[BCM] [E4] [PD] [Plan] Part B

PART B: CORPORATE CRISIS PROCEDURES

15. Sequential Flowchart

Pre-Crisis Preparation	Update and test Plan Maintain alternate site/ command centre Back up critical files & store vital records offsite Conduct regular BCP training and awareness
Crisis Occurs	Incident strikes
Immediate Response	Evacuate, notify and escalate – T+ 0.5 hour Obtain damage assessment result – T + xx hours Activate Crisis Management Team – T + xx hours Declare a disaster and activate Plans /Alternate Site / DR Site / Command Centre – T + xx hours
Recovery	Notify recovery teams of CMT decisions Occupy Alternate Site/Command Centre/DR Site Deliver additional resources to alternate locations Recover critical business functions
Resumption	Resume less critical functions Continue operations at the alternate site Salvage and restore critical items at the primary site
Restoration	Re-input backlogged and lost data Implement data synchronisation procedures Restart the normal mode of operation
Return	Return to the restored primary location or the new premises

16. Overall Incident Response and Recovery Timeline

The timeline below should be revised to align with ABC's overall timeline for incident response and recovery operations.

17. Detailed Procedures

17.1. The following table shows the detailed procedures for each part of the flowchart shown in paragraph 1.

17.2. Tasks to be performed by the BUCs/ Alt BUCs are in bold.

Task Ref.	Tasks	Person Responsible	Document	Annex
PRE-CRISIS (PREPARATION)
A01	Update the corporate and business unit Business Continuity (BC) Plan on an annual basis or upon significant changes.	Org BCM Coordinator/ BUCs/ Alt. BUCs	Corporate & BU BC Plan	-
A02	Store vital records at off-site storage facilities	BUCs/ Alt. BUCs	Vital Records	Annex 7
A03	Agree on the vital records retrieval SLA with the off-site storage vendor	Org BCM Coordinator	SLA	Annex 10
A04	Pre-arrange with vendors for the delivery of additional equipment to the Alternate Site / Command Centre during a crisis.	Admin/ IT	Alternate Site/ Command Centre Equipment List	Annex 5 & 6
A05	Agree on the Alternate Site / Command Centre setup and support SLA with relevant parties.	Org BCM Coordinator	SLA	Annex 10
A06	Familiarise business unit staff with the BU BC plan contents	BUCs/ Alt. BUCs	BU BC Plan	-
A07	Familiarise business unit staff with procedures for manual process, if any	BUCs/ Alt. BUCs	Manual Process Procedures	Annex 9
A08	Verify and ensure that the facilities and equipment at the Alternate Site are sufficient to support business requirements.	BUCs/ Alt. BUCs	Alternate Site Equipment List	Annex 5
A09	Check and ensure facilities and equipment in the Command Centre are operational.	Org BCM Coordinator	Command Centre Equipment List	Annex 6
A10	Pre-arrange transportation for staff relocation during an emergency with relevant vendors (where necessary and applicable)	Admin	SLA	Annex 10
CRISIS OCCURS
IMMEDIATE RESPONSE
	During Office Hours
B01	Evacuate all staff if needed	Fire Wardens	Fire Evacuation Plan
B02	Remind staff during the evacuation to retrieve items under the 'Grab List'	BUCs/ Alt. BUCs	Grab List	Annex 1
B03	Assemble at Primary Assembly Point <insert address>. If wet weather, evacuate to the Alternate Assembly Point <insert address>	All staff	Evacuation Assembly Points	Part A – No. 6
B04	Check premises for full evacuation	Fire Wardens	-	-
B05	Conduct a roll call at the Assembly Point to ensure everyone is out of the building.	Fire Wardens		-
B06	Activate Damage Assessment Team (DAT)	Organisation BCM Coordinator / CMT Leader
B07	Assess damage of premises by Damage Assessment Team (DAT)	DAT	Damage Assessment Checklist	-
B08	Activate Corporate Call Tree Notification to convene CMT	Organisation BCM Coordinator / CMT Leader	Corporate Call Tree	Part A - No 7
B09	Declare a disaster and activate the Corporate BC Plan / Alternate Site	Organisation BCM Coordinator / CMT Leader	Corporate BC Plan	Part A & B
B10	Liaise with Corp Comm to release statements on crisis situation to key stakeholders, e.g. media, customers, shareholders, public, staff, etc., as necessary	CMT
B11	Activate Business Unit Call Tree notification and BC Plan, and advise the recovery team to arrive at the alternate site by <time> hour.	BUCs/ Alt. BUCs	BU Call Tree	Annex 3
B12	Perform salvage and restoration if possible	SRT	Salvage & Restoration List	Annex 2
B13	Arrange transfer/ storage/ treatment of salvaged items	SRT
B14	Review actions to be taken for repair/ renovation/restoration	SRT
B15	Report status to the Command Centre periodically	BUCs/ Alt. BUCs	Status Report	Annex 4A
	Outside Office Hours
BB01	Notify the Organisation BCM Coordinator when a crisis occurs at the primary office.	Command Centre / Fire Command Centre	-	-
BB02	Notify the Crisis Management Team (CMT) Leader of the crisis	Organisation BCM Coordinator	-	-
BB03	Activate Damage Assessment Team (DAT)	Organisation BCM Coordinator / CMT Leader	-	-
BB04	Assess the damage to the premises	DAT	Damage Assessment Checklist	-
BB05	Activate Corporate Call Tree Notification to convene CMT	Organisation BCM Coordinator / CMT Leader	Corporate Call Tree	Part A - No 7
BB06	Declare a disaster and activate the Corporate BC Plan / Alternate Site	Organisation BCM Coordinator / CMT Leader	Corporate BC Plan	Part A & B
BB07	Liaise with Corp Comm to release statements on crisis situation to key stakeholders, e.g. media, customers, shareholders, public, staff, etc., as necessary	CMT
BB08	Activate Business Unit Call Notify the tree notification and BC Plan, and advise the recovery team to arrive at the alternate site by <time> hours. Non-recovery team to stay at home and await further instructions	BUCs/ Alt. BUCs	Business Unit Call Tree	Annex 3
BB09	If staff arrive at the office and If they are denied access to the building, they will gather at Primary Assembly Point at <insert address>. If wet weather, gather at the Alternate Assembly Point at <insert address> and await instructions	Individual staff members	Evacuation Assembly Points	Part A – No. 6
BB10	Activate the Business Unit BC Plan	BUCs/Alt BUCs	BU BC Plan	Part C
BB11	Perform salvage and restoration if possible	SRT	Salvage & Restoration List	Annex 2
BB12	Arrange transfer/ storage/ treatment of salvaged items	SRT
BB13	Activate transportation arrangements with relevant vendors where necessary to relocate recovery teams to the alternate work locations.	Organisation BCM Coordinator	Corporate BC Plan	Part A & B
BB14	Review actions to be taken for repair/ renovation/restoration	SRT
BB15	Report status to the Command Centre periodically	BUCs/Alt BUCs	Status Report	Annex 4A
RECOVERY AND RESUMPTION
C01	Advise the phone company to route office phone lines to the alternate site	Admin / IT
C02	Display a notice at the primary office giving directions to the Alternate Site.	Admin
C03	Coordinate any necessary transportation requirements if needed	Admin
C04	Arrange mail routing with courier/mail services to the alternate site	Admin
C05	The recovery team occupy the Alternate Site	BUCs/Alt BUCs	Alternate Site Address	Part A – No. 5
C06	CMT occupy the Command Centre and is ready to operate	CMT / IT		Part A – No. 5
C07	Verify that all facilities, equipment, and materials are available at the Alternate Site.	BUCs/Alt BUCs	Facilities, Equipment and Materials Inventory	Annex 5
C08	Activate delivery of equipment to the Alternate Site if needed	IT / Admin Team	Equipment Inventory & Vendor Contact List	-
C09	Re-input backlogged, lost transactions and manual data	BUCs/Alt BUCs
C10	Notify all business partners, customers and suppliers of the relocation of business operations.	BUCs/Alt BUCs	Key Contact List	Annex 8
C11	Liaise with Corp Comm to release statements on crisis situation to key stakeholders, e.g. media, customers, shareholders, public, staff, etc., as necessary	CMT
C12	Report status to the Command Centre periodically	BUCs/Alt BUCs	Status Report	Annex 3B or 3C
RESTORATION AND RETURN
D01	Restore the primary office to ensure facilities, office and IT equipment are operational once CMT decides on restoration.	Admin / Facilities / IT	-	-
D02	Brief BUCs to restore normal operations	Organisation BCM Coordinator	-	-
D03	Verify that the primary office, facilities, and materials are ready and operational.	BUCs/Alt BUCs
E04	Implement system restoration and data synchronisation procedures	IT Team	IT DRP	-
E05	Verify that all recovery data has been successfully loaded back to production systems.	BUCs/Alt BUCs	-	-
E06	Advise the phone company to route office phone lines to the alternate site	Admin / IT
E07	Advise all staff to return to the primary office	BUCs/Alt BUCs
E08	Restore business functions in the primary office in batches and ensure a parallel run on both the primary and backup sites for a period of 7 days before completing a fallback to the normal mode of operations.	Org BCM Coordinator/ BUCs/ Alt BUCs
E09	Report status to the Command Centre periodically	BUCs/Alt BUCs	Status Report	Annex 3D
E10	Re-commence the normal mode of operations	BUCs/Alt BUCs	-	-
E11	Announce the closure of the alternate site and stand down the CMT.	CMT Leader / Org BCM Coordinator
E12	Liaise with Corp Comm to release statements on crisis to key stakeholders, e.g. media, customers, shareholders, public, staff, etc., as necessary	CMT
E13	Notify all business partners, customers and suppliers of a return to normal operations.	BUCs/Alt BUCs	Key Contact List	Annex 8

18. Distribution and Approval

18.1 DISTRIBUTION

18.2 This plan is to be distributed as follows:

All Business Unit BCM Coordinators
All Alternate Business Unit BCM Coordinators
All Business Unit Heads
All Crisis Management Team Members
Primary and Alternate Organisation BCM Coordinators

Note: All plan holders must discard all obsolete copies upon receipt of the latest version.

SIGNOFF

Plan Updated By:	________________________________________ Signature of Organisation BCM Coordinator <insert full name here> (Name of Organisation BCM Coordinator)
Date:
Plan Approved By:	________________________________________ Signature of Organisation Head <insert full name here> (Name of Organisation Head)
Date:

More Information About Business Continuity Management Courses

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