Plan Activation Procedures
Plan Activation Process
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Workspace
OBJECTIVE | ACTIONS OR CONSIDERATIONS |
Establish the current situation at the affected site or workspace | What has happened?
When did it occur?
Are the Emergency Services informed or on-site?
Is there access to the site?
Are the IT systems and services still running?
Who else has been informed?
How potentially serious is it?
Are there any casualties? If so, details? |
Decide whether to invoke Business Continuity plan | The decision will be based upon the information provided consideration should be given to:
How quickly the business will be able to re-enter the affected workspace?
Prevailing weather conditions.
Whether the area is currently responding to an external incident.
If the decision is to relocate key staff to the agreed alternative accommodation alert the site – (contact details in table below).
If the decision is made not to invoke the plan, continue to monitor the situation until such time as normal access is granted to the disrupted location. |
Communicate with staff, suppliers or customers | IF EVACUATION IS NEEDED: follow site evacuation plan taking into account staff, customer and visitor safety.
Keep staff informed at Assembly Points until a decision has been made about whether the building is likely to become available again soon. If the building will not be available, relocate identified key staff to the agreed alternative workspace and consider sending other staff home and tell them to await instructions. Remind them to check in with their manager at an agreed time.
Out of Hours: if the disruption occurs outside office hours, staff communication will be coordinated by the manager or their designated staff member. |
Alternative Location Details
ITEM | DETAILS TO BE ENTERED UPON ACTIVATION OF PLAN |
Alternative accommodation location | |
Contact name at location | |
Contact number | |
Staff to be relocated | |
Absence of alternative location
In the event that no alternative location is provided, employees are expected to work remotely (from home) from their portable laptops.
IT Systems/Data
OBJECTIVE | ACTIONS OR CONSIDERATIONS |
Confirm the nature of the disruption | What has happened?
When did it occur?
Which systems and/or services are affected?
How potentially serious is it?
What is the estimated duration of the problem?
Who else has been informed (staff/suppliers/customers)? |
Decide whether to invoke Business Continuity plan | The decision will be based upon the information provided consideration should be given to:
How long systems will be unavailable?
Whether the systems affected are required to support the business priorities?
Whether the area is currently responding to an external incident?
Inform staff that the Business Continuity Plan is being invoked or put staff on standby or invoke agreed manual systems to ensure that the service can continue to operate.
If the decision is made not to invoke the plan, continue to monitor the situation until such time as normal service is resumed. |
If the disruption is due to
non-availability of IT systems
or Data | Instigate manual work around systems
If appropriate, reroute calls to operational cell phone
Permit staff to work from home if cloud-based services are accessible there |
Key Personnel
OBJECTIVE | ACTIONS OR CONSIDERATIONS |
Confirm the nature of the disruption | What has happened?
When did it occur?
Who and how many are affected?
Which systems and/or services are affected
How potentially serious is it?
What is the estimated duration of the problem?
Who else has been informed (staff/suppliers/customers) |
Decide whether to invoke Business Continuity plan | The decision will be based upon the information provided consideration should be given to:
How long staff will be unavailable
Whether the staff are required to support the business priorities.
Whether the area is currently responding to external incident
Inform staff that the Business Continuity Plan is being invoked or put staff on standby or invoke agreed manual systems to ensure that the service can continue to operate.
If the decision is made not to invoke the plan, continue to monitor the situation until such time as normal service is resumed. |
If the disruption is due to
non- availability of Staff | Change job functions for some staff in order to support the business priorities
Offer overtime if necessary
Consider outsourcing some services if possible |
Other Resources
OBJECTIVE | ACTIONS OR CONSIDERATIONS |
Confirm the nature of the disruption | What has happened?
When did it occur?
Which systems and/or services are affected
How potentially serious is it?
What is the estimated duration of the problem?
Who else has been informed (staff/suppliers/customers) |
Decide whether to invoke Business Continuity plan | The decision will be based upon the information provided consideration should be given to:
How long resources will be unavailable
Whether the resources affected are required to support the business priorities?
Whether the area is currently responding to an external incident?
Inform staff that the Business Continuity Plan is being invoked or put staff on standby or invoke agreed manual systems to ensure that the service can continue to operate.
If the decision is made not to invoke the plan, continue to monitor the situation until such time as normal service is resumed. |
If the disruption is due to
non-availability of resources | Procure replacement resources from vendors
Plan for loss of power for up to 2 days
Plan for fuel supply interruption
Plan for disruption to key utilities |