[BCM] [E2] [1] [University] BCM Planning Methodology for University

BCM Planning Methodology for University: A Seven-Phase Approach

Universities are multifaceted institutions that rely on various interconnected functions and services to support their academic, research, and operational objectives.

Given the potential for diverse disruptions—from natural disasters and cyber threats to public health crises—establishing a robust Business Continuity Management (BCM) framework is essential.

The BCM planning methodology offers universities a structured, step-by-step approach to ensuring preparedness, resilience, and swift recovery, safeguarding institutional mission and community well-being.

This chapter introduces the seven-phase BCM planning methodology explicitly tailored for universities.

Each phase plays a unique role in building a comprehensive continuity strategy. The methodology ensures a proactive and responsive approach to managing disruptions when implemented in sequence.

Here, we’ll explore each phase of the BCM methodology, setting the foundation for an effective continuity program designed to meet the unique demands of academic institutions.

Phase 1: Project Management

Project Management is the first phase of any BCM initiative, laying the groundwork for the continuity planning process.

During this phase, the university establishes the project’s scope, objectives, and timelines, ensuring clarity and alignment among stakeholders.

Key actions include defining roles and responsibilities within the BCM team, securing the necessary resources, and obtaining executive support.

With a strong project management structure, universities can streamline their efforts and maintain accountability, vital for long-term success.

Key Activities:

• Define project scope and objectives
• Assign BCM team roles and responsibilities
• Secure resources and executive support
• Establish timelines and milestone

Phase 2: Risk Analysis and Review

The Risk Analysis and Review phase is critical to understanding the potential threats that could impact the university. Through this process, universities identify and evaluate risks ranging from natural disasters and cyber threats to operational and reputational hazards.

Conducting a comprehensive risk analysis allows the institution to gain insight into vulnerabilities across different functions and departments, allowing for informed decision-making in later phases. This analysis provides the foundation for targeted risk mitigation strategies, making it an essential component of the BCM framework.

Key Activities:

• Identify internal and external risks
• Evaluate the likelihood and impact of each risk
• Assess vulnerabilities across departments
• Document findings and prioritize risks

Phase 3: Business Impact Analysis (BIA)

In the Business Impact Analysis (BIA) phase, the university examines how potential disruptions impact its core functions.

This analysis helps to identify and prioritise critical business functions, such as teaching, research, student services, and IT operations.

By assessing interruptions' operational and financial implications, the BIA allows the university to focus on essential areas that require continuity planning.

The BIA is a foundational tool for understanding which areas must remain operational during a crisis to preserve the institution’s mission and reputation.

Key Activities:

• Identify and prioritize critical business functions.
• Evaluate the impact of disruptions on these functions
• Determine allowable downtime and recovery time objectives
• Assess operational and financial consequences

Phase 4: Business Continuity Strategy

Based on the insights gained from the Risk Analysis and BIA, the university developed its Business Continuity Strategy.

This phase involves selecting and implementing strategies that support the rapid resumption of critical functions.

Strategies may include developing alternate operating sites, implementing data backup systems, and planning for resource redundancy.

This strategic planning ensures the university can sustain essential functions and services under various crises, preserving academic continuity and student safety.

Key Activities:

• Develop alternate operating sites or methods
• Ensure data and system redundancy
• Plan for resource allocation and reallocation
• Define strategies for safeguarding critical assets and resource

Phase 5: Plan Development

The Plan Development phase is where the BCM strategy becomes an actionable document.

This phase involves creating detailed response plans, such as emergency procedures, communication protocols, and departmental continuity plans.

Each plan should provide clear, step-by-step instructions for university staff and faculty during disruptions.

This documentation enables a coordinated response and ensures everyone understands their roles and responsibilities in an emergency.

Key Activities:

• Develop departmental continuity plans
• Create emergency response and communication protocols
• Document processes for managing various crisis scenarios
• Ensure plans are accessible and user-friendly

Phase 6: Testing and Exercising

Testing and Exercising are essential for validating the effectiveness of the BCM plans.

This phase involves conducting drills, simulations, and training sessions to test the continuity plans and identify any gaps or areas for improvement.

Testing helps ensure that faculty, staff, and students are familiar with the plans and can respond effectively during an actual disruption. Regular testing and updating of plans keep the university’s continuity capabilities sharp, building a culture of preparedness and resilience.

Key Activities:

• Conduct evacuation and response drills
• Run simulations for potential scenarios
• Identify gaps and areas for improvement
• Train faculty, staff, and students on continuity procedures

Phase 7: Program Management

The final phase, Program Management, emphasizes the ongoing maintenance and evolution of the BCM program.

Business continuity is not a one-time activity; it requires regular review, updates, and adjustments to remain effective.

Program Management ensures that the BCM framework adapts to changes in the university’s environment, such as technological shifts, new risks, or institutional changes.

This phase fosters a long-term commitment to resilience by embedding BCM into the university’s culture and daily operations.

Key Activities:

• Regularly review and update BCM plans
• Monitor emerging risks and adapt strategies accordingly
• Engage in continuous improvement of BCM processes
• Foster a culture of preparedness across the university

Summing Up ...

Implementing the seven-phase BCM planning methodology empowers universities to proactively manage risks, maintain critical functions, and support a resilient academic community.

By following this structured approach, institutions can address the specific demands of the university environment, ensuring preparedness for both expected and unforeseen disruptions.

This methodology safeguards the university’s mission and reinforces its commitment to the safety and well-being of students, faculty, and staff.

The chapters will explore these phases more fully, offering practical insights and best practices for universities seeking to strengthen their continuity management capabilities.

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].