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SC Public Employee Benefit Authority (PEBA)
Remote work availability: 25%
SCOPE OF THE PROJECT:
PEBA is requesting proposals for professional services to assist in the development, review, and testing of the current PEBA Business Continuity Plan (BCP). Development of the PEBA BCP and associated planning documents shall support PEBA's ability to resume or maintain delivery of essential services during and after a major disaster event.
Task 1: Develop Project Control Document (PCD)
Task 2: Provide project management assistance and monitoring
Task 3: Assist PEBA Project Manager to initiate BCP planning process
Task 4: Conduct risk analysis
Task 5: Determine essential and support functions
Task 6: Gather information for the BCP
Task 7: Test, train and exercise the BCP
Task 8: Plan Maintenance
Task 9: Finalize and distribute the BCP
TASK 1 REVIEW PEBA BCP
Proposer shall review the BCP and submit for approval to PEBA Administration a Project Control Document (PCD) that contains the following components:
Project Scope and Objectives a brief statement of the scope and objectives of the project.
Project Organization, Roles, and Responsibilities A hierarchical structure depicting the organization of the project team and its reporting relationships, including a description of the primary roles and responsibilities of the project team members and any relevant organizational relationships.
Detailed Work Plan a detailed narrative description of project with roles and responsibilities of project team member by task, sub-task, timeframe to complete each task and any dependencies on other tasks.
Deliverables List A list of the Deliverables to be produced for each task and sub-task, including a description of each Deliverable.
Milestone Chart A list of key project Milestones, including Deliverables, the target completion date and actual completion date.
Communication Plan a description of the primary means of communication that will be used throughout the project. This shall include a description of any recurring Tasks and Sub-tasks (e.g., status meetings,etc.).
Change Management Process A description of the change management process that will be used to mitigate any negative impact of BCP process and methodology implementation roll-out.
Testing Strategies A description of the different types of tests and approach that will be instituted to ensure PEBA staff capability.
Training Strategies A description of the training approach addressing technical training, end-user training, and train-the-trainer for PEBA staff.
The document shall be updated and maintained throughout the life of the project. Updates shall be presented minimally at weekly project management team meetings.
TASK 2 PROVIDE PROJECT MANAGEMENT ASSISTANCE AND MONITORING
Under the direction of the PEBA Project Manager, Proposer shall assist in the day-to-day management of tasks and deliverables. Proposer shall coordinate with the PEBA Project Manager to ensure that all tasks and deliverables are performed in a timely manner.
Proposer Project Management will include, but not be limited to:
Supporting project planning and direction.
Evaluating project results and providing status reporting.
Provide recommendations for PEBA business processes, security, and technical requirements.
Management and tracking of all issues and their resolution.
Preparing agenda and minutes for weekly project management team meetings.
Update the detailed Project Plan to reflect the changes based on PEBA feedback and showing schedule changes from baseline and percentage of work completed as required.
TASK 3: ASSIST PEBA PROJECT MANAGER TO INITIATE BCP PLANNING PROCESS
Proposer shall assist the Project Manager to coordinate and organize rollout
of the PEBA continuity plan development strategy to include, but not limited to,
the following actions:
Facilitate and coordinate progress and production meetings.
Establish objectives and milestones.
Determine procedures for information gathering and decision making.
Focus on gathering needed information
Minimize time and effort spent gathering information
Minimize disagreements by establishing procedures for decision making.
Develop a work schedule to interview and work one-on-one with all essential PEBA staff.
TASK 4: CONDUCT RISK ANALYSIS
Proposer shall conduct department-wide Risk Analysis to identify areas of potential vulnerability, current control measures, and develop recommendations to mitigate the hazards. Proposer shall develop a department-wide Risk Analysis and VulnerabilityAssessment. This process measures the potential loss of life, personal injury, economic impact, and property damage resulting from hazards by assessing the vulnerability of people, buildings, and infrastructure to hazard events. The analysis will include, but will not be limited to, the following components:
An analysis of each PEBA facility of the impact of any major disaster.
A brief hazard profile primarily using data gathered from the State of South Carolina Emergency Preparedness Agency.
Rank each hazard based on likelihood and consequence of event occurring. Include description of the likelihood and consequence.
Inventory assets by location to include the number of staff average number of visitors on a given day, building functions,systems, site characteristics, weaknesses, system redundancies, and PEBA-owned assets. Include corrective actions that could reduce the vulnerabilities.
Prioritize and analyze outcomes.
TASK 5: DETERMINE ESSENTIAL AND SUPPORT FUNCTIONS
Proposer shall assist the Project Manager to ensure all PEBA essential and essential support functions are identified. Once a structure has been established, the Proposer shall validate or adjust the current approach which supports PEBA to carry on their mission during an extended disruption of services.
TASK 6: COORDINATE WITH PEBA PROJECT MANGER TO DESIGN THE PLAN
Proposer shall coordinate with the PEBA Project Manager to design a BCP plan. The required planning steps will include, but is not limited to, the following actions to be established by the Proposer:
Confirm planning team.
Identify resources required.
Confirm goals and milestones.
Identify challenges and prioritize activities.
Make a list of tasks to be performed, by whom and when.
Determine how you shall address the problem areas and resource shortfalls that were identified in the vulnerability analysis.
Write the Plan.
Establish an timeline with specific goals.
o First draft
o Second draft
o Final draft
TASK 7: TEST, TRAIN, AND EXERCISE THE BCP
Proposer shall assist the Project Manager to test, train, and exercise the draft plan in order to make the final adjustments prior to distribution of the plan. Continuity training components for all staff should address:
Individual roles and responsibilities.
Information about threats, hazards and protective actions.
Notification, warning and communications procedures.
Location and use of common emergency equipment.
The steps to test, train, and exercise the plan include, but are not limited to, the
Distribute the first complete draft to group members for review. Revise as needed.
Distribute the second, revised draft for review.
Using the second draft as reference, conduct a exercise with management and personnel who have key business continuity responsibility. In a conference room setting, describe a continuity scenario and have participants discuss their responsibilities and how they
o would react to the situation.
Based on this discussion, identify areas of confusion and overlap, and modify the plan accordingly.
TASK 8: PLAN MAINTENANCE
PEBA BCP maintenance ensures all components incorporate the following:
Implementation is acting on recommendations made during the vulnerability analysis, integrating the plan into PEBA operations, training staff, and evaluating the plan.
Monitoring, evaluating, and updating plan. A formal schedule should be included in the plan for monitoring and evaluating the plan along with formal and informal updating procedures and timelines.
Multi-year Strategy and Program Management Plan. This plan will define short and long-term BCP goals and objectives. It should include requirements, identify tasks and milestones, and outline a plan of action to accomplish tasks within an established schedule. Additionally, it will provide a common basis and informational format for developing and defending COOP budget submissions.
TASK 9: FINALIZE AND DISTRIBUTE THE BCP
Proposer shall ensure all changes have been incorporated into the final planning
document and thereafter, Proposer shall distribute the plan.
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