Tour de France Grand Départ Basic Business Continuity Planning RESTRICTED

Transcription

1 Tour de France Grand Départ Basic Business Continuity Planning RESTRICTED

2 Scope of the presentation Aim of the presentation What is a Business Continuity Plan? Understanding your business and identifying the risks Preparing your Business Continuity Plan Implementing your Business Continuity Plan Business continuity beyond the Tour de France

3 Aim of the presentation To help you to identify risks and develop a plan to help you to protect your business during the Tour de France Grand Départ.

4 What is a Business Continuity Plan? A documented procedure that is developed, compiled and maintained in readiness to enable your organisation to continue its key functions and activities in the event of a disruptive incident or event..such as the Tour de France!

5 Understanding your business and identifying the risks Business continuity is not about everything. The focus is on the functions and activities which have to be performed in order to deliver the key products and services which enable your business to meet its most important and time sensitive objectives.

6 Understanding your business and identifying the risks How quickly does your service or function need to be recovered? The services or functions that would have the greatest impact in the shortest time and need to be recovered most quickly are the services and functions that need to be covered by the plan.

7 Understanding your business and identifying the risks What are the risks that might happen and why? What might be the impact or consequences of the risks on the business? What is the likelihood or probability of the risks occurring? Is there any controls, actions or treatments that might mitigate the impact or reduce the likelihood of the risk occurring?

8 Understanding your business and identifying the risks By identifying the risks and considering measures in advance, you will be aware of the risks and be as prepared as possible.

9 Preparing your Business Continuity Plan The plan should document processes and actions to reduce or manage the identified risks. The documented processes and actions will support your business in the event of a disruption in continuing to provide its key activities and functions.

10 Preparing your Business Continuity Plan The impact of the Grand Départ on your business might result in: Shortage of staff Denial of access to premises and impact on customers/clients Interruption to or loss of mobile connectivity and access to data Disruption to key suppliers and supplies

11 Preparing your Business Continuity Plan The impact of such disruption could result in: adverse effects on staff or public wellbeing; breaching of duties or regulations; damage to reputation; reduced financial viability; deterioration of product or service quality; and environmental damage

12 Preparing your Business Continuity Plan:1 Staff Contact List All key members of staff should be listed including: Name Position/job title and role in the event of a disruption Office telephone contact Mobile telephone contact (out of hours contact) Home telephone contact (out of hours contact)

13 Preparing your Business Continuity Plan:2 Recovery Objectives Identify and list the key activities and functions particularly those that are time sensitive that need recovering within: 0 to 1 hour 1 to 24 hours 24 hours to 5 working days Progressive recovery beyond 5 days

14 Preparing your Business Continuity Plan:3 Activation Procedure List the actions to be taken by the person activating the plan: Establish the impact of the disruption on the business, its service, activities and functions etc. Identify the activities or functions to be recovered first (time-sensitive) Direct and oversee the response or recovery operation Provide regular status reports to management and stakeholders Stand-down the response or recovery operation once business as usual is restored.

15 Preparing your Business Continuity Plan:4 Shortage of Staff Actions and considerations might include: Have you briefed staff of the potential impact that the Grand Départ might have in the Leeds area i.e. road closures, congestion, travel disruption etc.? Instructing staff to ring-in if problems arise on the day. Can appointments/visits be prioritised or rescheduled? Can additional staff be available on standby if a problem should arise? Can the availability of core skills and knowledge be widened through multi-skill training of staff or providing written instructions or checklists on the day?

16 Preparing your Business Continuity Plan:5 Denial of Access to Premises & Impact on Customers/Clients Actions and considerations might include: Have you considered the impact of road closures or diversions on your business? Have you made your staff aware of the (pedestrian/vehicle) crossing points along the route? Have you informed your customers or clients of changes to services, potential delays to appointments visits etc. Is there an emergency contact number for customers or clients to ring if appointments or visits are late or missed on the day.

17 Preparing your Business Continuity Plan:6 Interruption to or loss of mobile connectivity and access to data Actions and considerations might include: Have you considered contingencies in the event of loss or interruption of mobile connectivity? Have you considered alternative methods of communication, particularly where staff have a reliance on mobile devices? Have you considered printing out key data in case connectivity fails? (data might include, staff and client contact details, appointments, staff rotas etc.)

18 Preparing your Business ContinuityPlan:7 Disruption to key suppliers and supplies Actions and considerations might include: Do you have adequate stocks of core supplies and consumables to support service delivery on the day. Are stocks of core supplies in the right locations and accessible by staff? Have you informed suppliers who have deliveries scheduled on the day of potential access issues due to road closures and traffic congestion? Have you identified alternative sources for core supplies in the event of disruption experienced by regular suppliers?

19 Preparing your Business Continuity Plan:8 Key Contact List Identify and list the contact details of those who need to be informed, or who have a role in responding to a disruption i.e. key stakeholders, partners, suppliers etc. including: Name of contact or organisation and nature of business Office/mobile telephone number Emergency telephone number /Website address

20 Preparing your Business Continuity Plan:9 Incident Log The Incident Log is used to record key information in respect of decisions made during a disruption including: Date and time that each entry was recorded in the Incident Log Notes, decisions and actions taken and by whom Name of person making the entry in the Incident Log. Is the action open or closed? What time was it closed?

21 Implementing your Business Continuity Plan Engagement & Awareness All staff need to be aware of the Business Continuity Plan and understand their role during a disruptive incident.

22 Business Continuity beyond the Tour de France. Use your basic Tour de France Business Continuity Plan to inform development of a more detailed plan protecting your business and safeguarding the interests of your key stakeholders, reputation, brand and value creating activities - long-term!

23 Business Continuity beyond the Tour de France Long Term Business Continuity Culture A business with a positive business continuity management culture will: Develop, implement, maintain, test and exercise business continuity plans and arrangements more efficiently. Instil confidence in its staff, clients, customers and stakeholders in its ability to handle business disruptions. Increase resilience by ensuring that business continuity is considered in decisions at all levels. Minimise the likelihood and impact of disruptions.

24 Further Information RESTRICTED