Organisational Business Continuity Plan 2014/2015

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1 67 GB OT PROTECTIVEL MARKED Organisational Business Continuity Plan 2014/2015 Policy number: Version 1.5 Approved by ame of author/originator Owner (director) 67 GB Governing Body Daniel Lo Russo, Information Governance Manager Elaine ewton, Director for Governance and Compliance Date of approval ovember 2014 Date of last review October 2014 ext due for review April 2015 Who can invoke the plan When Who notified? The Chair At any time On Call Manager & Chief Executive The Chief Executive At any time On Call Manager & Chair The On-Call Manager Following an EMT Page 1 of 31 Organisational Business Continuity Plan 1.5

2 OT PROTECTIVEL MARKED STOP IF A MAJOR ICIDET HAS BEE DECLARED AD OU ARE READIG THIS PLA FOR THE FIRST TIME, DO OT COTIUE MAKE SURE OU HAVE OUR O CALL PACK TO HAD ASSESS SITUATIO, BACKGROUD AD ACTIO GO DIRECTL TO THE ACTIO CARD SECTIO OF THE EMERGEC PLA SEEK OUT OUR ACTIO CARD AD FOLLOW IT IF OU DO OT HAVE A ACTIO CARD THE AWAIT FURTHER ISTRUCTIOS FROM OUR MAAGER DO OT CALL THE SWITCHBOARDS OF THE CCG OR ACUTE HOSPITAL TRUST FOLLOW A EVACUATIO PROCEDURES AS DIRECTED ESURE THAT OUR MAAGER AD WORK COLLEAGUES HAVE A COTACT UMBER FOR OU AD THAT OU ARE ABLE TO COTACT THEM DO OT GO TO THE ICIDET COTROL CETRE ULESS OU HAVE BEE IFORMED TO DO SO B O CALL MAAGER KEEP OUR ID CARD O OU AT ALL TIMES Page 2 of 31 Organisational Business Continuity Plan 1.5

3 OT PROTECTIVEL MARKED Version control sheet Version Date Author Status Comment 1.0 June 2014 Samantha Chalmers 1.1 June 2014 Samantha Chalmers Draft Draft For consultation With amendments from Surrey County Council for ISO alignment 1.2 Oct 2014 Dan Lo Russo Draft Incorporate Directorate plans 1.3 Oct 2014 Dan Lo Russo Draft Incorporated Stakeholder Comments 1.4 ov 2014 Dan Lo Russo Draft Incorporated EMT Feedback 1.5 ov 2014 Dan Lo Russo Approved Page 3 of 31 Organisational Business Continuity Plan 1.5

4 Equality statement OT PROTECTIVEL MARKED HS Guildford and Waverley aims to design and implement services, policies and measures that meet the diverse needs of our service, population and workforce, ensuring that none are placed at a disadvantage over others. We take into account the Human Rights Act 1998 and promote equal opportunities for all. This document has been assessed to ensure that no employee receives less favourable treatment on the protected characteristics of their age, disability, sex (gender), gender reassignment, sexual orientation, marriage and civil partnership, race, religion or belief, pregnancy and maternity. Members of staff, volunteers or members of the public may request assistance with this policy if they have particular needs. If the member of staff has language difficulties and difficulty in understanding this policy, the use of an interpreter will be considered. We embrace the four staff pledges in the HS Constitution. This policy is consistent with these pledges. EIA for BCP to be updated by CCG s EIA Lead with link to completed EIA to be inserted here. Page 4 of 31 Organisational Business Continuity Plan 1.5

5 Contents OT PROTECTIVEL MARKED STOP... 2 Contents Introduction Scope Critical functions Functions priority table Activating the plan Suspension of services in the event of business disruption Minimum staffing and resourcing requirements Core competencies Accessing legal advice Communications Insurance Finance, budget and expenditure Training and exercises Distribution and storage of the plan Review of the plan Actions Initial response checklist Recording s Alternative working locations for staff Muster points and meeting places Specific action plans by event type Staff absence Working Environment (including flooding Adverse weather Fuel shortage Surge in activity IT and communications Clinical consumables (not applicable) Appendix A management team contact details Appendix B Contact details for Stakeholders Appendix C Decision log Page 5 of 31 Organisational Business Continuity Plan 1.5

6 OT PROTECTIVEL MARKED 9 Appendix D Individual Action Cards list Page 6 of 31 Organisational Business Continuity Plan 1.5

7 OT PROTECTIVEL MARKED 1 Introduction This plan is to be used to assist in the continuity and recovery of HS Guildford and Waverley Clinical Commissioning Group (CCG) in the event of an unplanned disruption. A disruption could be any event, which threatens personnel, buildings or operational capacity and requires special measures to be taken to restore normal service. This plan should be used in conjunction the Emergency Plan Toolkit, the Incident Coordination Centre Protocol and the On-Call Protocol. 2 Scope This plan is primarily intended for use by the on-call manager and applies to the functions provided by Guildford and Waverley CCG at the following sites: CCG Office, Dominion House, Guildford, GU1 4PU The CCG s critical functions are dependent on the following external organisations, and so this plan covers the crucial relationship between these organisations and the CCG: South East Commissioning Support Unit ICT, Data Warehouse and Procurement Support CBRE Managing Agents for Office Premises OVEX Premises Maintenance Company HS Property Services Landlord East Sussex Healthcare HS Trust - 3 rd Party Payroll Provider Robens Centre Occupational Health TIAA Internal Auditors & Local Security Management Specialist Arun H&S Advisors The Royal Surrey County Hospital HS Foundation Trust Surrey and Borders Partnership HS Foundation Trust South East Coast Ambulance Service HS Foundation Trust Virgin Care Ltd Guildford & Waverley General Practices A major disruption to HS England Surrey and Sussex Area Team will invoke their Major Incident Plan, and the relevant Business Continuity Plans. Under the Civil Contingencies Act the CCG is category 2 responder and therefore has a duty to respond to the area team, and the details of the critical elements of HS Guildford and Waverley CCG have been included in this Business Continuity Plan. Page 7 of 31 Organisational Business Continuity Plan 1.5

8 3 Critical functions 3.1 Functions priority table OT PROTECTIVEL MARKED As part of the Business Impact Analysis process a critical function analysis has previously been carried out to determine those parts of the service that are a priority to maintain or reinstate. This plan covers the following critical functions within HS Guildford and Waverley CCG. Priority Description Function/Activity 1 Critical Within 1 hour Danger/distress to staff/patients Prevents provision of an essential function 1. Emergency planning and response (including communications) 2 Urgent Within 8 hours Will escalate to critical if not addressed within this time band 1. Business Continuity (including communications) 2. Quality and Safeguarding (Q&S), Complaints - Advisory and support services 3 Essential hours Major disruption no danger to staff or patients. Does not prevent provision of essential service function 1.H&S and Security 2. Facilities 3. Finance Ledger Access 4. Q&S - Review of s (SCR s/cr/imr & SI) 4 Important Within 3 days Will affect services without causing distress to patients 1. Human Resources 2. Information Governance 3. PA Support & General Office Admin 4. Routine Communications Page 8 of 31 Organisational Business Continuity Plan 1.5

9 OT PROTECTIVEL MARKED 5. Clinical Commissioning Designing & Implement Clinical Services 6. Children s Services Delivery (inc CAMHs) 7. Medicines Management 8. Contract Management 9. Q&S - Attendance meetings internal and with external partners 10. Q&S - CQUI monitoring and review 11. Referral Support Service (RSS) 5 ecessary Within 7 days 6 Routine Within 14 days or as agreed Minor disruption to services Will not directly disrupt services but will cause inconvenience 1. Risk Management 2. CCG Website, Intranet and Social Media 3. Finance Month end reporting and LAT submissions 4. Q&S - Supervision of key staff in providers 5. Q&S - monitoring, review and action plan development 1. Routine Complaints & MP Letters 2. Patient & Public Engagement 3. FOI Management 4. Clinical Commissioning Provider Management Page 9 of 31 Organisational Business Continuity Plan Clinical Commissioning GP Engagement

10 OT PROTECTIVEL MARKED 6. Information Internal & External 7. Contracts Procurement Support 8. Contracts Performance Management 7 on-urgent Within 28 days or as agreed Will involve non-urgent repairs 1. Policy Development 3.2 Activating the plan The plan can be activated by the Chief Officer or the Chair at any time. The plan should be activated by the on-call manager as soon as possible after an Emergency has been declared by any partner agency (HS England, the Royal Surrey County Hospital, another CCG, SECAmb, Police, Fire and Rescue, Surrey County Council and Public Health England), or after the activation of the Major Incident Plan. 3.3 Suspension of services in the event of business disruption If a disruption occurs and this plan is activated permission must be sought from the Chief Officer or Chair of the CCG Governing Body, or in their absence via the Management Team (as listed on Appendix A of this document) to suspend the service functions rated 5, 6 and 7 detailed above and release the HS Guildford and Waverley CCG staff who cover these functions to provide support to critical functions and thereby minimise the risks of danger/distress to patients or staff as a result of the BCP event. Page 10 of 31 Organisational Business Continuity Plan 1.5

11 OT PROTECTIVEL MARKED 3.4 Minimum staffing and resourcing requirements Ref # Function 1 Emergency Planning 2 Business Continuity 3 Safeguarding Children 4 Safeguarding Adults Minimum resources required umber Staff group of staff Resources (WTE) >1 1 laptop Management 1 mobile (on-call phone) (Chief On call pack Executive) Management (Chief Executive) Specialist Specialist 5 Quality Specialist 6 H&S and Security External Support: Specialist staff (Security Consultant) Internal resource: Management (Decision Maker) 7 Facilities External Support: Specialist staff (Facilities Manager) 8 Finance 9 Human Resources >1 1 laptop 1 mobile Business Continuity Plan Page 11 of 31 Organisational Business Continuity Plan /A - SLA > or SLA Phone, Laptop, RAS etwork, and shared drive access Phone, Laptop, RAS etwork, and shared drive access Phone, Laptop, RAS etwork, and shared drive access PC Internet Access phone line (fixed/mobile) Access to CCG etwork SLA with TIAA 1 mobile 1 laptop Access to CCG etwork SLA with TIAA Specialist staff 2 Laptop Mobile Access to CCG etwork Access to specialist applications (SBS) Specialist staff (HR Manager) >1 Laptop Mobile Access to CCG etwork Access to specialist Remote working / (though may require access to office)

12 10 Information Governance OT PROTECTIVEL MARKED Specialist staff (IG Manager) or CSU Support applications (Oracle & ESR) laptop 1 mobile Access to 3etwork Access to specialist applications (IG Toolkit) 11 PA Support & General Office Admin 1 X Specialist staff (Agency PA) and 2 X General Admin: (Admin staff) 3 3 X PC 3 X phone line (fixed/mobile) Access to GW CCG etwork Photocopier 12 Communication s Specialist staff (Comms Manager) and access to Management (Decision Maker) 0.33 <0.25 Mobile HS net Internet enabled PC or device 13 Core CC Specialist Staff 1 Laptop & Mobile Access to X Drive 14 Primary Care Phone, Laptop, RAS Workforce Tutor Specialist 1 etwork, and shared drive access 15 Children s Specialist 1 Laptop & Mobile Services Staff Access to X Drive 16 Medicines Mgnt Specialist 1 Laptop & Mobile Staff Access to X Drive 17 Children and Specialist 1 Laptop & Mobile Families Staff Access to X Drive Programme 18 Specialist staff 1 Laptop Contracting Mobile Access to CCG etwork 19 RSS Specialist Staff 20 Risk Specialist staff Management (Risk System Admin) and access to Management (Decision Maker) 2 Desktop, phone, Choose & Book access 0.5 PC or laptop Phone (fixed or mobile) <0.2 Page 12 of 31 Organisational Business Continuity Plan 1.5

13 21 CCG Website, Intranet & Social Media Complaints & MP Letters Patient & Public Engagement FOI Management OT PROTECTIVEL MARKED Specialist staff (Website Manager) General Admin: (Admin staff) and access to Management (Decision Maker) General Admin: (Admin staff) and access to Management (Decision Maker) Specialist staff (FOI Manager) or CSU Support Internet enabled PC/laptop 1 Mobile Access to G&W etwork Sharepoint (Intranet) Cascade/distribution list for alerts etc 0.25 PC Phone line (fixed/mobile) Access to GW CCG etwork 0.25 PC Phone line (fixed/mobile) Access to GW CCG etwork 0.5 PC Phone line (fixed/mobile) Access to GW CCG etwork 24 CAMHS Specialist Staff 25 QIPP - Specialist Programme Staff 26 Clinical Pathway Specialist Transformation Staff 27 Performance and Information Total management Specialist staff General/admin 1 Laptop & Mobile Access to X Drive 1 Laptop & Mobile Access to X Drive 1 Laptop & Mobile Access to X Drive Specialist staff 2 Laptop Mobile Access to CCG etwork Access to specialist applications Page 13 of 31 Organisational Business Continuity Plan 1.5

14 3.5 Core competencies OT PROTECTIVEL MARKED This section highlights any specialist skills and knowledge as well as ational Occupational Standards that must be met when considering the core competencies of any members of staff expected to fulfil a designated role. Ref Key role Core competency How this will be met # 1 Chief Officer Please refer to nationally published core role descriptions Current staff or acting up cross cover or if necessary recruitment from agency 2 Emergency Planning EP/On call competencies Covered by CEX or On-call manager 3 Business Continuity EP/On call competencies Covered by CEX or On-call manager 4 H&S Specialist Refer to nationally External consultant support published definition of competent person 5 Facilities Manager Facilities management and Acting up or Interim communication skills 6 Security Manager Knowledge and Acting up or Interim understanding of relevant HS requirements 7 Chief Finance Officer Please refer to nationally published core role Current staff or acting up cross cover or if necessary 8 Deputy Chief Finance Officer 9 Safeguarding Children 10 Safeguarding Adults descriptions Qualified Accountant Registered nurse, masters, 5 years experience specialist community public health nurse, 10 years experience in child protection, experience as named nurse, multi agency and senior level experience. Understanding of the Prevent agenda. Provide a key resource for staff on the Mental Capacity Act. Understanding of the forthcoming Care Act (2015). 11 Quality STEIS and SI management, Clinical experience. 12 Primary Care Workforce Tutor Primary Care practitioner experience. Higher Education systems knowledge and post Page 14 of 31 Organisational Business Continuity Plan 1.5 recruitment from agency Current staff or acting up cross cover or if necessary recruitment from agency Current team has temp alternate resource. Agency cover would be sought Agency cover would be sought Current team has temp alternate resource. Agency cover would be sought Agency cover would be sought

15 OT PROTECTIVEL MARKED graduate certificate in education of adults. 13 HR Manager Knowledge and understanding of employment law 14 IG Manager Knowledge and understanding of data protection and HS IG requirements Acting up or Interim Acting up or Interim 15 PA Professional PA Acting up or Interim 16 Communications Acting up or Interim Manager 17 Children s Commissioning 18 Commissioning Manager 19 Director of Contracts Communication skills and experience of working with range HS orgs. Member of Chartered institute of Marketing or Chartered Institute of Public Relations Knowledge of HS commissioning processes. Knowledge of Children Services. Knowledge of HS commissioning processes. Specialist knowledge of contracting and procurement to meet all statutory, regulatory and HS requirements 20 RSS Clinical Assessor Clinically trained and able to use Choose & Book. 21 Risk Manager Risk Management and reporting best practice 22 Website Manager Ability to use Sharepoint, Facebook, Twitter 23 Complaints Knowledge of complaints Manager process 24 Head of Performance and Information 25 Information and Performance Manager Specialist knowledge of IT and activity performance to meet all statutory, regulatory and HS requirements Specialist knowledge of IT and activity performance, with particular reference to acute contracts, to meet all statutory, regulatory and HS requirements 26 FOI Manager Knowledge and understanding of FOI Act 27 General Admin Basic IT skills and communications skills Acting up or Interim Acting up or Interim Current staff or acting up cross cover or if necessary recruitment from agency Interim cover from agency Acting up or Interim Acting up or Interim Acting up or interim Current staff or acting up cross cover or if necessary recruitment from agency Current staff or acting up cross cover or if necessary recruitment from agency Acting up or Interim Temp Agency Page 15 of 31 Organisational Business Continuity Plan 1.5

16 3.6 Accessing legal advice OT PROTECTIVEL MARKED Access to legal advice is controlled through the approval of requests via the Chief Officer. The CCG uses specialist advice dependent on the expertise required. Details and contact details for the CCG s legal advisors are included at Appendix A. 3.7 Communications Please refer to the CCG Communications Plan for further information. 3.8 Insurance The building that the CCG inhabits is insured as a part of the lease from the owner as is the public liability insurance. Damage to the building should be reported to the landlords managing agent CBRE on (24 hour number as forwards to out of hours control room). Medical and nursing personnel have their professional indemnity via HS Litigation Authority. There are currently no other insurances in place. Page 16 of 31 Organisational Business Continuity Plan 1.5

17 OT PROTECTIVEL MARKED 3.9 Finance, budget and expenditure All expenditures made during a major should be recorded against the Emergency Planning cost code Provision for emergency expenditures is made in the scheme of delegation Costs incurred for staff training in Emergency Planning is provided for by the Governance and Compliance budget Expenses incurred by staff during a major or emergency, including subsistence, accommodation and excess travel can be claimed as per the expenses policy Training and exercises Business continuity plans are covered in the staff induction All on call staff are provided with 1:1 training, including a review of the business continuity plan before they are added to the on call rota Additional training is available on line from PHE E-Health Learning PublicHealthEngland%2fKIP%2fSTS%2fIssueClaims.aspx%3fwa%3dwsignin 1.0%26wtrealm%3dhttps%253a%252f%252flms.kallidus.com%252fPublicHea lthengland%252flms%252f%26wctx%3drm%253d0%2526id%253dpassive% 2526ru%253d%25252fPublicHealthEngland%25252fLMS%25252f%26wct%3 d T09%253a53%253a42Z&wtrealm=https%3a%2f%2flms.kallidus.com%2fPu blichealthengland%2flms%2f Regular testing of business continuity arrangements will be undertaken Exercises are held annually and should include a review of the business continuity plan All on call staff are expected to attend any exercise and any related debriefing sessions. Training type Staff who Location Mandatory should attend General introduction to Business All Induction Continuity and Emergency Planning Business Continuity training for on On call On call call managers managers training PHE E-learning for Business Continuity All Online Page 17 of 31 Organisational Business Continuity Plan 1.5

18 OT PROTECTIVEL MARKED 3.11 Distribution and storage of the plan The full version of the plan is stored electronically at the following file path: X:\Emergency Planning\Emergency planning\business Continuity Plans\ A redacted version of the plan (without Contact Telephone umbers for nonsenior staff) is available on the intranet here: Plan.aspx Hard copies are available in the Emergency Planning On-Call Boxes on the Second and Third Floors of Dominion House Office The plan has been distributed to the following: The Chair The Chief Executive All on call managers All staff including contractors HS England Area Team 3.12 Review of the plan The plan will be reviewed annually and also following any exercises undertaken or any significant organisational changes Amendments to the plan will be approved by the Executive Committee This plan will be audited for effectiveness at least once per year. Page 18 of 31 Organisational Business Continuity Plan 1.5

19 4 Actions OT PROTECTIVEL MARKED 4.1 Initial response checklist Please see Appendix D for a copy of the initial response checklist which will assist in the management of all BCP events and particularly those which do not have a corresponding Action Card. 4.2 Recording s All s made and actions taken should be recorded using the template in appendix C. 4.3 Alternative working locations for staff If the building is evacuated for any reason, managers should liaise with their staff and monitor their welfare, particularly if there are inclement weather conditions. Circa 65% of all staff have been issued with a laptop, 65% with remote access tokens and 80% with mobile phones. The presumption is therefore that the majority of staff have the capacity to work from home. Mutual aid agreements with other CCGs, the South London CSU and Royal Surrey HS Foundation Trust (RSCH) mean that the following alternative desk space is available: E Hants & Farnham Aldershot Centre for Health Hospital Hill Aldershot GU11 1A East Surrey (moving offices in ovember 2014) The Officers' Mess Coldstream Road Caterham Surrey CR3 5QX South East CSU (in process of checking capacity given changes) 1 Lower Marsh Waterloo London SE1 7T RSCH Egerton Road Guildford GU2 7XX Own laptop required Own phone required Own laptop required Own phone required Own laptop required Own phone required Own laptop required Own phone required Max number TBC Max 3 at any one time Max 4 at any one time 5-10 at any one time Approx 1 week use Page 19 of 31 Organisational Business Continuity Plan 1.5

20 OT PROTECTIVEL MARKED Desk based PCs may also be available with Surrey Downs CCG at Cedar Court in Leatherhead, however, it takes time for the log in details to be set up, and so this option is only available to members of staff that have previously worked from this location. 4.4 Muster points and meeting places In the event of the building being evacuated, the muster point is the car park outside the building to the rear on Commercial Road. Alternative meeting places may be secured from local providers and partners by using the contact numbers listed in Appendix B. Please ensure that you make your line manager aware of where you will be. 5 Specific action plans by event type The top rated risk in 2014/15 for the country is pandemic flu. The top rated risk for the county in 2014/15 is Flooding. The most significant risk for the organisation is the dependence on a small pool of staff and the specialist skills and knowledge required to undertake the day to day business of the organisation. All the specific action plans below take into account the need for specialist staff, however the first action would be to seek cross cover with an appropriately trained member of staff and then secure agency or interim cover if that is not possible. Individual Action Cards for the on call manager are provided in appendix D. 5.1 Staff absence B: Refer to the sickness absence policy and review Action Card 6. Staff absence (including flu) Page 20 of 31 Organisational Business Continuity Plan 1.5 Risk: Very High Action Outcome Lead Completion date 1 Identify staff with specialist skills for agency or interim cover 2 Enable all other staff to work from home by providing remote access to secure systems 3 Apply remote workers policy All specialist roles required for business continuity are covered by agency or interim staff Reduced risk of staff contracting flu Ensure staff are protected and supported Chief Officer or senior Line manager or senior Line manager or senior Within 8 CO sign off /

21 OT PROTECTIVEL MARKED 4 Review every 24 hours for continuity and organisational effectiveness Full operational effectiveness Chief Officer or senior 5 Alert HS England and other key stakeholders of organisational status Comply with EPRR requirements for Cat 2 responder Chief Officer or senior 5.2 Loss of Working Environment (including flooding and fire) B: Refer to Action Cards 4 and 7. Working environment (including flooding) Risk: Moderate Action Outcome Lead Completion date 1 Secure site and alert Landlord and Security Management Specialist at TIAA Prevent unauthorised and unnecessary access to site to prevent injury 2 Identify alternative site To enable ongoing operations 3 Enable all other staff to work from home by providing remote access to secure systems 4 Apply remote workers policy 5 Review every 24 hours for continuity and organisational effectiveness 6 Alert HS England and other key stakeholders of organisational status Reduced risk of injury to staff Ensure staff are protected and supported Full operational effectiveness Comply with EPRR requirements for Cat 2 responder Line manager or senior Line manager or senior Chief Officer or senior Chief Officer or senior Within 8 Within 8 CO sign off / Page 21 of 31 Organisational Business Continuity Plan 1.5

22 OT PROTECTIVEL MARKED 7 Arrange recovery and repair where required To enable ongoing recovery of operations Chief Officer or 8 Initiate insurance claims where required To ensure long term financial recover of organisation Chief Finance Officer or 5.3 Adverse weather B: Refer to Action Card 8. Adverse Weather Page 22 of 31 Organisational Business Continuity Plan 1.5 Risk: Moderate Action Outcome Lead Completion date Staff unable to return home and who need to stay overnight are entitled to claim that cost back as expenses as per Expenses policy Identify work that can be cross covered by other colleagues Enable all other staff to work from home by providing remote access to secure systems Apply remote workers policy Review every 24 hours for continuity and organisational effectiveness Reduce operational fatigue of staff as per ICC protocol All roles required for business continuity are covered Reduced risk of staff becoming stranded Ensure staff are protected and supported Full operational effectiveness Line manager or senior Line manager or senior Line manager or senior Line manager or senior Chief Officer or senior Within 1 month of Alert HS England and Comply with EPRR Chief CO sign off /

23 OT PROTECTIVEL MARKED other key stakeholders of organisational status requirements for Cat 2 responder Officer or senior hours of 5.4 Fuel shortage B: See adverse weather plan above. Fuel Shortage Risk: Low Action Outcome Lead Completion date Contact all team members to make them aware of BC event Advise affected staff to seek alternative travel arrangements wherever reasonable and safe Advise staff to cancel all nonessential external meetings Advise staff to rearrange venues for essential meetings inaccessible by public transport Reduced risk of injury to staff Reduced risk of injury to staff Reduced risk of injury to staff Reduced risk of injury to staff Line manager or senior Line manager or senior Line manager or senior Line manager or senior CO sign off / Page 23 of 31 Organisational Business Continuity Plan 1.5

24 5.5 Surge in activity OT PROTECTIVEL MARKED B: Where the surge in activity relates to the acute provider, refer to Action Cards 2 and 3. Surge in activity Risk: Low Action Outcome Lead Completion date Triage areas of critical coverage and arrange cross cover support Seek permission to suspend non-essential activity Arrange longer term cover to back fill posts All specialist roles required for business continuity are covered by agency or interim staff To ensure stability of service and reduce operational fatigue To enable ongoing recovery of operations Within 8 Within 8 Within 48 CO sign off / 5.6 IT and communications B: Refer to Action Card 5 and the South East CSU IT disaster recovery plan. IT and communications Risk: High Action Outcome Lead Completion date Contact CSU to arrange alternative IT and communications provision Purchase alternative IT kit if needed Alert HS England and other key stakeholders of organisational status Initiate insurance claims where required To enable ongoing operations To enable ongoing operations Comply with EPRR requirements for Cat 2 responder To ensure long term financial recover of organisation Chief Officer or senior Chief Finance Officer or Within 8 Within 8 CO sign off / Page 24 of 31 Organisational Business Continuity Plan 1.5

25 OT PROTECTIVEL MARKED 5.7 Clinical consumables (not applicable) Clinical consumables Risk: /A Action Outcome Lead Completion date CO sign off / 5.8 Utility Failure B: Refer to action card 4. Utility Failure Risk: Low Action Outcome Lead Completion date Apply remote workers policy On-going liaison with utility provider regarding reinstatement of utility On-going liaison with CSU regarding restoration of network (if applicable) Liaison with landlords regarding temporary measures (e.g. generator) Ensure staff are protected and supported To enable ongoing operations To enable ongoing operations To enable ongoing operations Line manager or senior Facilities Manager Facilities Manager Facilities Manager CO sign off / Page 25 of 31 Organisational Business Continuity Plan 1.5

26 OT PROTECTIVEL MARKED 6 Appendix A management team and other key contact details CCG Management Team ame Phone umber Mobile umber REDACTED FROM THIS VERSIO CCG Key Contacts ame Phone umber Mobile umber REDACTED FROM THIS VERSIO Page 26 of 31 Organisational Business Continuity Plan 1.5

27 OT PROTECTIVEL MARKED 7 Appendix B Contact details for Stakeholders Contact details for all stakeholders are included within the CCG s Contact Database which is available at: X:\Directory\Directory Key stakeholder contact details for business continuity events are included with the Oncall Managers pack on the intranet and also in hard copy within the EP On-Call Boxes stored on the 2 nd and 3 rd floor of the Dominion House Office. Page 27 of 31 Organisational Business Continuity Plan 1.5

28 OT PROTECTIVEL MARKED 8 Appendix C Decision log REMEMBER OU CA CO-OPT ADMIISTRATIO SUPPORT TO ASSIST OU I MAAGIG THE ICIDET EFFECTIVEL ame: Situation: Background: Assessment: Recommendations: On-call receiving sheet otice received from: HS England Area Team Other CCG [ ] SECAmb HS Provider [ ] Public Health England Other C1 Responder [ ] Other [ ] Type of : Business continuity Surge Mutual aid Emergency Major Incident o Major o Mass o Catastrophic Other (specify) Incident details Message Time Decision/Action Page 28 of 31 Organisational Business Continuity Plan 1.5

29 OT PROTECTIVEL MARKED Message Time Decision/Action Page 29 of 31 Organisational Business Continuity Plan 1.5

30 OT PROTECTIVEL MARKED 9 Appendix D Action Cards The following Action Cards are included within this Appendix: # Title Version Date last updated 1 Generic Incident Response Checklist V2.0 24/10/14 2 If the RSCH goes to Red V1.0 25/06/14 3 If the RSCH goes to Black V1.0 25/06/14 4 If the building/offices are damaged V1.1 25/06/14 5 If the IT system fails V1.0 25/06/14 6 If there is an outbreak (flu) V1.0 In progress 7 If there is flooding V1.0 25/06/14 8 If there is severe weather (heat/snow) V1.0 25/06/14 The event specific Action Cards are currently being reviewed in consultation with mutual aid partners and have therefore been omitted from this version of the plan. Page 30 of 31 Organisational Business Continuity Plan 1.5

31 OT PROTECTIVEL MARKED Action Card 1 Generic Incident Response Checklist Task 1 Start a log of messages received, actions and expenses incurred 2 Evaluate impact of situation and identify which critical functions have been disrupted 3 Consult with the On Call Manager about activation of the plan 4 Contact Chief Officer of HS Guildford and Waverley CCG to seek permission to suspend non-critical functions 5 Identify any particularly urgent issues e.g. legal/ contractual timescales etc 6 Decide on contingency actions to be taken in consultation with Director(s) affected business areas 7 Identify staff, resources, equipment etc required and source as required Completed date/by whom On-call Manager On-call Manager and Directors Directors On-call Manager and Directors On-call Manager and Directors On-call Manager On-call Manager and Directors 8 Assign responsibility and timescales On-call Manager and Directors 9 Assess if any implications impact further than the CCG area On-call Manager 10 Inform staff On-call Manager and Directors 11 Inform stakeholders On-call Manager and Communications/Website Manager 12 Monitor progress made, obstacles encountered and On-call Manager decide on continuing recovery process. Page 31 of 31 Organisational Business Continuity Plan 1.5

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