[BCM] [MINDS] [E3] [BIA] [T3] [CBF] [8] ICT Systems Supporting Care and Operations

CBF-8 ICT Systems Supporting Care and Operations

Part 5 of this chapter focuses on the inter-dependencies associated with CBF-8, ICT Systems Supporting Care and Operations, within MINDS.

ICT systems form the backbone of the organisation’s care delivery and operational processes, enabling seamless communication, accurate clinical management, secure data handling, and effective support services.

The inter-dependencies outlined here highlight the critical linkages between each ICT sub-CBF, internal business units, and external vendors or service providers.

Understanding these inter-dependencies is essential for identifying potential points of failure, planning business continuity measures, and ensuring that disruptions in one area do not cascade into broader operational impacts.

By systematically mapping both upstream and downstream relationships, MINDS can enhance resilience, optimise collaboration, and ensure uninterrupted support for its care and operational functions.

Table P5: Inter‑dependencies for CBF-1

Sub-CBF Code	Sub-CBF	Name of Business Unit or Vendor / Supplier / Outsource Partner	Type of Dependency – Internal	Type of Dependency – External	Dependency Direction (Upstream / Downstream / Mutual)	Description of Nature of Dependency
8.1	ICT Infrastructure Management	MINDS IT Department	Yes	No	Upstream	Provides the foundational network, servers, and hardware needed for all other ICT sub-CBFs; other functions rely on stable infrastructure.
8.2	Clinical & Care Management Systems	MINDS Care Team	Yes	Yes (Vendor: EMR Software Provider)	Downstream	Care teams depend on ICT for system access; vendor provides updates, patches, and support for EMR systems.
8.3	Communication & Collaboration Tools	MINDS Administration	Yes	Yes (Microsoft 365 / Zoom)	Mutual	Staff communication tools are used daily; ICT ensures uptime while staff provide usage feedback and request support.
8.4	Business & Operational Applications	Finance & HR Units	Yes	Yes (Outsourced Payroll & Accounting Software Vendor)	Downstream	Finance and HR depend on ICT applications for operations; vendor ensures application availability and updates.
8.5	Data Backup & Recovery	ICT Department	Yes	Yes (Cloud Backup Vendor)	Upstream	Ensures that all operational and care data are backed up; other units rely on recovery procedures in case of disruption.
8.6	Security & Access Controls	Security & Compliance Team	Yes	Yes (External Security Auditors)	Upstream	Security team enforces access policies; external auditors review and certify compliance; all ICT sub-CBFs depend on this control.
8.7	Helpdesk & User Support Services	ICT Helpdesk	Yes	No	Downstream	Provides support to internal staff; dependent on information from other ICT sub-CBFs to resolve incidents.
8.8	System Development & Integration	ICT Development Team	Yes	Yes (Third-party Integration Vendors)	Mutual	Development team integrates systems across care and operational units; vendors provide APIs and integration support.
8.9	Monitoring, Alerts & Incident Response	ICT Security & Operations	Yes	No	Upstream	Continuously monitors ICT systems; alerts other units to issues; ensures minimal disruption to care and operations.
8.10	Vendor & Third-Party Service Management	Procurement & ICT Vendor Management Team	Yes	Yes (All ICT Vendors)	Mutual	Manages contracts, SLAs, and performance of vendors; ICT functions rely on vendor services, vendors rely on MINDS for service requests.

The inter-dependencies presented in this chapter demonstrate that CBF-8 ICT Systems Supporting Care and Operations operates within a complex ecosystem of internal and external stakeholders.

Each sub-CBF, from infrastructure management to vendor services, relies on a combination of internal coordination and external support to function effectively.

Recognising these dependencies is crucial for risk assessment, incident response planning, and the prioritisation of recovery strategies.

By maintaining clear oversight of these linkages, MINDS can strengthen operational continuity, minimise disruption to care services, and sustain the organisation’s overall mission of supporting individuals with intellectual disabilities.

Effective management of ICT inter-dependencies not only safeguards daily operations but also ensures that MINDS remains agile and resilient in the face of emerging challenges.

CBF-8 ICT Systems Supporting Care and Operations

Part 6 of this chapter focuses on the vital records that are essential for the effective operation of CBF-8, ICT Systems Supporting Care and Operations, within MINDS.

Vitalrecords are those documents, data, and system information that are critical to maintaining continuity of care, operational efficiency, and regulatory compliance.

These records support decision-making, ensure accurate service delivery, and enable timely recovery in the event of disruptions.

This section identifies the specific records associated with each ICT sub-CBF, the media types in which they are maintained, their storage locations, and the responsible custodians. By understanding and managing these vital records, MINDS can safeguard its operational knowledge, maintain the integrity of its ICT systems, and support the continuity of care services for its clients.

Table P6: Vital Records for CBF-1

Sub-CBF Code	Sub-CBF	Description of Vital Records	Media Type	Location	In Whose Care
8.1	ICT Infrastructure Management	Network diagrams, server configurations, hardware inventory, system architecture documents	Digital & Hard Copy	Server room, IT department, cloud repository	ICT Infrastructure Manager
8.2	Clinical & Care Management Systems	EMR/Client care databases, patient care logs, system access logs, configuration files	Digital	Secure servers, cloud-based EMR system	Care Systems Administrator
8.3	Communication & Collaboration Tools	User account lists, license keys, system configuration files, email and chat records	Digital	Cloud platforms (e.g., Microsoft 365, Zoom), IT department	ICT Support Manager
8.4	Business & Operational Applications	Finance, HR, payroll, inventory, and operational application databases; application licenses	Digital & Hard Copy	Application servers, cloud SaaS platforms	Business Applications Manager
8.5	Data Backup & Recovery	Backup schedules, backup tapes, recovery scripts, cloud backup logs	Digital & Tape	Onsite backup storage, offsite secure location, cloud backup	Backup & Recovery Officer
8.6	Security & Access Controls	User access logs, security policies, incident reports, encryption keys, authentication credentials	Digital & Hard Copy	Security server, IT department	IT Security Officer
8.7	Helpdesk & User Support Services	Helpdesk ticket logs, incident reports, SOPs for user support	Digital	IT helpdesk system, IT department	Helpdesk Manager
8.8	System Development & Integration	Source code repositories, integration scripts, test cases, development documentation	Digital	Version control systems, development servers	System Development Lead
8.9	Monitoring, Alerts & Incident Response	System monitoring logs, alert reports, incident response plans, dashboard configurations	Digital	Monitoring servers, IT department	ICT Operations Manager
8.10	Vendor & Third-Party Service Management	Contracts, SLAs, service reports, vendor contact lists	Hard Copy & Digital	Procurement office, secure digital repository	Vendor Management Officer

The identification and protection of vital records for CBF-8 underscore their critical role in supporting both daily operations and recovery efforts during incidents. Each sub-CBF, from infrastructure management to vendor coordination, relies on these records to ensure uninterrupted ICT services that underpin care and operational processes.

Proper management—including secure storage, access controls, and regular updates—ensures that vital records are available when needed, reducing the risk of operational disruption and enabling efficient business continuity responses.

By maintaining a clear understanding of the location, media type, and custodianship of these records, MINDS strengthens the resilience of its ICT systems and reinforces its commitment to delivering reliable, high-quality services to individuals with intellectual disabilities.

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Implementing Business Continuity Management for MINDS: Ensuring Continuity of Care and Services

[BCM] [MINDS] [E3] [BIA] [T3] [CBF] [8] ICT Systems Supporting Care and Operations

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CBF-8 ICT Systems Supporting Care and Operations

Table P5: Inter‑dependencies for CBF-1

CBF-8 ICT Systems Supporting Care and Operations

Table P6: Vital Records for CBF-1

Implementing Business Continuity Management for MINDS: Ensuring Continuity of Care and Services

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[BCM] [MINDS] [E3] [BIA] [T3] [CBF] [8] ICT Systems Supporting Care and Operations

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Business Continuity Management Certified Planner-Specialist-Expert

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