Sample BCP

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ABC Company Limited

Business Continuity Plan

For

XYZ UNIT

Date Created: _________

Date Revised: ___________

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Table of Contents

Emergency Management Team.......................................................................................................3

Emergency Operations Centre.........................................................................................................4Primary Site................................................................................................................................4

Alternate Site..............................................................................................................................4

Scope and Objectives.......................................................................................................................5FUNCTION Order Fulfillment.....................................................................................................6

Order Fulfillment - Business Continuity Plan (BCP) Team.......................................................7

Scenario 1 - No Access to Main Warehouse, Backup Site Available........................................8Scenario 2 - No Access to Main Warehouse, Backup Site Not Available...............................18

Scenario 3 Staff Shortages.....................................................................................................20

FUNCTION Order Entry............................................................................................................21Order Entry - Business Continuity Plan (BCP) Team..............................................................22

Scenario 1 - No Access to Main Warehouse, Backup Site AvailableScenario 2 - No Access to Main Warehouse, Backup Site Not Available...................................Scenario 3 Staff Shortages.........................................................................................................

FUNCTION Stock Replenishment.............................................................................................23

Stock Replenishment - Business Continuity Plan (BCP) Team...............................................24

Scenario 1 - No Access to Main Warehouse, Backup Site AvailableScenario 2 - No Access to Main Warehouse, Backup Site Not Available...................................

Scenario 3 Staff Shortages.........................................................................................................

Exercise Log...............................................................................Error: Reference source not foundDocument Revision History..........................................................................................................26

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T e r e s a W a t s o n

C o m m u n i c a t i o n s

M a n a g e r

P a t t i R e i s b u r g

P l a n n i n g

M a n a g e r

D o n S m i t h

F i n a n c e

O p e r a t i o n

T a r a Y o u n g

L o g i s t i c s

M a n a g e r

W a y n e C o n e

O p e r a t i o n s

M a n a g e r

D o u g S m a l l

T e a m

L e a d e r

S e n i o r

M a n a g e m e n t

T e m

L e a d e r T e m

L e a d e r T e m

L e a d e r T e mL e a d e r B C P T e a m

L e a d e r s

M E R G E N C Y M A N A G E M E N T T E A M( E M T )

Business Continuity Plan Page 3XYZ UNIT

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Emergency Management Team

If a major incident/disaster occurs, the Emergency Management Team (EMT) will be convened and the

situation assessed. It will be the responsibility of this team to decide whether or not to implement theindividual department/business unit Business Continuity Plans. The format of the EMT is illustrated in

the following diagram:

This Business Continuity Plan (BCP) will be activated by the BCP Team Leader, as identified in the

plan, when he/she receives instructions from the Operations Manager on the Emergency Management

Team (EMT).

When an

emergency

has beendeclared

by

the BCP

TeamLeader

will report

directly tothe EMT

Operations Manager for the duration of the emergency. All ad hoc requests for decisions, assistance

with facilities, acquiring outside services, etc. will be directed by the BCP Team Leader to the EMT

through the Operations Manager.

It will be the BCP Team Leaders responsibility to contact all team members or their alternates andensure that they convene at the Emergency Operations Centre as defined in this plan.

The BCP Team Leader will be responsible for the successful implementation of this plan.

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Emergency Operations Centre

Primary Site

In the event that the XYZ UNIT is not accessible, the Business Continuity Teams will meet in the

conference room at ABC Company Limiteds head office facility in Hamilton. The address of thisfacility is:

ABC Company Limited25 King Street West

6th Floor, Suite 645

Hamilton, Ontario L8N 3T5Telephone: (905) 555-3983

FAX: (905) 555-3988

Directions: from the Mississauga area, take the QEW west to Burlington. In Burlington, at the

QEW/403 junction, take Highway 403 West to the Main Street East exit. FollowMain Street east to the Hamilton Convention Centre. Underground parking is

available at the convention centre. Exit the parking garage onto King Street and walkeast to the Head Office facility.

Alternate Site

No official EOC alternate site has been defined at this time. If during an emergency, the primary site

defined above is not available, the Emergency Management Team will inform all relevant BCP teams as

to the location and contact numbers of the EOC when initial contact is made.

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Scope and Objectives

This plan covers a limited number of scenarios under which Business Continuity Plans would be

implemented. They are as follows:

1. No Access to Main Warehouse, Backup Site Available

2. No Access to Main Warehouse, Backup Site Not Available3. Staff Shortages

As determined by the Business Impact Analysis (see document A645-3), the following businessfunctions are addressed by this plan.

1. Order Entry2. Order Fulfillment

3. Stock Replenishment

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FUNCTION Order Fulfillment

The XYZ UNIT warehouse picks and ships stock from a computer printed pick list. When the

order has been shipped, the final quantities are entered into the local computer system. Eachevening shipped order information is transmitted to the Head Office system for billing or back

ordering purposes.

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Order Fulfillment - Business Continuity Plan (BCP) TeamTeam Leader

Sam Yong

Address: 185 Sycamore Cres., Mississauga, ON

Contacts:

Office Tel: Ext: 8577

Home Tel: 555-9847

Cottage Tel: (519) 555-0934 (Haliburton area)

Cell Phone: (416) 555-4399

Personal E-Mail: [email protected]

First Alternate

Sarah Winters

Second Alternate

Jim Borochuk

Team Member

Sarah Winters

Address: 2456 Watson Blvd., Apt. 216,

Brampton, ON

Contacts:

Office Tel: Ext: 8573Home Tel: 555-5643

Cell Phone: 555-4833

Pager: 555-3039

Personal E-Mail:[email protected]

First Alternate

Jenny Crukshank

Address: 876 Foxtail Dr., Mississauga, ON

Contacts:


Home Tel: 555-4555Personal E-Mail:[email protected]

Second Alternate

Dan Smith

Address: RR#1, Norval, ON

Contacts:


Home Tel: (905)555-3443


Team Member

Jim Borochuk

Address: 764 Cardinal Cres, Mississauga, ON

Contacts:


Home Tel: 555-6635


Pager: 555-4342


First Alternate

Wendy Groggins

Address: 876 Foxtail Dr., Mississauga, ON

Contacts:


Home Tel: 555-5597

Home FAX: 555-3833


Second Alternate

Rob Benson

Address: 77 Windemere Ave, Etobicoke, ON

Contacts:Office Tel: Ext: 8595

Home Tel: (905)555-3443



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ORDER FULFILLMENT

Scenario 1 - No Access to Main Warehouse, Backup Site Available

Recovery Procedure

The recovery procedure consists of implementing a manual procedure at a third party warehouse

to pick, ship and bill orders until computer systems are available. When computer systems areavailable, picking, shipping and billing input will continue at the third party warehouse location

until the XYZ UNIT facility is again available.

Recovery Time Objective (RTO)

This plan is based on the fact that 80% of our revenues are generated by 20% of our products.The products that make up this 20% are stored as safety stock in an ACME Warehousing Ltd

facility located in Mississauga.

During an incident our RTO is 4 hours after an emergency is declared. We will operate at an

80% revenue level until full access to our main warehousing facility is restored.

Recovery Location

ACME Warehousing Ltd.

76 Matheson Blvd.

Mississauga, Ontario

L8U 4T5

Phone: (905) 555-7745

Directions to Backup Warehouse:

From QEW:North on Highway 10 to Matheson Blvd.

Turn left on Matheson facility is on the left hand side, 1.4 kms from Highway

10.

From Highway 401:

South on Highway 10 to Matheson Blvd.

Turn right on Matheson facility is on the left hand side, 1.4 kms from Highway10.

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Dependencies

This plan is dependent upon Acme Warehousing Ltd. having the designated backup warehouse

available during the time that our facility is inaccessible. We are currently using this facility forsafety stock for the products that constitute 80% of our revenue stream.

This plan is dependent on the Head Office computer system being able to run the order entry and

billing functions no later than 5 days after a disaster has been declared.

Other Considerations

If the Acme site is out of operation because of some wide scale disaster, we will revert to the

BCP scenario that takes this into account.

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ORDER FULFILLMENT


Recovery Steps - Summary

Step 1 Contact Business Continuity team members and arrange for a meeting.

Step 2 Business Continuity team meets and reviews plan.

Step 3 Contact backup warehouse.

Step 4 Contact warehouse staff and set up information meeting.

Step 5 Review staffing requirements.

Step 6 Meet with warehouse staff and inform of situation.

Step 7 Visit backup warehouse and ensure FAX and telephone equipment is working.

Step 8 Contact shipping companies and inform them of new pickup and drop-offlocation.

Step 9 Contact purchasing and stop delivery of identified products.

Step 10 Contact sales to instruct customers of situation.

Step 11 Meet with warehouse staff and review operating procedure.

Step 12 Run a test order through the system.

Step 14 Order additional shipping supplies.

Step 15 Contact IT and determine when computer services will be restored.

Step 16 Arrange for implementation of warehouse PC and printer.

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ORDER FULFILLMENT


Step 1. Contact Business Continuity team members and arrange meeting.

Contact team members (see BCP Team page for contact numbers) or their alternates and arrange a

meeting time at the EOC.

Responsibility: Sam Yong

Date Completed ______________ Initials: ____

Equipment/Office Supplies:Description Where Contact

Telephone/FAX/Internet

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ORDER FULFILLMENT


Step 2. Contact Business Continuity team members and arrange meeting.

Meet with BCP team members and assess the situation. Review the plan and determine whether or not

all steps need to be taken. Based on the situation, do other steps need to be implemented. If sodocument and assign responsibility. Prepare an implementation plan and submit to the Operations

Manager of the EMT.



People/Services:Description Function Contact

Emergency ManagementTeam Operations Manager

EMT Main Contact Bob Salesworth

555 3983 (Hamilton)

555 8746 (Mississauga)

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ORDER FULFILLMENT


Step 3 Contact backup warehouse.

Contact the backup warehouse and inform them that we are invoking our Business Continuity Plan.

Arrange a time for an on site visit.

Responsibility: Sarah Winters


Facilities:Description Where Contact

Backup Warehouse ACME Warehousing Ltd.

76 Matheson Blvd.

Mississauga, Ontario

L8U 4T5

Henry Watson

General Manager

(905) 555-7745

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ORDER FULFILLMENT


Step 4 Contact warehouse staff and set up information meeting.

Contact all warehouse staff and invite them to a situation status meeting. Unless otherwise determined

by the Business Continuity Team, this meeting will occur at the EOC.

Responsibility: Jim Borochuk


Vital Records:Description Where Contact

List of WarehouseEmployees

EOC Backup Media Room Walt Smith

555-8383 (Hamilton)

555-9483 (Mississauga)

Equipment/Office Supplies:Description Where ContactTelephone/FAX/Internet

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ORDER FULFILLMENT


Step 5 Review staffing requirements.

Review warehouse staffing requirements based on the BCP. Our agreement with ACME states that their

current staff will assist in order picking. We will provide a manager, quality control, shipping, andadministrative personnel. Set up shift schedules and determine whether any of our employees are

considered redundant. Be prepared to inform redundant employees of their status until full operations

are resumed.



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ORDER FULFILLMENT


Step 6 Meet with warehouse staff and inform of situation.

Meet with the warehouse staff and review the situation. Inform them of the immediate plans, shif

schedules and assigned duties. Review redundancy policy if applicable.



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ORDER FULFILLMENT


Step 7 Visit Backup warehouse.

Do an on site inspection of the backup warehouse facility. Ensure that all required equipment (see table

below) is present and in working order. Ensure all required support supplies (see table below) arepresent.

Responsibility: Sarah Winters


Equipment/Office Supplies:

Description Where Contact

FAX Machine

Telephone

Order receiving room asdefined in our contract with

ACME. West side of

building near front entrance.

FAX Operations Guide and

Service Manual

In bookcase next to FAX

Machine.

EZ Communications Ltd.

FAX Servicing &

Maintenance

(905) 555-3838

500 Shipping Cartons

12 x 12 x 12

Aisle 10, Bin 45

1000 Shipping Cartons Aisle 10, Bin 46

5000 Shipping Labels Aisle 10, Bin 47

Pens, paper, Order Receiving Room

Stapler Order Receiving Room

Order Shipping Log Order Receiving Room

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ORDER FULFILLMENT


Step 8 Contact Shipping Companies.

Contact shipping companies (see table below) and advise them of the new pickup and delivery location.

If new schedules are required, advise accordingly.

Responsibility: Jim Borochuk


People/Services:Description Function Contact

Purolator Courier Courier Service Sally WentworthMississauga

Phone: (905) 555-3933

FAX: (905) 555-3934

Trans-Border Freight Product Shipping (USA) Kent Harrelson

Hamilton

Phone: (905) 555-9982

FAX: (905) 555-9980E-mail: [email protected]

Rite Time Trucking Product Shipping (Canada) Lori Kent

Toronto

Phone: (416) 555-8474

FAX: (416) 555-1982

ACEs Delivery Local Delivery

(Small shipments)

Ed Campinos

Toronto

Phone: (416) 555-5564

FAX: (416) 555-3999

ORDER FULFILLMENT

Scenario 2 - No Access to Main Warehouse, Backup Site Not Available

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Recovery Procedure

The recovery procedure consists of ..

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ORDER FULFILLMENT

Scenario 3 Staff Shortages

Recovery Procedure

The recovery procedure consists of ..

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FUNCTION Order Entry

The XYZ UNIT takes orders which are phoned or Faxed into the CSR (Customer Service

Representative) department. These orders are keyed into the Head Office order entry system

Depending on stock availability, orders are backordered by the system, or a picking slip isprinted in the Saville warehouse.

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Order Entry - Business Continuity Plan (BCP) Team

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FUNCTION Stock Replenishment

The XYZ UNIT warehouse is replenished automatically by output from the automated

warehouse replenishment system (WRS) which resides on the head office computer systemsReplenishment requirements are reviews by Head Office purchasers and orders then placed with

our suppliers.

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Stock Replenishment - Business Continuity Plan (BCP) Team

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Document Revision History

Date Author Revision

Aug 12, 2000 G. Mohr Document Created

Oct. 25, 2000 G. Mohr Updated telephone numbers after communications

exercise.

Documents

Sample BCP