Notes

Outline

Business Continuity Planning Resource Management Concepts, Inc. November 6, 2003

Why Do You Need a Business Continuity Plan? Restore operations after a disaster Continuity of operations Protect your employees and assets Do not assume “it will never happen to me”

What is a Disaster? Any condition that prevents you from performing your critical business functions in an acceptable period of time.

What Are We Planning For? Natural Disasters Tornado Calvert / Charles Counties Hurricane/Flood Hurricane Isabel, bay, rivers and flood areas Fire The California fires could happen anywhere Winter weather Ice storms/heavy snow storms

What Are We Planning For? Manmade Disasters Environmental Chalk Point Oil Spill Blackout Calvert Cliffs/Cove Point LNG Plant Virus Attack Terrorism

Critical Aspects of a Business Continuity Plan Prioritize critical operations Identify key staff & infrastructure components Ensure plans are tested at all levels

Planning Considerations Human Resources Communications Manual Procedures

Three Components Part I:  Pre-Planning Phase Before the lights go out! Part II: Emergency Response Plan Immediate response to the disaster Part III:  Business Recovery Plan Pre-established plan to restore essential business functions

Part I:  Pre-Planning Financial Planning Establish manual operations for critical automated processes Make payroll and tax deposits early Review insurance and have policies on hand Maintain a fixed asset inventory Maintain a general inventory & value list

Pre-Planning (continued) Personnel Identify critical staff and positions Cross train staff for critical business functions Train on emergency response actions Create a Disaster/Business Recovery Team to assess damage and recover

Pre-Planning (continued) Facilities Develop & exercise a Facility Evacuation Plan Identify alternate locations to use if your facility is damaged or destroyed Identify critical business equipment and a plan to protect or replace it Secure generator(s) for critical systems Review/update Emergency Response Plans required by regulatory guidance

Pre-Planning (continued) Communications Uninterrupted Power Supply for phone system Employee phone tree with home/cell numbers List of business contacts and phone numbers Retrievable and portable Communication Plan for suppliers, customers, and landlord Media plan

Pre-Planning (continued) Information Technology IT systems recovery plan - identify responsible staff and equipment sources Identify off-site data storage/operations areas Establish a routine back-up schedule Build “critical systems” redundancy Uninterrupted Power Supply for IT systems

Pre-Planning (continued) Inventory Develop alternate supplier relationships Adjust inventory levels when aware of an impending disaster

Pre-Planning (continued) Security Protection of special assets due to high value, environmental impact, or national security Plan on how to protect your property and inventory from looters

Part II:  Emergency Response Plan (ERP) Objectives Contact local emergency services Evacuate and account for employees/visitors Control hazardous chemical spills or releases Protective measures for property

ERP (continued) Identify Responsibilities Management Team:  Evacuation, account for employees, initiates communication plan Response Team Emergency Response Officer:  Maintains emergency equipment, conducts drills and training Health and Safety Officer:  Maintains first aid equipment, first aid training, documents injuries

ERP (continued) Develop guidelines for the following: Fire:  Alarms, classified material, cordon off danger area Inclement weather:  Instructions for reporting to work, communication channels (local radio/TV stations) Bomb threats:  Employee phone checklist Hazmat spills:  Seal off site to mitigate contamination

ERP (continued) Develop an Evacuation Plan Identify primary and secondary routes Identify a Designated Assembly Area Account for employees Conduct drills on your Evacuation Plan

ERP (continued) Training for all personnel Emergency reporting Evacuation routes Alarm systems and equipment Specific assigned duties

Part III: Business Recovery Plan Identify Disaster Status Assess ongoing threat to personnel Mobilize Disaster/Business Recovery Team Start an Event Log Notify management and key employees Notify appropriate emergency services (FEMA, Red Cross, etc.)

Business Recovery Plan (continued) Assess the impact of the disaster Human Resources Facilities Power and utilities Communication and IT systems Inventory and supplies

Business Recovery Plan (continued) Recovery Actions Inspect facility before employees return Set-up alternate facility if necessary Retrieve backup data from offsite-storage Make reports to appropriate entities Landlord, insurance company, etc. Communicate with vendors, customers, banker, and the media if appropriate

Pitfalls Not having a plan Not maintaining a plan Not exercising plans Not identifying essential functions Not identifying key responsibilities Not coordinating plans with partners

Conclusion… The overall Business Continuity Plan includes: Pre-Planning Emergency Response Plan Business Recovery Plan A top-down commitment must be demonstrated through training, awareness, and clear policies and standards

"Remember:" Remember: “The time to repair the roof…      … is when the sun is shining.” - John F. Kennedy         “Failure to prepare is                             preparing for failure.”          -  John Wooden

"For your emergency planning needs" For your emergency planning needs, contact: Rich Gast Resource Management Concepts, Inc. 46970 Bradley Blvd., Suite B Lexington Park, MD 20653 301-862-7501