MINUTES OF THE ORACLE CORPORATION COMPANY HELD ONLINE FROM 10-11 PM ON 20TH

MARCH 2023

ATTENDANCE:

 LIZ OOKO - Chairperson

 METRINE KATAKA - Secretary

 CASSANDRA MGHOI - Member

 MARY WAIRIMU - Member

 MERCYLINDA ACHIENG – Member

Agenda

1. Preliminaries
2. Confirmation of Previous Minutes
3. Matters Arising
4. Main Agenda of the Day
-Function of the Company

-Business Processes

-Dependencies

-Risk Analysis

- BC/DR Planning
5. Any Other Business (A.O.B)
6. Adjournment

Min 1/03/24.PRELIMINARIES:

 Opening: The meeting commenced at 10:00 PM with the Chairperson, Liz Ooko, welcoming
all members and calling the meeting to order.

 Adoption of the Agenda: The agenda for the meeting was adopted as presented.

Min 2/03/24.CONFIRMATION OF PREVIOUS MINUTES:

 The minutes of the previous meeting held on 7th March 2023 were reviewed. All members
confirmed the accuracy of the minutes, and there were no corrections or amendments.
 Min 3/03/24.MATTERS ARISING:

 Various matters were discussed, including:

 Progress updates on ongoing projects.

 Issues raised during the previous meeting and their resolutions.

 Dependencies and interdepartmental collaborations.

 Identification of critical business functions and their dependencies.

Min 4/03/24 .MAIN AGENDA OF THE DAY:

a) Function of the Company:

 The function of Oracle Corporation was discussed comprehensively, outlining its

core business activities, products, and services. Emphasis was placed on Oracle's role
in providing enterprise software solutions, including database management systems,
cloud applications, and hardware products. The significance of Oracle's contributions
to data management, business intelligence, and digital transformation initiatives was
highlighted.

b) Dependencies:

 Dependencies within the organization were analysed, focusing on the

interconnectedness of various departments and business functions. The discussion
revolved around the reliance of each department on others for seamless operations,
highlighting key dependencies such as data exchange, resource allocation, and
communication channels. Strategies for managing dependencies and fostering
collaboration between departments were explored to enhance organizational
resilience.

c) Business Processes:

 The meeting delved into a detailed review of critical business processes within
Oracle Corporation. Each department presented an overview of its core
processes, including HR management, financial operations, supply chain
logistics, IT infrastructure management, and customer service delivery. The
discussion extended to the evaluation of process efficiency, effectiveness, and
alignment with organizational goals. Opportunities for process optimization and
automation were

d) Risk Analysis:

 Each department presented a detailed risk analysis statements, outlining

potential risks and their impact on critical business functions. Risk factors such
as cybersecurity threats, data breaches, system failures, and supply chain
disruptions were discussed.

 Dependencies within each department were highlighted, emphasizing the

interconnectedness of business processes and the need for robust risk
mitigation strategies.
 Risk Analysis by department:

Human Resources (HR):

 Identified risks: Employee turnover, compliance issues, payroll processing errors.

 Dependencies: HR data management systems, regulatory compliance

frameworks, IT support.

 Finance:

 Identified risks: Financial fraud, market fluctuations, regulatory non-compliance.

 Dependencies: Financial software systems, banking services, accurate data

reporting.

Sales and marketing:

 Identified risks: Supplier disruptions, inventory management issues,

transportation delays.

 Dependencies: Supplier relationships, logistics infrastructure, IT systems for

inventory tracking.

IT Department:

 Identified risks: Cybersecurity threats, system vulnerabilities, technology

failures.

 Dependencies: Network infrastructure, software applications, data security

protocols.

Customer Service:

 Identified risks: Service outages, customer data breaches, reputation damage.

 Dependencies: CRM systems, communication channels, customer feedback

mechanisms.

e) BUSINESS CONTINUITY AND DISASTER RECOVERY PLANNING:

Business continuity and disaster recovery planning were discussed extensively,

members agreed on the importance of proactive measures to mitigate the impact
of disruptive events. Each department outlined its role and responsibilities in the
event of a crisis, including data backup and recovery, system redundancy,
emergency response protocols, and stakeholder communication strategies.

HR Department

Business Continuity:

.Ensure redundancy in critical HR processes such as payroll management and employee record-
keeping by maintaining backup systems and data storage.
  Establish protocols for remote work arrangements and communication channels to
facilitate continuity during unforeseen disruptions.

 Develop succession plans and cross-training programs to mitigate the impact of staff
absences and ensure the smooth functioning of HR operations.

.Disaster Recovery:

 Regularly backup HR databases and sensitive employee information to secure offsite

locations or cloud storage for rapid recovery in the event of data loss or corruption.

 Implement robust cybersecurity measures to protect HR systems and data from

cyber threats such as malware, phishing attacks, and unauthorized access.

Finance Department:

. Business Continuity:

 Establish redundant financial systems and processes to ensure uninterrupted

financial transactions, reporting, and analysis.

 Implement a comprehensive risk management framework to identify, assess, and

mitigate financial risks such as market fluctuations, credit risks, and liquidity
constraints.

.Disaster Recovery:

 Regularly backup financial data and records to secure offsite locations or cloud-
based platforms to facilitate quick recovery in the event of system failures, data
breaches, or natural disasters.

 Implement strong access controls and encryption measures to protect sensitive

financial information and prevent unauthorized access or data breaches.

Sales and marketing Department:

.Business Continuity:

 Diversify supplier networks and maintain strategic partnerships with alternative

suppliers to mitigate the impact of supply chain disruptions such as supplier
bankruptcies, natural disasters, and geopolitical events.

 Implement real-time monitoring and predictive analytics to identify potential supply

chain risks and proactively address them before they escalate into disruptions.

Disaster Recovery:

 Establish backup inventory storage facilities and distribution centers in

geographically dispersed locations to minimize the impact of localized disruptions on
supply chain operations.

 Implement supply chain visibility and tracking technologies to monitor the

movement of goods and identify bottlenecks or disruptions in real-time.
 IT Department:

.Business Continuity:

 Implement redundant IT infrastructure, including servers, networks, and data

centre’s, to ensure high availability and resilience against hardware failures,
cyberattacks, and natural disasters.

 Establish comprehensive data backup and recovery procedures to protect critical

business applications and data assets from loss or corruption.

 Develop incident response plans and cybersecurity protocols to detect, mitigate, and
recover from cyber threats such as ransomware, malware, and denial-of-service
attacks.

.Disaster Recovery:

 Deploy disaster recovery solutions such as data replication, failover clustering, and
virtualization to enable rapid recovery of IT systems and services in the event of
disruptions.

 Conduct regular disaster recovery testing and exercises to validate the effectiveness
of recovery procedures and identify areas for improvement.

 Collaborate with cloud service providers and third-party vendors to leverage cloud-
based disaster recovery solutions and enhance IT resilience against a wide range of
threats.

Customer Service Department:

.Business Continuity:

 Develop customer service escalation procedures and protocols to address customer

inquiries, complaints, and issues in a timely and efficient manner.

 Train customer service representatives on remote work technologies and customer

service best practices to maintain service levels during disruptions.

.Disaster Recovery:

 Establish backup customer service call centers or contact centers in geographically

dispersed locations to ensure continuity of service in the event of site outages or
regional disasters.

 Implement cloud-based customer service solutions with built-in redundancy and

failover capabilities to minimize service disruptions and ensure continuous
availability of customer support channels.

Min 5/03/24. ANY OTHER BUSINESS (AOB):

 AOB included a discussion on the impact of the discussed issues on ongoing IT projects
undertaken by the group members as part of their curriculum. The meeting highlighted the
relevance of the topics discussed to the academic and professional development of IT
students.
Min 6/03/24.ADJOURNMENT:

 With no further business to discuss, the meeting was adjourned at 11:00 PM by Chairlady
Ooko Liz.The date, time, and agenda for the next meeting will be communicated by
Secretary Kataka Metrine in due course.

Chairlady: _______________________

Secretary: ______________________