[BCM] [SHINE] [E1] [C6] Composing BCM Team

eBook 1: Chapter 6

• Executive Director (Chairperson): The head of SHINE Children and Youth Services.
• BCM Champion (Senior Leader): A senior member of SHINE who advocates for the BCM program at an organisational level.
• Director of Operations: Oversees the day-to-day operations and ensures the BCM plan aligns with SHINE’s operational goals.
• Head of Human Resources: Ensures staff continuity and manages the well-being of employees during a crisis.
• Head of Finance: Ensures SHINE's financial continuity, including access to funding during disruptions.

Responsibilities

• Review and approve the BCM strategy.
• Allocate resources and provide financial backing for BCM initiatives.
• Provide oversight and guidance to the BCM team.
• Promote BCM awareness within the organisation.

BCM Core Team (Operational Level)

The BCM Core Team is responsible for implementing the BCM plan and ensuring operational resilience in the face of disruptions.

This team should include functional experts from across SHINE's departments.

Team Leader

• BCM Manager (Team Leader): The person responsible for managing and coordinating the overall BCM program. This individual must have a solid understanding of SHINE’s operations, risk management, and business continuity principles.

Team Members

• Risk Manager: Identifies and assesses risks that could impact SHINE’s ability to provide services to its clients. Responsible for conducting regular risk assessments and updating risk registers.
• Operations Manager: Ensures the continuity of SHINE’s key programs (e.g., educational psychology services, social work interventions, and case management). This individual plays a vital role in coordinating response actions in the event of a disruption.
• Human Resources Coordinator: Develops and implements strategies to maintain staff availability and welfare during disruptions. Coordinates staffing adjustments and supports employees' mental well-being.
• IT and Systems Support Lead: Ensures the availability and recovery of IT systems critical to SHINE’s operations. This includes ensuring that client data and digital learning platforms are secure and recoverable.
• Communications Officer: Manages internal and external communications during a crisis. This person ensures that key stakeholders (including clients, partners, and regulatory bodies) are kept informed of the situation and the measures being taken.
• Legal and Compliance Advisor: Ensures that SHINE’s BCM practices comply with legal and regulatory requirements. This individual also supports the team in making decisions regarding the legality of response actions, including data protection concerns.

BCM Support Team (Functional Level)

This team provides the necessary resources and tactical support to ensure that the BCM plan is effectively executed during a crisis.

They will be called upon to respond based on the situation’s needs.

• Facility Manager: Oversees the physical premises of SHINE’s offices and centres. They are responsible for ensuring the safety and security of the facilities and managing any facility-related disruptions (e.g., power outages, facility damage).
• Client Services Coordinator: Works closely with case managers and program directors to ensure the welfare of children and families is maintained during disruptions. This person coordinates service delivery when regular operations are disrupted.
• Procurement and Vendor Manager: Manages third-party suppliers and outsourced services. This person ensures that any critical supplies or services needed during a disruption can be secured, including partnering with external providers for remote services or support.

Subject Matter Experts (SMEs) and Crisis Response Units

During a crisis, specific areas may require input from subject matter experts or specialised crisis response units.

• Educational Psychology Experts: Provides expert advice on managing client needs in a disrupted environment, particularly in maintaining psychological and emotional well-being for children and youth.
• Counselling and Therapy Team: Ensures that clients still have access to necessary mental health support, even if traditional face-to-face therapy is disrupted.
• Emergency Response Team: This ad hoc team is activated in response to physical disasters (e.g., fire, flood) and is trained to conduct emergency evacuations, provide first aid, and perform other immediate interventions.

Key Functions of the BCM Team

• Risk Analysis and Review (RAR): The team should conduct regular assessments of internal and external risks, considering threats to both service delivery and the organisation’s ability to function.
• Business Impact Analysis (BIA): A BIA will identify the critical business functions and the resources required to support them. It will help the team prioritise recovery efforts based on the severity of the impact on SHINE’s mission.
• Crisis Management: The team must develop crisis-specific protocols that clearly define roles and responsibilities in an emergency.
• Recovery and Continuity: Following a disruption, the BCM team should oversee the recovery process, including implementing continuity strategies for essential services.
• Training and Exercises: Ongoing training and simulation exercises will ensure that the team is well-prepared to respond to crises and that all employees are aware of their roles in the BCM plan.

The BCM team at SHINE Children and Youth Services should be structured to align with its mission and ensure that its critical functions, such as educational services, case management, and psychological support, continue seamlessly during a crisis.

By establishing a multi-tiered team with clear roles and responsibilities, SHINE can strengthen its resilience and continue to provide care and support to children and youth even in challenging times.

This structure should be reviewed periodically and adjusted as SHINE’s needs evolve to maintain an effective and responsive BCM program.