BUSINESS CONTINUITY State of Florida Public-Private Sector Disaster Preparedness Summit Presented by

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1 BUSINESS CONTINUITY 2013 State of Florida Public-Private Sector Disaster Preparedness Summit Presented by Small Business Development Center at University of West Florida Daniel A. Cavanaugh, Manager UWF SBDC BS, BA, MBA, CBA, CBCP

2 Small Business Development Center Who We Are: Nationally funded by the U.S. Small Business Administration (SBA) centers nationwide A partnership program: U.S. SBA Federal/State/Local Governments Private Business Other Organizations Higher Education

3 Business Continuity Planning A plan to continue business after a disruption Disaster Plan

4 Business Continuity Planning Business continuity planning is the ongoing process of creating, testing, and maintaining policies and procedures to follow in the event of a disaster. Its primary goal is to increase the likelihood of a business surviving a disaster.

5 Why plan for business disruptions? What recent events could have disrupted your business? What could be the potential impacts? Lost Sales Unanticipated Costs Lost Customers How could preparation make the best of a bad situation?

6 What Should a BC Plan do for You? Identify emergency supplies. Identify a safe & secure place. Protect investment / Minimize loss. Re-open business ASAP / Avoid lost sales. Maintain access to goods and services. Identify information and records needed immediately after a disruption. Maintain good customer relations.

7 Business Disruptions EXTERNAL Hurricanes Floods Tornados Wildfires Windstorms Freezing Sinkholes Tsunami INTERNAL Fire Explosion Violence Haz Mat Pandemic Loss of Utility Services o Energy (electric or gas) o Communications (phone or internet) o Water & Sewer

8 BUSINESS CONTINUITY BEST PRACTICES Program Initiation and Management Risk Evaluation and Control Business Impact Analysis Develop Business Continuity Strategies Emergency Preparedness and Response Develop and Implement Business Continuity Plans Copyright DRI International

9 BUSINESS CONTINUITY BEST PRACTICES Awareness and Training Programs Business Continuity Plan Exercise, Audit, and Maintenance Crisis Communications Coordination with External Agencies Copyright DRI International

10 Emergency Supplies* Develop a list of supplies that will be needed immediately to: Assure the health & safety of the individuals on site Minimize further facility damage and secure building Sustain your needs for at least 2 to 3 days

11 Safe Place Secure place from approaching Meeting place Alternative business location

12 Secure and Protect the Business Harden the facility exterior. Prepare for water infiltration. Lock down large equipment. Cover and protect work materials and product inventory. Move items off the floor. Locate utility shut off valves & switches.

13 Communication Plan Stay Informed: Public address warnings Battery operated radio Weather conditions Situations of those around you Cell phones

14 Communication Plan Develop lists of individuals for the purpose of giving and receiving information from: Employees Suppliers Customers Creditors

15 Employee Communication Plan* Identify roles & responsibilities Establish a calling tree Record contact info Success or failure of contact attempts Employee transportation requirements When & where employee will report to work

16 Supplier Communication Plan* Supplier s disaster plans Alternative delivery methods Alternative suppliers

17 Customer Communication Plan* Identify key customers Special customer needs Alternative business arrangements

18 Creditor Communication Plan* Notify creditors in advance (if possible) Provide timelines Provide schedule Re-opening Resume full operations Plan for managing A/P

19 Got Computers? Records and Forms Unplug all equipment (Before disruption) Use surge protectors when reconnecting equipment. Consider a self-generated power supply. Maintain current hardware and software licenses. Maintain a fully functional hard copy system of forms.

20 Records and Forms Make and keep copies of important documents

21 Records and Forms Accounting Payroll Accounts Receivable Accounts Payable Taxes

22 Records and Forms Production Records On-site product inventories Off-site product inventories

23 Records and Forms Property Records Capital Equipment Computer* Hardware* Peripheral* Software* Lease Agreements Insurance Policies Photos/Video Buildings / RE Machinery Equipment Inventory

24 Full Recovery Quickly resume full operations: Competitive advantage? Dos it improve financial performance? Integrity amongst stakeholders

25 Full Recovery Survey the Damage Take photographs & video Obtain estimates for repair / replace

26 Full Recovery File Insurance Claims* 1. Find and refer to your insurance policy Name or Agent Type of policy Policy numbers Policy limits Coverage 2. Contact insurance agent

27 Full Recovery If site visit required: Provide specific directions Be present during the site visit

28 Full Recovery Federal & State Assistance: Will require same info at insurance co Declare in-force insurance coverages

29 Making the Plan Work Which disaster or disruption will the plan be for? Who is knowledgeable? Who will ensure it works?

30 Making the Plan Work* Key people to create the plan: Employees in charge of critical operations. Employees in charge of resources. Stakeholders, other than employees. Risk managers / Insurance agents.

31 Making the Plan Work* Key people to execute the plan: Safety & Security Communications Records Insurance

32 Additional Info Institute for Business & Home Safety Florida Division of Emergency Management Federal Emergency Management Agency Florida Small Business Development Center Small Business Administration

33 QUESTIONS?