The authority for approving the group s arrangements for business continuity and emergency planning is reserved to the Governing Body.

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1 Item Number: 11.2 GOVERNING BODY MEETING Meeting Date: 28 May 2014 Report s Sponsoring Governing Body Member: Philip Hewitson Report Author: Sally Brown, Associate Director of Corporate Affairs 1. Title of Paper: Business Continuity Plan 2. Strategic Objectives supported by this paper: (check those which apply) To create a viable & sustainable organisation, whilst facilitating the development of a different, more innovative culture To commission high quality services which will improve the health & wellbeing of the people in Scarborough & Ryedale To build strong effective relationships with all stakeholders and deliver through effectively engaging with our partners To support people within the local community by enabling a system of choice & integrated care To deliver against all national & local priorities incl QIPP and work within our financial resources 3. Executive Summary: Good Corporate Governance is demonstrated by the organisation having assessed the critical business activities and made plans to ensure continuity of these services during a systems failure. The Business Continuity Plan sets out how SRCCG would ensure the critical services continued. The authority for approving the group s arrangements for business continuity and emergency planning is reserved to the Governing Body. 4. Risks relating to proposals in this paper: This Business Continuity Plan serves to minimise the risk of disruption to commissioning services. 5. Summary of any finance / resource implications: None identified 6. Any statutory / regulatory / legal / NHS Constitution implications: The SRCCG Constitution refers to the Business Continuity Plan and arrangements must be in place to ensure the CCG achieves its objectives. 7. Equality Impact Assessment: An Equality Impact Assessment has been completed. 8. Any related work with stakeholders or communications plan: The Business Continuity Plan will be accessed via the SRCCG intranet and held as a hard Page 1 Our Vision to Improve the Health & Wellbeing of our Communities

2 copy on display in the office. 9. Recommendations / Action Required The Governing Body are asked to note that the names and contact details of all staff will be inserted into the office copy and that this version has employee details of the senior managers only. The Governing Body is asked to approve the Business Continuity Plan and it s immediate implementation 10. Assurance The Audit and Governance Committee will seek assurance on the effectiveness of the plan following times of implementation. For further information please contact: Name: Sally Brown Title: Associate Director of Corporate Affairs : Page 2 Our Vision to Improve the Health & Wellbeing of our Communities

3 Business Continuity Plan (v1.0) Updated: 18 May 2014 Next update due: 18 May 2015 Clinical Commissioning Groups will be Category 2 Responders and their main role will be in support of the Category 1 Responders (main NHS providers which require an escalation route to their commissioners and the NHS Commissioning Board which may require support from the CCGs. The Chief Officer has the statutory responsibility for the Emergency Preparedness Resilience and Response arrangements of the CCG, as a Category 2 Responder under the Civil Contingencies Act 2004, (CCA) under the Health and Social Care Act 2012, NHS Commissioning Board (NHS CB), Emergency Planning Framework and other central Government Guidance. This responsibility has been delegated to the CCG Accountable Emergency Officer (Director of EPRR) who is the CCG Chief Officer. The CCG also has a statutory duty to deliver key clinical commissioning functions. The purpose of this plan is to map these key functions and consider alternative ways of delivery in the short term until normal service is restored. Any long term disruption would need further discussion by the Governing Body. 1. Senior Management Team Key Contacts In order to evoke the business continuity plan the following available members of the Senior Management Team (SMT) need to have agreed that the CCG has suffered a break to business continuity and will co-ordinate the CCGs response for their areas of responsibility. Name Role Address Mobile No Simon Cox Chief Officer Richard Mellor Chief Finance Officer Carrie Wollerton Executive Nurse Barbara Buckley Head of Commissioning Vanessa Burns Deputy Finance Officer. 2. Threats to CCG Business Continuity There are a number of threats to business continuity in the CCG. Threat Contingency measures Actions required to restore continuity Complete or near complete loss of staff a) North Yorkshire and Humber Area Team contacted to co-ordinate a response in co-ordination Staff return to work or formal appointment of successors 1 Page

4 Partial loss of staff (<30% availability) Loss of access to accommodation at Scarborough Town Hall site Loss of telephone communication Loss of network connectivity at Scarborough Town Hall site Loss of Transportation Issues with remaining most senior member of the CCG Governing Body or Senior Management Team b) Secure cover from within the CCG c) Liaise with neighbouring CCGs around shared resource d) Approach the CSU to provide a temporary resource e) Contact and external agency to provide a temporary resource Staff will work from home. A staff contact list is provided in Appendix A of work and work mobile telephone numbers a) Issue logged and raised with IT Service provider requesting timeframe for restoration b) Main CCG number forwarded to alternative CCG or a mobile telephone c) Desk numbers forwarded to mobile telephones a) Issue logged and raised with IT Service provider requesting timeframe for restoration b) Options for staff to work from alternative CSU provided building or work from home a) Issue logged with IT Service provider b) Staff make telephone contact with all sources of regular communication to advise them of a loss of e- mail access The CCG members would work together to ensure ability to travel. Dependent upon the timescale, nature and severity of the situation, the members may: a) Reduce or stop non- Staff return to work or formal appointment of successors This situation will be reviewed after 48 hours. Alternative arrangements for accommodation will be taken upon the advice of the Chief Officer. Work undertaken by IT Service provider (and third parties) Work undertaken by IT Service provider (and third parties) to restore connectivity Work undertaken by IT Service provider NHS Mail is a national solution with a range of fallover services and available via the internet 2 Page

5 Fuel Shortage essential transport b) Pool transport c) Public transport d) Use external services e.g. Taxi services (must be made in consultation with the Head of Service). Staff will initially work from home. A staff contact list is provided in Appendix A of work , work mobile telephone and rough location of staff members This situation will be reviewed after 48 hours. Alternative arrangements for accommodation will be taken upon the advice of the Chief Officer. Dependent upon the timescale, nature and severity of the situation, the members may: a) Reduce or stop nonessential transport b) Pool transport c) Public transport d) Use external services e.g. Taxi services (must be made in consultation with the Head of Service). Impact assessment undertaken by Governing Body to determine critical travelling and in line with any central government / NHS England guidance 3. Critical CCG Activities The following activities have a major contribution to the on-going functioning of the CCG and any interruption of these would have a major impact on the CCGs ability to undertake its statutory duties. The priority is an indication to the resource allocation required to allow the function to continue during disruption. Using the information contained in this plan the person(s) responsible should co-ordinate the continued functioning of the activity. Critical Activities Person(s) Responsible Priority 1 = High 5 = Low Continued functioning of the Governing Body including any meetings in public Processing and payment of invoices Simon Cox, Chief Officer Phil Garnett, Clinical Chair [ insert name], PA Governing Body Vanessa Burns. Deputy Finance Officer. Louise Engledow. Deputy Finance Meeting in public: 1 Other activities: Page

6 Production of monthly activity reconciliation with providers (to agreed national timetable) Answering incoming telephone calls Freedom of Information responses Officer Steve Jordan, Contracting 3 [ insert name], PA Governing Body 1 Barbara Buckley, Head of Planning and Assurance 2 4. Critical Outsourced Activities The CCG is buying commissioning support services from North Yorkshire and Humber Commissioning Support Unit ( NYHCSU or the CSU ). We need assurance from the CSU as to their internal business continuity plans to ensure our delivery is not affected Critical Activities Supplier name Date Business Continuity Plan reviewed IT Services North Yorkshire and Humber Commissioning Support Service Reviewed: TBC Next Review Due: TBC Business Intelligence Services North Yorkshire and Humber Commissioning Support Service Reviewed: TBC Next Review Due: TBC Communications Service North Yorkshire and Humber Commissioning Support Service Reviewed: TBC Next Review Due: TBC Independent Funding Review Services North Yorkshire and Humber Commissioning Support Service Reviewed: TBC Next Review Due: TBC 5. Cascade Notification Notification of staff will operate in a cascade system where by notification is made via direct line management routes. A telephone cascade list with work, home and mobile numbers for staff will be held by each line manager. A central list of all staff will be held securely with the HR records and compiled by the CCG Board Secretary. Telephone cascade list checked and up to date with relevant manages notified of any changes Location Stored:.. Checked by:.. Checked on: 6. Communication The Chief Finance Officer, Executive Nurse and the Head of Commissioning and Deputy Finance Officer will keep an updated copy of the cascade list to enable them to contact members of their CCG team. Communications to staff will be via the following means: a. to all staff (if available) via NHS Mail b. Telephone communication to all staff either via BT conferencing or mobile telephones c. Information on the website (if available) d. Team meetings (if appropriate) 7. Recovery Process 4 Page

7 Recovery from an incident or event is as equally important as the business continuity management process. It is important that recovery is a managed and co-ordinated process led by the Emergency Accountable Officer. After the recovery process is complete it is important to undertake a lessons learnt session and update the business continuity plan in relation to any identified lessons learnt. 5 Page

8 Appendix A Business Continuity Staff Contact List Name Role Work Mobile Telephone Work Address Simon Cox Chief Officer Richard Mellor Chief Finance Officer Carrie Wollerton Executive Nurse Barbara Buckley Head of Planning and Insurance Commissioning Assistant Commissioning Kate Maud Service Improvement Details added on office copy Johnathan Kelly Service Improvement Details added on office copy Jenny Carter Service Improvement Details added on office copy Steve Jordan Head of Contracting & performance Contract Information Assistant Louise Engledow Deputy Chief Finance Officer (community) Vanessa Burns Deputy Chief Finance Officer (Acute) Candice Watson Finance Graham Huffen Assistant Finance DC Finance Officer Details added on office copy EH Finance Assistant Details added on office copy JL Quality Facilitator Details added on office copy ST Programme Co-ordinator Details added on office copy Sally Brown Associate Director of Corporate Affairs SM Executive Assistant / Details added on office copy Board Secretary JS PA / Administrator Details added on office copy LD PA / Administrator Details added on office copy NLM Apprentice Admin Details added on office copy 6 Page

9 Governing Body Members Name Role Work Mobile Telephone Work Address Dr Garnett Clinical Chair n/a Dr Diggory GP Board Member n/a Dr Black GP Board Member n/a Dr Halloran GP Board Member n/a Dr Hefni GP Board Member n/a Dr Billingsley GP Board Member n/a Philip Hewitson Chair of Audit and Governance Committee n/a (Lay Member) Andy Hudson Lay Member and Lead for PPE n/a Ian Holland Secondary Care Doctor n/a Last updated 20 May Page

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