Business Continuity Plan Activation and Review

Transcription

1 RCCG/GB/16/043 ii Introduction Business Continuity Plan Activation and Review This Business Continuity Plan is to be used to assist in the continuity and recovery of Rushcliffe Clinical Commissioning Group (CCG) in the event of an unplanned disruption. A disruption could be any event, which threatens personnel, buildings or operational capacity and requires special measures to be taken to restore normal service. The Business Continuity Plan was activated on 18 th November 2015 following a disruption to Easthorpe House that required parts of the Rushcliffe CCG and shared teams to evacuate their offices. This disruption informed a review of the Business Continuity Plan, the plan has been updated and is presented to the Governing Body for approval. Business Continuity Plan activation On 18 th November 2015, the Business Continuity Plan was activated following a falling tree damaging part of the Easthorpe House building roof during a severe storm overnight. The damage prevented access to two ground floor offices for two working days and to three first floor offices for ten working days whilst repairs were made. The disruption affected sixteen staff across four teams. The Business Continuity Manager followed the action plan for access denial to work area as recorded within the Business Continuity Plan to manage the disruption (Appendix 1). The Initial Response Checklist and Actions and Responses Log was completed for the disruption, copies are included as Appendix 2 and Appendix 3. Two critical functions identified within the CCG s Business Continuity Plan were affected by the disruption for a period of two working days whilst unable to access their usual office. Rushcliffe CCG) Function Staff Group e.g. Director/Manager/Of ficer/administrator Number needed Workstation needed (inc: Desk, Phone, PC, access to Printer) Possibility of working from home on VPN Leadership Chief Officer 1 2 YES PA Support 1 NO Carers Breaks Service Administration Support 1 1 NO These critical functions were accomodated within other CCG offices at Easthorpe House. IT equipment and phones were redeployed to the temporary desks and services for these functions continued as usual once set up.

2 Two non-critical functions as identified within the Business Continuity Plan and also the Transformation team employed by Nottingham North and East CCG were also affected by the disruption. Service Function duties to ensure continuous compliance with statutory duties Clinical Assessment Service Length of Time Function can be Suspended For 1 day 7 days Although services were identified as able to be suspended for periods of time, all services were accommodated within Easthorpe House and once set up services continued as usual. All team equipment and telephones were transferred to an Easthorpe House meeting room for two working days and staff members operated from other offices within Easthorpe House or remotely from home during this period. The Clinical Assessment Service set up all equipment in an Easthorpe House meeting room for ten working days and operated from that meeting room for that period, all meetings scheduled for the room were re-booked. The Nottingham North and East CCG Transformation team transferred their equipment to the Easthorpe House hot desk room for ten working days and team members operated from that room or remotely from home during that period. All staff scheduled to use the hot desk room were notified that hot desks were no longer available and where possible were accomodated elsewhere. Summary of results The activation tested three areas of the plan; activation of the plan as the result of a disruption, raising awareness of a disruption and resolution of the disruption. 1. Activation of the plan As the disruption occurred at Easthorpe House out of office hours, this was identified by NHS Hotel Services Building Porter on opening the building. The Building Porter/ Cleaner notified Cofely as the building s maintenance company and Cofely then took appropriates action to review the damage and effect. The Business Continuity Plan activation identified that there was no process in place to notify the CCG of a disruption; therefore, staff only become aware of the disruption on arrival at the building. The Business Continuity Plan identifies the CCG s Chief Officer or one of two nominated deputies as needing to authorise activation of the plan. The Chief Officer was available was notified of the disruption on the day and approved activation of the plan. 2. Raising awareness of disruption As the Business Continuity Manager was not alerted to the disruption before arriving at the building, staff were already arriving at work at the time, therefore, it was not possible to notify staff in advance. Throughout the disruption, affected staff were updated regularly by the Business Continuity Manager regarding progress and expected timescales for a resolution.

3 Staff members scheduled to use the meeting rooms and hot desks were all known to CCG staff and so were able to be contacted to reschedule or cancel. Typically, details are only collected for meeting room bookings if external bodies booked the rooms. 3. Resolution of the disruption On identification of the disruption, NHS Hotel Services Building Porter contacted Cofely as the maintenance company for the building and NHS Property Services, Facilities Management Support Manager who arranged for Cofely to take appropriate action, to inspect the building and arrange for repair work to be completed. Conclusion The activation and review highlighted that the Rushcliffe CCG Business Continuity Plan was fit for purpose and would be effective in the event of a disruption. The activation and review has identified that content and action plan should remain the same. The exercise identified that there was no method for NHS Property Services or Hotel Services to communicate a disruption to the CCG outside of office hours. Contact details for the Business Continuity Lead at the CCG and Chief Officer would be passed onto NHS Property Services and Hotel Services with a request to contact if a disruption was identified. As a result of the activation and review, the Business Continuity Plan has been updated to reflect changes the NHS England Local team and providing the Business Continuity Manager contact details to NHS Property Services to be alerted in the event of a disruption. The activation was successful in testing the effectiveness of the Business Continuity Plan and identified necessary changes. A further exercise would be conducted in 12 months. Recommendations The Governing Body is recommended to: NOTE the findings of the Business Continuity Plan activation APPROVE the updated Business Continuity Plan

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5 Appendix 1 Type of disruption/event 1. Access denial to work area (any reason including fuel crisis) or utility failure (electricity, heating, water) IMPACT ON THE CCG FUNCTIONS BY THE DISRUPTION/ EVENT RISK RATING OF THIS EVENT Rushcliffe CCG would be unable to provide the Critical Functions as listed on Page 1 of this contingency plan and would also need to suspend non-essential functions until normal services could be resumed or alternative premises or access to premises was established. MEDIUM/LOW CONTINGENCIES AVAILABLE TO THIS CCG REGARDING THIS DIRUPTION/ EVENT Rushcliffe CCG staff are based at one main locations: Easthorpe House, 165 Loughborough Road, Ruddington, Nottingham, NG11 6LQ Some staff work across: All three south CCGs and/ or 6 CCGs across Nottinghamshire And are located at various locations across Nottinghamshire Critical functions Rushcliffe CCG staff who provide critical functions are able to work at locations listed above or by remote VPN at home. As per usual arrangements some staff are able to work from other locations across Nottinghamshire. Alternative premises to relocate these staff in the short term will be in conjunction with partnership discussions across all Nottinghamshire CCG sites and proximity of staff homes. With the approval of their line manager; staff at Band 7 or above could work remotely from home via VPN/Web access. Non critical functions In short term incidents staff covering non-essential roles could be asked to take annual leave or flexi time whilst they are unable to attend their designated place of work or an alternative site; if reasonable efforts have been made to attend work; if the interruption is caused by lack of access to fuel or severe weather. Please refer to the HR Policy document HR16/2009 this is also

6 covered in the Employment Handbook If the interruption is due to utilities failure, lack of access to the building or damage to the building or work area and an alternative arrangement cannot be found staff covering non-essential functions may be given time off at the discretion of their line manager. If the disruption has implications for the NHS Midlands and East regional team they will be contacted via the gold commander on call system for resilience planning INITIAL ACTIONS DURING THE DISRUPTION If there is an issue with your place of work: Receive notification of disruption from NHS Property Services to Business Continuity Manager verify the information and identify the anticipated timescale of the interruption contact the Business Continuity Manager to discuss access to alternative locations to relocate staff on a temporary basis as above if required notify staff via the Rushcliffe CCG communication cascade by and text message if incident occurs in hours or by text message only if out of hours. Contact NHIS on ext or to arrange IT/telecoms for the alternative sites for staff. If fuel shortage confirm continuation of critical functions implement flexible working arrangements for staff immediately communicate this to staff via text message. COMMUNICATIONS & MANAGEMENT CONTACTS Detail trigger points for events and list management contacts If severe weather e.g. snow confirm continuation of critical functions implement flexible working arrangements for staff, confirm communicate decisions to staff by text message Cordon established Building has to be evacuated notify staff of evacuation if in hours via / text message to relevant staff group. If out of hours if cordon will remain in hours notify staff by text message

7 **See attached cascade lists for Rushcliffe CCG staff. Damage or flooding to buildings: Utilities failure: Notify relevant staff via cascade of closure of building and alternative site to be used via /text message in hours/ via text message only out of hours Notify staff who work at all affected locations of alternative working arrangements and timescale of interruption and when normal arrangements are proposed. Provide number for staff to call to provide an update on progress or could advise staff to check on the CCG website for information Activate cascade to all staff as above. Provide flexible working arrangements to all staff ensuring critical functions are maintained. Refer to HR Policy HR16/2009 Severe Weather: Activate cascade to all staff as above. Provide flexible working arrangements to all staff ensuring critical functions are maintained. The NHS Midlands and East regional team will activate the Fuel Shortage Response Plan and issue temporary logos to staff who qualify under this scheme. Fuel Crisis:

8 ACTIONS IN RELATION TO STAFF Include details of contact lists held and the communications process with members of staff. ACTIONS IN RELATION TO SPACE Include details of accommodation for visitors and staff workplace areas. ACTIONS IN RELATION TO SUPPLIES & SERVICES Include details of supply lines and actions following loss of service or utility. PLANNING VULNERABILITIES & GAPS PROPOSED REMEDIAL ACTIONS Activate the Rushcliffe CCG Communications cascade: Separate contact lists for Rushcliffe CCG by site attached including phone list and contact list for staff NB. Senior CCG Managers should have access to this information for the staff in their respective sections Accommodation for Rushcliffe CCG staff providing critical functions will be available at other CCG sites. Hot desk facilities will be provided for staff that work less than 0.5 WTE each week. Space will be identified in alternative sites to allow for meetings with visitors to proceed. Contact NHIS on ext or regarding the access to IT/Telecoms at alternative sites and where remote working is established. Suppliers will be notified by staff responsible for ordering essential supplies for the Rushcliffe CCG of any alternative location arrangements for deliveries. If utility services fail within specific sites it will be the responsibility of the NHS Midlands and East regional team Resilience Manager to liaise with the utility provider on progress and timescales for restoration of services. See contact information provided within the Major Incident Plan under essential contacts. If the incident affects patient facing services as well as commissioning functions, priority will be given to services which provide these services in terms of alternative sites and support from NHIS in relation to IT/Telecoms issues. None OTHER ACTIONS/ COMMENTS Ensure all Rushcliffe CCG staff are aware of the plan and what is expected of them in incidents

9 Appendix 2 Initial Response Checklist Task Start a log of actions and expenses incurred (see Appendix 2) Completed Date/ Time/ By Whom Completed - Identify which critical functions have been disrupted Completed - Consult with the Chief Officer of Rushcliffe CCG (or nominated deputy if on annual leave) about activating BCM plan. Completed - Advise the NHS Midlands and East regional team that this plan has been activated. Seek permission from the Chief Officer of Rushcliffe CCG to suspend non-critical functions. Convene CCG Business Continuity Management Team Not applicable Not applicable Completed - o Evaluate impact of situation o Identify any particularly urgent issues e.g. legal/ contractual timescales etc o Decide on contingency actions to be taken o Identify staff, resources, equipment etc required Assign responsibility and timescales Inform members of the CCG staff (see Appendix 4) Relevant staff notified Inform relevant stakeholders (both internal & external) (see Appendix 5 contact details) Not applicable Inform Rushcliffe practices if a disruption of core business services is Not applicable suspected (see Appendix 6) Inform Governing Body members if a disruption of core business Not applicable services is suspected (see Appendix 7) Access Emergency Pack if required Not applicable Daily Tasks During the Recovery Process Convene CCG Business Continuity Management Team as necessary to monitor progress made, obstacles encountered and decide on continuing recovery process. Completed Provide updated information to staff & stakeholders Completed

10 Maintain a log of action and expenses. (see Appendix 2) Completed

11 Appendix 3 Actions and Expenses Log Date/ Time Decision / Action Taken By Whom Cost Incurred (if appropriate) 18/11/2015 Move Chief Officer and PA to Chief Officer work stations to other offices within the Rushcliffe CCG team at Easthorpe House 18/11/2015 Move Carers Breaks and Officer (Communications) work station and files to other offices within the Rushcliffe CCG team at Easthorpe House 18/11/2015 Move Clinical Assessment Service work stations and staff to Easthorpe House Principia Meeting Room 18/11/2015 Cancel/ re-book any meetings scheduled for Principia Meeting Room for duration of disruption 18/11/2015 Move Transformation Team work stations and staff to Easthorpe House hot desk room 18/11/2015 Cancel/ re-book any staff members scheduled to use hot desk room for duration of disruption 18/11/2015 Move Team equipment and necessary files to Thoresby Meeting Room 18/11/2015 Cancel/ re-book any meetings scheduled for Thoresby Meeting Room for duration of disruption 18/11/2015 Regular communication with NHS Property Services regarding progress of repairs and access to officers