[BCM] [SHINE] [E4] [CR] [BCS] [P2] Recovery Strategies for CBF-1 to CBF-12

Consolidated Report for Recovery Strategies for CBF-1 to CBF-12 for SHINE

[BCM] [SHINE] [E4] [BCS] [CR] [T2] Recovery Strategies

This chapter outlines the Business Continuity Strategies (BCS) for SHINE Children and Youth Services (SHINE), focusing on Part 2: Recovery Strategies for Critical Business Functions (CBFs) 1-12.

These CBFs encompass the organisation’s essential enabling and governance capabilities, including communications and stakeholder coordination; human resource management; funding and donor management; partnerships and community networks; facilities and IT infrastructure; and governance, compliance, and reporting.

The recovery strategies presented in this chapter are developed based on the outcomes of the Business Impact Analysis (BIA). They are designed to ensure that critical enabling functions can be restored within their defined Recovery Time Objectives (RTOs) following a disruptive incident.

Each strategy takes into account SHINE’s operating context as a people-centric, community-based social service organisation, in which continuity of communication, staff availability, financial stewardship, partnerships, and governance are essential to sustaining core service delivery to children, youth, and families.

This chapter adopts a structured, standardised approach to identify recovery strategies at the Sub-Critical Business Function (Sub-CBF) level. For each Sub-CBF, the recovery strategy, recovery location, operational details, and justification are clearly articulated.

This ensures alignment with recognised business continuity best practices, including ISO 22301, while providing practical, actionable guidance for management and recovery teams during crises.

Table S2: Reovery Strategies for CBF-1 to CBF-12

Sub-CBF Code	Sub-CBF	RTO	Recovery Strategy	Recovery Location	Details of Recovery Strategy	Justification for Selected Recovery Strategy
1.1	Psycho-educational Assessment & Diagnosis	4 hrs	Remote Assessment Enablement	Remote / Cloud	Conduct assessments using digital tools and secure tele-assessment platforms.	Enables continuity of diagnostic services during site disruption
1.2	Reassessment & Educational Needs Review	24 hrs	Deferred Scheduling with Remote Review	Remote	Prioritise urgent reassessments; conduct document-based reviews remotely	Reassessments can tolerate short delays without critical impact
1.3	Learning Intervention Programmes	48 hrs	Online Intervention Delivery	Virtual / Community Sites	Shift programmes to online or partner community venues	Maintains intervention continuity with minimal disruption
1.4	Consultation & Stakeholder Engagement	24 hrs	Virtual Stakeholder Engagement	Virtual	Use video conferencing for parents, schools, and volunteers	Ensures coordination and communication continuity
1.5	Intake & Referral Management	4 hrs	Cloud-based Intake System	Cloud / Remote	Online referral forms and centralised intake tracking	Intake is time-sensitive and must remain accessible
1.6	Progress Monitoring, Review & Exit Planning	72 hrs	Remote Case Review & Reporting	Remote	Progress reviews are conducted using digital records and virtual meetings	Allows structured monitoring without physical presence
1.7	Documentation, Reporting & Compliance	24 hrs	Cloud Documentation & Backup	Cloud	Secure electronic records with off-site backups	Prevents data loss and ensures regulatory compliance
1.8	Capacity Building & Volunteer / Community Programmes	72 hrs	Online Training & Deferred Delivery	Virtual	Conduct virtual training or reschedule non-critical activities	Capacity building is important, but not time-critical
2.1	Community Engagement & Development	48 hrs	Alternative Community Venues	Community Sites	Relocate activities to partner locations	Maintains outreach and engagement
2.2	Family Support & Coaching	24 hrs	Remote Family Support Sessions	Virtual / Home-based	Virtual coaching and counselling sessions	Ensures continuity of family support
2.3	In-School Social Work & Student Support	24 hrs	Remote Student Support	School / Virtual	Online engagement with students and school staff	Maintains safeguarding and student well-being
2.4	Preventive & Developmental Programmes	72 hrs	Programme Rescheduling / Online Delivery	Virtual	Deliver content online or defer sessions	Preventive programmes tolerate controlled delays
2.5	Casework & Counselling Support	24 hrs	Virtual Counselling & Casework	Virtual	Secure tele-counselling platforms	Ensures uninterrupted support for vulnerable clients
2.6	Collaboration & Partnership Management	48 hrs	Virtual Coordination Meetings	Virtual	Online coordination with agencies and partners	Maintains inter-agency alignment
2.7	Volunteer & Youth Engagement	72 hrs	Online Engagement Activities	Virtual	Digital engagement and training sessions	Sustains volunteer involvement
2.8	Monitoring, Evaluation & Research-informed Practice	72 hrs	Remote Data Collection & Analysis	Remote	Use digital tools for evaluation and reporting	Evaluation activities can be conducted remotely
3.1	Case Identification and Assessment	4 hrs	Remote Screening & Assessment	Remote	Digital assessment tools and hotlines	Early identification is time-critical
3.2	Individualised Intervention Planning	8 hrs	Virtual Case Planning	Virtual	Multidisciplinary planning via secure platforms	Ensures continuity of intervention design
3.3	Program Delivery and Monitoring	24 hrs	Alternative Programme Delivery	Virtual / Community	Adjust programme format and location	Maintains programme momentum
3.4	Stakeholder Collaboration & Coordination	24 hrs	Virtual Stakeholder Coordination	Virtual	Regular online coordination meetings	Sustains alignment among stakeholders
3.5	Crisis Management & Emergency Support	2 hrs	Crisis Response Activation	Hotline / Mobile	24/7 crisis response and escalation protocols	Immediate response required for safety
3.6	Evaluation & Adjustment of Plans	72 hrs	Remote Case Review	Remote	Digital review and adjustment processes	Evaluation can be delayed without immediate harm
3.7	Post-Intervention Follow-Up	48 hrs	Remote Follow-Up Engagement	Virtual	Phone and digital follow-up mechanisms	Ensures continuity of care post-intervention
4.1	Assessment and Intake Services	4 hrs	Remote Intake & Assessment	Remote	Secure virtual intake and screening	Intake is time-sensitive
4.2	Individual Counselling Sessions	24 hrs	Virtual Counselling	Virtual	Tele-therapy using secure platforms	Minimises disruption to therapeutic continuity
4.3	Group Therapy Sessions	48 hrs	Online Group Therapy	Virtual	Conduct group sessions via digital platforms	Maintains peer support mechanisms
4.4	Crisis Intervention & Immediate Support	2 hrs	Emergency Hotline & On-call Therapists	Hotline / Virtual	Immediate access to crisis intervention	Critical for client safety
4.5	Therapeutic Program Development	72 hrs	Virtual Programme Design	Remote	Online collaboration with clinicians	Programme development is non-immediate
4.6	Family Therapy & Support	24 hrs	Virtual Family Therapy	Virtual	Online family therapy sessions	Supports holistic intervention
4.7	Referrals & External Collaboration	48 hrs	Digital Referral System	Virtual	Secure electronic referrals	Ensures continuity of care pathways
4.8	Monitoring & Evaluation of Therapy	72 hrs	Remote Outcome Monitoring	Remote	Digital tracking and feedback tools	Evaluation tolerates short delays
4.9	Case Documentation & Record-Keeping	24 hrs	Cloud Records Management	Cloud	Secure electronic records and backups	Compliance and continuity requirement
5.1	Client Intake & Assessment	4 hrs	Cloud-based Intake System	Cloud	Centralised digital intake	Time-critical entry point
5.2	Case Management Planning	8 hrs	Remote Case Planning Tools	Remote	Digital case management platforms	Enables continuity of coordination
5.3	Coordination of Support Services	24 hrs	Virtual Service Coordination	Virtual	Online coordination with service providers	Prevents service gaps
5.4	Monitoring & Follow-up	24 hrs	Automated Monitoring Systems	Cloud	Digital alerts and follow-ups	Ensures timely client support
5.5	Documentation & Reporting	24 hrs	Cloud Documentation	Cloud	Secure storage and reporting	Regulatory requirement
5.6	Client Discharge & Transition	24 hrs	Electronic Discharge Processes	Remote	Digital discharge planning	Ensures smooth transitions
6.1	Client Information Collection	24 hrs	Cloud Data Capture	Cloud	Online data collection and validation	Prevents data gaps
6.2	Client Records Maintenance	24 hrs	Distributed Records System	Cloud / Off-site	Redundant record storage	Reduces a single point of failure
6.3	Confidentiality & Privacy	24 hrs	Encrypted Access Controls	Secure Servers	Encryption and MFA	Protects sensitive data
6.4	Document Management	24 hrs	Digital Document Management System	Cloud	Version-controlled document storage	Ensures accessibility and integrity
6.5	Record Retrieval & Access Control	24 hrs	Redundant Access Mechanisms	Cloud	Role-based access and backups	Maintains availability
6.6	Record Disposal	48 hrs	Secure Disposal Procedures	Off-site	Certified destruction processes	Compliance with retention laws
6.7	Compliance Monitoring	48 hrs	Automated Compliance Reporting	Cloud	Audit trails and monitoring tools	Supports governance and assurance
7.1	Stakeholder Identification	24 hrs	Manual Workaround & Data Access	HQ / Remote	Use pre-approved stakeholder lists stored in shared drives; manual validation by management.	Identification is information-based and can resume with minimal system support.
7.2	Communication Planning	24 hrs	Remote Working	Home / Alternate Site	Crisis communication templates and plans are accessed via cloud storage.	Planning activities are non-site-dependent, and staff can work remotely.
7.3	Crisis Communication Execution	4 hrs	Alternate Communication Channels	HQ / Remote	Use SMS, email blasts, social media, and phone trees to disseminate messages.	Time-critical function requiring redundancy in communication channels.
7.4	Internal Communications	8 hrs	Remote Working & Collaboration Tools	Home / Alternate Site	Use MS Teams/email for staff coordination and updates.	Ensures continuity of internal coordination during disruption.
7.5	External Communications	8 hrs	Outsourced & Digital Channels	Remote	Use website updates and third-party communication platforms.	External trust and reputation must be maintained during incidents.
7.6	Stakeholder Feedback Collection	72 hrs	Deferred Processing	HQ / Remote	Feedback captured via online forms and processed after the disruption.	Not time-critical during immediate crisis response.
7.7	Stakeholder Coordination	24 hrs	Remote Coordination	Home / Alternate Site	Virtual meetings and shared coordination logs.	Coordination is essential but can be conducted remotely.
7.8	Post-Crisis Communication Review	5 days	Normal Operations Restoration	HQ	Conduct after-action reviews once systems stabilize.	Post-event activity with low urgency.
8.1	Talent Acquisition & Recruitment	5 days	Deferred Processing	HQ	Pause recruitment activities during disruption.	Recruitment is non-critical during crisis periods.
8.2	Staff Training & Development	7 days	Online Learning Platforms	Remote	Shift training to e-learning platforms.	Training can continue remotely or be deferred.
8.3	Performance Management & Appraisal	7 days	Deferred Processing	HQ	Appraisals rescheduled post-disruption.	Not critical to immediate service continuity.
8.4	Succession Planning	14 days	Management Review	HQ	Leadership reviews succession risks manually if needed.	Strategic in nature; low immediate impact.
8.5	Employee Well-being & Support	24 hrs	Remote Support & EAP	Remote	HR provides remote counselling and welfare check-ins.	Staff well-being is critical during crisis situations.
8.6	Workforce Planning	72 hrs	Manual Workforce Allocation	HQ / Remote	Temporary redeployment using manual rosters.	Ensures adequate staffing for priority services.
9.1	Fundraising & Grant Applications	7 days	Deferred Processing	HQ	Suspend fundraising activities temporarily.	Non-critical during short-term disruptions.
9.2	Donor Management	72 hrs	Remote Access	Remote	Maintain donor communications via CRM cloud access.	Preserves donor confidence and transparency.
9.3	Resource Allocation & Budgeting	72 hrs	Manual Financial Controls	HQ	Use the last approved budgets and manual tracking.	Prevents financial mismanagement during disruption.
9.4	Financial Reporting & Accountability	5 days	Deferred Processing	HQ	Reporting deadlines managed with regulators and funders.	Reporting can tolerate short delays.
9.5	Partnership & Stakeholder Engagement	5 days	Remote Engagement	Remote	Virtual meetings and updates to partners.	Maintains trust but is not immediately critical.
9.6	Emergency Fund Management	24 hrs	Manual Authorization	HQ	Pre-approved signatories release emergency funds manually.	Critical for crisis response and service continuity.
10.1	Partnership Development	7 days	Deferred Processing	HQ	Pause new partnership discussions.	Not critical during disruptions.
10.2	Stakeholder Engagement	72 hrs	Remote Engagement	Remote	Maintain essential partner communications.	Ensures continuity of joint initiatives.
10.3	Community Outreach	72 hrs	Alternative Channels	Remote	Shift outreach to online platforms.	Community support remains essential during crises.
10.4	Network Maintenance and Coordination	48 hrs	Remote Coordination	Remote	Use digital collaboration tools.	Coordination is required for multi-agency responses.
10.5	Resource Sharing and Collaboration	48 hrs	Manual Coordination	HQ / Remote	Manual tracking of shared resources.	Prevents duplication and shortages.
10.6	Partnership Monitoring and Evaluation	7 days	Deferred Processing	HQ	Resume evaluation post-disruption.	Low urgency.
10.7	Conflict Resolution and Mediation	24 hrs	Management Intervention	HQ / Remote	Senior management intervenes via phone or virtual meetings.	Conflict may escalate during crises and needs timely handling.
11.1	Facility Management	8 hrs	Alternate Facility	Alternate Site	Relocate critical operations if the premises are unavailable.	Physical safety and access are essential.
11.2	IT Systems Management	4 hrs	System Failover	DR Site	Activate backup servers and systems.	IT underpins all other recovery strategies.
11.3	Telecommunication Services	4 hrs	Redundant Providers	HQ / Remote	Switch to secondary telecom providers.	Communication is mission-critical.
11.4	Data Centre Management	4 hrs	Disaster Recovery Site	DR Data Centre	Activate replicated systems.	Ensures data integrity and availability.
11.5	Service Support and Vendor Management	24 hrs	Vendor Escalation	HQ	Invoke SLAs and emergency support clauses.	External dependencies must be managed rapidly.
11.6	Business Continuity Planning for IT Infrastructure	72 hrs	BCP Activation	HQ / Remote	IT BCP reviewed and enforced.	Ensures a structured recovery approach.
12.1	Compliance Monitoring	72 hrs	Manual Compliance Tracking	HQ	Temporary manual logs.	Prevents regulatory breaches.
12.2	Regulatory Reporting	5 days	Deferred with Notification	HQ	Notify regulators of delays if required.	Regulators allow flexibility during disruptions.
12.3	Governance Oversight	72 hrs	Remote Board Oversight	Remote	Virtual board/EXCO meetings.	Governance continuity is essential.
12.4	Policy Development & Review	14 days	Deferred Processing	HQ	Resume post-incident.	Strategic activity with low urgency.
12.5	Audit and Risk Management	7 days	Deferred Processing	HQ	Risk reviews are conducted after stabilisation.	Audit activities can tolerate delay.

The recovery strategies detailed in this chapter provide SHINE Children and Youth Services with a coherent, risk-informed framework for restoring critical enabling and governance functions following a disruption.

By addressing CBF-1 to CBF-12 at the Sub-CBF level, the organisation is better positioned to maintain effective communication, safeguard staff welfare and capability, ensure financial and donor confidence, sustain partnerships and community networks, and uphold governance and compliance obligations during periods of operational stress.

Collectively, these strategies emphasise a balanced combination of remote working arrangements, alternate locations, system redundancy, manual workarounds, and deferred processing, reflecting SHINE’s operational realities and resource considerations.

The defined Recovery Time Objectives and justifications ensure that recovery efforts are prioritised in line with organisational impact tolerance and stakeholder expectations.

This chapter should be read in conjunction with the corresponding Incident Response Procedures, IT Disaster Recovery Plans, and Business Continuity Procedures, and reviewed regularly to remain aligned with changes in organisational structure, regulatory requirements, technology, and stakeholder needs.

Through effective implementation and periodic testing of these recovery strategies, SHINE strengthens its overall resilience and its ability to continue delivering essential services to the community during disruptions.

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