Udenrigsudvalget 2019-20
URU Alm.del Bilag 175
Offentligt
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COVID 19
BCP (DIGITAL
TOOLS) SUPPORT TO
GOVERNMENTS
UNDP Support to Government Business Continuity
Private / Public Sectors UNDP Partnership
URU, Alm.del - 2019-20 - Bilag 175: Opfølgning på virtuel briefing den 14. maj 2020 ved UNDP’s regionale direktør for Afrika om den aktuelle situation og håndtering af COVID-19 i Afrika syd for Sahara
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Document Revision History
Revision
date
April 23 2020
Previous
revision
date
1
Step
Summary of changes
Remarks
Create Business case
Submitted to RBA
Director
Contributors
Aboubacar Toure
Bertrand Frot
Jane O Yeboah
Yerim Fall
Jean Luc Stalon
Manish Pradhan
Shathiso Nyathi
Ethiopia CO
Adama Sanyang
Noni Mafabune
Diwen XU
Jennifer Colville
Maley Diop
Gerald Demeules
Robert Opp
Sylvain St Pierre
Olivier Simah
Nesreen Al-Hebshi
Jarle Herikstad
Anthony Ngororano
Moe Kyaw
Douglas Webb
1
URU, Alm.del - 2019-20 - Bilag 175: Opfølgning på virtuel briefing den 14. maj 2020 ved UNDP’s regionale direktør for Afrika om den aktuelle situation og håndtering af COVID-19 i Afrika syd for Sahara
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Concept Note: UNDP COVID-19 Programme Offer
Business Continuity Support to Government and Partners
1. Introduction
The advent of COVID-19 pandemic on the global stage is causing devastating effects on individuals,
families, communities, economies and nations, threatening the progress on the SDGs, including the pledge
to leave no one behind. Programmes in countries are confronted with a unique set of challenges as they
strive to support governments with emergency responses to contain, mitigate, respond and recover from
the effects of the pandemic, the impact of which is yet to be fully experienced. Preventive and
containment measures involve initially restricted movements of communities, social distancing, self-
quarantine, virtual working arrangements and in some cases a complete closure due to lack of viable
options for business continuity and even reliable and stable internet connectivity to maintain operations.
As more governments and communities implement these preventive measures and recovery policies,
government counterparts in developing countries are confronted with challenges implementing
telecommuting and virtual working arrangements due to limited infrastructure, including information
technology and energy access. Business continuity for governments, businesses and individuals is critical
to support or manage economic and social recovery resulting from COVID-19. The inability of governments
to fulfill their mandates, including to lead and assure national response and coordination is now a stark
reality.
To this end, this document explores the options of extending UNDP
s
support to put in place business
continuity plans and information technology infrastructure and Digital Tools to support government and
public sector partners in programme countries where UNDP operates. The overall objective is to maintain
core government functions to adequately prepare for and respond to COVID-19 pandemic. A coherent
government response is required to limit and shorten the recovery phase and minimize the impacts on
the SDGs.
This Concept
Note fo uses o UNDP s ICT Offe i the
immediate term (1-3 months) and a robust proposal
will be presented for the longer-term support which includes advisory services in this area and support
governments to be able to better prepare for and be resilient to future crises.
2. Strategic Objectives
The strategic objectives of the offer include:
1. Reduce the impact of COVID-19 on governments by ensuring that governments are able to respond
in a timely manner at the national and sub national levels in the short term for COVID-19 and on
medium and longer term for any other crises,
2. Identify ICT business continuity needs, support, setup, skills and deploy digital tools.
2
URU, Alm.del - 2019-20 - Bilag 175: Opfølgning på virtuel briefing den 14. maj 2020 ved UNDP’s regionale direktør for Afrika om den aktuelle situation og håndtering af COVID-19 i Afrika syd for Sahara
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3. Provide business continuity planning (BCP) and digital tools to support governments to maintain
effective communications between its key personnel and partners in coordinating the COVID-19
response and maintaining its overall full operational capacity
4. Limit the impact of COVID-19 on national institutions and maintain the provision of public services.
5. Build upon COVID-19 BCP to develop a long-term sustainability strategy to inform future disaster
preparedness and overall institutional BCP at central and decentralized level.
To achieve these and given the wide scope of government institutions
usi ess eeds a d e ui e e ts,
a phased approach to support developing a fully robust BCP will be implemented with the aim to have an
efficient plan in place. Three levels of support have been identified as follows:
1. Immediate Support: This is the first stage during which a quick assessment of existing
infrastructure and capacities and critical requirements and functions would be identified. Based
on the assessment, ICT solutions would be made available to support telework arrangements of
critical government personnel. UNDP will capitalize on existing software and ICT LTAs to fast track
such support. This includes video conferencing applications, DocuSign, etc.
2. Long term-support (3-12 months): conduct in depth needs assessment, business and
infrastructure requirements and develop a comprehensive and complete business continuity plan
that covers all operations aspects and services of the governments who have requested support.
3. On-going Advisory and Technical Support: Existing UNDP expertise in- country and through the
network of Regional ICT Coordinators and HQ will be made available to support countries in need
of advisory and technical support to develop their Business Continuity Plans including the ICT
Service catalogue.
3. Baseline assumptions:
Telecommuting and virtual working arrangements require at a minimum access to energy for productive
use, internet connectivity, communication technology devices, remote access to key files and documents,
systems and user capability/knowledge. The current proposal assumes that the government counterparts
ill dispose of a i i u set of these e ui e e ts to e a le UNDP s o ple e ta y suppo t to assu e
business continuity on or off site.
4. UNDP’s
Co parative Adva tage
This BCP solution for government
uilds o UNDP s
global experience in co-ordination and strengthening
of core government functions and service delivery as well as our long time expertise in implementing BCP
in our Country Office.
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URU, Alm.del - 2019-20 - Bilag 175: Opfølgning på virtuel briefing den 14. maj 2020 ved UNDP’s regionale direktør for Afrika om den aktuelle situation og håndtering af COVID-19 i Afrika syd for Sahara
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This experience is being modified for other contexts, where a long-established and functioning State
machinery requires rapid strengthening in selected areas to deal with a shock.
More specifically, UNDP global offer will bring three major assets to bear on this exercise:
-
first,
an established corporate practice of risk management and business continuity, underpinned
by robust systems that have been tested and validated in a wide variety of operating contexts in
the world,
second,
a Global Policy Network that will allow UNDP to quickly access information, experience
and expertise from countries that had early exposure to the pandemic and have learnt
enormously about how to handle it at the institutional level, especially those in the Africa, Asia
and the Pacific region;
third,
the longest, broadest and deepest engagement of any development partner with our
government focal points.
-
-
UNDP will also explore collaboration with the Bill and Melinda Gates Foundation and the Tony Blair
Foundation, to create a country support platform for the Government that could attract and aggregate
interventions, technical support and financing from other sources.
To kick of this exercise, UNDP will put in place a dedicated team composed of staff resident in the Country
Office and Regional Service Centre, as well as Colleagues in New York and Copenhagen, working remotely.
It ould also d a te h i al suppo t f o UNDP s Glo al Poli y Net o k tea
government functions and responsive and accountable institutions.
o ki g o
oe
5. Expected Outputs and Indicative Activities
The Initiative aims to deliver on three outputs with indicative activities under each. The activities too, can
be clustered under three areas:
(i)
(ii)
essential supplies to contain spread of the virus;
ICT-based system upgrade (hardware/software) - computers, tables, external disks, anti-virus
software; and
review/development of systems, processes and procedures, design of revamped business continuity
plans, risk management, etc.
Output 1: Need assessment
Information infrastructure in the countries differs greatly. To recommend an effective set of tools to
support a particular context, the programme team will perform a remote needs assessment with focal
points in-country office and government, identify key operational requirements, identify issues in the
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URU, Alm.del - 2019-20 - Bilag 175: Opfølgning på virtuel briefing den 14. maj 2020 ved UNDP’s regionale direktør for Afrika om den aktuelle situation og håndtering af COVID-19 i Afrika syd for Sahara
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ICT set-up that may be detrimental to business continuity and recommend necessary ICT solutions
and support their implementation. The assessment objective is to quickly assess the following:
Key activities:
What are the key functions and minimum business needs for governments to remotely maintain
their functions?
Do the Government institutions have any existing plans addressing business continuity which
include procedures and succession planning in case of disasters?
How many government officials/personnel are considered essential to maintain key operations?
What is the available government information infrastructure such as internet availability and
bandwidth?
Are there reliable energy sources/supplies including backups for key officials/personnel to
telecommute? e.g solar panels, generators? What is their coverage?
Does the government have collaboration platforms to support telecommuting? If not, can the
internet bandwidth in the country support the following platforms;
Do key officials/personnel have devices, such as laptops, tablets and suitable connectivity in their
homes to support telecommuting? (Inventory detail/survey)
How do Government Officials/personnel work with their documents? Storing them on their
computers in their offices or using cloud services such as OneDrive or Google Drive? Can they
access their documents from home? Do key officials/personnel have remote access to key
documents and files?
What are the specific legal/security needs or requirements for data storage and processing?
Do officials/personnel need to map a situation and to share geo-spatial information?
The assessment team consists of experienced field and HQ personnel who will identify the immediate
se i e li es a d p odu ts as pa t of UNDP s suppo t to the p og a
e
on information technology and
business continuity planning.
The findings from the above will be prioritized between immediate and medium/long-term
Output 2: Implementation/Operationalisation of Business Continuity Plans (BCPs)
The needs assessment report will identify existing gaps in productivity and collaborations tools,
infrastructure and training, and make recommendations on immediate operational needs and
infrastructure/platform deployment. This will include platforms that can be deployed within a week.
Key activities:
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URU, Alm.del - 2019-20 - Bilag 175: Opfølgning på virtuel briefing den 14. maj 2020 ved UNDP’s regionale direktør for Afrika om den aktuelle situation og håndtering af COVID-19 i Afrika syd for Sahara
Design simple Standard Operating Procedures (SOPs) and applications (e.g. e-governance and e-
service) to maintain minimum service levels even in the worst-case scenario;
Train staff quickly to understand and apply revised procedures and protocols;
Estimate essential resources/supplies required to ensure continuity and secure the safety of
critical staff and equipment [and
procure them asap];
Design quick implementation plan including ( Tools, Training, KPI, Capacity development in
government );
Design medium term information technology and business continuity recommendations with
components for a costed programmatic response framework.
Adopt incident management (crisis/emergency/disaster response and recovery) procedures,
including escalation steps so that problems are spotted quickly and resolved at the level best
suited for the task;
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URU, Alm.del - 2019-20 - Bilag 175: Opfølgning på virtuel briefing den 14. maj 2020 ved UNDP’s regionale direktør for Afrika om den aktuelle situation og håndtering af COVID-19 i Afrika syd for Sahara
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Output 3: Monitoring and Evaluation
The project team will assess the performances with the ultimate goal to improve current and future
management of outputs, outcomes and impact.
Key activities;
Mai
tai a li e i pa t a alysis to help Go e
e t pe iodi ally efi e a d adjust its itigation
strategies in a dynamic situation [institution-specific
and across the whole-of-government];
Assess effectiveness, efficiency and impact of main activities
Rollout of tracking, monitoring, documentation, lessons learning and reporting mechanisms;
6. Possible Tools for Teleworking and Business Continuity
Based on the results of the needs assessment report, UNDP/OIMT will provide the following digital tools
that can be scaled up or made available under contract terms to support programme countries. This
includes:
1. Connectivity for Teleworking in Countries with Poor Internet.
Central Office Infrastructure and Connectivity (*not including local terrestrial ISP/WAN)
UNDP can support local infrastructure readiness based on cloud technology so ICT team in
government agencies can manage their infrastructure remotely
UNDP can support a VPN solution in case if the government staff need to connect back to
central office to use their internal resources (if they are not relying on cloud infrastructure)
UNDP can support rapid deployment infrastructure in all parts of the country (using solution
like OneICTbox-Lite)
UNDP can support a satellite communication solution in case of lack of terrestrial ISP/internet
service
Personal Connectivity
Using 3G/4G/LTE technology wherever available with USB dongle or more professional
gateway such as MX68CW
Using terrestrial infrastructure such as ADSL or other available/affordable internet services
such as WiMAX or Wireless broadband service
Using hardware-based VPN device or software-based client VPN to connect back to central
office data center if needed
2. Power Backup for Critical Staff Places of Residence
portable solar-based power kits for individual
users can be sourced and shipped within a few weeks (depending on availability of air freight). The
UNDP eStore will be updated to enable Country Offices to order online. A typical kit constitutes semi-
flexible or foldable solar PV panel(s), and a lithium battery pack (380
460Wh) with relevant output
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ports. Kit size can be increased, particularly battery pack, and additional options included depending
on requirements. Alternatively, staff can reach out for assistance to procure locally, if kits are available
from local suppliers.
3. Teleconferencing: There are 2 main tools, Microsoft Team and Zoom. Microsoft Team is part of O365.
Zoom Teleconferencing
is a web cloud-based video conferencing tool with a local, desktop client
and a mobile app that allows users to meet online, with or without video. The platform allows users
to record sessions, collaborate on projects, and share or annotate on one another's screens and
support low bandwidth. SharePoint Online eDocument Sharing - is a web cloud based collaborative
platform, supports enhanced document management, sharing and storage. This platform requires
setup and configuration and can be deployed within a short period of time.
4. DocuSign E-Signature
This is cloud service providers that allows user to sign documents digitally
from their devices. Compatibility with national legislation needs to be verified as to acceptance of
digital signatures.
5. Office 365 eMail and collaboration tools
Cloud base productivity tool including email, word, power
point, excel, Teams, PowerBI etc. applications. The service is subscription base and can be setup and
deployed within a short period of time.
6. Microsoft Azure Storage - It is a cloud-based Microsoft service to provide secured, highly available,
scalable and very cost-effective data storage solution. Data in Azure Storage is accessible from
anywhere in the world over secured connections. The service is subscription base and can be setup
and deployed within a short period of time.
7. GoogleEarth, QGIS or ESRI
Digital Geo-localized information systems to build digital maps, geo-
localizing infrastructures, situations, images and data.
8. Set-up of a Workstation at Home. Regional ICT Coordinators to recommend configuration: docking
station, monitor, camera, headset, etc
9. Ongoing IT helpdesk support will this be provided by UNDP or locally in country? If the GoE is to
provide then there maybe training needs and SOPs required to manage BCP functionality and
operations which need to be considered by the Government.
7. Next Steps
(a) Established project team for 6 months
(b) Launch project Web Site (Including all Support Document and On Line Forms)
(c) Determine if we need some sort of agreement with the coordinating government agency (Lead
Institution), which could be in the form of Letter of Intent or MoU (PMSU to advise); To be discuss
with Legal Office
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URU, Alm.del - 2019-20 - Bilag 175: Opfølgning på virtuel briefing den 14. maj 2020 ved UNDP’s regionale direktør for Afrika om den aktuelle situation og håndtering af COVID-19 i Afrika syd for Sahara
(d) Agree on early adopters (Mali, Uganda, Ethiopia) and Identify focal points in each country who
will facilitate implementation in their respective Countries;
(e) Establish a local Task Team in the Country (UNDP CO to facilitate);
(f) Identify, in partnership with the Task Team who will participate in the Training of Trainers sessions
(g) Launch the Need assessment,
(h) Proceed to the acquisition of Tools, Service and Software, based on Need assessment
recommendations,
(i) Decide implementation modality we would like to apply (DIM/NIM) and whether direct financial
transfer to partners is expected as part of the package (UNDP SM/PMSU);
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URU, Alm.del - 2019-20 - Bilag 175: Opfølgning på virtuel briefing den 14. maj 2020 ved UNDP’s regionale direktør for Afrika om den aktuelle situation og håndtering af COVID-19 i Afrika syd for Sahara
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One Pager BCP Support to Government
Objectives
1.
Reduce the impact of COVID-19 on governments by
ensuring that governments are able to respond in a
timely manner at the national and sub national
levels.
Identify ICT business continuity needs, support, setup
and deploy digital tools.
Provide business Continuity planning (BCP) and
digital tools to support governments to maintain
effective communications between its key personnel
and partners in coordinating the COVID-19 response
and maintaining its overall full operational capacity
Limit the impact of COVID-19 on national Institutions
and resume the provision of public services.
1.
2.
Assessment to be done by CO
Key functions and minimum business need?
Existing BCP including procedures and succession
planning in case of disasters?
How many government officials / personnel
Essential staff?
Availability of internet /and bandwidth?
Reliable energy source / supply including backups?
Existing collaboration
telecommuting?
platforms
to
support
2.
3.
3.
4.
5.
6.
4.
7.
Video/audio conferencing such as Microsoft Team,
Skype for Business or zoom?
Information/document sharing, e.g SharePoint,
OneDrive, Yammer
Digital workplaces for chat and document sharing?
5.
Build upon COVID-19 BCP to develop a long-term
sustainability strategy to inform future disaster
preparedness and overall institutional BCP
8.
9.
UNDP Comparative Advantages
-
Builds
o UNDP s
global experience in
implementing BCP in our Country Office.
Established
corporate practice of risk
management and business continuity,
underpinned by robust systems that have
been tested and validated in a wide variety
of operating contexts in the world,
Global Policy Network that will allow UNDP
to quickly access information, experience
and expertise from other countries
Longest,
broadest
and
deepest
engagement with government counterpart
Dedicated team composed of staff
resident in the Country Office and
Regional Service Centre, as well as
Colleagues in New York and Copenhagen,
10. Do key officials/personnel have devices, such as
laptops, tablets and suitable connectivity in their
homes to support telecommuting?
11. Do key officials/personnel have remote access to key
documents and files?
12. What are the specific legal/security needs or
requirements for data storage and processing?
13. Do officials/personnel need to map a situation and to
share geo-spatial information?
14. Exiting of any Legal legislation on E-Signature ?
-
-
-
-
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URU, Alm.del - 2019-20 - Bilag 175: Opfølgning på virtuel briefing den 14. maj 2020 ved UNDP’s regionale direktør for Afrika om den aktuelle situation og håndtering af COVID-19 i Afrika syd for Sahara
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Digital Solution Offer Step 1
Help/guide to develop local infrastructure
readiness based on cloud technology,
Help/guide to develop VPN ( Virtual Private
Network)
UNDP can help/guide to implement rapid
deployment infrastructure in all parts of
the country (using solution like OneICTbox-
Lite) including domain Name
Help/guide to implement
communication solution,
satellite
Next Steps
Established project team for 6 months
Launch project Web Site (Including all
Support Document and Online Forms)
Determine Contractual modality with the
coordinating government To be discuss
with Legal Office
Agree on early adopters (Mali, Uganda,
Ethiopia) and Identify focal points in each
country who will facilitate implementation
in their respective Countries;
Establish a local Task Team in the Country
(UNDP CO to facilitate);
Identify, in partnership with the Task Team
who will participate in the Training of
Trainers sessions
Launch the Need assessment,
Proceed to the acquisition of Tools, Service
and Software, based on Need assessment
recommendations,
Decide implementation modality we
would like to apply (DIM/NIM) and
whether direct financial transfer to
partners is expected as part of the package
Po e Ba kup fo C iti al Staff s Reside e
portable solar-based power kits for
individual users
Teleconferencing
Team and Zoom )
solution,
(Microsoft
SharePoint or Google Online eDocument
Sharing
DocuSign E-Signature. Compatibility with
national legislation needs to be verified as
to acceptance of digital signatures
Office 365 eMail and collaboration tools
Microsoft Azure Storage - It is a cloud-
based Microsoft service to provide secured,
highly available, scalable and very cost-
effective data storage solution.
GoogleEarth, QGIS or ESRI
Digital
Geolocalized information systems to build
digital maps, geo-localizing infrastructures,
situations, images, data...
Workstation at Home. (Double screen
stand, docking station, monitor, camera,
headset, etc)
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URU, Alm.del - 2019-20 - Bilag 175: Opfølgning på virtuel briefing den 14. maj 2020 ved UNDP’s regionale direktør for Afrika om den aktuelle situation og håndtering af COVID-19 i Afrika syd for Sahara
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Tools / Options Costing
Option
Use Vanity
URL
Description
Use Vanity URL
Example :
https://yourgov.zoom.us
Vanity URL will allow
countries to scale up the
service as needed and
include different
ministries and
department within the
same subscription
More safe.
It also allows you to have
access to features such as
Active Directory and Single
Sign On (SSO) services. Users
can login to their Zoom
account from your Vanity URL.
It allows user deployment
simpler and faster.
Ex
[email protected]
Single Sign
On (SSO)
Active Directory
authentication will allow
self-provisioning of the
Zoom service with Active
Directory authentication.
One Password instead of
many.
Centralized management.
Security.
Simplifies username and
password management.
It allows user deployment
simpler and faster.
If an SSO
password is
cracked,
others sites
under the
same
authentication
can also be
endangered.
$0
Need an
Identity and
Access
Management
(IAM) and
directory
integration.
Prons
Cons
You are not
anonymous
Requirement
Availability
on Zoom
Costing
$0
When SSO is
Ex
down, access
[email protected]
to all
connected
Password change policy will
sites is
be same as corporate policy
stopped
Only one password to
remember
ACTIVE
HOST
model
Payment model only
he it s used. Do a t
a ou t does t pay. Pay-
as-you-go
will save cost , only pay for
active users
Each new user
scale the
price.
risk of often
unnecessary
cost increases
during
subsequent
years
Unpredictable
cost
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Need a
custom
domain such
as
UNDP.ORG
Apply
induvial
licenses
table.
Deployment can be universal
without discriminating who
gets to use it, but cost can be
low.
URU, Alm.del - 2019-20 - Bilag 175: Opfølgning på virtuel briefing den 14. maj 2020 ved UNDP’s regionale direktør for Afrika om den aktuelle situation og håndtering af COVID-19 i Afrika syd for Sahara
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ROOM
Some room connector
Enlarge audience with other
CONNECTOR license in the pool would system to join zoom meetings
help standard based
video conferencing rooms
system like Poly, Cisco
Tandberg can join the
meeting.
Large
Webinar
License
10,000
participants
to host
Town Halls
Large Webinar License up
to 10,000 participants to
host Town Halls.
Large audience of 10,00
Additional
price
Need
conference
room and
devices for
the other
parties.
588.00
Additional
price
0
Must
purchase a
Webinar
plan of 100,
500, 1000,
3000, 5000,
or 10000
participants.
Host user
type must be
Licensed and
be assigned
the Webinar
add-on
$77,880
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