BCP MANUAL. February 2012

Transcription

1 BCP MANUAL February 2012

2 This document contains confidential information and remains the sole property of EXFO Inc. It may not be reproduced in whole or in part without written consent of EXFO Inc. Table of contents 1 MANAGEMENT COMMITMENT MISSION BCP POLICY SCOPE APPLICABLE STANDARDS AND REFERENCES CANADA TBDCHINA INTERNATIONAL OBJECTIVE MANAGEMENT REPRESENTATIVE BUSINESS CONTINUITY PROGRAM (BCP) PROGRAM STAGES DOCUMENTATION SYSTEM BCP EMPLOYEES ROLES AND RESPONSIBILITIES SITE BCP LEAD BCP MANAGEMENT TEAM BCP TEAM LEADER BUSINESS SUPPORT TEAM CORPORATE CULTURE OF BUSINESS CONTINUITY BCP POLICY MANUAL REVISION... 7 Revision: / 7

3 1 MANAGEMENT COMMITMENT We, the undersigned, have read this manual and are committed to implement the business continuity program (BCP) as described below. Specifically, we are committed to: Developing and promoting high standards in satisfying customer, shareholders, employees, and vendors Issuing a BCP policy, making it available to employees and reviewing it on a regular basis to reflect our intentions Developing site specific BCP manuals to address geographic challenges in each location Reviewing recovery time objectives and action plans annually and tracking progress on results in order to build a culture of continuous improvement within the company Assessing BCP manuals effectiveness on a regular basis and revising it as needed Ensuring the availability of the resources required as well as efficient tools for BCP implementation Identifying and communicating roles, responsibilities and authorities of everyone involved in the BCP Assigning qualified human resources and training them properly to ensure they understand and meet their roles and responsibilities in the BCP implementation Germain Lamonde President and Chief Executive Officer Luc Gagnon Vice-President, Manufacturing Operations, Customer Service and BCP Executive Sponsor 2 MISSION Founded in 1985 and listed on the NASDAQ and TSX stock exchanges, EXFO is among the leading providers of nextgeneration test and service assurance solutions for wireless and wireline network operators and equipment manufacturers in the global telecommunications industry. The company offers innovative solutions for the development, installation, management and maintenance of converged, IP fixed and mobile networks from the core to the edge. EXFO has a staff of approximately 1700 people in 25 countries, supporting more than 2000 telecom customers worldwide. Additional information is available at or upon request at info@exfo.com. EXFO s mission is to be the world leader in telecommunications test, measurement and service assurance through the full commitment of all our employees in the pursuit of excellence to exceed customer expectations with market-driven innovation setting the highest standards. Revision: / 7

4 3 BCP POLICY EXFO Inc is committed to safeguarding the interests of its shareholders, employees, customers, and vendors in the event of an emergency or business disruption. EXFO s BCP is designed to enable it to meet its obligations by protecting processes and property to rapidly recover and resume operations following a disruptive or disastrous event. Each Québec and Shenzhen EXFO site will prepare a BCP manual specific to meeting the needs for that site. The site BCP manual contains information, plans, procedures, and tasks that are managed in a central storage location and represents the commitment to safeguarding personnel, property, and recovery capabilities. The manual is used to facilitate and provide an effective decision making process by the management team at each site and assists in providing a timely response in the event of a business disruption. The BCP manual and its related documents will be accurate, complete, and viable and will be maintained in a state of readiness to maximize effectiveness. The BCP is a continuous process with no end date. EXFO is committed to provide ongoing maintenance and resources which are needed to: Set policies and guidelines Develop effective business continuity plans Educate and train general personnel and recovery staff Perform periodic exercises and tests Perform program audits Maintain documents To ensure proper communication and act as a reminder, EXFO s BCP policy is available on its intranet site. 4 SCOPE The following EXFO s premises have prepared site specific BCP manuals: EXFO Inc. 400 Godin Avenue Quebec City, QC G1M 2K2 CANADA Activities : Corporate Headquarters, Product Development, Customer Service, Manufacturing and Repair/Calibration EXFO Inc. 436, rue Nolin Quebec City, QC G1M 1E7 CANADA Activity : Manufacturing EXFO Telecom Equipment (Shenzhen) Ltd. 3 rd Floor, Building 10, Yu Sheng Industrial Park (Gu Shu Crossing), No. 467, National Highway 107, Xixiang, Bao An District, Shenzhen, CHINA, Activities: Manufacturing and Repair/Calibration Revision: / 7

5 5 APPLICABLE STANDARDS AND REFERENCES EXFO BCP is consistent to many international and local standards and is developed to specifically address the requirements of EXFO Inc. The following standards were referenced in the development of the BCP; 5.1 Canada 5.2 TBDChina Shenzhen Production Safety Management Program Shenzhen Fire Protection Documentation Manual 5.3 International TL9000 Quality Management System Requirement Handbook Release 5.0 ISO26000:2010 Social Responsibility ISO31010:2009 Risk Management ISO14001:2004 Environmental Management 6 OBJECTIVE Develop a Business Continuity Program to determine how to mitigate business risk through developing procedures and risk reduction options to lessen and control the impact of disasters thereby ensuring business continuity during a disruptive event. This policy applies to all aspects of the business functions and services within EXFO. Each site shall define, approve, and implement business continuity plans which include all essential activities, procedures, and tasks needed to ensure critical operations and services are resumed efficiently following a business disruption. Each plan shall be stored in a common company storage directory at each site, offsite, and be accessible to recovery staff. Within the scope of the annual strategic planning and periodic risk assessment and recovery plan review, the management team defines recovery time objectives and procedures to ensure continuous improvement and effective business continuity is achieved. Follow-up and progress reports are provided to all corporate levels to review as needed in order to meet set objectives. 7 MANAGEMENT REPRESENTATIVE Notwithstanding other assigned responsibilities, the management committee has assigned Mr. Luc Gagnon, Vice-President, Manufacturing Operations and Customer Service, as the BCP executive sponsor. As such, he is responsible for: Ensuring each site BCP addresses the needs of EXFO Inc Conducting internal audits to assess the BCP and to assign revisions as needed Monitoring external audit requests Structuring and deploying efficient and accessible BCP documentation Updating BCP documentation Informing employees of the existence and requirements of the BCP Promoting and developing a culture of business continuity 8 BUSINESS CONTINUITY PROGRAM (BCP) The BCP at each site must be complete and viable. To ensure that the program is viable the following guidelines apply; Revision: / 7

6 Each site will assign a BCP Lead to develop and manage the BCP system specific to the site Each BCP will be tested at least once a year Each BCP test must have: Approval of senior management Proper budget to secure test resources Documented test results All test results will be reviewed and any revision will be added into the BCP 8.1 PROGRAM STAGES Each site BCP will include; Risk Management Proactively assess and control risk factors that can otherwise lead to injuries, loss of life, business interruptions, legal consequences, or financial losses. Business Impact Analysis Analysis of the potential operational and financial impact to the business from an unexpected disaster or a disruptive event. Strategy Development Develop alternative recovery options that satisfy requirements for maintaining business continuity in the event of disruption to critical systems, services, and resources. Plan Development Predetermined procedures, guidelines, and information to help EXFO recover from a crisis or disaster situation and avoid ad-hoc decisions during a time of crisis. Plan Testing A sequence of tests, each focusing on certain objectives or specific aspects of the BC Plan Plan Maintenance Continuous on-going activity once a plan is developed and tested 9 DOCUMENTATION SYSTEM The BCP is a tiered system with the corporate policy at the top level. Each site manual is the middle level with recovery checklists and manuals forms at the bottom level. Policy this manual Site BCP, workaround procedures, and recovery procedures Check lists and manual forms BCP documentation is available to all EXFO s employees through its intranet site. Revision: / 7

7 10 BCP EMPLOYEES ROLES AND RESPONSIBILITIES Within the scope of the BCP, managers and employees may be assigned various responsibilities such as: 10.1 Site BCP Lead The site BCP Lead has overall responsibility for the development and maintenance of the plan for the business unit and leads the management team. Specifics tests, audits, and training are the responsibility of the Shenzhen BCP management team and support group BCP Management Team The management team is made up of department managers or senior staff. Their responsibilities include: Manage the recovery of all business operations Establish business recovery headquarters at an alternate site, if needed Directing the support team leaders Prepare damage assessment Control the activation of business recovery procedures Coordinate the restoration Prepare process map and identify critical business processes Identify risk options and complete risk assessment Develop test plan Maintain all documents in state of readiness Establishes employee stress management options 10.3 BCP Team Leader The team leaders are made up of senior employees representing all operations and report to the BCP management team. Their responsibilities include: Performs tests and audit Supervise the support team during recovery periods Implement recovery activities 10.4 Business Support Team The support team is made of employees representing all critical processes and operations and is lead by BCP team leaders. Their responsibilities include: Performs tests and audit Participate with recovery activities 11 CORPORATE CULTURE OF BUSINESS CONTINUITY Building a culture of business continuity requires time. It must be supported at all levels and in all sectors of a company. Risk assessments require open communication on real issues, identifying threats and recovery objectives, ownership of deployed systems and tools, as well as collective pride in having reached or exceeded goals. A simple description of those events is not representative of business continuity. Thus, we encourage you to contact a representative to schedule a visit or a formal audit of EXFO s facilities. 12 BCP POLICY MANUAL REVISION Revision Modifications 1.0 creation ( ) Revision: / 7