U.S. DEPARTMENT OF LABOR
Employment and Training Administration
Washington, D. C. 20210
February 9, 1999
|DIRECTIVE||:||TRAINING AND EMPLOYMENT INFORMATION NOTICE NO. 19-98|
|TO||:||ALL STATE JTPA LIAISONS
ALL STATE EMPLOYMENT SECURITY AGENCIES
ALL ONE-STOP CAREER CENTER SYSTEM LEADS
ALL STATE WORKER ADJUSTMENT LIAISONS
Office of Regional Management
|SUBJECT||:||Year 2000 Business Continuity and Contingency Planning (BCCP) for JTPA System|
Purpose. To provide additional Year 2000 Guidance (Y2K) to the JTPA State system to ensure that its mission critical systems can provide services to participants in the event of disruption in services caused by Y2K or other infrastructure failures.
References. TEGL 7-97; GAO Year 2000 Computing Crisis: Business Continuity and Contingency Planning, (Aug. 1998). E-mail address: http://www.gao.gov/special.pubs/bcguide.pdf
Background. The Department's Y2K policy is to ensure that federally funded employment and training programs provide services to eligible participants through the millennium. ETA has addressed this policy over the past 18 months by providing Y2K technical guidance, information via Web sites, mini-assessments, and workshops. However, as the Year 2000 fast approaches, proactive management requires that States anticipate, that in spite of their efforts to address Y2K readiness, some potential remains for program disruption.
Findings. As a result of the JTPA mini-assessment, the San Francisco and Denver workshops, and, ITSC's (contractor) risk analysis, some States/SDA's appear to be "at risk" in the areas of eligibility determination, reporting, and financial vendor payments. These problems could seriously affect operations. To address these problems and meet the "due diligence" legal test, State agencies would be prudent to have a "business continuity and contingency plan" (BCCP), which identifies core agency functions, defines future failure scenarios, and outlines alternative processes that would be followed in the event of a Year 2000 problem or infrastructure failure in power or communication.
Proposal. ETA believes that "risk assessment, business continuity, and contingency planning" is the most appropriate strategy for State agency management at this time. Thus, ETA is providing States/SDAs with a GAO model "Business Continuity Planning Structure," composed of a) Initiation, b) Business Impact Analysis; c) Contingency Planning; and d) Testing.
The first phase, Initiation, consists of establishing a State/SDA workgroup of high level management to address strategy, schedules and support.
The second phase, Business Impact Analysis consists of assessing the potential impact of mission critical system failures versus the agency's core business. ETA is providing a format, Attachment I, which enables the agency's managers to self assess the Y2K readiness relative to the risk of operational failure for their program. If the management determines the self assessment instrument yields a high risk score, it would suggest the State develop a fail safe contingency plan.
The third phase, Contingency Planning consists of identifying and documenting plans, triggers, and business resumption for each core business process.
The final phase, Testing, determines if the plan really works.
The next steps are developing periodic updates, and making sure staff know the plans, the triggers, and their responsibilities. In addition, ETA's Y2K contractor, ITSC, will be available for technical guidance via teleconference on a scheduled basis for the period February 17 through May 1999. ITSC also has a web page at www.itsc.state.md.us which lists guidance on these and other relevant employment and training Y2K topics. The Social Security Administration's (SSA) "BCCP" has useful formats covering "risk, timing, priority, strategy, responsible unit, and contingency triggers."
This concept was discussed and determined feasible by a group of ETA Regional and State staff at the Denver MIS conference in early December 1998.
The concept would provide State agency management with the tools to better assess risk, develop appropriate BCCPs, and ensure program continuity for mission critical business functions. The voluntary nature supports the partnership roles defined in TEGL 7-97, and reinforces State responsibility for program continuity. ETA believes that the process is important, however, the "suggested formats" are optional.
Action Required. JTPA liaisons are requested to 1) Distribute the voluntary BCCP materials to State/SDA management and request they begin the process as soon as possible; 2) Track State/SDA's progress in completing the process and BCCP products; and 3) Inform the respective Regional Office's designated Y2K contact person, periodically, of the status.
JTPA BCCP "Self Assessment Guide"
GAO's "Year 2000 Computing Crisis: Business Continuity and Contingency Planning
SSA's "Business Continuity and Contingency Plan" Version 4, Dec. 31, 1998.
NOTE: Attachments not available to DMS