HRMS Business Continuity Plan

Abstract A Guide for recovery of Sage HRMS and related programs in the event of a disaster.

Prepared by Net at Work | Employer Solutions

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Version Control Log

Version 1.0 March 2017

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Contents Introduction .................................................................................................................................................. 4

Preparation ................................................................................................................................................... 4

Hardware .................................................................................................................................................. 4

Servers................................................................................................................................................... 4

Backups ................................................................................................................................................. 5

Backup Schedule ................................................................................................................................... 6

Workstation .......................................................................................................................................... 6

Printer ................................................................................................................................................... 6

Internet Access ...................................................................................................................................... 7

Software .................................................................................................................................................... 7

Server Operating System (with IIS) ....................................................................................................... 7

Sage HRMS ............................................................................................................................................ 7

TIMEKEEPING Time and Attendance .................................................................................................... 7

Sage Alerts and Workflow ..................................................................................................................... 7

SAP Crystal for Sage .............................................................................................................................. 7

Databases .................................................................................................................................................. 7

HRMS – HR ............................................................................................................................................ 7

HRMS – Payroll ...................................................................................................................................... 8

TIMEKEEPING – Time and Attendance.................................................................................................. 8

Sage Alerts – SQL Dbs............................................................................................................................ 8

Customization ........................................................................................................................................... 8

Sage Alerts – EventPak .......................................................................................................................... 8

Crystal Reports ...................................................................................................................................... 8

Custom ESS documents and Links .......................................................... Error! Bookmark not defined.

Primary Recovery .......................................................................................................................................... 8

Sage HRMS with Payroll ............................................................................................................................ 9

Time Card Recovery .............................................................................................................................. 9

Processing the Payroll ......................................................................................................................... 10

Printing and Posting the payroll .......................................................................................................... 10

Crystal Reports ........................................................................................................................................ 10

Critical Payroll Reports ........................................................................................................................ 10

Optional Reports ................................................................................................................................. 10

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Digital Access .......................................................................................................................................... 10

Tax Filing ............................................................................................................................................. 10

Direct Deposit ..................................................................................................................................... 11

Secondary Recovery .................................................................................................................................... 11

TIMEKEEPING Time and Attendance ...................................................................................................... 11

TBD ...................................................................................................................................................... 11

Sage Employee Self Service ..................................................................................................................... 11

Custom Links and Documents ............................................................................................................. 11

Connection with passageways.com .................................................................................................... 11

Sage Alerts and Workflow ....................................................................................................................... 11

New Server License ............................................................................................................................. 11

Recovery of EventPak.......................................................................................................................... 11

ODBC Connect ..................................................................................................................................... 11

Email Access ........................................................................................................................................ 13

Custom Reports ...................................................................................... Error! Bookmark not defined.

Appendix 1 Vendor Contact Information ............................................................................................... 13

Appendix 2 Serial Numbers and Installation codes ............................................................................... 13

Appendix 3 Usernames and Passwords. ................................................................................................ 14

Appendix 4 Recovery Checklist \ Order of Operation ............................................................................ 15

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Introduction This document has been prepared in anticipation of some disaster, natural or man-made, that would render the servers used by payroll and HR to be unusable. In one recent popular article on the Internet , the author outlined five common disasters that might befall a business like YOUR COMPANY. They include:

1. Hardware failure2. Software corruption3. Cyber-attacks (including ransomware)4. Power outages and5. Natural or site-wide disasters.

This guide could be of assistance in the event of any, or all, of the above disasters. In the best-case scenario, the ongoing mirroring of the servers that takes place by IT would make recovery as simple as restoring a mirrored image of the servers prior to the disaster and the system would be back online. The worst-case scenario, however, is assumed here. That is, that the servers and other aspects of the system (printers, Internet access etc.) would have to be rebuilt with minimal data restored. The goal is once a disaster event strikes to have the primary requirements (payroll) recovered within 24 hours and the secondary recovery (time and attendance, reporting and alerting) to be up within 48 to 72 hours.

Preparation Hardware

Servers Key to the recovery will be to re-establish the servers required for both the Primary Recovery and Secondary Recovery. Below is the current Server topology.

Server restoration prerequisites would include:

• Internet Access• Internet Information Service (IIS) including Version 6 (legacy)• .NET 4.5 or higher• Updates and patching to prior to the disaster event.

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Current Server Topology

Backups Backups of databases are done daily (see chart below), with full backups of the servers taking place weekly. Backups are kept locally on tape, as well as remotely at one of the Credit Union’s other sites. On a weekly basis, tape backups are taken to Iron Mountain- an off-site location in Jessup, Maryland- for secure storage. In summary,

1) Snapshots of the entire server are done weekly of all HRMS servers over the weekend.

2) The only server backed up every day during the week is SAGE_SERVER. IT runs a full file Backup over the weekend (This is a separate backup then the full snapshot backup over the weekend) and then Daily differential backups during the week of the following directories. The following C drive folders are backed up in Full on SAGE_SERVER Nightly during the week: Abra Files TIMEKEEPING TIMEKEEPING-Time Cards Sage Sage Alerts and Workflow The Following directory paths are also backed up during the week: C:\ProgramData\Sage

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C:\Program Files\Microsoft SQL Server\MSSQL11.MSSQLSERVER\MSSQL\BACKUP SAGE_SERVER Server runs a nightly flat file backup at 6PM EST for all SQL Databases which is backed up by this job.

3) The current backup method is to Physical disk on site and duplicated to a tape that is taken offsite. Weekly tapes are sent to Iron Mountain (Monday) and daily tapes are stored in another building offsite. We usually have 7 or 8 days of server backups available from disk and always one full server backup on disk from the weekend loaded and ready to go if needed plus the last 5 or 6 dailies. We also have flat file backups of the HRMS database every weekday and once over the weekend if needed.

4) The backups are tested at SunGard once a year. IT tests the server recovery in a recovered YOUR COMPANY.org Domain. IT does not have access to log into the HRMS application onsite but have fully recovered the server.

Backup Schedule

Workstation If not running Sage HRMS directly from the server desktop, a Windows 10 or higher machine with internet access is all that is required for a workstation. The workstation will need to connect to the server via a fully qualified domain (no peer-to-peer networking is supported).

Printer Any LaserJet printer is supported for use with Sage HRMS and would be required for printing reports. Pre-printed check stock is available in the event that checks need to be printed. Therefore, no special inks or paper would be required to create negotiable checks for employees

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Internet Access Ability to enter and administer timekeeping requires Internet access. Tax filing is done via phone and access to the Federal and state websites would not be required. Employees use the internet to access their pay stubs via ESS on the internal LAN network.

Software What follows assumes worst case scenario where the full server backups have been lost. More typically, we will be able to restore the system, including the operating system, from the full backup of the server or servers. All updates to the operating system, the software and the data are preserved in a full backup. Depending on the backup step (see above) at the time of the Event, additional incremental backups could be applied to the data to bring it current. If, however, the entire system was lost, the recovery would have to rebuild the servers from scratch.

Server Operating System (with IIS) The first step in recovering of the servers would be re-installation of VMWare, the virtualization software used to host the virtual servers that Sage HRMS and TIMEKEEPING Time and Attendance run on.

The current servers are running Windows 2020 and Windows 2020. This will be a moving target as regular updates of Microsoft Windows will render these versions obsolete. Server software can be downloaded from the Microsoft site and from the Microsoft website and re-registered using the installation codes outlined in the appendices.

Sage HRMS Sage HRMS software is downloadable from the Sage Technical Support site. In addition to the current full build, quarterly updates would need to be downloaded and applied. The current version of the software is Sage HRMS 2017.

TIMEKEEPING Time and Attendance TIMEKEEPING software could be downloaded by contacting the publisher at 555-555-5555.

Sage Alerts and Workflow Sage Alerts and Workflow can be downloaded and reinstalled from the web If the recovery server has been mirrored, then the current installation codes can be used. If the name of the recovery server has been changed, new codes can be requested at no charge from the publisher.

SAP Crystal for Sage Crystal is downloadable from the Sage Technical Support website. The download is an OEM version, meaning that the Sage install codes are embedded. The current version of Crystal is Version 11.

Databases HRMS – HR Unique data is held in SageHRMS_Live. Easily reproducible data is held in SageHRMS_SYS if not recoverable. Other databases will be recreated during the reinstall, except for the payroll database as outlined below.

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HRMS – Payroll Payroll data is held in SageHRMS_001. Additional payroll databases are created during the install for the sample company.

TIMEKEEPING – Time and Attendance TIMEKEEPING data is stored in TIMEKEEPING.

Sage Alerts – SQL Dbs Sage Alerts and workflow stores data snapshots on the SQL server in KS_Object , as well as email responses in KS_Inbox. (The latter is not currently used by YOUR COMPANY.)

Customization Sage Alerts – EventPak EventPaks hold the queries and events for Sage Alerts and Workflow. In addition to queries and events, recovery would require any custom Crystal report files to be recovered from \\CustomReports . No data is held in the reports. Named event subscribers would need to be recreated in the recovered installation.

The eventpak for TIMEKEEPING Alerts is located on the server at c:\Program files (x86)\Employee Based Software\TIMEKEEPINGTimeEventPak. Once the Sage Alerts software was installed, the EventPak could be reimported using the standard processes.

Sage Alerts would require that the SQL ODBC connect be made with the TIMEKEEPINGTime database.

Crystal Reports Crystal Reports are stored in \\SageHRMSServer\Data\CustomReports\.... or in \\SageHRMSServer\Payroll\CustomReports\UP71A\ENG .

TIMEKEEPING custom Crystal reports are located on the server at c:\Program Files(x86)\PUBLISHER NAME\Custom Reports.

Primary Recovery Once the servers are back online and software has been restored, the next step is to process the payroll. In the event that a full recovery has taken place, no special procedures would be required. If, however, the secondary recover has not taken place and a payroll is required to be gotten out, the steps below outline how the payroll could be processed and what potential hurdles exist.

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Sage HRMS with Payroll Time Card Recovery As part of the regular backup, the server folder C:\TIMEKEEPING-TimeCards is backed up on a nightly basis. This folder contains copies of the last processed payroll and is overwritten each pay period. If it were not possible to recover the current pay period time entries, the files created for the previous pay period could be modified and re-used. This would entail updating the files with new pay period end date information and imported the revised files into payroll, using the standard import process associated with time cards. Here are the recovery steps:

1. Create a copy of all files in the (recovered) \TIMEKEEPING-TimeCard folder 2. Open the .csv file labeled Timecard_Detail.csv in Microsoft Excel

a. Highlight and replace column B (“PEREND”) with the new period end date in the format YYYYMMDD

b. Highlight and replace column G (“EARDEDDATE”) with the new period end date in the format YYYMMDD

c. Save the file without changing the name or format type (.CSV). Ignore Excel’s warnings about the format.

d. Close the file. 3. Open the .csv file labeled Timecard_Header.csv in Microsoft Excel.

a. Highlight and replace Column B (‘PEREND”) with the new period end date in the format YYYYMMDD.

b. Save the file without changing the name or format type (.CSV). Ignore Excel’s warnings about the format.

c. Close the file. 4. Copy all files (including the files you did not edit) back into the C:\TIMEKEEPING-TimeCard

folder.

Note: It is critical that all three changes reflect the same new period end date or the timecards will not import correctly.

Here is the location of the files on the server:

Here is an example of the Timecard_Detail.csv open in Excel. The columns to be changed are highlighted. (Payrates and employee numbers have been obscured.)

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Processing the Payroll Once the servers have been restored and a new time card file has been created, payroll can be processed as normal.

Printing and Posting the payroll If Direct Deposit not possible (see below) a supply of pre-printed stock is held offsite (where?) and could be used with a standard printer to print checks.

Crystal Reports Critical Payroll Reports In addition to the standard reports, the following Crystal reports are used each payroll.

CU Export report Tax Deposit Report Payroll Deposit Requirements Report Payee Withholding 401k Report

Optional Reports These are optional reports run monthly.

Vacation Liability Report Sick Liability Report

Digital Access Tax Filing Tax filing is done currently by calling in the deposit amounts to the Federal and state agencies and funding the payroll account. If the servers had been restored, and if telephone access has not been lost, normal procedures could be followed.

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Direct Deposit In the event of a disaster that effected the company’s ability to distribute the direct deposit thru their local bank, payroll could override the direct deposit and print negotiable checks.

Secondary Recovery TIMEKEEPING Time and Attendance TBD

Sage Employee Self Service Custom Links and Documents At this time there are no custom documents or links in Employee Self Service

Connection with passageways.com

Sage Alerts and Workflow New Server License If the name of the server is changed, contact Net atwork to obtain a new license for you. Otherwise, after downloading and installing Sage Alert, the license information Below is the current Sage Alerts License

License Owner: xxxxxxxx

License Expiration Date: 12/31/9999

License Code: 8888888

License type: (From Dropdown list): ALERTS

Server Name: SAGE_SERVERABRA

Licensed Database Connections: 2

Recovery of EventPak EventPaks are a collection of Queries, Events and Subscribers. EventPaks can be imported into Sage Alerts and connected to a data source using an ODBC connection. The two EventPaks currently installed are TIMEKEEPING and Sage HRMS. In the event that a recovery was necessary, a copy of the TIMEKEEPING EventPak is stored in the program folder for TIMEKEEPING (see notation above) and the Sage HRMS EventPak is available for download from the Sage support site.

ODBC Connect Sage Alerts uses a local 32-bit ODBC connection to the SQL databases called HRMS2SAW. Below are outlined the specifications of the connection. (This is a standard configuration to using the SQL ODBC driver.)

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A second ODBC connection needs to be reestablished for TIMEKEEPING time to use to access the Sage HRMS data. It is named “TIMEKEEPINGAlerts” and connection to the SageHRMS_Live database using the SQL login ID: “eztrack”.

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Email Access Email is accessed by the system using the username and password for SageAbra@YOUR COMPANY.org. Email is used by Alerts and ESS.

Appendix 1 Vendor Contact Information Vendor Website Notes VMWare Virtual Machine Microsoft Server OS Sage https://support.na.sage.com/selfservice/microsites/microsite.do HRMS, ESS, Alerts

& Workflow, Crystal

Time & Attendance

Appendix 2 Serial Numbers and Installation codes Program Serial Numbers Installation Codes Notes MS Windows 2020 Sage HRMS Sage Alerts and Workflow (see above)

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Sage ESS TIMEKEEPING time & Attendance

Appendix 3 Usernames and Passwords. This appendix holdS data of a sensitive nature and should not be shared.

Product Username Password Date Last Updated

MS SQL sa

MS SQL Sagehrms

Windows\AD SageAbra@YOUR COMPANY.org

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Appendix 4 Recovery Checklist \ Order of Operation The chart below outlines the steps and known sub-steps required to return the HRMS to full functionality in the event of a disaster.

1. Install VMWare2. Recover or install Virtual Servers

a. \\SAGE_SERVERi. IIS

ii. SQL Serveriii. Restore SQL databases

b. \\YOUR COMPANY-SA2i. IIS

3. Install Sage HRMS 2017 or highera. Install quarterly updatesb. Reconnect to SQL databasesc. Install local clientd. Install remote clientse. Install Crystal Reportsf. Restore Crystal custom report files

4. Install Sage ESS 2017 or highera. Install quarterly updatesb. Reconnect to SQL databasesc. Configure IISd. Install SSL certificatee. Recover custom items and reattach

5. Install TIMEKEEPING Timea. Configure IISb. Reconnect to SQL databases

6. Install Sage Alerts and Workflowa. Configure ODBC to databasesb. Restore EventPakc. Restore custom Crystal Reportsd. Reconfigure named subscribers