In nature the flow of a river can never be stopped. If an impediment is placed in its path its course will change immediately. Observe the same river in a year and the course will be different still. Come back in 10 years and the course of the river may be unrecognizable. The flow of a river is continual, uninterruptible and adaptable. So too must the natural flow of business. matter what obstacles arise, successful enterprises must go over, around or under them. Business Continuity Planning Presented by: Diane Engstrom Christian Brothers Risk Management Services 1
Opening Prayer Creator God, through your world and people that surround us, we pray that we may grow more aware this day of your life giving presence. Open our minds and hearts to apply the knowledge from today s web conference for the good of all. We ask these things in Jesus Name. Amen Business Continuity Planning Presented by: Diane Engstrom Christian Brothers Risk Management Services Envisioning the Future in an Uncertain World 2
What should I do in an Emergency? How do I contact my employees? What do I tell my customers? Where do we go? I need supplies and a PC so I can start working again! The press keeps asking me all these questions. What do I tell them? All my files were destroyed! What should I do now? Am I getting paid? Contingency Planning A Process t a Product Executive Approval & Support 3
4 Step Planning Process 1. Establish a Planning Team Step 1 Establish a Planning Team Select Committee Members Designate a Coordinator 4
4 Step Planning Process 1. Establish a Planning Team 2. Gather Information Step 2 Gather Information Essential Functions Priority 1 Essential Functions Most important to functioning and survival. 2 3 4 5 6 Least important function, as viewed by consumers and stakeholders. 5
Resource Requirements Vital Records Vital Record Who Needs Access How Often? Where Stored Format Copies Available? If Suppliers & Vendors Name Address Phone/Fax/ Contact Name Materials/Service Supplier #1 Backup Supplier Supplier #2 Backup Supplier Supplier #3 Backup Supplier 6
Software Inventory SOFTWARE INVENTORY LIST PROGRAM VERSION USED BY # OF LICENSES LICENSE KEY WHERE PURCHASED DATE PURCHASED 4 Step Planning Process 1. Establish a Planning Team 2. Gather Information 3. Develop the Plan Step 3 Develop the Plan 7
Table of Contents I. EXECUTIVE SUMMARY II. ESSENTIAL FUNCTIONS & RESOURCE REQUIRMENTS III. THREAT ASSESSMENT IV. TEAMS & RESPONSIBILITIES V. EDUCATION & TESTS VI. APPENDIX I. Executive Summary Mission of the Organization What constitutes an emergency/disaster The purpose of the Plan Objectives of the Plan 8
Organizational Threats THREATS A - Z Acts of God - air conditioning failure - arson Blackouts - blizzards - boiler explosion - bomb threats - bridge collapse-brownouts - brush fires Chemical accidents - civil disobedience communications failurecomputer crime - corrosive materials - Disgruntled employees- Denial of service - Earthquakes - embezzlement - explosives extortion - Falling objects - fires - floods - Hardware crash - high winds - heating or cooling failure - hostage situations - human error hurricanes - Ice storms - interruption of public infrastructure services - Just-in-time suppliers Kidnapping - Labor disputes - lightning strikes - Mold contamination - business continuity plan - Personnel non-availability - plane crashes - phishing - public demonstrations- Quirky software - Radiology accidents - railroad accidents - Sabotage - sewage backups - snow storms - software failure - sprinkler failure - Telephone problems - (the) theft of data or computer-thunderstorms - tornados - transportation problems (the) Unexpected - Vandalism - viruses - Water damage - workplace violence - Xenon gas leaks - Yellow fever outbreak - Zombie (hacker attack) Threat Assessment BUSINESS IMPACT ANALYSIS TYPE OF EMERGENCY (or threat) Human Property Business Internal External Probability Impact Impact Impact Resources Resources High Low Weak Strong 5 1 High Impact 5 1 Low Impact Resources Resources 5 1 Total The lower the score, the better Plan Assumptions How? Who? What? Why? Where? 9
Define Levels of Emergency Incident An event of short duration. Problem May be uncertain as to when normal operations will be able to resume. Emergency Major impact to your operations for an extended length of time. Who Declares an Emergency? Emergency Teams to Consider First Response Team or Emergency Response Team Life Safety Team 10
Emergency Teams continued Damage Assessment Team Emergency Communications Team Job Descriptions for each Team Check List for Team Member Responsibilities of the First Response Team Pre-Emergency Emergency Post-Emergency 11
Treasurer s Checklist Task Status Treasurer's Responsibilities Remarks Approves and/or provides funding for emergency expenses and purchases. Provides expense forms. Tracks additional expenses related to the emergency for insurance purposes. Increases individual credit card limits as needed. Contact banking authorities to.... Appendix Emergency Phone Numbers Directions to Alternate Locations Maps & Evacuation Routes Expense Sheets & Purchase Order Forms Activity Log Insurance Information Plan Distribution Schedule Plan Maintenance Log Plan Distribution WHO Name/Position Full Plan Limited Edition Format Storage Verified 12
Plan Maintenance Log Date of Change Section Page(s) Change Approval Brief Description of Change 4 Step Planning Process 1. Establish a Planning Team 2. Gather Information 3. Develop the Plan 4. Education & Testing Step 4 Education & Testing I hear, I forget. I see, I remember. I do, I understand. - Chinese Proverb 13
Employee Awareness Training Tabletop Exercise Discussion Questions 1. damage to property, employees are fine, however access to facility is restricted due to an external event. 2. Building has sustained damage, employees are fine. Unable to occupy facility for 2 4 weeks. 14
Functional Test Test Script Date of Test: Conducted at: Department(s) / Individual(s) Involved: Description of Test: Resources Required: FUNCTION TO BE TESTED WHO S RESPONSIBLE DESIRED OUTCOME ACTUAL OUTCOME ACTION ITEMS DIARY DATE COMPLETED Thank God we had a Plan! 15
If you were to evacuate from your building today and they announced you could not work at that site for at least the next two weeks, Do you know what to do next? Do your employees? QUESTIONS For more information: Diane Engstrom Director of Business Continuity Planning / Director of Operations Christian Brothers Services/Christian Brothers Risk Management Services 800-807-0300 x 2512 diane_engstrom@cbservices.org 16
17