DISASTER PREPAREDNESS After a Crisis of Any Size IN 3 EASY STEPS Fast and Easy Ways to Resume WIC Services After a Crisis of Any Size Peg Jackson, DPA, CPCU NWA Leadership Academy

Learning Agenda Business Continuity Planning The value proposition of Business Continuity Planning Systems that must be in place BEFORE ANYTHING HAPPENS! How to prepare a fast and easy Business Continuity plan

What is Business Continuity Planning? Business Continuity Planning is the means by which your WIC office can develop a plan to resume essential operations immediately following a business interruption.

It isn’t just for catastrophes! Most business interruptions are localized –limited to the office or the surrounding building(s) – not the community at large. Dealing with a business interruption requires the WIC office to be prepared and have a plan in place.

Benefits of Having A Business Continuity Plan Resume operations as quickly as possible Serve clients Keep valued employees Maintain the WIC Office’s excellent reputation

Sources of Business Interruptions Cyber Structures Fire Architectural/ HVAC malfunction data breaches hacking malware computer viruses intentional manipulation of data by an employee

More Sources of Business Interruptions Person-made Weather Spread of a communicable disease such as the flu Workplace violence Mishandling of a client case or mistreatment of a client Employee dishonesty Discrimination or harassment Civil disorder Weather Severe storms Hurricanes & tornados

will be remembered long after the event has passed. How your WIC office responds to a crisis will be remembered long after the event has passed.

What must be in place PRIOR TO a business interruption? Back-up of electronic files Systems to restart the IT system

What must be in place PRIOR TO a business interruption? System to contact staff, clients and vendors Crisis communication system.

Timeline of Disaster & Emergency Preparedness and Response Develop Business Continuity Plan Timeline of Disaster & Emergency Preparedness and Response Ongoing Training Crisis Mgt Business Recovery Total Restoration Emergency Response INCIDENT!! Continuity Plan Implementation (0-1 hour) (1 Hr- 3 days) (2 days-months)

Hit the Reset Button!

Dealing with an Emergency or Crisis Respond to the immediate emergency. Regroup Move out of the crisis/emergency toward resumption of normal operations. Resume normal operations

Structure of the Plan Respond to the Crisis Emergency Scenarios and Response Protocols Floor Plans, Evacuation Procedures and Emergency Phone Numbers for Building Management. Media Contacts

Re-group Moving Beyond the Crisis Contacting your staff and clients Finding an alternative location if needed What supplies/equipment do you need? Staff Availability Worksheet Square footage of satellite facilities including retail and food/beverage Alternate Office Space Requirements Essential Supplies and Equipment Outsourced Functions and Vendor List Telecommunications and Internet-related information Finance

Resume What must be accomplished in the first 72 hours? When will your clients receive service again?? Critical Functions – Executive Office Staffing and depth of staffing Location of Records Finance

Typical Plan Protocols Communication with clients and staff Services! Possibly at an alternative site. Public relations and media contact Protection of sensitive documents and/or digital records Financial Funds Insurance coverage, claims procedures, loss documentation Use of credit

IT Protocols The sooner your organization can access its electronic files and databases, the sooner it can resume operations. Back-up of current databases Back-up hard drives Remote access Emergency information to be posted on websites

Things to Consider Remote access to data files Alternative location for serving clients? Do the clients know how to reach the WIC Office? What do you need to have in place to start serving clients again? Alternative vendors for essential supplies? Development of. Identification of resource needs for resuming operations and where they can be obtained quickly. List of alternate vendors to supply these resources. Have staff and managers developed a personal/home plan? Creation of contingency plans for supplies, inventory or other essentials.

A Final Note Practice, practice, practice Establish back-up systems for email and your WIC office website. Have you tested out your back-up systems? Your back-up systems offer no value if you have never tried them out to see if they work! This testing needs to take place at least twice a year

Your Clients are Depending on You!

Sign up now and receive a discount! Stay Tuned! Leadership Academy is offering online workshops and individualized assistance to prepare your WIC Office’s Business Continuity Plan. Sign up now and receive a discount!