Exercise Incident Sheet Samples

This is a series of useful templates that you can use to develop the Testing and Exercising program.

Exercise Incident Sheet Samples

Explanation

These are samples of exercise incident scenarios which build up from the foundation phase of notification, to intermediate phases such as emergency response, movement to alternate (recovery) sites, resumption and beyond, and into the last phase of moving into recovery and other areas. Readers can modify these samples in tandem with the business environment in which they operate.

Exercise Scenario: 1

Incident Scenario Number: 1

Phase exercised: NOTIFICATION

Issued at (Actual time): 10.15 hrs

Exercise time: Mon 21.30 hrs

Current Situation:

The following information has been passed to you by your manager who has asked if he can leave the matter with you (he was at a dinner party, sounded merry (very), and did not want further interruption)

Local Authority engineer has declared the [Name of building] building unsafe.
Building is out of bounds, no access allowed until a detailed site survey has been completed. This will be undertaken as a matter of urgency starting at 07.00 hrs tomorrow.
No salvage is possible at this stage.

General Requirement

Who would you contact and what would you tell them to do?
How soon would you be able to complete appropriate notification?
Consider who you would contact with what instructions and how long would it take. Be prepared to answer the specific points for your area (see “Specific Requirements” below)

Specific Requirements

Business Continuity Team Member	Points to Cover During Briefing
Organisation BCM Coordinator	What coordination action would you take? Which members of executive management would you contact?
Facilities	What preliminary arrangements would you make regarding the possible need to salvage/ relocate equipment?
IT (including systems development, help desk)	Which system resources are expected to be re-created elsewhere?
Communications (Networks)	Which system resources are expected to be re-created elsewhere?
Communications (Voice)	What initial actions can be taken to divert voice communication as soon as possible?
Human Resource	Are there any important actions that need to be initiated at this point?
PR/External Relations	Would you take any immediate actions?
Purchasing	Would you take any immediate actions?
Business Areas	What instructions did you give your staff about reporting for work in the morning? What other measures did you actually take last night before leaving the office? What special pressures are there on your area at present?

Exercise Scenario: 2

Incident Scenario Number: 2	Phase exercised: EMERGENCY RESPONSE
Issued at (Actual time): 10.45 hrs	Exercise time: Tue 08.05 hrs
Current situation: [Name of building] has been closed and [Name of another building] is now not accessible. Before they go any further with their side of investigations, emergency services (public authorities) are pressing for confirmation of absence of hazardous materials on site. Report on “Today” radio program about “ABC organization’s business base being undermined” (Broadcast in 08.00 news bulletin).
General requirement: The Support Group is to prepare a suitable briefing with recommendations for the Crisis Management Team (CMT) to enable them to make a decision regarding the declaration of a disaster. They (CMT) were expecting to be at the [Name of building] Crisis Command Operations Center (CMOC) at 09.00 hrs today. Where would you actually meet? How would everyone know to go there?

Specific Requirements

Business Continuity Team Member	Points to Cover During Briefing
Organisation BCM Coordinator	What declaration criteria would the CMT be using? Provide sample criteria. Provide an outline format/content for your part of the briefing. What specific issues would you cover? Where would you relocate CMOC activities? What kit is available at this alternative location? Provide list.
Facilities	Provide an outline format/content for your part of the briefing. What specific issues would you cover? How long would it take to activate the new CMOC? What proof do you have to support your confirmation on hazardous materials to the emergency services (public authorities)?
IT (including systems development)	Provide an outline format/content for your part of the briefing. What specific issues would you cover?
Communications (Networks)	Provide an outline format/content for your part of the briefing. What specific issues would you cover?
Communication (Voice)	Provide an outline format/content for your part of the briefing. What specific issues would you cover?
Human Resource	Provide an outline format/content for your part of the briefing. What specific issues would you cover?
PR/ External Relations	What actions will you take regarding the “Today” report? Provide an outline format/content for your part of the briefing. What specific issues would you cover?
Purchasing	Would you be asking the CMT to issue any special authorities? Provide an outline format/content for your part of the briefing. What specific issues would you cover?
Business Areas	Provide an outline format/content for your part of the briefing. What specific issues would you cover? Be prepared to give a short feedback to the CMT about your current situation and relevant business issues.

Exercise Scenario: 3

Incident Scenario Number: 3	Phase exercised: RECOVERY (MOVEMENT TO ALTERNATE OR RECOVERY SITES)
Issued at (Actual time): 11.45 hrs	Exercise time: Tue 10.30 hrs
Current situation: Declaration of disaster was made at 10.20 hrs by the CMT [Name of building] staff are now waiting for instructions
Buildings (including non ABC organization) to which staff have gone want to get their space back.

General Requirement:

Consider the immediate actions that follow the declaration decision, and the need to re-locate [Name of building] personnel and get them working.

Where would staff go in this type of situation:

Initially, when first evacuated/excluded?
Later, i.e. alternate (recovery) site?

Specific Requirements

Business Continuity Team Member	Points to Cover During Briefing
Organisation BCM Coordinator	Coordinate for all business continuity team.
Facilities	Under co-ordination by the Business Continuity Coordinator, what instructions would be issued?
IT (including systems development)	Where do they go? How?
Communication (Networks)	The CMT want to know the timescales that you are working to and for ‘getting people on-line’ as they put it. What do you say?
Communication (Voice)	On what information will you base diversion of voice communications, both at the alternate (recovery) site and also where anyone is displaced to make room for ex [Name of building] staff?
Human Resource	Some staff are very reluctant to leave current locations without solid reassurance about where they should go after today, and any additional costs they face. Some are questioning the authority of the organization for moving their place of work at all. How do you deal with this?
PR/ External Relations	Draft a suitably concise and effective press release. Be prepared to explain the process and personalities involved in clearing this release. Hand in a list of agencies with contact details to which the release would be sent to.
Purchasing	What additional costs does the organization face in regard to equipping an alternate (recovery) site? What records need to be kept for later insurance claims?
Business Areas	How will you cope in the absence of normal systems/ on site resources? Which facilities/ systems/resources normally available to you at [Name of building] would you miss most? What offsite information stored for recovery, would you be recalling? How would it get to alternate (recovery) site, and who would be responsible for this? What salvage priorities will you be able to state to Salvage Teams, and in how much detail can you brief them?

Exercise Scenario: 4

Incident Scenario Number: 4	Phase exercised: RESUMPTION (OF BUSINESS)
Issued at (Actual time): 13.30 hrs	Exercise time: Thursday week (am) following the disaster declaration
Current situation: Denial of access to the [Name of building] building continues. Limited access for salvage has been allowed since initial structural safety work was completed this Monday afternoon. Due to an otherwise very boring week (no political scandals), the media are very short of stories and are getting close to ‘inventing copy’. Some difficulties have been experienced with local crime syndicates (i.e. theft). The building cannot be occupied for normal purposes for at least 3 months, during which major building work will be carried out. Those ‘displaced’ by [Name of building] evacuees are getting concerned about how long it will be before they can get back into their normal work areas.
David Tan and his family are on a flight back from Manila, Philippines, being something of the heroes of the day after the coup, due to quick thinking when confronted by an angry crowd in the capital shortly before the affair ended bloodlessly: something about being cool and calm and re-assuring words at the right time. There is intense media interest upon their arrival. Due to a very unfortunate coincidence, many of your primary supplier contacts are away and their companies shut down, due to the ‘Suppliers’ Conference Week’ in Beijing, China. Twice the numbers of calls are being received from existing customers, concerned about their business with ABC organization.
General Requirement: Consider the medium and long term requirements of the situation. Justify your responses to specific aspects with documentary evidence contained in plans or supporting information.