COOP BACKUP PLANNING

The risk analysis should identify those situations in which backup operations will probably be needed to avoid costly delays in accomplishing the command mission. The next step is to develop plans for backup operations, which are economically, technically, and operationally sound. Details will depend on circumstances at the AIS facility, but some general guidance and suggestions can be helpful in considering the alternatives.

Backup operations may take place onsite when there is only a partial loss of capability. However, they may require one or more offsite locations when there is major damage or destruction. The backup procedures may replicate normal operation or be quite different. When considering backup, AIS management will often find that an exact replica of the onsite AIS system is not available for backup or the time available per day is less than the amount needed to complete all assigned tasks. From this, you might conclude that backup is impossible. On the contrary, a number of things can be done to make backup resources available. The following are examples:

Postpone the less urgent tasks. Tabulate the AIS tasks in descending order of urgency as identified by the risk analysis. Having estimated the time to return to normal following a disruptive event, AIS management can quickly see which tasks can be set aside. These include such things as program development, long cycle (monthly, quarterly, or annual) processing, and long-range planning. As long as adequate catch-up time is available after the return to normal, there should be a number of tasks that can be safely postponed. FIRE EMERGENCY RESPONSE 1. Report fire (list phone number). 2. Assess life-safety hazard. 3. Evacuate facility if necessary. 4. Initiate loss control procedures.

Figure 4-13.-Fire emergency response.

Substitute other procedures. If increased cost or degraded service can be accepted temporarily, it may be possible to use other procedures. If printer capability is lost, print tapes could be carried to a backup facility for offline printing. It might also be possible to substitute batch processing for online processing temporarily. In some cases, where compatible hardware is not available, it maybe feasible to maintain a second software package that is functionally identical to the regular package but technically compatible with the offsite AIS hardware that is available for backup use.

Modify tasks to reduce run time. To stretch available backup resources, it might be feasible to eliminate or postpone portions of a task, such as information-only reports or file updates that are not time urgent. In some cases, it might help to double the cycle time for a task; that is, run a daily task every other day instead.

By considering these possibilities for each task, the AIS technical manager can develop the specifications for the minimum backup requirements (AIS hardware, resources, and hours per day necessary for adequate backup).

To evaluate alternate backup modes and offsite facilities, consider such factors as:

AIS hardware usage;

Transportation of military and civil service personnel with needed supplies and materials;

Maintenance personnel at the offsite location; and

Overtime cost factor for civil service personnel.

As these factors come into focus-identification of critical tasks, specific backup modes, and usable offsite AIS facilities-the outlines of the optimum backup plan will begin to emerge. In general, it is wise to form several COOP backup plans; for example:

A minimum duration plan. A plan for backup operation that is not expected to extend much beyond the cause of delay which forces a shift to backup operation; namely, a minimum duration plan that would probably include only the most time urgent AIS tasks.

A worst-case plan. A plan for backup operation for as long as it takes to reconstruct the AIS facility after total destruction.

In-between plans. Plans for one or more operating periods between minimum duration and worst case.

A plan for each major partial failure mode.

While the individual COOP plans are geared to different objectives, they can usually be constructed from a common set of modules. It is often most effective to make a detailed plan for total destruction since this is the most demanding situation. Scaled-down versions or individual elements from this plan can then be used for the less-demanding situations.

Each COOP backup plan should cover the following five basic areas:

Performance specifications. This is a statement of the specific ways in which performance of each task departs from normal; for example, tasks postponed, changes in cycle times, and schedules.

User instructions. Backup operation may require users to submit input in different forms or to different locations or may otherwise call for altered procedures. These should be clearly spelled out to avoid confusion and wasted motion.

Technical requirements for each AIS task.

Backup operation of an AIS task will require the availability at the offsite AIS facility of the following items: current program and data files, input data, data control and operating instruction (which may differ from normal instruction), preprinted forms, carriage control tapes, and the like. These requirements must be documented for each task. Procedures also need to be established to ensure the materials needed for backup operation are maintained offsite on a current basis.

Computer system specifications. One or more offsite computer systems are selected for backup operation. The following information should be recorded for each system: administrative information about the terms of backup use, the location of the system, the configuration and software operating system, a schedule of availability for backup operation, and the tentative schedule of AIS tasks to be performed on the system.

Administrative information. It is probable that COOP backup operation will require special personnel assignments and procedures, temporary employment or reassignment of personnel, use of special messengers, and other departures from normal. Details are to be documented, along with guidance on obtaining required approvals.

When each of the COOP backup plans is completed, it should include full documentation and have upper management approval. Each of the plans may have considerable duplication. However, it is suggested that each plan be completely documented to be sure nothing has been overlooked.