T27: Background Notes and Ground Rules

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

Background Notes and Ground Rules

Explanation

Before the start of any test including simulation, the developer for the test will need to develop the following basic information:

• Background notes
  • Timing
  • Participants such as players and controllers
  • Objectives
• Ground rules

• The exercise will last from [time of commencement] to approximately [time of completion] (depending on area,   this exercise could take 6 hours)
• There will be a short (15 to 20 minutes) de‑brief for participants at the end of the exercise
• Detailed timings attached (these may be varied by controller depending on progress)

ABC Organization Administration Team members and selected business areas [building]:

• [Names of business units involved]
• Controller: [Name of Controller - Could be Business Continuity Coordinator or External Consultant]

The objectives of this test are to:

• Exercise 'players' (i.e. team leaders, deputies)
• Test recovery plans without actual relocation
• Identify gaps in skills, procedures, equipment availability and supporting information
• Meet the organization’s requirement for continuity plan testing and thus improve recovery plans

• You must preface ALL telephone communications from the EOC to non-participants with the words:

            "This Is a Business Continuity Exercise Message"

• No communications about, or in the course of, the exercise are to be made to non ABC Organization personnel unless you are specifically requested to do so as part of an exercise event.
• You will be briefed several times during the course of the exercise, either:
  • With a general situation report or update, or
  • With details of an 'event' and specific responses required from the area you represent
• A list of fictitious characters, which may be represented by the exercise controller, is attached (See section 6 Attachments)
• A specimen Template T21: Exercise Action Log Sheet is also attached. Please copy/use this as necessary to give you a record of what happened and when for review/follow-up purposes:
• Fill in details of action you take as you react to an event
• Hand in the Exercise Action Log Sheets to [Name of Controller] at the end of the exercise
• You may ask for any extra information you need at the time that an event is notified to you. Extra information may or may not be available
• You must not make up information. Provide appropriate replies as if the exercise was real life, naming real personnel and contacts as necessary
• Exercise time is not real time: please note the exercise time as it is notified to you
• Questions about exercise procedures will be resolved by [Name of Controller]

• Detailed timings of the test
• List of fictitious people 'participating' in the exercise (See Template T20: Test Participants)
• Exercise Action Log Sheet (See Template T21)
• Post Exercise Critique Form (See Template T18)

Source

Goh, M. H. (2006). Testing and Exercising Your Business Continuity Plan. Business Continuity Management Series (2nd ed.). Singapore: GMH Pte Ltd.

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