[BCM] [C13] [University] Conducting a Business Impact Analysis

Conducting a Business Impact Analysis (BIA)

This chapter is a prelude to the detailed elaboration found in eBook two on how a business impact analysis (BIA) is conducted.

Conducting a Business Impact Analysis (BIA In business continuity management (BCM), identifying and safeguarding critical business functions (CBF) is paramount for universities to ensure the seamless delivery of essential services during disruptions.

As complex institutions, universities rely on various interconnected functions, from academic operations to research, administration, and student support services.

Any BC plan must prioritise these critical functions to minimize disruption and maintain the institution's core mission, even in the face of unexpected events. This article explores the essential functions of a university's business that require protection, offering insights into how BCM can help ensure these critical business functions remain operational during crises.

Critical Business Functions for University

One of a university's most critical business functions is its academic services, which include the delivery of classes, examinations, and student assessments. Maintaining academic continuity is vital to preserving the integrity of educational programs and ensuring that student’s progress is not unduly affected by disruptions.

Similarly, research operations are another crucial function, particularly for universities that rely on ongoing studies and grants for funding and reputation. BCM plans must address maintaining access to research facilities, data, and resources, enabling uninterrupted progress in academic and scientific endeavours.

Additionally, administrative functions such as student admissions, payroll, and financial operations are essential to the overall functioning of the university. These operations ensure the institution runs smoothly, supporting students, faculty, and staff. Lastly, student support services, including counselling, IT help desks and career services, must be integrated into BCM plans to address the needs of students during a crisis. The article will discuss how BCM strategies can help universities protect these critical functions and outline best practices for ensuring the institution’s resilience in the face of disruptions.

These critical business functions encompass academic, research, administrative, and support services, all of which contribute to the university's ability to deliver education, support students, and continue essential operations. Below are some of the critical business functions that should be prioritised within a BCM program for a university:

Academic Delivery and Instruction

Course Delivery: It is essential to ensure the continuity of lectures, seminars, labs, and other learning activities, whether in-person or through remote platforms. This includes access to learning management systems, online course materials, and remote teaching tools.
Examinations and Assessments: Continuity of exams and assessments, especially during times of crisis, ensures that students can progress in their studies without delay. This includes preparing for remote assessments or alternate arrangements if physical exams cannot occur.
Accreditation and Compliance: Maintaining course accreditation and regulatory compliance standards to ensure academic integrity and adherence to education standards.

Research and Development

Research Project Continuity: Research projects, especially those with external funding or regulatory requirements, need continuity plans to prevent data loss and ensure ongoing work.
Data Management and Security: Ensuring data protection protocols for research data, including backup, storage, and data recovery capabilities, is critical in safeguarding intellectual property and compliance with research standards.
Access to Labs and Research Facilities: For universities with high-dependency research (e.g., medical, scientific, or engineering labs), plans should include backup facilities or procedures to minimize research interruptions.

Student Services and Support

Student Health and Counselling Services: Providing uninterrupted access to health services, including medical care, mental health counselling, and telehealth options, is essential for student well-being during disruptions.
Residence Life and Housing: For universities with on-campus housing, continuity of housing and dining services is critical, especially during emergencies that may prevent students from relocating.
Financial Aid and Student Accounts: Continuity of financial aid services, including access to tuition assistance, scholarships, and fee payment systems, helps students manage financial obligations and receive support when needed.

Information Technology (IT) and Cybersecurity

Learning Management and Online Platforms: Universities rely heavily on digital platforms for online learning, communication, and administrative functions. Ensuring these systems remain accessible is crucial for academic continuity.
Data Security and Cyber Incident Response: BCM must address cybersecurity threats by implementing robust cybersecurity measures, data backups, and incident response protocols to protect sensitive information and systems.
Network and Server Operations: Ensuring uninterrupted IT infrastructure, including network access, data centres, and cloud services, supports remote learning and online collaboration during disruptions.

Facilities and Campus Operations

Campus Safety and Security: This includes ensuring the physical safety of campus facilities, emergency response plans, and the ability to lock down or secure campus areas in case of an incident.
Facilities Management: Maintaining campus infrastructure, including HVAC, water, power, and essential maintenance, is critical for safe campus operations.
Transportation and Logistics: Ensuring transportation services for students and faculty, particularly for satellite campuses or urban universities, supports essential movement and access to campus facilities during disruptions.

Administrative and Financial Operations

Payroll and Human Resources: Ensuring the continuity of payroll and HR services is essential for supporting university staff, faculty, and student workers.
Finance and Budgeting: Financial stability is a critical business function for universities to manage cash flow, grants, and expenses. BCM must include protocols for financial continuity, including access to emergency funds.
Legal and Compliance: Ensuring continuity in compliance and legal functions helps universities manage risks related to accreditation, partnerships, and contractual obligations during disruptions.

Library and Academic Resources

Access to Library Resources: Continuity plans should include strategies to ensure students and faculty can access physical and digital library resources during campus closures
Digital Resource Management: Ensuring digital resources, databases, and academic subscriptions are accessible and secure is essential for supporting remote research and study.

External Communications and Public Relations

Crisis Communication: During a crisis, maintaining effective communication with students, faculty, staff, and the public is essential. This includes having designated channels and prepared messages to provide updates on the situation and university responses.
Media and Stakeholder Engagement: Transparent engagement with external stakeholders, including parents, government agencies, and media, is vital to managing public perception and trust during a crisis.

Student Admissions and Enrollment Services

Admissions Processing: Continuity of admissions services, including application processing, campus visits, and student recruitment efforts, is essential to meet enrollment targets and manage incoming students.
Enrollment and Registration: Maintaining enrollment and registration functions, including course selection and class scheduling, supports academic planning and helps students meet graduation timelines.

Partnerships and Community Engagement

External Academic Partnerships: Universities often partner with other educational institutions, research organisations, and international programs. Continuity plans should address ways to maintain these relationships and ongoing collaborations during disruptions.
Community Outreach Programs: Universities frequently engage with local communities through outreach, research, and educational programs. BCM should ensure these engagements can continue safely or be paused and resumed as needed.

Summing Up ...

The article outlines the critical business functions of a university that must be safeguarded through Business Continuity Management (BCM) to ensure essential services remain operational during disruptions. These vital functions include academic services, research operations, administrative functions, and student support services.

Educational services, such as teaching, exams, and assessments, are central to a university's mission and must continue uninterrupted during crises. Similarly, research functions, which often involve ongoing projects, funding, and external partnerships, require specific BCM strategies to maintain continuity.

Administrative functions, including student admissions, payroll, and financial operations, are also vital to the smooth running of the university. Ensuring these functions are resilient during disruptions helps maintain the institution's economic stability and operational integrity. Student support services, such as counselling, IT support, and career guidance, are crucial to preserving student well-being during a crisis.

The article emphasizes the need for universities to integrate these functions into their BCM plans, ensuring each area remains operational and responsive, even during emergencies.

By focusing on academic delivery, student support, IT resilience, facilities management, and vital administrative operations, universities can build a comprehensive BCM framework that promotes resilience, minimises risk, and supports continuity across all areas of campus life.

Intro	C1	C2	C3	C4	C5	C6	C7
Implementing BCM for Academic Institutions	Understanding Your Organisation: University	Types of Universities	Influence by Types of Universities on the Initiatives	Core University Functions	Organisation Structure for University	Composition of BCM Team	Identifying Internal and External Stakeholders

C8	C9	C10	C11	C12	C13	C14	Conclusion C15
Analysing University’s Operating Environment	Establishing Organisational Goals for BCM	Setting Business Continuity Objectives	Determining Business Continuity Assumptions	Assessing and Analysing Risks	Conducting a Business Impact Analysis	BCM Planning Methodology for University	Securing Resilience in University Through BCM

More Information About Business Continuity Management Courses

To learn more about the course and schedule, click the buttons below for the BCM-300 Business Continuity Management Implementer [B-3] course and the BCM-5000 Business Continuity Management Expert Implementer [B-5].