[BCM] [SHINE] [E2] [C6] BCM Plan Development

Implement Business Continuity Plan (BCM Plan) Development Phase as part of the Business Continuity Management Planning Methodology for SHINE Children and Youth Services

Introduction

The effective development of a Business Continuity Plan (BCM Plan) is central to ensuring that SHINE Children and Youth Services (SHINE) can continue delivering its vital services, even in times of crisis or disruption.

As part of the broader Business Continuity Management (BCM) planning methodology, the development phase outlines key processes that guide the creation of a robust plan, ensuring SHINE’s mission of supporting children and youth is not compromised, regardless of unforeseen circumstances.

This chapter explores the various stages involved in BCM Plan development, from the design of the plan document to its final validation, and offers practical insights for SHINE in implementing each stage effectively.

What Does Plan Development Entail?

The development of a comprehensive BCM Plan for SHINE involves several critical stages, each tailored to address the specific needs and operations of the organization. The overall goal is to create a well-structured and practical document that guides SHINE's response to disruptions, safeguarding the continuity of care and services for at-risk children and youth. Below are the stages involved in the BCM Plan development process.

1. Determination of the Organization of the BC Plan Document

• Designing and Developing the BC Plan Template: The first step in the BCM Plan development is creating a standardized template that will be used across all departments and business units (BUs) within SHINE. This template must include essential sections such as Business Continuity Objectives (BCO), recovery strategies, critical processes, resource requirements, and communication protocols. For SHINE, a template might include a section specifically dedicated to services such as Educational Psychology Services (EPS) or Community Social Work, ensuring that the unique needs of these services are addressed during recovery.
• Determining the Recovery Organization: SHINE’s recovery organization needs to be well-defined. This involves identifying key roles and responsibilities, including the appointment of Business Continuity (BC) coordinators for each business unit. For example, SHINE may assign a specific BCM Coordinator for their Counselling & Therapy Services, ensuring that all aspects of these critical services are properly accounted for during a crisis.

2. Conducting a BC Plan Writing Workshop to Guide Plan Writers

• A crucial part of the BC Plan development phase is organizing a writing workshop for all relevant stakeholders. This workshop serves to align understanding and expectations, clarify the template structure, and provide guidance on how to complete the plan effectively. For SHINE, this workshop could involve team leaders and coordinators from various units, such as Targeted Interventions or School Social Work, equipping them with the skills and knowledge to fill out their respective sections of the BCM Plan template.
• The workshop also helps ensure that all business unit plans align with SHINE’s broader continuity goals, ensuring that recovery strategies are consistent and practical across the organization.

3. Completion of the Plan Template by Individual BU BCM Coordinators

• Once the writing workshop is complete, individual Business Unit (BU) BCM Coordinators will take responsibility for completing their respective sections of the BCM Plan template. For example, the coordinator for SHINE’s Educational Psychology Services would detail recovery strategies specific to their services, including actions for maintaining communication with schools, families, and other stakeholders during a disruption.
• Each BU coordinator will ensure that the recovery strategies are realistic, feasible, and aligned with SHINE’s mission of continuous care. They will also identify critical resources, personnel, and systems needed to restore essential services as quickly as possible.

4. Finalisation of the BC Plan Production

• Once all sections are completed, the BCM Plan will go through a validation process. This involves reviewing the content for completeness and coverage to ensure that all key business functions, such as Targeted Interventions for At-Risk Youth, have been addressed. BU BCM Coordinators and Heads of Business Units will cross-check the content to make sure that the strategies are appropriate for their respective areas. The Head of Social Work Services, for example, would review the continuity measures for school and community-based interventions, ensuring they’re suitable for a range of crisis scenarios.
• Finalisation also includes ensuring that the document is user-friendly, with clear instructions and guidelines that can be easily followed during a crisis. Once the plan is reviewed and approved by key stakeholders, it can be distributed to all involved personnel for training and awareness.