Business Continuity Planning Tool Kit Hiawatha First Nation August 26, 2008

What is Business Continuity Planning?  Plan that enables critical services to be continually delivered to the community  Prepare BCP for each essential service/program

Business Continuity Plan Includes:  Plans, measures, and arrangements to ensure the continuous delivery of critical services  Identification of necessary resources including personnel, information, financial allocations, legal council, infrastructure protection and accommodations to support business continuity * A Guide to Business Continuity Planning. Government of Canada, Office of Critical Infrastructure Protection and Emergency Preparedness, p. 3.

Where does BCP fit in Your Pandemic Plan? Natural Disaster Continuity of Essential Services Biochemical Disaster Nuclear Disaster Pandemic

Lessons learned from Sept. 11 (1)  Plans must be updated and tested frequently  All types of threats must be considered  Dependencies and interdependencies should be carefully analyzed  key personnel may be unavailable  Telecommunications are essential  Alternate sites for IT should be situated close to the primary site

Lessons learned from Sept. 11 (2)  Employee support (counselling) is important  Copies of plans should be stored at off-site secure location  Sizable security perimeters may surround the scene of incidents involving law enforcement, and can impede personnel from returning to buildings  Increased uncertainty following a high impact disruption may lengthen time until operations are normalized *A Guide to Business Continuity Planning. Government of Canada, Office of Critical Infrastructure Protection and Emergency Preparedness, p. 2.

Important Components  Essential services/functions  Implications of service disruptions

Effects of a Pandemic on a Business  Reduced labour supply, including your employees or availability of subcontractors or temporary employees  Customer orders (cancelled or not filled)  Interruptions in getting supplies or materials (especially if imported by air or land, including goods that go through international borders and customs)  Change in demands (e.g.: increased internet use, decreased tourism/travel)

Effects of a Pandemic on a Business  Reduction or restrictions on public meetings or gatherings (including sports, clubs, theatre, community centres, restaurants, religious gatherings, etc.)  Restrictions on travel (regional, national or international)  Reduced availability of health care or home care services

Effects of a Pandemic on a Business  In more extreme situations, possible disruptions in other services such as telecommunications, financial/banking, water, power (hydro), gasoline/fuels, medicine, or the food supply* * Canadian Centre for Occupational Health and Safety. Business Pandemic Influenza Checklist, p. 4

Emergency Planning Committee Appoint someone to oversee the BCP process

Emergency Planning Committee Points of Consideration:  Use existing emergency planning committee/working group  Establish a new committee/working group if necessary  Committee members should be from the senior level with decision making authority

Emergency Planning Committee  List the members of your existing emergency planning team  For new committee: List key senior members with decision making power in your organization. Representatives from each major business/program From this list, narrow down to maximum of 8 members

Each Essential Service Program  List all your essential services  In each essential service, list activities and the personnel/positions responsible for these activities  Ask the members of each program to categorize each activity in the 4 Levels of Program Components/Activities identified in the Ontario Health Pandemic Influenza Plan

4 Levels of Program Components/Activities  Priority Level A – Must Do – critical services, cannot be deferred or delegated.  Priority Level B – High Priority – do not defer if possible or bring back as soon as possible  Priority Level C – Medium Priority – can wait if Pandemic is not too long  Priority Level D – Low Priority – can be brought when the Pandemic is over *Ontario Health Pandemic Influenza Plan (2007), p

Each Essential Service Program Identify the number of staff (by classification) to maintain service/function  Include essential services/functions created or increased by the surge activity. Identify any special requirements necessary to perform these essential services/functions (e.g. licence to operate water treatment plant, etc.)

Each Essential Service Program Identify and develop a skills sets list of all personnel in each program. This will help to: Cross train and reallocate staff within the business unit or across the corporation. Document:  E.g. Essential Services/Functions Staffing Allocations Table* *Niagara Region Public Health Unit. Pandemic Influenza Response Plan Business Continuity Planning Toolkit, p. 12.

Identify and Document  Identify issues/implications that may arise as a result of reduction or cancellation of service.  Identify relevant issues/functions that may arise when the level of service is modified.

Identify and Document Examples: Documentation Template Maintaining Essential Services/Functions Niagara Region Public Health Unit. Pandemic Influenza Response Plan Business Continuity Planning Toolkit, p. 15 MOHLTC – Emergency Preparedness Checklist Ontario Ministry of Health and Long Term Care (2006). Preparedness Checklist for your Agency/business.

Identify and Document Examples: Business Continuity Plan Checklist Canadian Centre for Occupational Health and Safety., Business Continuity Plan p. 8, 9. Business Pandemic Influenza Checklist Canadian Centre for Occupational Health and Safety. Business Pandemic Influenza Checklist.

Essential Service and Redeployment Availability Worksheet (Adapted from Simcoe Muscoca District Health Unit Pandemic Influenza Plan, p. 161) TeamProgram Service/ ActivityProf. Designate Priority A/B/C/D Current FTE 100% FTE Min FTE Required FTE Available

Documentation Template Maintaining Essential Services/Functions (Adapted from Niagara Region Public Health Unit “Pandemic Influenza Response Plan Business Continuity Planning Toolkit) Business Group: Essential Service (identify and provide brief description) Individual/Position Responsible for implementing specific action planName (Phone Number) ( Address) Activation Procedure (describe) Corporate and Community Impact Issues list any) Action Plan (list action plan including notifications plans, communications strategy, staffing reallocations plans, use of other sector services, any change in scope of service delivery, monitoring and reporting needs, etc.) Resource Needs (list needs and contact information for resource needs – staffing, equipment, contracting out services) (Name and Business Address) (Phone Number) ( Address) Training Needs (outline training plan as required)

Revise, Test and Update  Once your Business Continuity Plan is complete, it will require at least annual review for necessary revisions.  Conducting emergency exercises will help you to: 1. Understand your Business Continuity Plan 2. Identify strengths, gaps and needs.

References A Guide to Business Continuity Planning. Government of Canada, Office of Critical Infrastructure Protection and Emergency Preparedness, p.2,3. Ontario Ministry of Health and Long Term Care. Ontario Health Pandemic Influenza Plan (2007). Public Health Services, Section 7.4, pp rogram/emu/pan_flue/ohpip_mn.html

References Ontario Ministry of Health and Long Term Care (2006). Preparedness Checklist for your Agency/business. am/emu/plan_flu/guide.pdf Pandemic Influenza Response Plan Business Continuity Planning Tool Kit (2006). Niagara Region Public Health. s/pandemicplanning/pdf/NR_Pandemic_WKBK.pdf

References Simcoe Muscoca District Health Unit Pandemic Influenza Plan (2006), p Canadian Centre for Occupational Health and Safety. Business Continuity Plan, p. 4, 8, 9 Canadian Centre for Occupational Health and Safety. Business Pandemic Influenza Checklist.