Accion s Preparedness Initiative: 1. Overview 2. The Business Continuity Plan 3. The Crisis Communications Plan 4. The Global Safety & Security Manual February 2014
Preparedness Initiative -- Overview Three components of Preparedness Initiative: Business Continuity Plan Crisis Communications Plan Global Safety and Security manual. Objective: To align the components of the Preparedness Initiative in order to ensure that Accion s approach to crises, emergencies, security incidents, business interruptions and other unexpected occurrences is coherent, considered and consistent. 2
Business Continuity Plan - Summary This Business Continuity Plan (BCP) was developed by Accion to ensure the business continuity of the organization. The BCP forms part of Accion s overall Preparedness Initiative, which also includes the Global Safety and Security Manual and the Crisis Communications Plan. The BCP is a document that contains processes and procedures to follow when there is a declared emergency at one of Accion s hubs/offices. An emergency is an event when staff can no longer work normally or conduct business as usual at that office location. This might include natural disasters such as earthquakes or a snow storm, an infrastructure-related problem such as electrical outage or fire, or a simple facility problem such as a lack of water. Emergencies will be declared on a case-by-case basis. The BCP outlines the necessary steps and procedures to follow and also includes individualized Business Recovery Plans (BRPs) that have been developed for specific business units. The BRPs are designed to assist the organization in coping with outages affecting key business applications and address the recovery of vital resources, such as personnel records, and the physical facilities. 3
Business Continuity Plan - Policy and Scope Policy It is Accion s policy to respond to an emergency by safeguarding employees lives and company property, making a financial and operational assessment quickly, recovering and resuming operations, protecting all of Accion s assets and records, and returning to normal business operations as soon as possible. Scope The BCP will include Business Recovery Plans as they become available for the following Business Units: Center for Financial Inclusion Communications Finance Payroll/Accounts Receivable/Accounts Payable/Accounting Human Resources Information Technology / Telecommunication Legal Office Administration / Facilities Resource Development Investments / Venture Lab / Frontier Investments Group Each of these Business Units is responsible for developing and maintaining its individualized BRP in collaboration with any unit vendor or customer and IT, as necessary. This BRP will be shared with all members of the Business Unit, as appropriate. 4
Business Continuity Plan - Document Maintenance and Update The scope of the BCP will be expanded in the future to include all field offices. The BCP will be updated whenever there is a material change to Accion s operations, structure, business or location. In addition, the BCP will be reviewed on an annual basis to: Confirm the appropriateness of process and procedures. Update organizational structure and responsibilities. Incorporate test results. Obtain approval from Business Unit Heads of their respective individualized BRPs. Conduct training. 5
Business Continuity Plan - Core Team and Plan Distribution Business Continuity Core Team The Core Team has ultimate responsibility for the development and implementation of the BCP. The Core Team is made up of the following: President COO CFO Managing Director of CFI General Counsel Program Manager for IT BCP Coordinator/outside consultant Regional Heads and Business Unit Heads will be included on the Core Team as needed. The BCP is available under the Preparedness Initiative tab under Quick Links on the Intranet. 6
Crisis Communications Plan - Summary Crisis Communications Plan: Part of Accion s Preparedness Initiative Other components: Business Continuity Plan, Global Safety and Security Manual Crisis plan purpose: To preserve, recover and rehabilitate Accion in event of potentially damaging incidents or crises Crisis : Any event that threatens Accion s integrity or reputation and which could affect its ability to carry out its business plan Kidnappings, malfeasance, executive resignation, partner failure, etc. Summary of Crisis Communications Plan is available under the Preparedness Initiative tab under Quick Links on the Intranet 7
Crisis Communications Plan - Summary Crisis Communications Team led by Bruce MacDonald Team includes OC members, media staff, and regional heads and hub managers as necessary In event of a perceived crisis, contact Bruce or CCT member Michael Schlein, Esteban Altschul, Livy Parsons, Mary Chaffin, Lynne Curran, Andrea Snyder Crisis Communications Strategy and Principles Responsiveness Openness Concern Respect Cooperation Responsibility Ethics Compassion 8
Global Safety & Security Manual - Summary The Manual: Part of Accion s Preparedness Initiative Other components: Business Continuity Plan, Crisis Communications Plan Purpose: To establish a common understanding for defining security actions and actively involving Accion staff in safety and security initiatives. Guiding principle: Safety and security of Accion staff always take precedence over other factors. Specifically, the aim is to: Safeguard Accion personnel to the best of our ability. Protect Accion property (tangible and intangible) to the extent possible. Enable return to work as quickly as possible. 9
Global Safety & Security Manual - Summary The Crisis Communications Team handles serious safety and security crisis events. Michael Schlein, Esteban Altschul, Livy Parsons, Mary Chaffin, Lynne Curran, and relevant Regional and Hub Managers Each region and/or hub is also responsible for developing its own detailed regional security plan. The Manual is available under the Preparedness Initiative tab under Quick Links on the Intranet. It summarizes Accion s field security policies and procedures and provides a practical resource for all our staff and certain consultants. 10