TABLE OF CONTENTS
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Sony Pictures Entertainment
(SPE)
IT Finance
BUSINESS RECOVERY PLAN
PREPARED BY: Dean Dunaier
APPROVED BY: ________________________
September 2013
CONFIDENTIAL
IT Finance Department BUSINESS RECOVERY PLAN
TABLE OF CONTENTS
SECTION 1: INITIAL INSTRUCTIONS 1
WHILE AT WORK 1
WHILE AWAY FROM WORK 2
CALL-OUT LIST 3
ALTERNATE COMMUNICATIONS 4
SECTION 2: BUSINESS RECOVERY INFORMATION 5
CRITICAL FUNCTIONS LIST 5
CRITICAL TASKS & PROCEDURES 6
ADDITIONAL CRITICAL FUNCTION DOCUMENTATION 8
TEMPORARY WORK LOCATION REQUIREMENTS 9
OFF-SITE RECOVERY TOOLS 10
EMPLOYEE REDEPLOYMENT INFORMATION 11
EXTERNAL CONTACTS AND EMERGENCY CONTRACTS 13
SECTION 3: VITAL RECORDS 14
VITAL RECORDS INVENTORY 14
VITAL RECORDS RESTORATION PROCEDURES 15
SECTION 4: ASSETS 16
ASSETS INVENTORY AND SPECIAL INSTRUCTIONS 16
APPENDIX A: EMERGENCY CONTACT INFORMATION 17
SECTION 1: INITIAL INSTRUCTIONS
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|WHILE AT WORK |
| | | |RESPONSIBLE INDIVIDUAL(S) |
|4 | |ACTION | |
| | |If you are required to evacuate, take available cell phones, keys, and/or laptops, if time |Entire Department |
| | |permits, then immediately evacuate the building via the nearest exit, as instructed by the | |
| | |floor warden team. (Shirley Wright) | |
| | |Go to the designated assembly area and assemble staff. |All Employees |
| | |Notify the floor warden or any SPE emergency responder of any injured or missing employees. |All Employees |
| | |Instruct all employees to remain at assembly area until further instructions are given. |Gaspar Vasquez |
| | |Refer to Section 2, Critical Functions, to determine which staff must remain to perform |Gaspar Vasquez |
| | |critical functions if employees are released for the day. | |
| | |If employees are released, maintain a record of all Department employees as they leave the |Gaspar Vasquez |
| | |assembly area. | |
| | |If the Department has critical functions that must be performed within the first 24 hours |Gaspar Vasquez |
| | |following the event, assemble the Department Recovery Team. | |
| | |Coordinate the workspace and equipment requirements for your Department Recovery Team with |Gaspar Vasquez |
| | |the appropriate support teams. | |
| | |Ensure that the Department Recovery Team is performing all critical functions. Schedule a |Gaspar Vasquez |
| | |progress meeting with the Department Recovery Team members as needed. | |
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|WHILE AWAY FROM WORK |
| | |RESPONSIBLE INDIVIDUAL(S) |
|4 |ACTION | |
| |Department Manager: | |
| |Name Gaspar Vasquez | |
| |Home: 818-368-4390 | |
| |Cellular: 818-645-8097 | |
| |Alternate, if Department Manager is injured or not available: | |
| |Name Shirley Wright | |
| |Home: 310-876-6043 | |
| |Cellular: 310-876-6043 | |
| |If you are away from the office and able to perform your assigned functions, and it is during| |
| |work hours, contact your alternate to obtain a status of situation. |Gaspar Vasquez |
| |If it is after work hours, use the Call-Out List on the next page to notify appropriate |Gaspar Vasquez |
| |Department staff. | |
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|CALL-OUT LIST |
|(SEE APPENDIX A FOR CONTACT INFORMATION) |
|4 |CONTACT LEAD |WHO TO CONTACT |COMMENTS |
| |Gaspar Vasquez |Dean Dunaier | |
| | |Jodi Flaherty | |
| | |Shirley Wright | |
| | |Yuka Okada | |
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| |Shirley Wright |Gaspar Vasquez | |
| | |Charmagne Tellis | |
| | |Liza Almeida | |
| | |Charles Yam | |
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|ALTERNATE COMMUNICATIONS |
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|EMERGENCY HOTLINE: 310-244-CARE (310-244-2273) |
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|This number will provide employee reporting information and other pertinent information at the time of an event. |
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|You may also receive updates via SPE’s Emergency Employee Notification System. |
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|CONFERENCE CIRCUITS: |
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|Global Crossing |
|Domestic Number: 1-800-549-7669 |
|Access Code: 2447495 |
|Chair Person Code: 7771 |
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|OTHER COMMUNICATIONS: IT Helpdesk (310) 244-2188; Corporate Finance, Curtis Crider (cell) 818-378-5006 |
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SECTION 2: BUSINESS RECOVERY INFORMATION
|REVISED: XX/XX/XX |
|CRITICAL FUNCTIONS LIST |
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| |ACTION |WHO WILL DO IT |
|WARNING STAGE |
|A meeting or conference call to notify employees of current situation. |Gaspar Vasquez |
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|Action Steps: | |
|Save all important files to both: internal and external drives (Iron Key - encrypted flash drives) | |
|Put all important reports in the metal file cabinets in our hall way | |
|Gather personal belongings, i.e. (keys, wallets, hand bags and phones) | |
|Take laptops | |
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|Day 1 - DAY OF EVENT (Day -7 of Year End Close) | |
|Day 5 - Post External and Internal Labor | |
|Day 6 - Upload and post inter-company journal entries | |
|Day 7 - Review and update IT Project spend | |
|Day 9 - Review and update IT Overhead | |
|Day 11 - Create External Labor Purchase Orders with Vendor Back-up Reports for | |
|payment per Time & Material agreements | |
|Day 12 - Ariba approvals for external labor | |
|Day 14 - Goods Receipt for external labor P.O.s | |
|Day 21 - Accounts Payable issues vendor payments | |
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|CRITICAL TASKS & PROCEDURES |
|(HOW THE FUNCTION WILL BE PERFORMED) |
|RESTATE CRITICAL FUNCTION FROM LIST: |
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| |ACTION |IT APPLICATION NEEDED |TEAM RESPONSIBLE |
|4 | | | |
| |External Labor (see attached file for step-by-step instructions) |PPM, Business Objects, SAP,|IT Finance |
| |[pic] |Outlook and Network drive | |
| | |(\\Spe-cp2\DATA\SPFINANCE )| |
| |Internal Labor (see attached file for step-by-step instructions) |PPM, SAP, Outlook and |IT Finance |
| |[pic] |Network drive | |
| | |(\\Spe-cp2\DATA\SPFINANCE )| |
| |Inter-Company j/e’s (see attached file for step-by-step instructions) |SAP, Outlook and Network |IT Finance and |
| |[pic] |drive |International Territories |
| | |(\\Spe-cp2\DATA\SPFINANCE | |
| |IT Project Review (see attached file for step-by-step instructions) |ARIBA, SAP, Outlook and |IT Finance |
| |[pic] |Network drive | |
| | |(\\Spe-cp2\DATA\SPFINANCE | |
| |IT Overhead Review (see attached file for step-by-step instructions) |ARIBA, SAP, Outlook and |IT Finance |
| |[pic] |Network drive | |
| | |(\\Spe-cp2\DATA\SPFINANCE | |
| |Create External Labor Purchase Orders [pic] |ARIBA, Outlook and Network|IT Finance |
| | |drive | |
| | |(\\Spe-cp2\DATA\SPFINANCE | |
| |ARIBA approvals for External Labor [pic] |ARIBA |IT and Corp Finance |
| |Goods Receipt for External Labor (refer to External Labor document) |ARIBA |IT Finance |
| |Accounts Payable – issue vendor payments |SAP & ARIBA |A/P |
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|ADDITIONAL CRITICAL FUNCTION DOCUMENTATION |
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|BCP RECOVERY PLAN |
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|External Labor |
|Internal Labor |
|Inter-Company |
|Project Review |
|Overhead Review |
|P.O. Creation |
|Ariba Approvals |
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|Primary |
|C. Yam |
|C. Tellis |
|C. Tellis |
|S. Wright |
|G. Vasquez |
|C. Yam |
|D. Dunaier |
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|1st Alternate |
|Y. Okada |
|Y. Okada |
|S. Wright |
|J. Flaherty |
|S. Wright |
|Y. Okada |
|G. Vasquez |
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|2nd Alternate |
|C. Tellis |
|G. Vasquez |
|L. Almeida |
|L. Almeida |
|D. Dunaier |
|L. Almeida |
|J. Flaherty |
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|TEMPORARY WORK LOCATION REQUIREMENTS |
|DAYS |TOTAL NUMBER OF |COMPUTER EQUIPMENT |TELECOMMUNICATIONS EQUIPMENT |
|AFTER |WORK-STATIONS NEEDED |(# & TYPE OF PC, PRINTERS, OTHER HARDWARE) |(PHONE, FAX, MODEM) |
|EVENT | | | |
|1 - 4 Days |0 |0 |0 |
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|5 – 14 Days |4 |4 laptops, 1 printer (Xerox Workcentre 5632) | |
| | | |2 phones, 1 fax line |
|15 – 21 Days |0 |0 |0 |
|22+ Days |10 |7 laptops, 3 desktop computers and 2 printers| 10 phones, 1 fax line |
|(Full workforce | |(Xerox Workcentre 5632 and 7328) | |
|count) | | | |
|Can the work be performed at home if employees are equipped with laptops/VPN? Yes |
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|How many of your employees already have laptops/VPN? |
|Seven |
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|What alternate work location within the company is your preference, if space is available? |
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|Prefer to be with Corporate Accounting |
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|OTHER REQUIREMENTS AT ALTERNATE LOCATION: |
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|OFF-SITE RECOVERY TOOLS |
|(TO BE STORED AT ALTERNATE WORK LOCATION IN ADVANCE) |
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|SPECIAL FORMS |EQUIPMENT |UNIQUE |DOCUMENTATION |OTHER |
| | |SUPPLIES | | |
|N/A | | | | |
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|EMPLOYEE REDEPLOYMENT INFORMATION |
|TIME AFTER EVENT |NAME | | |
| |(OR BUSINESS UNIT) |SKILLS |CONTACT INFORMATION |
|Day 1 – 4, |Charles Yam |Journal entries, Project and Overhead | |
|15 - 21 |Charmagne Tellis |Accounting, Ariba PO’s, Vendor Invoice |Gaspar Vasquez |
| |Yuka Okada |Reconciliation, COFA and Sox |C (818) 645-8097 |
| |TBD |documentation, International Accounting |W (310) 244-4518 |
| | | |Email:gaspar.vasquez@spe. |
|Day 1 – 4, |Charles Yam |Journal entries, Project and Overhead | |
|15 - 21 |Charmagne Tellis |Accounting, Ariba PO’s, Vendor Invoice |Gaspar Vasquez |
| |Yuka Okada |Reconciliation, COFA and Sox |C (818) 645-8097 |
| |TBD |documentation, International Accounting |W (310) 244-4518 |
| | | |Email:gaspar.vasquez@spe. |
|Day 1 – 21 |Charles Yam |Journal entries, Project and Overhead | |
| |Charmagne Tellis |Accounting, Ariba PO’s, Vendor Invoice |Gaspar Vasquez |
| |Yuka Okada |Reconciliation, |C (818) 645-8097 |
| |TBD | |W (310) 244-4518 |
| | | |Email:gaspar.vasquez@spe. |
|Day 1 – 21 |Liza Almeida |Journal entries, Project and Overhead | |
| | |Accounting, Ariba PO’s, Vendor Invoice |Gaspar Vasquez |
| | |Reconciliation, COFA and Sox |C (818) 645-8097 |
| | |documentation, International Accounting |W (310) 244-4518 |
| | | |Email:gaspar.vasquez@spe. |
|Day 1 – 4, |Gaspar Vasquez |A/P, A/R, Corporate Accounting, Journal | |
|15 - 21 | |entries, Project and Overhead |Gaspar Vasquez |
| | |Accounting, Ariba PO’s, Vendor Invoice |C (818) 645-8097 |
| | |Reconciliation, COFA and Sox |W (310) 244-4518 |
| | |documentation, International Accounting,|Email:gaspar.vasquez@spe. |
| | |Assets | |
|Day 1 – 4, |Shirley Wright |Journal entries, Project and Overhead | |
|15 - 21 | |Accounting, Ariba PO’s, Vendor Invoice |Gaspar Vasquez |
| | |Reconciliation, COFA and Sox |C (818) 645-8097 |
| | |documentation, International Accounting,|W (310) 244-4518 |
| | |Assets |Email:gaspar.vasquez@spe. |
|Day 1 – 21 |Jodi Flaherty |Journal entries, Project and Overhead | |
| | |Accounting, Ariba PO’s, Vendor Invoice |Gaspar Vasquez |
| | |Reconciliation, COFA and Sox |C (818) 645-8097 |
| | |documentation, International Accounting |W (310) 244-4518 |
| | | |Email:gaspar.vasquez@spe. |
|Day 1 – 21 |Charles Yam |Ariba PO’s, Vendor Invoice | |
| | |Reconciliation and data entry |Gaspar Vasquez |
| | | |C (818) 645-8097 |
| | | |W (310) 244-4518 |
| | | |Email:gaspar.vasquez@spe. |
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|EXTERNAL CONTACTS AND EMERGENCY CONTRACTS |
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|COMPANY |CONTACT NAME/ |ADDRESS |COMMENTS |
|(PURCHASE ORDER#) |PHONE NUMBER | | |
| |Praveen Agrawal |101 Park Bank, 26th Floor, New York, NY|Domestic and International|
| | |10176 |IT outsource services |
|TCS |310-384-8597 | | |
| |Michael Giovinazzo |12574 Mendel Drive, Granada Hills, CA |Domestic payroll |
| | |91344 |contractors |
|ESI |310-665-6196 | | |
| |Andre Merikyan |100 Walnut Ave., Clark, NJ 07066 |Domestic Project and |
|Capgemini | | |Overhead IT Contractor |
| |310-390-3901 | | |
| |Joe Elizondo |101 N. Brand Blvd. |Domestic Project and |
|Tentek | |Ste., 1660 |Overhead IT Contractor |
| |818-551-7100 ext. 7 |Glendale, CA 91203 | |
| |818-425-8999 mobile | | |
SECTION 3: VITAL RECORDS
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|VITAL RECORDS INVENTORY |
| | |DUPLICATED? | |
|VITAL RECORD |LOCATION |(Y/N) |OFF-SITE LOCATION |
| |SPP – 5th Floor, File Cabinets |N |No |
| |(reference red stickers on 5 cabinets| | |
|Journal Entries |next to Xerox Workcentre 5632 | | |
| |printer) | | |
| |Iron Mountain – |N |Yes |
|Journal Entries | | | |
| |Files older than 4 years (FY09 and | | |
| |prior). Please reference file below.| | |
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| |[pic] | | |
| |SPP – 5th Floor, File Cabinets |N |No |
|Project COFA Documentation |(reference red stickers on 5 cabinets| | |
| |next to Xerox Workcentre 5632 | | |
| |printer) | | |
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|VITAL RECORDS RESTORATION PROCEDURES |
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|VITAL RECORD |RESTORATION PROCEDURES |
| |Manually re-create documents |
|Journal Entries | |
| |Manually re-create documents |
|Project COFA Documentation | |
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SECTION 4: ASSETS
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|ASSETS INVENTORY AND SPECIAL INSTRUCTIONS |
| | |SPECIAL |
|ASSET |LOCATION |INSTRUCTIONS |
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APPENDIX A: EMERGENCY CONTACT INFORMATION
(INSERT EXCEL SPREADSHEET OR PERSONNEL REPORT)
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