Business Continuity Planning Tool Kit

Hiawatha First NationAugust 26, 2008

What is Business Continuity Planning?

Plan that enables critical services to be continually delivered to the community

Prepare BCP for each essential service/program

Business Continuity Plan Includes: Plans, measures, and arrangements to

ensure the continuous delivery of critical services

Identification of necessary resources including personnel, information, financial allocations, legal council, infrastructure protection and accommodations to support business continuity

*A Guide to Business Continuity Planning. Government of Canada, Office of Critical Infrastructure Protection and Emergency Preparedness, p.

3.

Where does BCP fit in Your Pandemic Plan?

Natural Disaster

Continuity of Essential Services Biochemical

Disaster

Nuclear Disaster

Pandemic

Lessons learned from Sept. 11 (1)

Plans must be updated and tested frequently

All types of threats must be considered Dependencies and interdependencies

should be carefully analyzed key personnel may be unavailable Telecommunications are essential Alternate sites for IT should be situated

close to the primary site

Lessons learned from Sept. 11 (2) Employee support (counselling) is

important Copies of plans should be stored at off-site

secure location Sizable security perimeters may surround

the scene of incidents involving law enforcement, and can impede personnel from returning to buildings

Increased uncertainty following a high impact disruption may lengthen time until operations are normalized

*A Guide to Business Continuity Planning. Government of Canada, Office of Critical Infrastructure Protection and Emergency Preparedness, p. 2.

Important Components

Essential services/functions Implications of service disruptions

Effects of a Pandemic on a Business

Reduced labour supply, including your employees or availability of subcontractors or temporary employees

Customer orders (cancelled or not filled) Interruptions in getting supplies or

materials (especially if imported by air or land, including goods that go through international borders and customs)

Change in demands (e.g.: increased internet use, decreased tourism/travel)

Effects of a Pandemic on a Business

Reduction or restrictions on public meetings or gatherings (including sports, clubs, theatre, community centres, restaurants, religious gatherings, etc.)

Restrictions on travel (regional, national or international)

Reduced availability of health care or home care services

Effects of a Pandemic on a Business

In more extreme situations, possible disruptions in other services such as telecommunications, financial/banking, water, power (hydro), gasoline/fuels, medicine, or the food supply*

* Canadian Centre for Occupational Health and Safety. Business Pandemic Influenza Checklist, p. 4

Emergency Planning Committee

Appoint someone to oversee the BCP process

Emergency Planning Committee

Points of Consideration: Use existing emergency planning

committee/working group Establish a new committee/working group

if necessary Committee members should be from the

senior level with decision making authority

Emergency Planning Committee

List the members of your existing emergency planning team

For new committee: List key senior members with decision

making power in your organization. Representatives from each major

business/program From this list, narrow down to maximum

of 8 members

Each Essential Service Program

List all your essential services In each essential service, list activities

and the personnel/positions responsible for these activities

Ask the members of each program to categorize each activity in the 4 Levels of Program Components/Activities identified in the Ontario Health Pandemic Influenza Plan

4 Levels of Program Components/Activities

Priority Level A – Must Do – critical services, cannot be deferred or delegated.

Priority Level B – High Priority – do not defer if possible or bring back as soon as possible

Priority Level C – Medium Priority – can wait if Pandemic is not too long

Priority Level D – Low Priority – can be brought when the Pandemic is over*Ontario Health Pandemic Influenza Plan (2007), p. 13-3.

Each Essential Service Program Identify the number of staff (by

classification) to maintain service/function

Include essential services/functions created or increased by the surge activity.

Identify any special requirements necessary to perform these essential services/functions (e.g. licence to operate water treatment plant, etc.)

Each Essential Service Program Identify and develop a skills sets list of

all personnel in each program. This will help to:

Cross train and reallocate staff within the business unit or across the corporation.

Document: E.g. Essential Services/Functions

Staffing Allocations Table*

*Niagara Region Public Health Unit. Pandemic Influenza Response Plan Business Continuity Planning Toolkit, p. 12.

Identify and Document Identify issues/implications that may arise

as a result of reduction or cancellation of service.

Identify relevant issues/functions that may arise when the level of service is modified.

Identify and DocumentExamples:

Documentation Template Maintaining Essential Services/Functions

Niagara Region Public Health Unit. Pandemic Influenza Response Plan Business Continuity Planning Toolkit, p. 15

MOHLTC – Emergency Preparedness Checklist

Ontario Ministry of Health and Long Term Care (2006). Preparedness Checklist for your Agency/business.

Identify and Document

Examples: Business Continuity Plan ChecklistCanadian Centre for Occupational Health and Safety., Business

Continuity Plan p. 8, 9.

Business Pandemic Influenza ChecklistCanadian Centre for Occupational Health and Safety. Business

Pandemic Influenza Checklist.

Essential Service and Redeployment Availability Worksheet

(Adapted from Simcoe Muscoca District Health Unit Pandemic Influenza Plan, p. 161)

1 2 3 4 5 6 7 8

Team Program Service/ Activity Prof. Designate

PriorityA/B/C/D

Current FTE

100% FTE

Min FTE Required

FTE Available

Documentation Template Maintaining Essential Services/Functions

(Adapted from Niagara Region Public Health Unit “Pandemic Influenza Response Plan Business Continuity Planning Toolkit)

Business Group:

Essential Service(identify and provide brief description)

Individual/Position Responsiblefor implementing specific action plan Name (Phone Number) (Email Address)

Activation Procedure (describe)

Corporate and Community Impact Issues list any)

Action Plan(list action plan including notifications plans, communications strategy, staffing reallocations plans, use of other sector services, any change in scope of service delivery, monitoring and reporting needs, etc.)

Resource Needs(list needs and contact information for resource needs – staffing, equipment, contracting out services) (Name and Business Address) (Phone Number) (Email Address)

Training Needs(outline training plan as required)

Revise, Test and Update Once your Business Continuity Plan is

complete, it will require at least annual review for necessary revisions.

Conducting emergency exercises will help you to:1. Understand your Business Continuity

Plan2. Identify strengths, gaps and needs.

ReferencesA Guide to Business Continuity Planning.

Government of Canada, Office of Critical Infrastructure Protection and Emergency Preparedness, p.2,3.

http://getprepared.gc.ca/_fl/bcont_e.pdf

Ontario Ministry of Health and Long Term Care. Ontario Health Pandemic Influenza Plan (2007). Public Health Services, Section 7.4, pp. 58-60.

http://www.health.gov.on.ca/english/providers/program/emu/pan_flue/ohpip_mn.html

ReferencesOntario Ministry of Health and Long Term Care

(2006). Preparedness Checklist for your Agency/business. http://www.health.gov.on.ca/english/public/program/emu/plan_flu/guide.pdf

Pandemic Influenza Response Plan Business Continuity Planning Tool Kit (2006). Niagara Region Public Health.www.regional.niagara.on.ca/living/health_wellness/pandemicplanning/pdf/NR_Pandemic_WKBK.pdf

ReferencesSimcoe Muscoca District Health Unit Pandemic

Influenza Plan (2006), p. 161 http://www.simcoemuskokahealth.org

Canadian Centre for Occupational Health and Safety. Business Continuity Plan, p. 4, 8, 9http://www.ccohs.ca/pandemic/pdf/Business_continuity.pdf

Canadian Centre for Occupational Health and Safety. Business Pandemic Influenza Checklist. http://www.ccohs.ca/pandemic/type/checklist.html