifying alternative manual procedures which may be
used during an interruption in service. Therefore, the objectives of the Business Impact Analysis
are:
•
Educate user on the need for a disaster recovery plan
•
Identify the Critical Time Frames for each application by user
•
Identify alternative manual procedures which may temporarily minimize impact due to an
interruption in computer service
•
Identify the shortest Critical Time Frame for each
It is considered best practice to conduct a business impact analysis for each physical location,
application, business function, department, and organizational entity annually. In addition, as
conditions change (i.e. event like 9/11) to alter the operating environment, at least the risk
component should be reviewed and actions taken to mitigate un-acceptable levels of risk.
Legend of Impact Score
1 = Catastrophic – as a result GCCD could cease to exist and/or would be placed in material
legal and/or financial jeopardy.
2 = Very High - as a result GCCD would not be able to meet its material contractual and/or
service obligations. Or do material damage to GCCD’s reputation and have major negative long
term implications on GCCD’s ability to continue being a going concern.
3 = Noticeable - GCCD would not be able to operate effectively and efficiently, thus reducing
productivity and service levels.
4 = Minor – GCCD would be affected in a minor way with little productivity and/or service level
loss.
5 = Non essential – GCCD could operate indefinitely without this physical location, business
function, or IT application.
Page 7 IT Disaster Recovery Plan
2.1
Application/Systems Inventory and Risk Scores
A summary of the major business systems and their impact scores are shown below.
Item
Oracle HR
Legacy Student Sys.
Oracle Financials
1099 Pro
Assessment
College Web Page
Counseling SARS
Doc. Img. Acct.
Doc. Img. Disabled
Doc. Img. Pur. A/P
Student Fees
eLumen SLO
Heat Helpdesk
iTunes
Library
Resource 25
Health Ctr/Clinix
MyGCC
Payroll
SEVIS
Photo ID
Blackboard/WebCT
Server Room
Impact Score
3
1
2
4
3
4
4
3
3
3
4
3
4
4
2
3
3
3
2
4
3
2
1
Page 8 IT Disaster Recovery Plan
2.2
Determination of Critical Time Frames
The purpose of the Business Impact Analysis is to determine the maximum time
frame that each operating department can be without the functionality of the system
without incurring material operational interference in the event of a disaster. This
time frame will be referred to as the Critical Time Frame.
The Critical Time Frame is defined in business days as the elapsed time between the
points of the interruption up to the point where the system must be functional.
Recovery procedures in the plan are staged around the most critical application which
has the shortest Critical Time Frame to the application with the longest Critical Time
Frame. According to the Business Impact Analysis, the application/systems with the
shortest Critical Time Frame are the legacy student information system and the server
room. Although each system may have a different time frame, the plan as a whole
carries the time frame on the application with the shortest. Therefore, the plan as a
whole has a two- day Critical Time Frame.
To determine the critical time frame allowable, the following GCCD operating
departments were interviewed:
•
•
•
•
•
•
•
•
•
•
•
•
•
Information Technology
Admissions and Records
Academic Counseling
Center for Students with Disabilities
Financial Aid
Human Resources
Business Services
Accounting and Finance
Instructional Technology
Student Health Center
Library
Instruction Office
Assessment
The result of the interviews with the operating departments is a narrative of the effect
of a system outage or interruption assuming a worst case scenario. There is a
narrative for each utilized application by operational department located in Appendix
5.1. The narrative indicates the operational department’s dependency on computer
Page 9 IT Disaster Recovery Plan
support and indicates the Critical Time Frame that the operational department can be
without the applications functionality.
Application System Impact Statements, the output of the Business Impact Analysis2,
are used to classify each application into the categories of essential, delayed or
suspended.
Essential
An application is considered “essential” if its loss would affect ENTERPRISE’s
ability to remain solvent through financial loss or impart a serious loss of operational
control.
Delayed
An application is classified as “delayed” when the function can survive without
computer processing support for a period of time. Resumption of computer
processing begins only when resources are available in excess of the requirements for
the essential category; however, the passage of time can escalate the criticality of the
application.
Suspended
Some business functions may have computer support "suspended" or discontinued
indefinitely. Resumption of processing begins again when full computer capability is
restored. Typically, the passage of time does not cause the escalation of the criticality
of suspended systems; however, they may be processed using any available resources
when the requirements of the essential and delayed systems are satisfied.
2
The “Application Inventory and Business Impact Analysis Questionnaire” (a copy is available in the ITS offices)
should be filled for each business function prior to the completion of this section of the Disaster Recovery Plan.
Page 10 IT Disaster Recovery Plan
Business Impact Analysis Matrix
Application/Location
1-2
Days
3-5
Days
Oracle HR
Legacy Student Sys.
Oracle Financials
1099 Pro
Assessment
College Web Page
Counseling SARS
Doc. Img. Acct.
Doc. Img. Disabled
Doc. Img. Pur. A/P
Student Fees
eLumen SLO
Heat Helpdesk
iTunes
Library
Resource 25
Health Ctr/Clinix
MyGCC
Payroll
SEVIS
Photo ID
Blackboard/WebCT
Server Room
MD
CT
MN
MN
MD
MD
MN
MN
MN
MN
MN
MN
MN
MN
MN
MN
MN
MD
MN
MN
MN
MD
CT
CT
CT
MN
MD
CT
MN
MN
MN
MN
MD
MN
MN
MN
MD
MN
MD
CT
MD
MN
MN
CT
6-10
Days
11-14
Days
Two
Weeks +
MN
CT
MN
MN
MD
MN
MN
MN
MD
MN
MN
MN
CT
MD
MD
MD
MN
MN
MN
MD
MD
MN
MN
MD
MN
MN
MN
MD
MD
MN
MN
MD
MD
MD
MD
MN
MN
MN
MN
CT
MN
MN
Category
Delayed
Essential
Delayed
Suspended
Essential
Essential
Suspended
Suspended
Suspended
Suspended
Delayed
Delayed
Suspended
Suspended
Delayed
Delayed
Delayed
Essential
Essential
Suspended
Suspended
Essential
Essential
Legend:
MN = Minimum Impact
MD = Moderate Impact
CT = Critical Impact
Page 11 IT Disaster Recovery Plan
3.0
Backup Strategy
The ITS department maintains a server room with uninterruptible power supplies or
UPS that provide one hour emergency power to the servers as well as adequate
cooling/humidity control systems for all its critical systems including servers and
network equipment. All servers are backed up daily from Monday through Friday
and monitored to ensure immediate recovery from a system failure, system crash or
natural disaster.
Page 12 IT Disaster Recovery Plan
3.1
Data Capture and Backups
There are 32 ERP system servers that are backed up via a tape library that takes
advantage of high performance technology and backwards-read compatibility with
previous DLT formats. It delivers up to 576 GB/hr and holds up to 24 cartridges for
9.6 TB native backup capacity. The current backup schedules for the ERP servers are
shown below. The other servers have either an internal or external tape drive that
backs up the operating system, the application and database five (5) days a week
(Monday-Friday) at around 11 pm.
ERP Server Backup
Legato’s Pool Name of
Backup
PROD
Default
Hot_Backup
Servers included
Notes
Dell12, Dell62, Dell81
Dell01, Dell02, Dell11, Dell21,
Dell51, Dell52, Dell61, Dell71,
Dell31
Dell12, Dell62
ERP Production and OEM
Oracle Test servers and Legato backup
server
ERP Production
Full Schedule Day
Mon
Tue
Wed
Thu
Fri
Sat
Sun
Time
12:30 AM
4:00 AM
12:30 AM
4:00 AM
12:30 AM
4:00 AM
12:30 AM
4:00 AM
11:00 PM
12:30 AM
11:10 PM
-
Name of Backup
Oracle Hot backup script
Hot_Backup
Oracle Hot backup script
Hot_Backup
Oracle Hot backup script
Hot_Backup
Oracle Hot backup script
Hot_Backup
Default
Oracle Hot backup script
PROD
-
Notes
SQL scripts to backup Oracle while in use
Backs up the hot backup disk to Tape
Cold Backup
Cold Backup
Windows Server and Unix/Linux Backup
Full backups are performed nightly, Monday through Friday, on Windows and
Unix/Linux Servers. Windows Servers are backed up using Symantec Backup Exec
software. Unix/Linux back is performed using the “dump” utility included with the
operating system.
Page 13 IT Disaster Recovery Plan
GCCD uses the EMC NetWorker software for its data captures and backups. Legato
was the former name of this software.
Features Benefits Centralized backup and recovery Gain complete control of your data across a variety of environments with centralized management. Open architecture Ensure reliable backup and recovery across local area network (LAN), wide area network (WAN), and storage area network (SAN) environments. Heterogeneous platform and application support Simplify management of UNIX, Microsoft Windows, Linux, NetWare, OpenVMS, Macintosh, VMware, Microsoft Hyper‐V, and hot backup of major applications. Global data deduplication Speed backups, reduce bandwidth consumption, and lower storage requirements by eliminating duplicate data at the source and target. Parallelism and multiplexing Optimize use of your drives and libraries for rapid data protection in large environments. Backup to disk Get fast backups and reliable recoveries leveraging arrays, EMC Disk Library, VTLs, snapshots, and more. Open tape format Port tapes between different NetWorker servers and operating systems and migrate backups between platforms. Integrated Server Recovery with EMC HomeBase Gain single client, scheduling, and monitoring from NetWorker Management Console and automated recovery. Page 14 IT Disaster Recovery Plan
3.2
Storage Rotation
ERP Servers
Legato/EMC Networker full backups are sent to off-site storage every Thursday.
They are returned to the GCCD data center after five weeks of off-site storage.
Other Servers (Microsoft Windows and Unix/Linux)
The backup rotation for each server consists of nine (9) magnetic tapes, labeled
“Monday”, “Tuesday #1”, “Tuesday #2”, “Tuesday #3”, “Tuesday #4”, “Tuesday
#5”, “Wednesday”,” Thursday”, and “Friday”.
Each Thursday the most recent “Tuesday” tapes are sent to off-site storage. Four sets
of “Tuesday” tapes are kept off-site. At the end of five weeks, the oldest “Tuesday”
tapes are returned to the GCCD data center from the off-site storage facility.
Therefore, approximately one month of backups are kept off-site at any given time.
Archive Tapes
Periodically backup tapes are taken out of rotation for permanent archival purposes.
Depending on the system tapes are archived between once per semester to once per
year.
Page 15 IT Disaster Recovery Plan
3.3
Off Site Storage
At least one copy of several generations of master files, transaction files, operation
system software (including patches), and application system software are stored in a
secure location at an offsite storage facility. The offsite facility is owned and
operated by Advanced Data Protection Services and located at 2800 N. Naomi Street,
Burbank, CA 91504. On an annual basis these files are tested for their viability as
vehicles to restore the critical business systems.
GCCD Account Number: GC109
Advanced Data Protection Services, Inc.
2800 N. Naomi St.
Burbank, CA 91504
(818) 566-8200
Employee Account Number
This number is contained on the Advanced Data Protection
Services, Inc. ID Card. This card should be carried at all
times. If you are not an authorized card holder or have lost
your card, contact an alternative card holder.
The following people have a valid off-site storage facility
ID Cards.
Stanley Jung
Reed Anderson
Arnel Pascua
Gordon Lui
Lorena Hernandez
Page 16 IT Disaster Recovery Plan
3.4
Preventative Measures
Following are several preventative measures that, when implemented and monitored
on a regular basis will reduce the chance of a computer disaster ever occurring or
minimize its impact.
•
Restrict access to the computer facility to authorized personnel only
•
Ensure there are no combustible materials located in the computer
facility, such as solvents, paper, etc.
•
Conduct regularly scheduled service on support systems, such as the
Air Conditioning, Fire Retardant and UPS systems
•
Check for overloaded circuits or worn/damaged electrical and power
cables
•
Perform regularly scheduled backups and store at off-site facility
•
Store copies of vital documentation off-site, such as the Disaster
Recovery Plan, Configuration Schematics, Maintenance and Service
Contracts, etc.
Page 17 IT Disaster Recovery Plan
4.0
Disaster Recovery Organization and Strategy
This section includes the following.
•
•
•
Team Organization
Team Responsibilities
Team Members and Call List
Page 18 IT Disaster Recovery Plan
4.1
Recovery Team Organization Chart
Error! Not a valid link.
Page 19 IT Disaster Recovery Plan
4.2
Recovery Team Responsibilities
4.2.1 Recovery Management The Recovery Management is responsible for managing the recovery
effort as a whole, ensuring restoration occurs within planned Critical
Time Frames and assists in resolving problems requiring management
action. The Recovery Management Team consists of the Senior
Recovery Manager and the Recovery Manager. The team is activated
at the call of the Senior Recovery Manager when a disaster occurs. All
other recovery teams report directly to the Recovery Management
Team. Specifically, the Recovery Management Team is charged with:
Senior Recovery Manager Responsibilities Pre‐Disaster ‰
‰
‰
‰
Approves the final Disaster Recovery Plan
Ensures the Disaster Recovery Plan is maintained
Ensures Disaster Recovery training is conducted
Authorizes periodic Disaster Recovery Plan testing
Post‐Disaster ‰
‰
‰
‰
‰
‰
Declares that a disaster has occurred and the Disaster Recovery
Plan is activated
Determines the plan strategy to be implemented
Determines alternate team members (if any) and other support
members of the recovery process
Manages and monitors the overall recovery process
Advises Senior GCCD and user management on the status of the
disaster recovery efforts
With the Public Information Office, coordinates media and press
releases
Page 20 IT Disaster Recovery Plan
Recovery Manager Responsibilities Pre‐Disaster ‰
‰
‰
‰
‰
Maintains and updates the plan as scheduled
Distributes Disaster Recovery Plan to recovery team members
Appoints recovery team members and alternates as required
Coordinate the testing of the plan
Trains disaster recovery team members in regard to the Plan
Post‐Disaster ‰
‰
‰
‰
‰
Assists in assessing extent of damage to GCCD facilities and
ability to provide data processing service to the organization
Provides the initial notification of disaster declaration to recovery
team
Coordinates all recovery teams
Notifies systems, application and network software teams to
request off-site system backups, manuals, equipment and
documentation
Reports to senior recovery manager the status of recovery effort
4.2.2 Damage Assessment and Salvage Team Responsible for the damage assessment of the LAN and LAN facilities as
quickly as possible following a disaster and reports the level of damage to
the Disaster Management Team. The teams oversees salvage operations
required to cleanup and repair the LAN data center and reestablishes the
LAN data center in the reconstituted site. Specifically, the Damage
Assessment and Salvage Team are responsible for:
Damage Assessment and Salvage Team Responsibilities Pre‐Disaster ‰
Understands the role and responsibilities within the Disaster
Recovery Plan
‰
Works closely with recovery management team to reduce
possibility for disaster in the data center (See Preventative
Measures in Section 3.4)
‰
Trains employees in emergency preparedness
‰
Participates in Disaster Recovery Plan tests as required
Page 21 IT Disaster Recovery Plan
Post‐Disaster ‰
Determines accessibility to building and GCCD’s offices
‰
Assesses the extent of the damage to GCCD’s LAN and data
center
‰
Assesses the need for physical security, such as security guards
‰
Estimates time to recover based upon damage assessment
‰
Identifies salvageable hardware and communication equipment
‰
Apprises the senior management team on the extent of damage,
estimated recovery time, physical security requirements, and
salvageable equipment
‰
Maintains a log of salvageable hardware and equipment
Coordinates with vendors and suppliers in restoring,
repairing or replacing salvageable computer and network
hardware and ancillary equipment
‰
Provides support in the cleanup of the data center following
the disaster
4.2.3 Physical Security The Physical Security Team provides personnel identification and access
limitations to the building and floors and acts as liaison with emergency
personnel. This is crucial during the time of a disaster because of the
uncommonly large number of vendors, contractors and other visitors
requiring access to the offices.
Pre‐Disaster ‰
Understands the role and responsibilities within the Disaster
Recovery Plan
‰
Works closely with recovery management team to ensure physical
security of existing system, LAN and facilities
‰
Trains employees in emergency preparedness
‰
Becomes familiar with emergency phone numbers
‰
Participates in Disaster Recovery Plan tests as required
Post‐Disaster Page 22 IT Disaster Recovery Plan
‰
Coordinate with Campus Police to cordon off the data center to
restrict unauthorized access
‰
Coordinates with Building Management for authorized personnel
access
‰
Provides security guards as required
‰
Acts as liaison with emergency personnel, such as fire and police
departments
‰
Schedules security for transportation of files, reports and
equipment
4.2.4 Administrative Support The Disaster Recovery Administration team is responsible for providing
secretarial, filing, procurement, off-site storage and other administrative
matters not performed by other team members.
Pre‐Disaster ‰
Understands the role and responsibilities within the Disaster
Recovery Plan
‰
Trains employees in emergency preparedness
‰
Assesses the needs for alternative means of communication if
telephones service and network service is unavailable
‰
Participates in Disaster Recovery Plan tests as required
‰
Prepares, coordinates and obtains appropriate approval for all
procurement requests
‰
Coordinates deliveries of all procurement requests
‰
Processes requests for payment of all invoices relating to recovery
process
‰
Provides for acquisition of telephone equipment and services,
including voice, dial-up data and leased lines
‰
Provides for alternative means of communication between
recovery team members in the event regular telephone service and
network service is unavailable
‰
Documents everything necessary for local, state and federal
agencies.
Post‐Disaster Page 23 IT Disaster Recovery Plan
‰
Documents and maintains records of all inventories of
equipment and supplies, expenses incurred for services and
any other expenses.
4.2.5 Hardware Installation The Hardware Team is responsible for site preparation, physical planning, and
installation of data processing equipment to meet the required processing capacity
of GCCD in the event of a disaster. This includes responsibility for ordering and
installing hardware for the site.
Pre‐Disaster ‰
Understands the role and responsibilities within the Disaster
Recovery Plan
‰
Work closely with recovery management team to reduce
possibility for disaster in data center (See Preventative Measures in
Section 3.4)
‰
Trains employees in emergency preparedness
‰
Participates in Disaster Recovery Plan tests as required
‰
Maintains current system and LAN configuration in off-site
storage
‰
Notifies administration team of equipment required
‰
Ensures the installation of a sufficient number of temporary
terminals
‰
Prepares plans for hardware installation
‰
Installs hardware
‰
Plans and coordinates the transportation and installation of
hardware at the permanent site, when available
Post‐Disaster 4.2.6 Systems, Applications and Network Software The Systems, Applications and Network Software Team is responsible for the installation and configuration of all systems, application and network software on the LAN. Pre‐Disaster ‰
Understands the role and responsibilities within the Disaster
Recovery Plan
Page 24 IT Disaster Recovery Plan
‰
Works closely with recovery management team to ensure physical
security of existing LAN and facilities
‰
Trains employees in emergency preparedness
‰
Participates in Disaster Recovery Plan tests as required
‰
Arranges for delivery of off-site storage containers
‰
Receives delivery of off-site storage containers
‰
Restores operating system, applications and network software from
backup media
‰
Tests and verifies the operating system, applications and network
software are up and operational
‰
Modifies LAN configuration to meet site configuration
‰
Returns backup media in storage containers to off-site storage
Post‐Disaster 4.2.7 Communications The Communications Team is responsible for establishing voice and data
links. This includes connecting local and remote users to the network.
Pre‐Disaster ‰
Understands the role and responsibilities within the Disaster
Recovery Plan
‰
Works closely with recovery management team to ensure physical
security of existing system, LAN and facilities
‰
Trains employees in emergency preparedness
‰
Participates in Disaster Recovery Plan tests as required
‰
Maintains current communication and network configuration in
off-site storage
‰
Coordinates with damage assessment and salvage team in the
assessment of communications and network equipment viability
‰
Retrieves communications configuration from off-site storage
‰
Plans, coordinates and installs communication and network
equipment
Post‐Disaster ‰
Plans, coordinates and installs communication and network cabling
Page 25 4.2.8 IT Disaster Recovery Plan
Operations The Operations Team is responsible for operating the production systems
and for assisting the other recovery teams in establishing operations
Pre‐Disaster ‰
Understands the role and responsibilities within the Disaster
Recovery Plan
‰
Works closely with recovery management team to ensure physical
security of existing system, LAN and facilities
‰
Trains employees in emergency preparedness
‰
Ensures backups are completed as scheduled
‰
Ensures backups are sent to off-site storage as scheduled
‰
Participates in Disaster Recovery Plan tests as required
‰
Assist hardware, software and communications team members as
required
‰
Initializes new tapes and portable electronic/magnetic media as
needed in the recovery process
‰
Conducts backups
‰
Ensures backup tapes, electronic and magnetic media are sent to
the off-site storage facility
‰
Monitors security of the LAN network
Post‐Disaster Page 26 IT Disaster Recovery Plan
5.0
Appendix
This section includes the following appendices. 5.1 Business Impact Statements 5.2 Recovery Procedure Checklists 5.3 Server Inventory 5.4 Network Equipment Inventory 5.5 Vendor/External Support Information Page 27 IT Disaster Recovery Plan
Appendix 5.1
Business Impact Statements
The following people were interviewed using a standard business impact questionnaire and the statements are shown here for reference. Name Alen Andriassian Alice Mecom Arnel Pascua Brenda Jones Dave Mack Elmira Nazaryan Jewel Price Joe Wong Joy Cook Mary Mirch Michelle Mora Nancy Traynor Ron Nakasone Ruben Cuevas Shereen Fogel‐Allison Susan Courtey Tina Andersen‐Wahlberg Ed Bugayong Reed Anderson Title Assessment Program Manager ESL Instructor Associate Vice‐President Info. Tech. Services Director, Library and Learning Resources Associate Dean Instructional Services Associate Dean EOPS Dean Student Services Library Systems Coordinator Associate Dean DSPS Associate Dean Health Services Director, Admissions and Records Instructional Services Specialist Vice President Administrative Services Senior Enrollment Services Support Tech. Associate Dean Instructional Technology Director Business Services High Tech Center Instructor Employee Service Data Manager Director User Services Support Page 28 Ext. 5457 5861 5281 5578 5311 5570 5195 3175 5450 5190 5114 5312 5210 5307 5179 5124 5488 5167 5180 IT Disaster Recovery Plan
5.1.1 Oracle HR Interviewee:
Ed Bugayong
Interview Date:
4/3/09
Department:
Human Resources
Application Name:
Oracle HR, iRecruitment, Oracle Self Service
Narrative:
Human Resources operations would cease to function. Position
Control, iRecruitment, Hiring, Payroll Notification, automated salary
increments, and Board Slips would be affected. Since the entire
Oracle System is based on the people database, Oracle Financials,
Employee Self-Service, and log-on authentication would be rendered
inoperable.
Classification:
Delayed
Critical Time Frame: 0-8 hours (3-5 Days)
Depending on processing cycle.
Page 29 IT Disaster Recovery Plan
5.1.2 Legacy Student Information Systems Interviewee:
Michelle Mora / Ruben Cuevas
Interview Date:
3/12/09
Department:
Admissions and Records (includes Financial Aid, IVR, WebReg)
Application Name:
VAX - Legacy Student Information System
Narrative:
Student Admission, Registration, Grades, Fees, Class Rosters, Class
Master, Dictionary, MIS Reports and other functions would cease,
resulting in a severe impact on students, faculty and staff. The primary
business of the college, serving students, would be interrupted.
Classification:
Essential
Critical Time Frame: 0-8 hours
This application(s) is/are essential to the operation of the College.
Page 30 IT Disaster Recovery Plan
5.1.3 Oracle Financials Interviewee:
Ron Nakasone
Interview Date:
2/4/09
Department:
Financial Services / Accounting, Business Processes including A/P,
GL, Fixed Assets, AR, Budget, Purchasing
Application Name:
Oracle Financials
Narrative:
Budget Preparation, General Ledger, Accounts Payable, General
Accounting, Accounts Receivable, and Purchasing Functions depend
on this application. The system receives input from several other
systems and provides input to several others.
During an outage, accounting functions would be delayed until the
application was restored.
Classification:
Delayed
Critical Time Frame: 3-5 days for most functions, others, 30 days (A/R) to one year (Fixed
Assets).
Page 31 IT Disaster Recovery Plan
5.1.4 1099 Pro Interviewee:
Ron Nakasone
Interview Date:
2/4/09
Department:
Accounting
Application Name:
1099 Pro
Narrative:
Depending on the processing cycle, this application could be
suspended.
Classification:
Suspended
Critical Time Frame: Ron stated that this is a low priority application that is not an ITS
responsibility.
Page 32 IT Disaster Recovery Plan
5.1.5 Assessment Interviewee:
Allen Andriassian
Interview Date:
1/21/09
Department:
Assessment
Application Name:
CAPP / ACCUPLACER / CLEP / MDTP
Narrative:
Students are tested for placement purposes using on-line systems.
Pencil and Paper tests can be conducted during an outage of the
application. Results of the assessment application feed into the legacy
student system to allow students to receive counseling and to enroll in
classes.
The ability for students to enroll in classes would be impacted.
Classification:
Essential
Critical Time Frame: 8-24 hours (5-10 Days)
Depending on the processing cycle, placement can become more critical,
as registration and counseling can depend on it.
Page 33 IT Disaster Recovery Plan
5.1.6 College WEB Page Interviewee:
Interview Date:
Department:
ITS
Application Name:
College WEB Page
Narrative:
Classification:
Critical Time Frame:
Page 34 IT Disaster Recovery Plan
5.1.7 Student Services, Academic Counseling SARS Interviewee:
Jewel Price
Interview Date:
1/28/09
Department:
Student Services, Academic Counseling
Application Name:
SARS Grid / SARS Track / SARS Call
Narrative:
Counselor appointment scheduling and reporting, automated email and
telephone notification appointment reminders, and contact hour
records would not function. These functions could be done manually,
or data could be collected over a period of several days without
adversely affecting services.
Classification:
Suspended
Critical Time Frame: 3-5 Days (5-10 Days)
Data can be collected manually. During MIS Reporting, contact hours
may not be able to be reported during downtime.
Page 35 IT Disaster Recovery Plan
5.1.8 Accounting Document Imaging Interviewee:
Ron Nakasone
Interview Date:
2/4/09
Department:
Accounting
Application Name:
Document Imaging
Narrative:
In the event of the failure of the imaging application, documents would
have to be located in filing cabinets manually. This could be done
indefinitely. A backlog of documents to be scanned and indexed
would develop, but could be processed without additional resources
over a short period of time.
Classification:
Suspended
Critical Time Frame: More than 10 Days. Hard copies of current documents are stored in
file cabinets.
Page 36 IT Disaster Recovery Plan
5.1.9 Center for Students with Disabilities Document Imaging Interviewee:
Joy Cook
Interview Date:
3/10/09
Department:
Center for Students with Disabilities
Application Name:
Document Imaging
Narrative:
In the event of the failure of the imaging application, documents would
have to be located in filing cabinets manually. This could be done
indefinitely. A backlog of documents to be scanned and indexed
would develop, but could be processed without additional resources
over a short period of time.
Classification:
Suspended
Critical Time Frame: 5-10 Days
At the beginning of the semester this can extend out to a 14-21 Day
outage. Current files are available in hard copy format.
Page 37 IT Disaster Recovery Plan
5.1.10 Purchasing and Accounts Payable Document Imaging Interviewee:
Susan Courtey
Interview Date:
3/12/09
Department:
Purchasing and Accounts Payable
Application Name:
Document Imaging
Narrative:
In the event of the failure of the imaging application, documents would
have to be located in filing cabinets manually. This could be done
indefinitely. A backlog of documents to be scanned and indexed
would develop, but could be processed without additional resources
over a short period of time.
Classification:
Suspended
Critical Time Frame: 5-10 Days
Current files are stored in hard copy format as well as in the document
imaging system.
Page 38 IT Disaster Recovery Plan
5.1.11 Student Fee Interviewee:
Ron Nakasone
Interview Date:
2/4/09
Department:
Tuition
Application Name:
Student Fee System
Narrative:
The application, part of the legacy student system, calculates fees and
credits for students. In the event of an application failure, the amount
to collect from students would not be known, and any refunds due to
students could not be processed. This function could be delayed until
essential applications are first restored.
Classification:
Delayed
Critical Time Frame: 3-5 Days
Accounting functions could resume on a delayed basis.
Page 39 IT Disaster Recovery Plan
5.1.12 eLumen SLO Interviewee:
Alice Mecom / Tina Andersen-Wahlberg
Interview Date:
3/9/09
Department:
Instruction
Application Name:
eLumen (Student Learning Outcome System)
Narrative:
Courses, SLO’s, Grades, and other measures are entered into the
system through automated uploads, from academic division and
department offices, and by individual faculty members.
During the outage of this application, State SLO Reports could be
delayed, depending on the processing cycle, and learning outcome
feedback could be interrupted to students.
Classification:
Delayed
Critical Time Frame: 0-8 Hours (Greater than 10 Days)
State mandated reporting is dependent on this system. Some instructors
may use the system’s grade book features, which will require students to
access the system in a timely manner.
Page 40 IT Disaster Recovery Plan
5.1.13 HEAT Helpdesk Interviewee:
Reed Anderson
Interview Date:
4/3/09
Department:
ITS
Application Name:
HEAT Helpdesk System
Narrative:
Heat Helpdesk software provides service call logging and problem
resolution tracking in the ITS Department. Status reports would not be
able to be produced, and technicians would not be able to be
dispatched during an outage.
Manual service call logging can be done during an outage.
Classification:
Suspended
Critical Time Frame: Greater than 10 Days. This is a non-critical application which can be
done by other methods during an application failure.
Page 41 IT Disaster Recovery Plan
5.1.14 iTunes Interviewee:
Shereen Fogel-Allison
Interview Date:
1/20/09
Department:
Instructional Technology
Application Name:
iTunes
Narrative:
This is a pilot project. Faculty can potentially make downloads
available to students through other systems.
Classification:
Suspended
Critical Time Frame: 24-48 hours. (Greater than 10 Days)
iTunes is presently operating in pilot mode.
Page 42 IT Disaster Recovery Plan
5.1.15 Library Interviewee:
Brenda Jones / Joe Wong
Interview Date:
3/19/09
Department:
Library
Application Name:
Exlibris Voyager Integrated Library System
Narrative:
If the Library application failed, the ability of the Library to provide
services to patrons would be impacted significantly. Some functions
of the application do not have manual back-up procedures. This
application would need to be restored in order for the Library to
provide its full array of services.
Classification:
Delayed
Critical Time Frame: 0-8 Hours. (3-5 Days)
All critical Library functions are handled through this application. Service and support is severely limited or is not possible without the system. Page 43 IT Disaster Recovery Plan
5.1.16 Resource 25 Interviewee:
Nancy Traynor
Interview Date:
1/28/09
Department:
Curriculum Management
Application Name:
Resource 25 Campus-wide Academic and Event Scheduling
Narrative:
During critical processing periods when large numbers of classes are
being scheduled, an outage could result in the disruption of the
scheduling process.
During other times, booking or viewing events or facilities would be
impaired during an outage.
Classification:
Delayed
Critical Time Frame: 3-5 Days. (10 Days plus).
Depending on the business cycle, the application is more critical early
in the semester and when class schedules are being built.
Page 44 IT Disaster Recovery Plan
5.1.17 Health Center Clinix Interviewee:
Mary Mirch
Interview Date:
1/28/09
Department:
Health Center
Application Name:
Clinix MD Medical Records System
Narrative:
A failure of the Medical Records System would impact services to
students, faculty and staff. Government mandated records would have
to be kept manually. The application can wait until essential
applications are functioning before being restored.
Classification:
Delayed
Critical Time Frame: 0-8 Hours. (5-10 Days)
Page 45 IT Disaster Recovery Plan
5.1.18 MyGCC Student Portal Interviewee:
Elmira Nazaryan
Interview Date:
3/10/09
Department:
EOPS
Application Name:
MyGCC Student Portal
Narrative:
MyGCC provides a secure means for Students to display their personal
information as stored in the primary GCC Student database. It also
provides a means of accessing student email (Gmail), class schedules,
grades, booklists, financial aid, and other student specific information.
It is the de facto student portal and provides a vehicle of
communication with the students. It can also be used, along with the
college web site, to convey emergency information.
Classification:
Essential
Critical Time Frame: 24-48 Hours.
The College Web site and the MyGCC student portal are important
vehicles for communicating with students and the public during a
disaster.
Page 46 IT Disaster Recovery Plan
5.1.19 Payroll Interviewee:
Ron Nakasone
Interview Date:
2/4/09
Department:
Payroll
Application Name:
Payroll
Narrative:
Payroll data is manually entered into the Los Angeles County Office
of Education’s (LACOE) payroll system. This process can be done
either on campus in the Payroll Office or at LACOE. Although it is
essential, it is an application that is external to the GCC campus and
ITS.
Classification:
Essential
Critical Time Frame: 0-8 Hours.
Procedures are in place where the entire Payroll operation can be
relocated to the Los Angeles County Office of Education. This is not
an application that ITS needs to be concerned with, according to the
application owner.
Page 47 IT Disaster Recovery Plan
5.1.20 SEVIS International Students Interviewee:
Jewel Price
Interview Date:
1/28/09
Department:
Student Services, Academic Counseling
Application Name:
SEVIS (Student and Exchange Visitor Information System)
Narrative:
SEVIS services are hosted by an external provider, the US
Immigration and Customs Enforcement, Department of Homeland
Security. Only browser access to the internet is required.
Classification:
Suspended
Critical Time Frame: Not hosted at GCC. Web/Browser based.
recovery, per interviewee.
No need for disaster
Page 48 IT Disaster Recovery Plan
5.1.21 Student Photo ID Interviewee:
Michelle Mora / Ruben Cuevas
Interview Date:
2/19/09
Department:
Admissions and Records
Application Name:
Photo ID System (Card Integrators)
Narrative:
Photo Student ID cards are provided for a fee by the Registrar’s Office
on a stand-alone PC equipped with a camera and a special ID card
printer. There is no requirement for students to have or carry their
student ID card, and campus offices that require a student ID card for
services can use other means to identify a student.
Classification:
Suspended
Critical Time Frame: Greater than 10 Days.
Page 49 IT Disaster Recovery Plan
5.1.22 Blackboard/WebCT Interviewee:
Shereen Fogel-Allison
Interview Date:
1/20/09
Department:
Instructional Technology
Application Name:
Blackboard 8.0
Narrative:
Classes that are totally on-line and classes that are hybrid would be
impacted by an application outage. There are no alternatives, and the
application must be functional to deliver services.
Classification:
Essential
Critical Time Frame: 0-8 Hours.
Web enhanced, hybrid, and in particular on‐line classes can not tolerate downtime. Page 50 IT Disaster Recovery Plan
5.1.23 Server Room Core Services Interviewee:
Arnel Pascua
Interview Date:
Department:
ITS
Application Name:
Core Infrastructure Services (email, network, internet, phone, server
room, DNS, DHCP, LDAP, AD, SQL)
Narrative:
Core services are required for most other applications to function.
Classification:
Essential
Critical Time Frame: 0-8 Hours.
These applications must be in place and available for other
applications to function.
Page 51 IT Disaster Recovery Plan
Appendix 5.2
Recovery Procedure Checklists
The objectives of the emergency procedures are to:
•
Minimize injury to personnel, students and visitors
•
Minimize damage to equipment and facilities
•
Achieve a report of injury to personnel and damage assessment within
four hours of the interruption
•
Recover the system and LAN capabilities and functionality
As the first objective indicates, the safety of every GCCD employee, student or visitor in
the event of an emergency is of top priority. In an emergency situation where your life is
threatened or you are in danger of physical harm, immediately leave the facility. Never
place yourself in a dangerous situation or take unnecessary risks.
The emergency procedures are classified as follows:
•
General Procedures
•
Recovery Management
•
Damage Assessment and Salvage
•
Physical Security
•
Administration
•
Hardware Installation
•
Systems, Applications, Network Software
•
Communications
•
Operations
5.2.1 General Procedures Mission:
To report a potential or actual disaster so appropriate action
can be taken to minimize injury to GCCD personnel and
damage to facilities and equipment.
IN A LIFE THREATENING SITUATION - STOP HERE
IMMEDIATELY LEAVE THE FACILITY
Page 52 IT Disaster Recovery Plan
1)
To report an emergency situation dial 9 (to obtain an outside line) and
then 911. Report the type of emergency and your name and address.
GCCD office address is:
1500 N. Verdugo Road
Glendale, California 91208
‰
2)
Initials: __________
Time: __________
Date: __________
Time: __________
Notify the Recovery Management Team of the potential or actual disaster.
The Recovery Management Team may be reached at:
Name Extension Arnel Pascua
Reed Anderson
5281
5180
David O’Donnell
Kevin Chan
3166
5185
‰
4)
Date: __________
Immediately notify your supervisor or manager as to the type of
emergency. If your supervisor or manager is not available,
immediately notify his/her superior.
‰
3)
Initials: __________
Initials: __________
Phone Numbers Home: (999) 555-1212
Home: (999) 555-1212
Cellular: (999) 555-1212
Home: (999) 555-1212
Home: (999) 555-1212
Date: __________
Time: __________
Evacuate the building as instructed by emergency personnel or as established
by the building management.
‰
Initials: __________
Date: __________
Time: __________
5.2.3 Recovery Management Mission:
1)
To decide which escalation plan to be implemented, oversee
and coordinate the entire disaster recovery operation, notify
user of estimated time of outage and assist in resolving
problems requiring management action.
Upon notification of a potential or actual disaster, immediately notify the
remaining Management Team members and the Damage Assessment and
Salvage Team to conduct a survey and damage assessment of the data center
Page 53 IT Disaster Recovery Plan
facilities. In the case of a total loss of the primary facility and or the loss of
key personnel due to injury or death, the highest ranking employee (or
contractor if so designated by the DRP) who is in a position to direct the DRP
process must assume the primary management role until relieved by someone
senior from the enterprise.
‰
2)
Time: __________
Initials: __________
Date: __________
Time: __________
Initials: __________
Date: __________
Time: __________
Initials: __________
Date: __________
Time: __________
Notify GCCD department and division heads on the severity of the disaster
and the estimated recovery time.
‰
7)
Date: __________
Notify other Recovery Team members of the disaster and request they
assemble at a designated location for a briefing on the damage
assessment and selected escalation plan. The designated location will
either be the GCCD offices or the alternative site, depending upon the
severity of the disaster.
‰
6)
Initials: __________
Gain approval for activation of the necessary Recovery Teams and
alternative site, if required.
‰
5)
Time: __________
Senior Recovery Manager determines where the recovery will be
conducted; at the GCCD office or the alternative site (alternative site).
‰
4)
Date: __________
Make an outage assessment based upon the verbal report from the
Damage Assessment and Salvage Team.
‰
3)
Initials: __________
Initials: __________
Date: __________
Time: __________
Conduct a briefing with all Recovery team members and apprise them
of the severity of disaster and determine:
•
Equipment acquisitions
•
Equipment repairs
Page 54 IT Disaster Recovery Plan
‰
8)
Initials: __________
Date: __________
Time: __________
Initials: __________
Date: __________
Time: __________
Coordinate with the GCCD Public Information Office and issue any
media press releases regarding the disaster as it relates to GCCD.
‰
Time: __________
The Recovery Manager, reporting to the Senior Recovery Manager
provides the coordination and assistance to the Recovery Teams in
performing their recovery functions.
‰
10)
Date: __________
Assist the Recovery Teams as needed with procurement or any other
problems which may require management involvement.
‰
9)
Initials: __________
Initials: __________
Date: __________
Page 55 Time: __________
IT Disaster Recovery Plan
5.2.4 Damage Assessment and Salvage Mission:
1)
Assess the requirement for physical security, minimize possible injury,
unauthorized persons entering the facility, and elimination of the potential for
vandalism to GCCD assets.
‰
2)
To assess the damage to the systems and data center within
four hours, notify the Management Team of assessment, and
coordinate salvage of equipment where possible.
Initials: __________
Time: __________
Utilizing the following checklist as a guideline, survey the systems and data
center facilities to assess damage upon notification from the Management
Team of the need for damage assessment.
I.
A.
B.
II.
A.
B.
C.
III.
A.
Date: __________
Building
Exterior
Interior
1.
Data Center
a)
Walls
b)
Ceiling
c)
Floor
Environmental/Control
Electrical
1.
UPS
2.
Transformers
3.
Emergency/Building
HVAC
1.
Air Handling
2.
Air Conditioning
3.
Water
Fire Suppression
1.
CO 2
2.
Water
Computer Room Contents
Equipment
1.
Servers
2.
External Disk Drives
3.
Tape Backup
4.
Network Cabling
5.
Communications
6.
Terminals
Page 56 IT Disaster Recovery Plan
7.
Equipment
Other
1.
Magnetic Tape Media
2.
Spare Parts
3.
Documentation
IV.
GCCD Office Contents
A.
Workstations
B.
Modems
C.
Terminals
B.
The purpose of the above checklist is to provide a guide in the review
and assessment of damage following a disaster to GCCD facilities, the
network and/or the data center facilities. In using the checklist, the
Damage Assessment and Salvage Team must consider:
‰
3)
•
Is the area safe for employees or vendors to work in?
•
Can the equipment under examination function, and if so, at what
percent of normal capacity?
•
What must be done to recover damaged equipment so that the LAN
will be functional?
•
How long will it take to repair or replace the damaged equipment so
that the LAN will be functional?
Initials: __________
Date: __________
Time: __________
Based upon damage assessment, determine the estimated time to recover
based upon to following guidelines.
Level I
Minimal damage to facility and/or equipment. Estimated
time to complete repairs is less than 72 hours.
Level II
Moderate damage to facility and/or equipment. Estimated
time to complete repairs is between 72 hours and 7 business
days.
Level III Extensive damage to facility and/or equipment. Estimate
time to complete repairs is greater than 7 business days.
‰
Initials: __________
Date: __________
Page 57 Time: __________
IT Disaster Recovery Plan
4)
Identify equipment, documentation or spare parts which are
immediately salvageable or need repair.
‰
5)
Time: __________
Initials: __________
Date: __________
Time: __________
Initials: __________
Date: __________
Time: __________
Initials: __________
Date: __________
Time: __________
Coordinate with the Administrative Team, vendors and suppliers in
restoring or replacing salvageable equipment.
‰
10)
Date: __________
A log is prepared and maintained to record all salvageable equipment
and is disposition and location.
‰
9)
Initials: __________
Attend the recovery briefing as scheduled by the Senior Recovery
Manager to apprise Recovery Team members of findings.
‰
8)
Time: __________
Document findings from the survey and damage assessment.
‰
7)
Date: __________
Verbally notify the Management Team of survey, assessment of
damage, estimated time to recover from damage and potentially
salvageable equipment.
‰
6)
Initials: __________
Initials: __________
Date: __________
Time: __________
Assist in the cleanup of the disaster area in regard to the computer
facilities to permit eventual renovation and/or reconstruction.
‰
Initials: __________
Date: __________
Time: __________
Under no circumstances should the Damage Assessment and Salvage Team make any
public statements regarding the disaster, its cause or its effect on the operation at
GCCD.
Page 58 IT Disaster Recovery Plan
5.2.5 Physical Security Mission:
1)
Upon notification of a disaster by the Management Team assemble at the
designated site for a briefing on the extent of damages, escalation plan
implemented and support required.
‰
2)
To ensure the physical security of the disaster site, for files,
reports and equipment while in transit and act as liaison with
emergency personnel.
Initials: __________
Date: __________
Time: __________
Establish physical security at the GCCD facilities to restrict access to
the damaged area to those individuals whose functions require their
being in the immediate area, such as the Damage Assessment and
Salvage Team, insurance GCCD investigators, GCCD vendors, and
building engineers.
Considerations in the level of security required are:
‰
•
Is entry into the damaged area safe?
•
Is the damage exclusively to the GCCD offices?
•
Is there damage to the entire building or has access to the
building been restricted by emergency personnel or building
management personnel?
•
Are guards required to restrict access to ensure personnel
safety or to eliminate possible vandalism or theft of GCCD
property?
Initials: __________
Date: __________
Page 59 Time: __________
IT Disaster Recovery Plan
3)
Depending upon the extent of the damage to the physical building,
coordinate with emergency personnel and building management access
to the building office for those requiring access to the building, such as
the Damage Assessment and Salvage Team, insurance GCCD
investigators and GCCD vendors.
The Building Management GCCD contact is:
Dan Padilla
Interim Director of Facilities
HS 2nd Floor
8AM-5PM Phone: (818) 240-1000 x5555
24 Hour Phone: (818) 974-9174
‰
4)
Date: __________
Time: __________
Schedule security for all files, reports, and equipment in transit as
requested by the Management Team.
‰
5)
Initials: __________
Initials: __________
Date: __________
Time: __________
Assist in any way possible the authorized investigation of the damaged
site.
‰
Initials: __________
Date: __________
Time: __________
Under no circumstances should the Physical Security Team make any public
statements regarding the disaster, its cause or its effect on the operations at GCCD.
5.2.6 Administrative Support Mission:
1)
Upon notification of a disaster by the Management Team assemble at the
designated site for a briefing on the extent of damages, escalation plan
implemented and support required.
‰
To provide administrative support to all Disaster Recovery
Teams, including procurement of equipment and supplies,
telephones (acquisition and installation), and other
administrative functions not provided by other team members.
Initials: __________
Date: __________
Page 60 Time: __________
IT Disaster Recovery Plan
2)
Coordinate, prepare and submit for authorization to the Management Team
procurement requests for equipment, supplies and services required to support
the recovery process as requested by the Recovery Team members.
‰
3)
Time: __________
Initials: __________
Date: __________
Time: __________
Complete the acquisition and installation of telephone equipment and services
as required by the Recovery Team members.
‰
5)
Date: __________
Maintain log of all procurements in process and scheduled delivery
dates. Notify Recovery Team members of scheduled delivery dates
and coordinate with vendors to ensure deliveries or service requests
are completed as required.
‰
4)
Initials: __________
Initials: __________
Date: __________
Time: __________
Supply required secretarial, filing and other administrative support as
required by Recovery Team
‰
Initials: __________
Date: __________
Time: __________
Under no circumstances should the Administration Team make any public statements
regarding the disaster, its cause or its effect on the operations at GCCD.
5.2.7 Hardware Installation Mission:
1)
Upon notification of a disaster by the Management Team assemble at the
designated site for a briefing on the extent of damages, escalation plan
implemented and support required.
‰
2)
Initials: __________
Date: __________
Time: __________
Retrieve the equipment, system and LAN configuration from the
storage containers delivered by the off-site storage vendor.
‰
To plan, design, schedule, install, and verify computing
hardware required to provide computer capabilities within the
time frame specified. Coordinate with the vendors in support
of the equipment.
Initials: __________
Date: __________
Page 61 Time: __________
IT Disaster Recovery Plan
3)
Review the Hardware/Software Inventory list found in the appendix to
determine the equipment required.
‰
4)
Time: __________
Initials: __________
Date: __________
Time: __________
Coordinate with the Administration Team in the procurement of any
additional equipment required in the recovery process.
‰
6)
Date: __________
Coordinate with the Damage Assessment and Salvage Team on
equipment to obtain an inventory of usable and salvageable equipment.
‰
5)
Initials: __________
Initials: __________
Date: __________
Time: __________
Coordinate with the alternative site for installation and connection of
temporary terminals to provide access to the Mainframe for GCCD
employees.
This also needs to include all of the necessary support equipment such
as office desk, chair, files, printer, scanners and any other required
equipment.
‰
7)
Initials: __________
Date: __________
Time: __________
Coordinate with the alternative site and the Disaster Recovery Team, if
activated, for installation and connection of workstations and servers
on the network to support the applications, if required.
‰
Initials: __________
Date: __________
Time: __________
Under no circumstances should the Hardware Installation Team make any public
statements regarding the disaster, its cause or its effect on the operations at GCCD.
5.2.8 Systems, Applications & Network Software Mission:
1)
To obtain off-site tape backups, restore and test the operating
systems, applications and network software needed to provide
the capabilities required within the Critical Time Frames
specified.
Upon notification of a disaster by the Management Team assemble at the
designated site for a briefing on the extent of damages, escalation plan
implemented and support required.
Page 62 IT Disaster Recovery Plan
‰
2)
Initials: __________
Date: __________
Time: __________
Contact the off-site storage facility and request the off-site storage backup
tapes, equipment, manuals and documentation. You will need to provide them
with the following:
GCCD Account Number: GC109
Advanced Data Protection Services, Inc.
2800 N. Naomi St.
Burbank, CA 91504
(818) 566-8200
Employee Account Number
This number is contained on the Advanced Data Protection
Services, Inc. ID Card. This card should be carried at all
times. If you are not an authorized card holder or have lost
your card, contact an alternative card holder.
The following people have a valid off-site storage facility
ID Cards.
Stanley Jung
Reed Anderson
Arnel Pascua
Gordon Lui
Lorena Hernandez
Backup Medium Storage Container Numbers
Determined from the pick-up slips located in the backup log book
maintained by the system Administrator. If the backup log book is
not available, have the vendor look up in their records and deliver
the last two containers they picked up.
Documentation/Equipment Storage Container Numbers
These numbers will be found in the Appendix - Off-site Inventory.
‰
Initials: __________
Date: __________
Page 63 Time: __________
IT Disaster Recovery Plan
3)
Receive delivery of backup tapes, manuals and documentation at
recovery site.
‰
4)
Initials: __________
Date: __________
Time: __________
Initials: __________
Date: __________
Time: __________
Modify configuration of operating and network software to meet
configuration.
‰
7)
Time: __________
Test and verify that the restore completed successfully.
‰
6)
Date: __________
Restore the operating system, applications, network software, and
production data from the backup tapes.
‰
5)
Initials: __________
Initials: __________
Date: __________
Time: __________
Return backup medium in storage containers to off-site storage.
‰
Initials: __________
Date: __________
Time: __________
Under no circumstances should the Systems, Applications & Network Software Team
make any public statements regarding the disaster, its cause or its effect on the
operations at GCCD.
5.2.9 Communications Mission:
1)
Upon notification of a disaster by the Management Team assemble at the
designated site for a briefing on the extent of damages, escalation plan
implemented and support required.
‰
To design, install and verify the communications equipment
and network cabling. In the case of a total disaster of the
primary site and the loss of key personnel due to injury or
death, others may have to assume these roles at facilities other
than the primary recovery facility.
Initials: __________
Date: __________
Page 64 Time: __________
IT Disaster Recovery Plan
2)
Review the Hardware/Software Inventory list found in the appendix to
determine the communications and network equipment required.
‰
3)
Time: __________
Initials: __________
Date: __________
Time: __________
Coordinate with the Administration Team in procuring
communications equipment and telephone lines required in the
recovery process.
‰
5)
Date: __________
The Communications Team coordinates with the Damage Assessment
and Salvage Team on equipment to obtain an inventory of usable and
salvageable communications equipment.
‰
4)
Initials: __________
Initials: __________
Date: __________
Time: __________
Coordinate with the Administration Team in procuring the necessary
network cabling and cabling installation required in the recovery
process.
‰
Initials: __________
Date: __________
Time: __________
Under no circumstances should the Communications Team make any public
statements regarding the disaster, its cause or its effect on the operations at GCCD.
5.2.10 Operations Mission:
1)
Upon notification of a disaster by the Management Team assemble at the
designated site for a briefing on the extent of damages, escalation plan
implemented and support required.
‰
2)
Date: __________
Time: __________
Initials: __________
Date: __________
Time: __________
Initialize new tapes as required for recovery process.
‰
Initials: __________
Schedule new pickup point with off-site storage vendor.
‰
3)
To provide operating support for the production systems at the
backup data center.
Initials: __________
Date: __________
Page 65 Time: __________
IT Disaster Recovery Plan
4)
Complete daily backups of all systems and coordinate with off-site
storage vendor to ensure tapes are sent off-site daily.
‰
5)
Time: __________
Initials: __________
Date: __________
Time: __________
Monitor security of the network.
‰
7)
Date: __________
Set-up and operate a sign-in, sign-out procedure for all materials sent
to and from the off-site storage location.
‰
6)
Initials: __________
Initials: __________
Date: __________
Time: __________
Provide production support to users as required.
‰
Initials: __________
Date: __________
Time: __________
Under no circumstances should the Operations Team make any public statements
regarding the disaster, its cause or its effect on the operations at GCCD.
Page 66 IT Disaster Recovery Plan
Appendix 5.3
Server Inventory
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
SYSTEM NAME
appdev01
appprod01
appprod02
apptest01
apptest02
apptrain01
dbdev01
dbprod01
dbprod02
dbtest01
dbtest02
dbtrain01
Dell01
Dell02
Dell11
Dell12
Dell21
OP SYSTEM
RH Linux ES4
RH Linux ES4
RH Linux ES4
RH Linux ES4
RH Linux ES4
RH Linux ES4
RH Linux AS4
RH Linux AS4
RH Linux AS4
RH Linux AS4
RH Linux AS4
RH Linux AS4
Linux AS 2.1
Linux AS 2.1
Linux AS 4
Linux AS 2.1
Linux AS 2.1
18
19
20
21
22
23
Dell31
Dell51
Dell52
Dell61
Dell62
Dell71
Linux AS 2.1
Linux AS 2.1
Linux AS 2.1
Linux AS 4
Linux AS 2.1
Linux AS 2.1
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
Dell81
F5 #1
F5 #2
Pplbaksrv
Pplbatsrv
San
San
Sonicwall – ERP
Tape Library
Tape Library
webdev01
webprod01
webprod02
webtest01
webtest02
webtrain01
Linux AS 4
F5
F5
RH Linux ES4
RH Linux AS4
CX3-40
CX400
Sonicwall
PV-ML6020
PV-132T
RH Linux ES4
RH Linux ES4
RH Linux ES4
RH Linux ES4
RH Linux ES4
RH Linux ES4
40
41
42
Fam
Famsql
Filemaker
Win2003
Win2003
Win2003
Page 67 NOTES:
Peopelsoft Development App 1
Peoplesoft Production App 1
Peoplesoft Production App 2
Peoplesoft Test App 1
Peopelsoft Test App 2
Peoplesoft Training App 1
Peoplesoft Development DB 1
Peoplesoft Production DB 1
Peoplesoft Production DB 2
Peoplesoft Test DB 1
Peoplesoft Test DB 2
Peoplesoft Training DB 1
Production Oracle Database Server
Production Oracle Database Server
Test Oracle Database Server
Test Oracle Database Server
Warehouse Oracle Database Server
IMAP and Legato Tape Backup
Server
Production Oracle Application Server
Production Oracle Application Server
Test Oracle Application Server
Test Oracle Application Server
Warehouse Application Server
Oracle OEM, Oracle 10g Database,
NFS
ERP Load Balancer
ERP Load Balancer
Peoplesoft Backup 1
Peoplesoft Batch 1
PeopleSoft SAN
ERP SAN
Firewall
PeopleSoft Tape
ERP Tape
Peoplesoft Development Web 1
Peoplesoft Production Web 1
Peoplesoft Production Web 2
Peoplesoft Test Web 1
Peoplesoft Test Web 2
Peoplesoft Training Web 1
FAM Financial Aid Application/Web
server
MS SQL Server for FAM
Filemaker Pro Server for Instruction
IT Disaster Recovery Plan
43
44
45
46
47
Pio
genesis-NEW
alpha1
alpha2
alpha3
Win2003
Sun
VMS
VMS
VMS
48
vax4
VMS
49
50
vax5
ad1
VMS
Win2003
51
52
53
54
55
56
57
58
ad2
ad3
Archive
Blackboard
courses/webct
edu1
edu2
eLumen
Win2003
Win2003
Linux
Win2003
Linux
Win2003
Win2003
Win2003
59
60
61
62
63
64
65
Fernando
gcc1
Gccerp
Learningcenter
Madre
Netra
r25
Sun
Linux
Linux
Win2003
Linux
Sun
Win2003
66
67
68
69
70
71
72
73
Rafael
Seco
sql –old
Ultra
Verdugo
Webct
Webctsql
win3k1
Win2003
Linux 2.6
NT
Linux 2.4
Linux
Win2003
Win2003
Win2003
74
75
76
win3k2
win3k3
Acs
Win2003
Win2003
WinAppliance
77
78
79
Aisapps
Assessment
Atiinfo
Win2003
Win2003
Win2003
80
81
82
83
84
Atirequest
Atiweb
Atiworkflow
Callmgrpub
Callmgrsub
Win2003
Win2003
Win2003
Win2000
Win2000
Page 68 Office
PIO file backup server
Library System Endeavor / Voyager
Alpha telnet server
Alpha telnet server - database server
Alpha telnet server
Administrative System - Finance,
Reg, HR
Administrative System - Finance,
Reg, HR
Active Directory/DNS
Active Directory/DNS - Fin Aid
Storage
Active Directory/DNS
Linux Webct Archive
Blackboard CE 8.0
Linux Webct
External DNS Server
External DNS Server
SLOs
Web Camera Server - Net Activity
Charting
Student LINUX server
ERP document/file sharing server
Learning Center
San Gabriel Plaza Cam
Web www.glendale.edu
R25 Web Server, formerly Arroyo
Courseweb - NEW (formerly IMAIL
and Filemaker)
Mail, Web, and Authentication Server
HEAT SQL server
Charting and test system
Network Services test system
WebCT 6.0 Application/Web server
MS SQL Server for Webct 6.0
Data Storage Server
Web and Application Server -New
secure, mygcc
MS SQL Server - NEW
Cisco Access Control Server
AIS application server and rweb wrq
server
Assessment Server
ATI Imaging SQL Server
ATI Imaging Request Broker/ Image
Store
ATI Web Server / Quillix
ATI Imaging Work Flow Server
Cisco Call Manager - Publisher
Cisco Call Manager - Subscriber
IT Disaster Recovery Plan
85
cer1
Win2000
86
87
88
89
cer2
Ciscobackup
counseling – NEW
Csa
Win2000
Win2003
Win2003
Win2000
90
Cse
Win2003
91
92
93
94
epos/ivr
epos/webencore
Greentree
Ipcc
NT
NT
Win2000
Win2000
95
96
97
Item
Lms
medicware – NEW
Win2000
Win2003
Win2003
98
99
100
Msds
nursing – NEW
PeoplesoftSensor
Win2000
Win2003
APC
101
102
Saanounce
Sarscall
Win2000
Win2003
103
104
105
106
107
108
Win2003
APC
APC
Sonicwall
Sonicwall
Sonicwall
109
110
111
112
Sarsgrid
Sensor1
Sensor2
Sonicwall - 170 srvrs.
Sonicwall - AIS srvrs.
Sonicwall – ATI
Sonicwall - EPOS
servers
Sonicwall – Health
Sonicwall - HR Docs.
Sonicwall – SARS
113
Unity
Win2000
114
115
116
Vms
Vxtracker
Wlse
Win2000
Win2000
Linux Appliance
117
Vision
Win2003
118
Visionsql
Win2003
Sonicwall
Sonicwall
Sonicwall
Sonicwall
Page 69 Cisco Emergency Responder E911
#1
Cisco Emergency Responder E911
#2
Backup Cisco Avvid
Replace counseling Server
Cisco Security Agent
Community Services Edu. - Kathy
Seifert
Voice Response - Touch Tone Reg New
Web Based Reg using EPOS
Applicant Management HR
Cisco Call Center Server
Cisco IP Telephony Environment
Monitor
Cisco LAN Management Solution
Student Health Center System
Material Safety Data Sheets Campus Police
CD Based nursing courseware
Environment Sensor
SA Announce Paging System Emergency
SARS Call out server
SARS Grid Counselor Appointment
System
Environment Sensor
Environment Sensor
Firewall
Firewall
Firewall
Firewall
Firewall
Firewall
Firewall
Cisco Unity Voice Mail / Auto
Attendant
Cisco Security Management
Solution
Phone Call Detail Reporting System
Cisco Wireless LAN Solution Engine
College Web Server/Content
Management Sys
Content Management System
Database
IT Disaster Recovery Plan
Appendix 5.4
Network Equipment Inventory
2 Cisco 2851 Router to Garfield Campus 1 Cisco 6513 Catalyst Core Switch 5 Cisco VG248 Analog Phone Gateway 2 Cisco 5540 ASA Firewall Security Device 1 Cisco 7204 VXR CENIC Router 1 Cisco 1604 LACOE Router 1 Cisco 2600 JPL Router 1 Cisco 3725 Video Gatekeeper 1 Cisco 2950 Long Reach Ethernet Switch 7 Cisco 3560 Catalyst Switch 6 Dell PowerConnect 5212 Switch 1 Dell PowerConnect 5324 Switch 2 Dell PowerConnect 6248 Switch 2 Brocade 3200 Fiber Channel Switch 2 Brocade 5000 Fiber Channel Switch Page 70 IT Disaster Recovery Plan
Appendix 5.5
Vendor/External Support Information
4.1.4 Vendor Phone/Address List Product/Service: Network Infrastructure and Phone System
Vendor Name: Epoch Universal – (Cisco source)
Street Address: 39 Musick
City/State/Zip: Irvine, CA 92618
Contact Person: Customer Care
Phone No.: 949-268-3499
24 Hour No.:
Alternate Contact:
FAX No.: 949-268-3450
Other No.:
Comments:
Product/Service: Database and Business Application Suite
Vendor Name: Oracle
Street Address:
City/State/Zip:
Contact Person: Mario Siguenza
Phone No.: 650-506-4608
24 Hour No.:
Alternate Contact:
FAX No.:
Other No.:
Comments:
Page 71 IT Disaster Recovery Plan
Product/Service: Servers, desktop, laptop, other hardware/software
Vendor Name: Dell
Street Address:
City/State/Zip:
Contact Person: Tammy Plambeck
Phone No.: 310-301-2436
24 Hour No.:
Alternate Contact:
FAX No.: 310-383-7706
Other No.: 512-283-5375
Comments:
Product/Service: Payroll and Financial Services
Vendor Name: LACOE – Los Angeles County Office of Education
Street Address: 9300 Imperial Highway
City/State/Zip: Downey, CA 90242
Contact Person: Helpdesk
Phone No.: 562-922-6646
24 Hour No.:
Alternate Contact:
FAX No.:
Other No.:
Comments:
Page 72 IT Disaster Recovery Plan
Product/Service: Legacy system support
Vendor Name: SMS Maintenance
Street Address: 12604 Hidden Creek Way, Suite C
City/State/Zip: Cerritos, CA 90703
Contact Person: Service Department
Phone No.: 562-407-1231
24 Hour No.: 877-405-0330
Alternate Contact:
FAX No.:
Other No.:
Comments:
Product/Service: College Web Pages
Vendor Name: Vision Internet
Street Address: 2530 Wilshire Blvd. 2nd Floor
City/State/Zip: Santa Monica, CA 90403
Contact Person: Aram Brazillian
Phone No.: 310-656-3100
24 Hour No.:
Alternate Contact:
FAX No.:
Other No.:
Comments:
Page 73 IT Disaster Recovery Plan
Product/Service: CAPP, CLEP, Accuplacer, MDTP
Vendor Name: CAPP Associates, College Board
Street Address:
City/State/Zip:
Contact Person: CAPP – 805-965-5870
Phone No.:
Accuplacer – 800-486-8497
24 Hour No.:
MDTP (Math) – 805-682-1393
FAX No.:
CLEP – 800-257-9558
Other No.:
CERTIPORT (Microsoft) – 888-222-7890
Alternate Contact:
Comments:
Product/Service: Course Management System / Course Delivery System
Vendor Name: Blackboard
Street Address:
City/State/Zip:
Contact Person: Blackboard Support
Phone No.: 800-429-9299
24 Hour No.: 877-855-3238
Alternate Contact:
FAX No.:
Other No.:
Comments:
Page 74 IT Disaster Recovery Plan
Product/Service: Interactive Voice Response (STARS) , and WebReg
Vendor Name: Tier Technologies - EPOS IVR
Street Address: 10780 Parkridge Blvd. Suite 400
City/State/Zip: Reston, VA 20191
Contact Person: Support
Phone No.: 571-382-1000
24 Hour No.:
Alternate Contact:
FAX No.:
Other No.:
Comments:
Product/Service: Document Imaging
Vendor Name: Klein Consulting Group, LLC - Document Imaging
Street Address: 5583 Forkwood Drive
City/State/Zip: Acworth, GA 30101
Contact Person: Tech Support
Phone No.: 770-823-7127
24 Hour No.:
Alternate Contact:
FAX No.: 770-456-5089
Other No.:
Comments:
Page 75 IT Disaster Recovery Plan
Product/Service: Oracle Consulting / Fusion Consulting
Vendor Name: Innowave Technology, Bob Watson - Oracle
Street Address: 2151 Michelson
City/State/Zip: Irvine, CA 92612
Contact Person: Bob Watson
Phone No.: 818-219-4215
24 Hour No.:
Alternate Contact:
FAX No.:
Other No.:
Comments:
Product/Service: Financial Aid System
Vendor Name: Regent Education - FAM
Street Address: 47 E. South Street, Suite 201
City/State/Zip: Frederick, MD 21701
Contact Person: Support
Phone No.: 800-639-0927
24 Hour No.:
Alternate Contact:
FAX No.:
Other No.:
Comments:
Page 76 IT Disaster Recovery Plan
Product/Service: Off-Site media storage
Vendor Name: Advanced Data Protection Services
Street Address: 2800 N. Naomi
City/State/Zip: Burbank, CA 91504
Contact Person: Service
Phone No.: 818-566-8200
24 Hour No.:
Alternate Contact:
FAX No.:
Other No.:
Comments:
Product/Service: Student Learning Outcomes
Vendor Name: eLumen - eLumen
Street Address: 1776 Scheffer Avenue
City/State/Zip: Saint Paul, MN 55116
Contact Person: Support
Phone No.: 800-630-2149
24 Hour No.:
Alternate Contact:
FAX No.:
Other No.:
Comments:
Page 77 IT Disaster Recovery Plan
Product/Service: Helpdesk System
Vendor Name: Heat - FrontRange Solutions
Street Address: 5675 Gibraltar Drive
City/State/Zip: Pleasanton, CA 94588
Contact Person: Support
Phone No.: 800-776-7889
24 Hour No.:
Alternate Contact:
FAX No.:
Other No.:
Comments:
Product/Service: Intetgrated Library System - EXlibris
Vendor Name: Voyager Intetgrated Library System – Ex Libris Ltd.
Street Address: 1350 E. Touhy Avenue, Suite 200E
City/State/Zip: Des Plaines, IL 60018
Contact Person: Support
Phone No.: 800-762-6300
24 Hour No.:
Alternate Contact:
FAX No.:
Other No.:
Comments:
Page 78 IT Disaster Recovery Plan
Product/Service: Medicware Student Health Center Records
Vendor Name: Clinix Medical Information Services - www.clinixmis.com Medicware ClinixMD
Street Address: 6520 North Irwindale Ave, Suite 215
City/State/Zip: Irwindale, CA 91702
Contact Person: Tech Support
Phone No.: 626-334-5678
24 Hour No.:
Alternate Contact:
FAX No.: 626-334-7107
Other No.:
Comments:
Product/Service: Classroom and event Scheduling System
Vendor Name: Resource 25 – CollegeNet, Inc.
Street Address: 805 SW Broadway, Suite 1600
City/State/Zip: Portland, OR 97205
Contact Person: Support
Phone No.: 503-973-5250
24 Hour No.:
Alternate Contact:
FAX No.:
Other No.:
Comments:
Page 79 IT Disaster Recovery Plan
Product/Service: SARS GRID, SARS TRACK, and SARS CALL Appointment and Contact System
Vendor Name: SARS – SARS Software Products, Inc.
Street Address: 2175 E. Francisco Blvd., Suite A-3
City/State/Zip: San Rafael, CA 94901
Contact Person: SARS Support
Phone No.: 415-226-0040
24 Hour No.:
Alternate Contact:
FAX No.: 415-226-0038
Other No.:
Comments:
Page 80