Download - BIA Summary Report
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BIA Summary ReportFinance BCP Edinburgh
Prepared by Richard McGlave
Reviewed by
Approved by
Date 08 December 2020
Version 4.0
Next review date 09 June 2022
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Document control
Version History
Version Status Author Reason for Issue Date
0.1 Draft First Draft 05/11/2018
1.0 Authorised Richard McGlave Document Signed Off 16/01/2019
2.0 Authorised Richard McGlave Document Signed Off 17/01/2019
3.0 Authorised support Document Signed Off 08/07/2019
4.0 Authorised Richard McGlave Authorised 08/12/2020
Distribution list
Copy Name Position/Organisation Method of Issue
1. Aimee Quinn Staff Member Electronic
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Table of Contents 1. Executive Summary .........................................................................................................................42. Activities Identified ..........................................................................................................................53. Prioritised Critical Activities.............................................................................................................84. Business Continuity Objective .........................................................................................................95. Systems and Applications..............................................................................................................106. Records & Data..............................................................................................................................147. Aggregated Resources ..................................................................................................................158. Critical Inputs/Outputs....................................................................................................................169. External Dependencies..................................................................................................................1910. Service Lines ...............................................................................................................................2211. Processes ....................................................................................................................................24
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1. Executive Summary
This report provides a summary of the Business Impact Analysis for Finance BCP Edinburgh. The BIA findings inform the BC Plan, providing the basis for determining priority of activities for recovery from business interruption.
In summary, the BIA Process establishes/captures: The critical activities that support Finance The likely/potential impact, over time, of not performing these activities The minimum business continuity objective Any critical time periods Aggregated resources (required for recovery) Systems/applications required Records and Data Detailed continuity solutions (workarounds)
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2. Activities Identified
General Accounting
Activity Description
Fixed Assets - Edinburgh
Activities performed on a monthly basis on Fixed Asset are:Periodic asset posting runRecalculate depreciationPerform depreciation runPerform reconciliation of FI-AA to GLCapitalization of assets acquired through project or
PM ordersCheck asset clearing accounts for balanceGenerate period end close reportsPlus processing of the FA Request Form received from the ABP (Create new asset record, Amend existing asset record, Asset retirement with revenue and Asset retirement without revenue )
And activities that are perform on a yearly basis: Change fiscal yearClose fiscal year
Finance Processes (Business Support Accounting) - Edinburgh
The department Finance Processes of EBSRE provides accounting business support for the operating Units and the shared service centres in A and B for the following processes:Accounts PayablesAccounts ReceivablesFixed Asset AccountingBanking General Ledger and ClosingGeneral Ledger Master Data Intercompany Reconciliationselected Tax-Topics
This embraces the following: Functional problem management Evaluation and implementation of enhancementsProject supportProcess harmonization & optimization
At a glance: Finance Processes is the link between the operating accounting business ( Units, shared services) and IT, i.e. the process view. We understand what the business wants and develop solutions together with IT.
Finance Processes supports processes in scope of the GLOBE (or CE) accounting template (selected processes). There are also numerous non-scope (and most likely not harmonized) processes which are supported by IT only.
Banking and Payments - Edinburgh
Requests of manual payments can be received daily from different departments. The requests can be urgent (ex. Tax payments) or at a certain due date (ex. AP manual payment requests).Payments have to be processed into banking platform before cut off time (according to type of payment and currency).
Accounts Receivable
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Activity Description
Accounts Receivable - Edinburgh
GenInvoicing based on request, daily task Customer Master Data creation/amendments, daily activityCash management (collection), clarification of unapplied cash dailyDunning- dailyStatements of accounts, monthly activityPeriod end closing activities, monthly
General Ledger Group Accounting - Edinburgh
General Ledger teams handle activities related to: general ledger entries, account reconciliation, intercompany reconciliation, closing and reporting activities after IFRS and German (HGB) law.
Accounts Payable
Activity Description
Account Processing - Edinburgh
The activity contains in processing specific invoices and documents in the SAP ERP system, sending them for approval via the SAP-Workflow to the relevant business approvers and subsequently to payment.
Activities performed within the team:
• Processing of specific invoices • Processing of specific documents – Payment vouchers and Donations• Self-Billing • SAP SEM DRU Data Entry – prepare and upload in SAP
There is no degree of importance in processing any of the invoices or documents mentioned above, as the common and final target is to submit them for payment.
Payment Transactions - Edinburgh
ABC provides services in payment transactions processing.This is the most important activity that must be sustained during an outage period. The most important types of payments to be covered are taxes, other urgent payments (fuel and energy invoices, critical vendors with exceptionally high amount payments), exceptionally salaries ( Human Resources). Month-end
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Term Full Name Description
MTPD Maximum Tolerable Period of Disruption The maximum period of time an activity/process can suffer disruption until there is a significant business impact
MBCO (level) Minimum Business Continuity Objective (level) The percentage at which an activity/process is required to run at in order to function at a reduced capacity state
MBCO (description) Minimum Business Continuity Objective (description) Description of the work that makes up the MBCO (level)
RTO Recovery Time Objective The point in time where you would need to reach the MBCO level
MBCO (duration) Minimum Business Continuity Objective (duration) The length of time in which an activity/process can run at this reduced capacity
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3. Prioritised Critical Activities
Priority RTO Activity MBCO Description Critical Time
1 <4 hours Finance Processes (Business Support Accounting) 1 Part time staff member Daily Excluding Weekends
2 <24 hours Payment Transactions
L3 staff would be required to negotiate clawback payments via direct contact with Debtors. Focus would be on accounts with transaction volumes of £1m+ per day.
Daily Including Weekends
3 <24 hours Account Processing Process all accounts with values in excess of $200 Daily Excluding Weekends
4 <24 hours Accounts Receivable By focusing on high value invoices >£500 with particular focus on JIT suppliers. Daily Excluding Weekends
5 <48 hours Banking and Payments 2 full time staff members required to carry out processes Daily Excluding Weekends
6 <48 hours General Ledger Group Accounting
In order to reach 60% of operations 6 staff members would be needed to carry out the essential tasks and maintain essential relationships
Daily Including Weekends
7 Fixed Assets Critical processes will need to be prioritised Daily Including Weekends
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4. Business Continuity Objective
Activity MTPD RTO MBCO (Level) MBCO Description MBCO (Duration)
Finance Processes (Business Support Accounting) - Edinburgh <48 hours <4 hours 10 1 Part time staff member 4 Hours
Payment Transactions - Edinburgh <48 hours <24 hours 60
L3 staff would be required to negotiate clawback payments via direct contact with Debtors. Focus would be on accounts with transaction volumes of £1m+ per day.
10 Days
Account Processing - Edinburgh <5 days <24 hours 30 Process all accounts with values in excess of $200 10 Days
Accounts Receivable - Edinburgh <48 hours <24 hours 50 By focusing on high value invoices >£500 with
particular focus on JIT suppliers. 3 Weeks
Banking and Payments - Edinburgh <48 hours <48 hours 68 2 full time staff members required to carry out
processes 10 Days
General Ledger Group Accounting - Edinburgh <48 hours <48 hours 60
In order to reach 60% of operations 6 staff members would be needed to carry out the essential tasks and maintain essential relationships
3 Weeks
Fixed Assets - Edinburgh <48 hours 75 Critical processes will need to be prioritised 1 Weeks
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5. Systems and Applications
System/ApplicationSubLevel Business Functions
Activity RTO Req IT SR RTO IT SR RPO Workaround
Print software General Accounting
Finance Processes (Business Support Accounting) - Edinburgh
<4 hours 24hrs 24hrs
General Accounting
Finance Processes (Business Support Accounting) - Edinburgh
<4 hours 48hrs 48hrs
Accounts PayableAccount Processing - Edinburgh
<24 hours 48hrs 48hrsActive Directory
Accounts PayablePayment Transactions - Edinburgh
<24 hours 48hrs 48hrs This is an explanation of a workaround and its effectiveness
General Accounting
Finance Processes (Business Support Accounting) - Edinburgh
<4 hours 4hrs 4hrs
SAP Human Capital Management
Accounts PayableAccount Processing - Edinburgh
<24 hours 4hrs 4hrs
Accounts Receivable
Accounts Receivable - Edinburgh
<24 hours 12hrs 4hrs
Accounts PayableAccount Processing - Edinburgh
<24 hours 12hrs 4hrsMagique
Accounts PayablePayment Transactions - Edinburgh
<24 hours 12hrs 4hrs This is an explanation of a workaround and its effectiveness
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System/ApplicationSubLevel Business Functions
Activity RTO Req IT SR RTO IT SR RPO Workaround
Accounts Receivable
Accounts Receivable - Edinburgh
<24 hours 12hrs 12hrs
Accounts PayablePayment Transactions - Edinburgh
<24 hours 12hrs 12hrs This is an explanation of a workaround and its effectiveness HSBC.Net
Accounts Receivable
General Ledger Group Accounting - Edinburgh
<48 hours 12hrs 12hrs
Accounts PayableAccount Processing - Edinburgh
<24 hours 4hrs 4hrs
Tableau
Accounts PayablePayment Transactions - Edinburgh
<24 hours 4hrs 4hrs This is an explanation of a workaround and its effectiveness
Team Viewer Accounts PayablePayment Transactions - Edinburgh
<24 hours 24hrs 48hrs This is an explanation of a workaround and its effectiveness
Accounts Receivable
Accounts Receivable - Edinburgh
<24 hours 2hrs 2hrs
Accounts PayablePayment Transactions - Edinburgh
<24 hours 2hrs 2hrs This is an explanation of a workaround and its effectiveness BACS
General Accounting
Banking and Payments - Edinburgh
<48 hours 2hrs 2hrs
Accounts Receivable
Accounts Receivable - Edinburgh
<24 hours 16Hrs 24Hrs
Accounts PayableAccount Processing - Edinburgh
<24 hours 16Hrs 24HrsAccess
Accounts PayablePayment Transactions - Edinburgh
<24 hours 16Hrs 24Hrs This is an explanation of a workaround and its effectiveness
ADOBE Accounts PayableAccount Processing - Edinburgh
<24 hours 2hrs 2hrs
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System/ApplicationSubLevel Business Functions
Activity RTO Req IT SR RTO IT SR RPO Workaround
Accounts PayablePayment Transactions - Edinburgh
<24 hours 2hrs 2hrs This is an explanation of a workaround and its effectiveness
Accounts PayablePayment Transactions - Edinburgh
<24 hours <4 Hrs <4 Hrs This is an explanation of a workaround and its effectiveness
GPMSGeneral Accounting
Fixed Assets - Edinburgh <4 Hrs <4 Hrs
SAGE Pay Accounts PayableAccount Processing - Edinburgh
<24 hours 8hrs 8hrs
Accounts Receivable
Accounts Receivable - Edinburgh
<24 hours 8hrs 24hrs
JiraAccounts Receivable
General Ledger Group Accounting - Edinburgh
<48 hours 8hrs 24hrs
Experian Accounts Receivable
Accounts Receivable - Edinburgh
<24 hours 24hrs 48hrs
Cognos Analyst General Accounting
Banking and Payments - Edinburgh
<48 hours 24hrs 24hrs
Azure General Accounting
Banking and Payments - Edinburgh
<48 hours 2hrs 2hrs
Documentation Control General Accounting
Banking and Payments - Edinburgh
<48 hours 4 Days TBC
SAGE Sales Logix Accounts Receivable
General Ledger Group Accounting - Edinburgh
<48 hours 16hrs 16hrs
Nisoft Eclipse Uniper (67620) Accounts Receivable
General Ledger Group Accounting - Edinburgh
<48 hours 4-24 Hrs 4-24 Hrs
CRM Accounts Receivable
General Ledger Group Accounting - Edinburgh
<48 hours 12hrs 24hrs
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System/ApplicationSubLevel Business Functions
Activity RTO Req IT SR RTO IT SR RPO Workaround
Workflow General Accounting
Fixed Assets - Edinburgh 2hrs 1hr
Oracle General Accounting
Fixed Assets - Edinburgh 4hrs 4hrs
GPMS/EDL (511) General Accounting
Fixed Assets - Edinburgh <4 Hrs <4 Hrs
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6. Records & Data
Record / Data Dependent Activity Location of Record/Data Workaround
Paper files / Printouts Finance Processes (Business Support Accounting) - Edinburgh
Financial and budget statements held in fireproof safe on ground floor of building within Finance
Banking records can be accessed directly from bank
SAP Output Finance Processes (Business Support Accounting) - Edinburgh
Held on G drive, latest 7 days backups can be accessed
Recovery of data can be performed by IT to local machine if required
HSBC Contact Payment Transactions - Edinburgh G Drive Held in Command room Battel Box
XLS Customer Backup Model Payment Transactions - Edinburgh G Drive Held in Command Room PC
Finance Model Account Processing - Edinburgh G Drive None
Paper-form Account Processing - EdinburghPaper-form archived credit notes - located in the cabinets within office area
Request copies
Billing requests Accounts Receivable - Edinburgh Stored on G Drive Recover data from latest backup
Payment requests Banking and Payments - Edinburgh All payment requests logged in SAP SAP Backup
All Working Documents on the G:-Drive/H:-Drive/K
General Ledger Group Accounting - Edinburgh
All working documents on the G:-Drive/H:-Drive/K:-Drive mostly in MS Excel or MS Winword; emails in MS Outlook, sharepoint, Intranet
Recover from latest backup
Fixed Asset Request Form Fixed Assets - Edinburgh On Intranet site or hard copy in dept. From recovered copy
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7. Aggregated Resources
Resource Required Normal 0-4 hrs 4-8 hrs 2 days 1 week 2 weeks 1 month >1 month
Staff 142 19 27 26 28 30 26 23
Home / Remote Working Capability 40 5 10 10 10 10 10 10
Seats at an Alternative Site 35 5 10 10 10 10 10 10
Workstation (Desk, PC, Telephone, Chair) 75 13 18 20 21 19 16 13
Laptop PC 48 7 13 10 10 13 10 10
VPN Token 29 3 3 3 5 5 5 5
Mobile Phone
Resource Type - Not Over Time
Resource Required Normal
Dagenham Recovery 10
Workarounds
Resources Activity Workarounds
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8. Critical Inputs/Outputs
Input
Activity Name Nature of Dependency
Finance Processes (Business Support Accounting) - Edinburgh
Internal Departments Financial information on spending versus budget
Payment Transactions - Edinburgh Fixed Assets this is the dependency explanatio
Payment Transactions - Edinburgh Accounts Receivable Required for essential data input in respect of actuals accruals and forecast.
Payment Transactions - Edinburgh
General Ledger Group Accounting Required for forecasting and targeting of Debtors with £1M+ transactions
Payment Transactions - Edinburgh Fixed Assets This is the nature
Payment Transactions - Edinburgh Business Continuity Planning I need them for this
Payment Transactions - Edinburgh Hybrid Mail Required for fulfilment
Payment Transactions - Edinburgh
Managing FM finance & approvals Required for forecast
Payment Transactions - Edinburgh
Commercial Print Transnational this is it
Account Processing - Edinburgh Banking and Payments team Banking & Payments team for up to date information
Account Processing - Edinburgh General Ledger team Processing of invoices
Account Processing - Edinburgh Mumbai Office Supply of India forecast to this process
Account Processing - Edinburgh Procurement Department Procurement Department for upcoming payments/orders
Account Processing - Edinburgh Banking and Payments daDSAS
Account Processing - Edinburgh Accounts Receivable answer
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Activity Name Nature of Dependency
Accounts Receivable - Edinburgh Representative office Payment process
Accounts Receivable - Edinburgh Subsidiaries Accrual Process
Accounts Receivable - Edinburgh IT Provision of IT services
Accounts Receivable - Edinburgh
Account Processing (Accounts Payable , Finance)
Data on invoice levels and volumes
Accounts Receivable - Edinburgh
Account Processing (Accounts Payable , Finance)
Data on invoice levels and volumes
Banking and Payments - Edinburgh Internal Departments Passing of invoices to be paid
Banking and Payments - Edinburgh Desktop Support Ensure remote working with all applications working as needed
General Ledger Group Accounting - Edinburgh All subsidiaries VAT returns
General Ledger Group Accounting - Edinburgh Financial institutions Settlement of transactions
General Ledger Group Accounting - Edinburgh Financial institutions Maintenance of essential hardware/software
General Ledger Group Accounting - Edinburgh ABP Is the owner of all company data and has to provide all accounting relevant information;
General Ledger Group Accounting - Edinburgh Back office Service provider for bank accounts, cashpooling, evaluation of financial assets
General Ledger Group Accounting - Edinburgh Payment Transactions This why I require Payment Transactions to function at my MBCO
Fixed Assets - Edinburgh Accounts Payable 1st part of the process.
Output
Activity Name Nature of Dependency
Payment Transactions - Edinburgh
General Ledger Group Accounting This why I require Payment Transactions to function at my MBCO
Account Processing - Edinburgh Accounts Receivable Data on invoice levels and volumes
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Activity Name Nature of Dependency
Accounts Receivable - Edinburgh Payment Transactions Required for essential data input in respect of actuals accruals and forecast.
Accounts Receivable - Edinburgh Account Processing answer
Banking and Payments - Edinburgh Account Processing daDSAS
General Ledger Group Accounting - Edinburgh Payment Transactions Required for forecasting and targeting of Debtors with £1M+ transactions
Fixed Assets - Edinburgh Payment Transactions this is the dependency explanatio
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9. External Dependencies
Customers
Activity Name Nature of Impact to the customer
Finance Processes (Business Support Accounting) - Edinburgh
Stakeholders financial information
Finance Processes (Business Support Accounting) - Edinburgh
Customers Provide information and advice
Finance Processes (Business Support Accounting) - Edinburgh
Royal Bank of Scotland Banking / Payments and processing information
Payment Transactions - Edinburgh HSBC Contract fulfilment on cash volumes
Account Processing - Edinburgh Markets Financial information
Accounts Receivable - Edinburgh Customers Provide financial advice to customers
Accounts Receivable - Edinburgh EU Commission Controller for certification of expenditure
Accounts Receivable - Edinburgh HMRC Provide relevant financial details
Banking and Payments - Edinburgh HMRC Payments of tax and other statutory payments
Banking and Payments - Edinburgh HSBC Processing of payments
General Ledger Group Accounting - Edinburgh Companies house Provide accounts
General Ledger Group Accounting - Edinburgh AB credit check Maintain accounts to update system
Fixed Assets - Edinburgh Customers Service provision
Fixed Assets - Edinburgh Stakeholders Provide financial information
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Suppliers
Activity Name Nature of Dependency Workaround
Finance Processes (Business Support Accounting) - Edinburgh
BACS Provide relevant documentation No workaround identified
Finance Processes (Business Support Accounting) - Edinburgh
Microsoft Software supplier No workaround identified
Finance Processes (Business Support Accounting) - Edinburgh
BT Internet provisionNo workaround identified
Payment Transactions - Edinburgh Panviva Required for data on all Debtors in backlog
This is an explanation of a workaround and its effectiveness
Payment Transactions - Edinburgh Royal Bank of Scotland BCAS processing
This is an explanation of a workaround and its effectiveness
Payment Transactions - Edinburgh Rockford Required for liquidity gap funding
This is an explanation of a workaround and its effectiveness
Account Processing - Edinburgh Swift Post Transaction of Payments No workaround identified
Account Processing - Edinburgh HMRC HMRC provide tax positing data in respect of streamlet of
VATNo workaround identified
Account Processing - Edinburgh MCG and Partners MCG and partners collate AP data for annual report
No workaround identified
Accounts Receivable - Edinburgh BT Provide internet which - necessary for this activity No workaround identified
Accounts Receivable - Edinburgh DELL Provision of necessary computers No workaround identified
Accounts Receivable - Edinburgh Supplier analysis Provision of financial analysis No workaround identified
Accounts Receivable - Edinburgh Etender solutions Tool needed for future audit of externally funded projects No workaround identified
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Activity Name Nature of Dependency Workaround
Accounts Receivable - Edinburgh Continuity2 Rely on C2 software to contact our external suppliers
No workaround identified
Banking and Payments - Edinburgh Microsoft Provision of email services No workaround identified
Banking and Payments - Edinburgh Financial institutions Settlements of due payments
No workaround identified
General Ledger Group Accounting - Edinburgh HTC Provision of secure access ID management to enable
sanctioning of credits above €300KNo workaround identified
General Ledger Group Accounting - Edinburgh Markets This is a supplier No workaround identified
General Ledger Group Accounting - Edinburgh IBM The provision of batch data for processing of major accounts
to the daily value of €2.3MNo workaround identified
General Ledger Group Accounting - Edinburgh Financial institutions Provide intermediary service
No workaround identified
Fixed Assets - Edinburgh Royal Bank of Scotland Payment Processing No workaround identified
Fixed Assets - Edinburgh Financial institutions provide financial documentation No workaround identified
Fixed Assets - Edinburgh Stakeholders Fixed Asset ABP and Controlling Department No workaround identified
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10. Service Lines
General Accounting
Service Lines RTO Activity
<4 hours Finance Processes (Business Support Accounting)
<48 hours Banking and PaymentsProvision of ATM Services
Fixed Assets
<4 hours Finance Processes (Business Support Accounting)
<48 hours Banking and PaymentsProvision of Commercial Mortgages
Fixed Assets
Accounts Receivable
Service Lines RTO Activity
<48 hours General Ledger Group Accounting
Provision of ATM Services
<24 hours Accounts Receivable
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<48 hours General Ledger Group Accounting
Provision of Commercial Mortgages
<24 hours Accounts Receivable
Accounts Payable
Service Lines RTO Activity
Consumer Asset and Portfolio Management <24 hours Payment Transactions
<24 hours Account Processing
Provision of ATM Services
<24 hours Payment Transactions
Provision of Commercial Mortgages <24 hours Account Processing
Telephone Banking <24 hours Payment Transactions
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11. Processes
General Accounting
RTO Activity Processes
<4 hours Finance Processes (Business Support Accounting) Commercial Print
<48 hours Banking and Payments
Fixed Assets
Accounts Receivable
RTO Activity Processes
<24 hours Accounts Receivable
<48 hours General Ledger Group Accounting
Accounts Payable