Business Continuity Plan

1. Where do I find instructions on how to access and use either Unify SCAN or the Unify SCAN team portal?

For all your learning and support needs, access the Unify SCAN Knowledge Hub if you are a Child Safety user or for users from DoE, QPS and QH please access the Unify SCAN Team Portal Knowledge Hub. Alternatively, email Unify@cyjma.qld.gov.au

2. How will I know if there is a technical problem, or outage, for the SCAN team portal/Unify SCAN application?

Report any technical problems encountered to your IT Support Desk within your Department. The DCSSDS’s IT support desk will issue notifications in the event that the SCAN team portal/Unify SCAN application not available to use.

• An alert will display in the SCAN team portal/Unify SCAN application notifying users when it is not available for use.

• Each SCAN core member agency’s IT support desk will be notified of the issue and will be kept updated as to when the SCAN team portal/Unify SCAN application is back online.

All SCAN core member agencies will follow their agency procedures to communicate to staff if the SCAN team portal/Unify SCAN application is unavailable and when it is available to resume use, for example, on the intranet or via email.

3. How will I submit information for a SCAN team meeting if the SCAN team portal/Unify SCAN application is not available to use?

Your agency’s IT support desk will give you an indication of how long the SCAN team portal/Unify SCAN application is expected to be unavailable to use.

If the outage is anticipated to extend until the close of business that day, or longer, SCAN core member agencies will be advised to use the Word version of the SCAN team forms in order to complete the relevant work for the SCAN team meeting. Each SCAN core member agency will continue to have the SCAN team forms available to access.

Once completed, the SCAN team forms will then be emailed to the relevant SCAN team inbox. The SCAN team coordinator and SCAN team administrator will support the relevant core member to enter the information into Unify once the Unify SCAN application is back up. The information must be entered by the core member so it properly reflects the referring and responding agency. All word version documents will need to be attached into the Unify SCAN application to ensure a true representation of what was referred and provided is held.

4. What if the Unify SCAN application is unavailable to use during the SCAN team meeting?

Contact the IT support desk to seek support and advice as to the problem.

A printed copy of the SCAN team meeting agenda should always be held as a contingency by the SCAN team coordinator.

The discussion and recommendations should be captured using the SCAN team form 3 - SCAN team minutes (Word version) until the Unify SCAN application is available to use.

The SCAN team coordinator and SCAN team Administrator will be responsible for entering the relevant information into the Unify SCAN application once it is available to use again.

All word version documents will need to be attached into the Unify SCAN application to ensure a true representation of what was referred and provided is held.

5. What if the IT issue is isolated to a single SCAN team core member agency? For example, the Queensland Police Records and Information Management Exchange (QPRIME) or One School is experiencing a system outage.

SCAN team core member agencies need to consult with their own IT support desks and follow their agency’s business continuity plans.