Sample BCP

ABC Company Limited

Business Continuity Plan For

XYZ UNIT

Date Created: _________ Date Revised: ___________

Table of Contents

Emergency Management Team.......................................................................................................3 Emergency Operations Centre.........................................................................................................4 Primary Site................................................................................................................................4 Alternate Site..............................................................................................................................4 Scope and Objectives.......................................................................................................................5 FUNCTION – Order Fulfillment.....................................................................................................6 Order Fulfillment - Business Continuity Plan (BCP) Team.......................................................7 Team.......................................................7 Scenario 1 - No Access to Main Warehouse, Backup Site Available........................................8 Available........................................8 Scenario 2 - No Access to Main Warehouse, Backup Site Not Available...............................18 Available...............................18 Scenario 3 – Staff Shortages.....................................................................................................20 .20 FUNCTION – Order Entry............................................................................................................21 .21 Order Entry - Business Continuity Plan (BCP) Team..............................................................22 Team..............................................................22 Scenario 1 - No Access to Main Warehouse, Backup Site Available…………………………… Scenario 2 - No Access to Main Warehouse, Backup Site Not Available................................... Scenario 3 – Staff Shortages......................................................................................................... FUNCTION – Stock Replenishment.............................................................................................23 23 Stock Replenishment - Business Continuity Plan (BCP) Team...............................................24 Team...............................................24 Scenario 1 - No Access to Main Warehouse, Backup Site Available…………………………… Scenario 2 - No Access to Main Warehouse, Backup Site Not Available................................... Scenario 3 – Staff Shortages......................................................................................................... Exercise Log...............................................................................Error: Error: Reference source not found Document Revision History..........................................................................................................26 26

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Business Continuity Plan Page 3 M a n a g e m e n t XYZ UNIT --------------------------------------------------------------------------------------------------------------------------E

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Emergency G E N C Y M Management A N A G E M E NTeam T T E ( E M

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a m If a major incident/disaster occurs, Tthee Emergency Management Team (EMT) will be convened and the L e a d e r situation assessed. It will be the responsibility of this team to decide whether or not to implement the individual department/business unit Business Continuity Plans. The format of the EMT is illustrated in the following diagram:

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This Business Continuity Plan (BCP) will be activated by the BCP Team Leader, as identified in the g T e r e s a W a t s o n P a t t i R e is b u r g D o n S m it h instructions on C o the m Emergency m u n i c a t Management io n s P l a n nfrom i n g the Operations F i n a n Manager c e

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When an emergency has been declared

T e m T e m L e Ta ed me r L e Ta ed me r L B e Ca Pd e T r e a m L e a d e r L e a d e r s

by

the BCP Team Leader will report directly to the EMT Operations Manager for the duration of the emergency. All ad hoc requests for decisions, assistance with facilities, acquiring outside services, etc. will be directed by the BCP Team Leader to the EMT through the Operations Manager. It will be the BCP Team Leader’s responsibility to contact all team members or their alternates and ensure that they convene at the Emergency Operations Centre as defined in this plan. The BCP Team Leader will be responsible for the successful implementation of this plan.

Emergency Operations Centre Primary Site In the event that the XYZ UNIT is not accessible, the Business Continuity Teams will meet in the conference room at ABC Company Limited’s head office facility in Hamilton. The address of this facility is: ABC Company Limited 25 King Street West 6th Floor, Suite 645 Hamilton, Ontario L8N 3T5 Telephone: (905) 555-3983 FAX: (905) 555-3988 Directions: from the Mississauga area, take the QEW west to Burlington. In Burlington, at the QEW/403 junction, take Highway 403 West to the Main Street East exit. Follow Main Street east to the Hamilton Convention Centre. Underground parking is available at the convention centre. Exit the parking garage onto King Street and walk east to the Head Office facility.

Alternate Site No official EOC alternate site has been defined at this time. If during an emergency, the primary site defined above is not available, the Emergency Management Team will inform all relevant BCP teams as to the location and contact numbers of the EOC when initial contact is made.

Business Continuity Plan Page 5 XYZ UNIT ---------------------------------------------------------------------------------------------------------------------------

Scope and Objectives This plan covers a limited number of scenarios under which Business Continuity Plans would be implemented. They are as follows: 1. No Access to Main Warehouse, Backup Site Available 2. No Access to Main Warehouse, Backup Site Not Available 3. Staff Shortages

As determined by the Business Impact Analysis (see document A645-3), the following business functions are addressed by this plan. 1. Order Entry 2. Order Fulfillment 3. Stock Replenishment

FUNCTION – Order Fulfillment The XYZ UNIT warehouse picks and ships stock from a computer printed pick list. When the order has been shipped, the final quantities are entered into the local computer system. Each evening shipped order information is transmitted to the Head Office system for billing or back ordering purposes.


Order Fulfillment - Business Continuity Plan (BCP) Team Team Leader Sam Yong Address: 185 Sycamore Cres., Mississauga, ON Contacts: Office Tel: Ext: 8577 Home Tel: 555-9847 Cottage Tel: (519) 555-0934 (Haliburton area) Cell Phone: (416) 555-4399 Personal E-Mail: [email protected]

First Alternate Sarah Winters

Second Alternate Jim Borochuk

Team Member

First Alternate

Sarah Winters Address: 2456 Watson Blvd., Apt. 216, Brampton, ON Contacts: Office Tel: Ext: 8573 Home Tel: 555-5643 Cell Phone: 555-4833 Pager: 555-3039 Personal E-Mail: [email protected]

Jenny Crukshank Address: 876 Foxtail Dr., Mississauga, ON Contacts: Office Tel: Ext: 8534 Home Tel: 555-4555 Personal E-Mail: [email protected]

Team Member

First Alternate

Jim Borochuk Address: 764 Cardinal Cres, Mississauga, ON Contacts: Office Tel: Ext: 8545 Home Tel: 555-6635 Cell Phone: 555-9877 Pager: 555-4342 Personal E-Mail: [email protected]

Wendy Groggins Address: 876 Foxtail Dr., Mississauga, ON Contacts: Office Tel: Ext: 8533 Home Tel: 555-5597 Home FAX: 555-3833 Personal E-Mail: [email protected]

Second Alternate Dan Smith Address: RR#1, Norval, ON Contacts: Office Tel: Ext: 8544 Home Tel: (905) 555-3443 Personal E-Mail: [email protected]

Second Alternate Rob Benson Address: 77 Windemere Ave, Etobicoke, ON Contacts: Office Tel: Ext: 8595 Home Tel: (905) 555-3443 Cell Phone: 555-3980 Personal E-Mail: [email protected]

ORDER FULFILLMENT Scenario 1 - No Access to Main Warehouse, Backup Site Available Recovery Procedure The recovery procedure consists of implementing a manual procedure at a third party warehouse to pick, ship and bill orders until computer systems are available. When computer systems are available, picking, shipping and billing input will continue at the third party warehouse location until the XYZ UNIT facility is again available.

Recovery Time Objective (RTO) This plan is based on the fact that 80% of our revenues are generated by 20% of our products. The products that make up this 20% are stored as safety stock in an ACME Warehousing Ltd. facility located in Mississauga. During an incident our RTO is 4 hours after an emergency is declared . We will operate at an 80% revenue level until full access to our main warehousing facility is restored.

Recovery Location ACME Warehousing Ltd. 76 Matheson Blvd. Mississauga, Ontario L8U 4T5 Phone: (905) 555-7745 Directions to Backup Warehouse: From QEW: North on Highway 10 to Matheson Blvd. Turn left on Matheson – facility is on the left hand side, 1.4 kms from Highway 10. From Highway 401: South on Highway 10 to Matheson Blvd. Turn right on Matheson – facility is on the left hand side, 1.4 kms from Highway 10.


Dependencies This plan is dependent upon Acme Warehousing Ltd. having the designated backup warehouse available during the time that our facility is inaccessible. We are currently using this facility for safety stock for the products that constitute 80% of our revenue stream. This plan is dependent on the Head Office computer system being able to run the order entry and billing functions no later than 5 days after a disaster has been declared.

Other Considerations If the Acme site is out of operation because of some wide scale disaster, we will revert to the BCP scenario that takes this into account.

ORDER FULFILLMENT Scenario 1 - No Access to Main Warehouse, Backup Site Available Recovery Steps - Summary  Step 1 – Contact Business Continuity team members and arrange for a meeting.  Step 2 – Business Continuity team meets and reviews p lan.  Step 3 – Contact backup warehouse.  Step 4 – Contact warehouse staff and set up information meeting.  Step 5 – Review staffing requirements.  Step 6 – Meet with warehouse staff and inform of situation.  Step 7 – Visit backup warehouse and ensure FAX and telephone equipment is working.  Step 8 – Contact shipping companies and inform them of new pickup and drop-off location.

 Step 9 – Contact purchasing and stop delivery of identified products.  Step 10 – Contact sales to instruct customers of situation.  Step 11 – Meet with warehouse staff and review operating procedure.  Step 12 – Run a test order through the system.  Step 14 – Order additional shipping supplies.  Step 15 – Contact IT and determine when computer services will be restored.  Step 16 – Arrange for implementation of wa rehouse PC and printer.


ORDER FULFILLMENT Scenario 1 - No Access to Main Warehouse, Backup Site Available Step 1. Contact Business Continuity team members and arrange meeting. Contact team members (see BCP Team page for contact numbers) or their alternates and arrange a meeting time at the EOC.

Responsibility: Sam Yong Date Completed ______________ Initials: ____ Equipment/Office Supplies: Description

Telephone/FAX/Internet

Where

Contact

ORDER FULFILLMENT Scenario 1 - No Access to Main Warehouse, Backup Site Available Step 2. Contact Business Continuity team members and arrange meeting. Meet with BCP team members and assess the situation. Review the plan and determine whether or not all steps need to be taken. Based on the situation, do other steps need to be implemented. If so, document and assign responsibility. Prepare an implementation plan and submit to the Operations Manager of the EMT.

Responsibility: Sam Yong Date Completed ______________ Initials: ____ People/Services: Description

Function

Contact

Emergency Management Team Operations Manager

EMT Main Contact

Bob Salesworth 555 – 3983 (Hamilton) 555 – 8746 (Mississauga)


ORDER FULFILLMENT Scenario 1 - No Access to Main Warehouse, Backup Site Available Step 3 – Contact backup warehouse. Contact the backup warehouse and inform them that we are invoking our Business Continuity Plan. Arrange a time for an on site visit.

Responsibility: Sarah Winters Date Completed ______________ Initials: ____

Facilities: Description

Where

Contact

Backup Warehouse

ACME Warehousing Ltd.

Henry Watson

76 Matheson Blvd.

General Manager

Mississauga, Ontario

(905) 555-7745

L8U 4T5

ORDER FULFILLMENT Scenario 1 - No Access to Main Warehouse, Backup Site Available Step 4 – Contact warehouse staff and set up information meeting. Contact all warehouse staff and invite them to a situation status meeting. Unless otherwise determined by the Business Continuity Team, this meeting will occur at the EOC.

Responsibility: Jim Borochuk Date Completed ______________ Initials: ____

Vital Records: Description

Where

Contact

List of Warehouse Employees

EOC – Backup Media Room

Walt Smith 555-8383 (Hamilton) 555-9483 (Mississauga)

Equipment/Office Supplies: Description

Telephone/FAX/Internet

Where

Contact


ORDER FULFILLMENT Scenario 1 - No Access to Main Warehouse, Backup Site Available Step 5 – Review staffing requirements. Review warehouse staffing requirements based on the BCP. Our agreement with ACME states that their current staff will assist in order picking. We will provide a manager, quality control, shipping, and administrative personnel. Set up shift schedules and determine whether any of our employees are considered redundant. Be prepared to inform redundant employees of their status until full operations are resumed.

Responsibility: Sam Yong Date Completed ______________ Initials: ____

ORDER FULFILLMENT Scenario 1 - No Access to Main Warehouse, Backup Site Available Step 6 – Meet with warehouse staff and inform of situation. Meet with the warehouse staff and review the situation. Inform them of the immediate plans, shift schedules and assigned duties. Review redundancy policy if applicable.

Responsibility: Sam Yong Date Completed ______________ Initials: ____


ORDER FULFILLMENT Scenario 1 - No Access to Main Warehouse, Backup Site Available Step 7 – Visit Backup warehouse. Do an on site inspection of the backup warehouse facility. Ensure that all required equipment (see table below) is present and in working order. Ensure all required support supplies (see table below) are present.

Responsibility: Sarah Winters Date Completed ______________ Initials: ____ Equipment/Office Supplies: Description

Where

FAX Machine Telephone

Order receiving room as defined in our contract with ACME. West side of building near front entrance.

FAX Operations Guide and Service Manual

In bookcase next to FAX Machine.

Contact

EZ Communications Ltd. FAX Servicing & Maintenance (905) 555-3838

500 Shipping Cartons

Aisle 10, Bin 45

12 x 12 x 12 1000 Shipping Cartons

Aisle 10, Bin 46

5000 Shipping Labels

Aisle 10, Bin 47

Pens, paper,

Order Receiving Room

Stapler


Order Shipping Log


ORDER FULFILLMENT Scenario 1 - No Access to Main Warehouse, Backup Site Available Step 8 – Contact Shipping Companies. Contact shipping companies (see table below) and advise them of the new pickup and delivery location. If new schedules are required, advise accordingly.

Responsibility: Jim Borochuk Date Completed ______________ Initials: ____ People/Services: Description

Function

Contact

Purolator Courier

Courier Service

Sally Wentworth Mississauga Phone: (905) 555-3933 FAX: (905) 555-3934

Trans-Border Freight

Product Shipping (USA)

Kent Harrelson Hamilton Phone: (905) 555-9982 FAX: (905) 555-9980 E-mail: [email protected]

Rite Time Trucking

Product Shipping (Canada)

Lori Kent Toronto Phone: (416) 555-8474 FAX: (416) 555-1982

ACE’s Delivery

Local Delivery

Ed Campinos

(Small shipments)

Toronto Phone: (416) 555-5564 FAX: (416) 555-3999

ORDER FULFILLMENT Scenario 2 - No Access to Main Warehouse, Backup Site Not Available


Recovery Procedure The recovery procedure consists of ……..

ORDER FULFILLMENT Scenario 3 – Staff Shortages Recovery Procedure The recovery procedure consists of ……..


FUNCTION – Order Entry The XYZ UNIT takes orders which are phoned or Faxed into the CSR (Customer Service Representative) department. These orders are keyed into the Head Office order entry system. Depending on stock availability, orders are backordered by the system, or a picking slip is printed in the Saville warehouse.

Order Entry - Business Continuity Plan (BCP) Team


FUNCTION – Stock Replenishment The XYZ UNIT warehouse is replenished automatically by output from the automated warehouse replenishment system (WRS) which resides on the head office computer systems. Replenishment requirements are reviews by Head Office purchasers and orders then placed with our suppliers.

Stock Replenishment - Business Continuity Plan (BCP) Team


Exercise Log Date

Type of Exercise

Comments

Oct. 23, 2000

Communications

Many telephone numbers were out of date or incorrect.

Document Revision History Date

Author

Revision

Aug 12, 2000

G. Mohr

Document Created

Oct. 25, 2000

G. Mohr

Updated telephone numbers after communications exercise.

Sample BCP

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