[BCM] [BT] [E3] [BIA] [DP] [CBF] [4] Billing, Finance & Vendor Management

Detailed Business Processes

CBF-4: Billing, Finance & Vendor Management

In the context of business continuity management (BCM), understanding and safeguarding critical business functions is essential for ensuring operational resilience and sustainability.

For Bandtree, a government-linked company (GLC) under Darussalam Assets Sdn Bhd, the Billing, Finance & Vendor Management function plays a vital role in supporting the organisation’s corporate property management operations.

This function not only ensures financial stability but also underpins the effective delivery of services to key stakeholders, including government agencies and strategic partners.

Purpose of Chapter

This chapter focuses on Critical Business Function 4 (CBF-4): Billing, Finance, and Vendor Management, providing a detailed breakdown of its essential business processes (Sub-CBFs) that are crucial for maintaining operational and financial continuity.

Each Sub-CBF outlines a specific business activity that must be maintained or promptly restored in the event of a disruption, ensuring minimal impact to revenue, vendor relationships, and regulatory compliance.

Tailored examples relevant to Bandtree’s property management role in Brunei are included to provide practical context and applicability.

Critical Business Function (CBF-4): Billing, Finance & Vendor Management

CBF-4 Billing, Finance & Vendor Management is a critical backbone function that ensures financial operations run efficiently, vendor obligations are met, and accurate billing and collection activities are sustained.

In the context of Bandtree, which operates within the realm of corporate property management under the GLC framework, this CBF supports the company’s strategic and operational resilience by ensuring uninterrupted financial processes, regulatory compliance, and robust vendor relationships during business disruptions.

Sub-CBFs (Business Processes) under CBF-4 for Bandtree

Each Sub-CBF represents a key process area that must be maintained or restored promptly in the event of a disruption.

Below are the detailed sub-functions, along with real-world examples tailored to Bandtree's operations in Brunei:

Sub-CBF 4.1: Customer Billing & Invoicing

• Description: Generating and dispatching accurate invoices to clients (e.g., government agencies, commercial tenants) for rental and facility management services.
• Example: Monthly rental invoicing for tenants occupying office space managed by Bandtree in government buildings, such as the MOF Building or government campuses.
• BCM Consideration: Ensure availability of billing systems (e.g., cloud-based ERP), invoice templates, and access to client contracts during a disruption.

Sub-CBF 4.2: Payment Collection & Reconciliation

• Description: Monitoring incoming payments, reconciling transactions, and following up on outstanding accounts.
• Example: Tracking rental payments from various ministries and ensuring that overdue payments are flagged and escalated.
• BCM Consideration: Maintain off-site access to payment platforms and backup data on collections to ensure financial continuity in the event of a system failure.

Sub-CBF 4.3: Accounts Payable (AP) Processing

• Description: Managing outgoing payments to suppliers, contractors, and service providers.
• Example: Processing payments to facility maintenance contractors servicing government office buildings, or cleaning companies for janitorial services in Jerudong.
• BCM Consideration: Pre-approve critical vendors for payment prioritisation. Maintain secure access to e-banking platforms and vendor contracts during disruptions.

Sub-CBF 4.4: Financial Reporting & Budgeting

• Description: Producing timely financial reports for internal and external stakeholders, including Darussalam Assets and government oversight bodies.
• Example: Quarterly budget reports submitted to Darussalam Assets on project expenditure and revenue forecasts for government properties.
• BCM Consideration: Ensure secure, remote access to financial systems (e.g., SAP, Oracle) and continuity of reporting timelines during crises.

Sub-CBF 4.5: Vendor Onboarding & Contract Management

• Description: Onboarding new service vendors and maintaining updated service-level agreements (SLAs) and contracts.
• Example: Onboarding a new landscape contractor for government property in the Tutong district and tracking contract milestones.
• BCM Consideration: Store signed contracts securely in the cloud or off-site repositories. Ensure the legal team and procurement team can coordinate during disruptions.

Sub-CBF 4.6: Regulatory & Compliance Management

• Description: Ensuring compliance with Brunei’s financial regulations, including tax and audit requirements.
• Example: Filing company tax documents with Brunei’s Revenue Division or preparing audit submissions for the Darussalam Assets review.
• BCM Consideration: Maintain backup access to compliance documentation and ensure liaison contacts are available for engagement with regulators during disruption scenarios.

Sub-CBF 4.7: Insurance & Risk Financing Administration

• Description: Managing corporate insurance policies and risk financing measures to mitigate losses from property-related incidents.
• Example: Administering property insurance claims for damage to a government-owned facility managed by Bandtree following severe weather or flooding.
• BCM Consideration: Ensure that insurance policies, claims contacts, and historical claims data are accessible even during physical office inaccessibility.

Detailed Business Processes (Sub-CBF) Under CBF-4 Billing, Finance & Vendor Management – Bandtree

Supporting Capabilities for CBF-4 Continuity

• Cloud-based financial systems with remote access rights for essential finance personnel.
• Vendor prioritisation framework to determine critical suppliers during recovery.
• Manual invoice templates and offline forms to ensure basic operations can continue.
• Pre-established communication channels (e.g., WhatsApp groups, secure email) with vendors and customers for financial continuity.

Summing Up...

The effective continuity of CBF-4 Billing, Finance & Vendor Management is fundamental to Bandtree Sdn Bhd Brunei’s resilience, primarily as it serves critical government infrastructure and facilities.

As highlighted in the detailed breakdown of sub-processes, financial functions such as invoicing, collections, vendor payments, and compliance must be protected against disruptions through robust planning, system redundancy, and clearly defined recovery procedures.

By integrating these processes into its overall Business Continuity Management System (BCMS), Bandtree reinforces its accountability to government stakeholders, sustains trust with service providers, and ensures uninterrupted delivery of property management services across Brunei.

The continuity of this function, therefore, not only protects revenue and operations but also upholds the company's strategic role in national development.