[BCM] [SIT] [E2] [C2] Project Management

eBook 2: Chapter 2

Project Management Phase for Business Continuity Management Planning Methodology for the Singapore Institute of Technology (SIT)

Introduction

The Project Management Phase marks the official commencement of the Business Continuity Management (BCM) implementation journey at the Singapore Institute of Technology (SIT).

This phase establishes the foundation for a structured, sustainable BCM programme aligned with ISO 22301.

It ensures that the planning, coordination, and resources needed to safeguard SIT’s learning continuity are clearly defined and managed from the start.

For an educational institution like SIT—Singapore’s university of applied learning—project management is critical to aligning BCM activities with institutional goals, such as ensuring uninterrupted academic programme delivery, maintaining digital learning infrastructure, and sustaining essential administrative and student services during disruptions.

Effective project management in BCM enables SIT to coordinate multiple stakeholders—academic departments, administrative units, IT services, campus operations, and external partners—under a unified implementation roadmap.

Objectives of the Project Management Phase

The key objectives of this phase are to:

1. Establish the governance and project structure for BCM implementation.
2. Define project scope, objectives, and deliverables aligned with SIT’s strategic and operational priorities.
3. Identify key stakeholders, assign roles and responsibilities, and form a cross-functional BCM Project Team.
4. Develop a detailed implementation plan, including milestones, resource allocation, and reporting mechanisms.
5. Secure senior management commitment and approval to ensure sustained support and institutional alignment.

Establishing the BCM Governance Structure

At SIT, governance plays a pivotal role in ensuring the BCM project aligns with institutional priorities.

The BCM Steering Committee—typically chaired by senior leadership from Corporate Planning, Campus Administration, or Risk Management—provides oversight and direction. Members may include representatives from:

• Academic Divisions (to represent the continuity of teaching and learning activities)
• Information Technology (to ensure digital learning systems and network resilience)
• Student Administration and Services (to address critical student-facing operations)
• Facilities Management (to ensure campus infrastructure readiness and emergency response)
• Human Resources (to manage staff deployment and communication during crises)

The Steering Committee endorses the BCM project plan, approves resource allocation, and monitors project progress through regular updates.

Defining Project Scope and Objectives

SIT’s BCM project scope typically includes:

• Critical Business Functions (CBFs): Academic programme delivery, digital learning management systems (LMS), student administration, and research continuity.
• Supporting Services: IT infrastructure, campus operations, and communications.
• Stakeholder Groups: Faculty members, administrative staff, students, and external partners.

For example, the BCM project at SIT prioritises maintaining teaching continuity during disruptions such as system outages or campus closures.

The scope includes developing contingency plans for digital learning platforms such as Blackboard or Microsoft Teams and ensuring academic delivery through alternative teaching modes.

Forming the BCM Project Team

A BCM Project Team is formed to coordinate day-to-day implementation. This cross-functional team includes:

• BCM Project Manager: Oversees the entire BCM implementation and ensures milestones are achieved.
• Departmental BCM Coordinators: Represent various schools, divisions, and departments to provide input and facilitate BCM activities.
• IT Continuity Lead: Focuses on technology dependencies and recovery strategies.
• Facilities and Safety Representatives: Ensure physical and operational readiness.
• Communications Officer: Manages stakeholder communications and awareness.

For instance, SIT’s IT Services may lead the development of an IT Disaster Recovery Plan (DRP) for its digital learning platforms.

At the same time, the Registrar’s Office ensures the continuity of student administration processes, such as enrolment and examinations.

Developing the BCM Project Plan

A comprehensive BCM Project Plan defines the roadmap, deliverables, and timeline. The plan includes:

• Project Objectives: Maintain learning continuity and institutional resilience.
• Phases and Milestones: Risk Analysis and Review, Business Impact Analysis, Strategy Development, Plan Development, Testing and Exercising, and Programme Management.
• Timeline: Typically structured over a 12–18 month period, depending on institutional readiness.
• Key Deliverables: BCM policy, risk register, business impact reports, continuity strategies, recovery procedures, and awareness programmes.
• Reporting Mechanism: Regular progress updates to the BCM Steering Committee and management reports to the Office of the President.

For example, SIT may plan to complete its Business Impact Analysis (BIA) within three months, followed by the development of continuity plans for critical business functions before the next academic semester.

Resource Planning and Budgeting

SIT ensures adequate resources—human, technological, and financial—are allocated for successful BCM implementation. This may include:

• Engaging external consultants or facilitators from BCM Institute to guide the implementation process.
• Allocating budget for staff training, plan documentation, and testing exercises.
• Designating dedicated time for BCM Coordinators to work on continuity planning activities.

By embedding BCM responsibilities within existing job roles and leveraging digital tools (e.g., SharePoint for BCM documentation), SIT ensures cost-effective and sustainable programme management.

Stakeholder Engagement and Communication

Stakeholder engagement is a key success factor. SIT’s BCM Project Team conducts:

• Kick-off Meetings to introduce the BCM initiative, outline objectives, and gain support.
• Regular Progress Meetings to track activities and resolve issues.
• Awareness Sessions to educate faculty and staff on their roles in ensuring learning continuity.

For instance, SIT’s Communications Division may collaborate with Corporate Planning to publish BCM updates on the university intranet, reinforcing awareness and buy-in among academic and administrative staff.

Monitoring, Reporting, and Quality Assurance

Continuous monitoring ensures that the BCM project stays on track. SIT applies a structured reporting system where progress reports are submitted to the Steering Committee at key milestones.

Internal audits or reviews may also be scheduled to assess adherence to ISO 22301 standards and institutional objectives.

Progress metrics may include:

• Completion percentage of BCM documentation.
• Number of departments with approved continuity plans.
• Percentage of staff trained in BCM awareness.

This data-driven approach enables SIT to maintain transparency and demonstrate measurable progress toward achieving organisational resilience.

The Project Management Phase is the backbone of the Business Continuity Management Planning Methodology at the Singapore Institute of Technology.

It provides the structure, direction, and coordination necessary to ensure that BCM implementation is aligned with SIT’s mission of delivering applied learning and industry collaboration even in times of disruption.

Through effective governance, defined scope, resource planning, and strong stakeholder engagement, SIT establishes a robust foundation for the subsequent BCM phases—Risk Analysis and Review, Business Impact Analysis, and beyond.

This proactive and structured approach not only safeguards SIT’s learning continuity but also strengthens its institutional resilience, ensuring that education and innovation at SIT can continue seamlessly in the face of challenges.

Implementing Business Continuity Management for Bandtree: A Practical Guide
eBook 2: Implementing Business Continuity Management for the Singapore Institute of Technology
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