[BCM] [e2i] [E2] [C2] Project Management

Chapter 2

Business Continuity Management Planning Methodology for the Employment and Employability Institute

Business Continuity Management (BCM) is a systematic process governed by the ISO 22301 standard, designed to ensure the uninterrupted delivery of critical services during disruptions.

At the Employment and Employability Institute (e2i), where empowering Singaporeans through employment support and upskilling initiatives is a core mission, the effective management of a BCM project is essential to maintaining operational resilience.

This chapter discusses the Project Management Phase, which is the foundational phase of the seven-phase BCM planning methodology.

It outlines how e2i can plan, initiate, and manage its BCM programme to align with its strategic goals and ensure long-term service continuity.

1. Objectives of the Project Management Phase

The Project Management Phase sets the stage for the BCM programme by establishing the framework, scope, timeline, resources, and governance structure necessary for successful implementation.

For e2i, this means:

• Ensuring leadership commitment from senior management
• Appointing a qualified BCM project manager or coordinator
• Forming a BCM project team with cross-functional representatives
• Defining clear objectives and deliverables aligned with ISO 22301
• Establishing a project charter and governance model

2. Establishing Executive Support and Governance

Securing top management commitment is critical. At e2i, this could involve the Chief Executive Officer (CEO) and divisional directors endorsing the project charter and allocating resources.

A BCM Steering Committee, chaired by a senior executive, should be formed to provide oversight and make strategic decisions.

Example

e2i’s senior management endorses the BCM initiative as a key enabler of organisational resilience, especially in light of past disruptions such as the COVID-19 pandemic and IT system outages.

The CEO appoints the Director of Corporate Services as the Executive Sponsor of the BCM programme.

3. Appointing the BCM Project Manager and Team

A qualified BCM Project Manager (PM) should be appointed to lead the implementation. This individual may come from the Risk Management, IT, or Operations team, depending on internal structure.

Example

e2i appoints the Assistant Director of Risk and Compliance as the BCM Project Manager.

The PM is tasked with assembling a project team comprising representatives from:

• Customer Service and Operations
• IT Services
• Human Resources
• Facilities Management
• Outreach and Events

This diverse team ensures all critical areas of the institute’s work are represented.

4. Defining the Scope and Objectives

The project scope should cover all critical services and operations that support e2i’s mission. Key activities include:

• Identifying priority business functions
• Mapping supporting resources and systems
• Establishing timelines and success criteria

Example

The project scope for e2i includes continuity planning for services such as:

• Job matching and career coaching
• Online registration and appointment systems
• Grant and funding support processes
• e2i events and career fairs
• Partner and employer engagement services

5. Developing the Project Plan and Timeline

A detailed BCM Project Plan should outline milestones, deliverables, dependencies, and timelines for each phase of the BCM programme.

Example Milestones for e2i

• Week 1–2: Project initiation and team onboarding
• Week 3–5: Risk assessment and business impact analysis
• Week 6–7: Strategy development
• Week 8–10: Plan documentation
• Week 11–12: Testing and validation
• Week 13: Training and awareness
• Week 14–15: Management review and project closeout

A Gantt chart or project tracking tool can be used to monitor progress.

6. Resource Allocation and Budget Planning

Resources must be allocated for:

• Staff time and coordination efforts
• Training and certification
• BCM software or tools (if applicable)
• External consultancy (if needed)

Example

e2i sets aside a project budget to engage a certified BCM consultant from BCM Institute for external validation and capacity building workshops. Staff involved in the project are also enrolled in ISO 22301 awareness training.

7. Communication and Stakeholder Engagement Plan

A structured communication plan ensures stakeholders are informed and engaged throughout the project.

Example

e2i’s internal communication strategy includes:

• Bi-weekly updates to the Senior Management Team
• Monthly BCM newsletters for staff
• A dedicated intranet page to track progress
• Feedback channels for process owners to raise concerns

8. Risk and Issue Management

The BCM project team should identify potential risks to the project and establish an issue management process.

Example

e2i anticipates challenges in coordinating across departments with differing priorities.

To address this, the PM schedules regular inter-departmental alignment meetings and escalates delays to the Steering Committee.

9. Monitoring and Reporting

Throughout the phase, the Project Manager is responsible for:

• Tracking progress against the plan
• Reporting to the Steering Committee
• Documenting key decisions and changes

Example

e2i uses a project management dashboard that highlights task completion, outstanding issues, and risk ratings, which is reviewed weekly.

10. Deliverables of the Project Management Phase

After this phase, e2i should have:

• A signed Project Charter
• An established BCM Steering Committee
• A designated Project Manager and BCM Team
• A defined BCM Scope and Objectives
• A detailed Project Plan with timelines
• A documented Communication Plan
• A preliminary Risk Register

These deliverables pave the way for the subsequent phases: Risk Analysis, Business Impact Analysis, Strategy Development, Plan Development, Testing and Exercising, and Programme Management.

Summing Up ...

The Project Management Phase lays the groundwork for the successful implementation of a BCM programme at the Employment and Employability Institute.

By securing executive support, defining scope and objectives, and establishing a clear project governance structure, e2i positions itself to build a robust continuity framework that protects its mission to support Singapore’s workforce—even amid disruption.