Smart Business Resumption Plan Report COVID-19 _ SMART BRP _ Report .pdfThe Smart Business Resumption Plan aims to keep employees safe following the deconfinement, by identifying potential

I TO ACCELERATE DIGITAL TRANSFORMATION

Smart Business Resumption Plan – Report

Avril 2020

Public document Version 1.1 Page 2 of 11

Contents

I. VERMEG “SMART BUSINESS RESUMPTION PLAN” ................................................................................. 3

1.1 Introduction ........................................................................................................................................................ 3

1.2 Organizational strategy ..................................................................................................................................... 3

1.3 Alignment to government measures ................................................................................................................ 3

1.4 Management of the possible risks of a second wave of the epidemic.......................................................... 3

1.5 Objectives and chronology of the Business Resumption Plan (BRP) ............................................................ 4

II. PREPARATION OF THE BUSINESS RESUMPTION PLAN (BRP) .............................................................. 4

2.1 Identification of critical activities ..................................................................................................................... 4

2.2 Resource identification ...................................................................................................................................... 4

2.3 Planned On-site Safety Measures .................................................................................................................... 5

III. HEALTH REQUIREMENTS IN HOST COUNTRIES ..................................................................................... 5

IV. VERMEG BRP MODALITIES ......................................................................................................................... 5

4.1 Health and safety controls at the entrance to the enterprise ....................................................................... 5

4.2 Actions related to suspect Covid-19 cases ......................................................................................................6

4.3 General health and safety protective measures ..............................................................................................6

4.4 Measures relating to the cleaning of premises................................................................................................ 7

4.5 Measures to reduce the number of employees on site................................................................................... 7

4.6 Measures relating to transport ......................................................................................................................... 8

4.7 Human Resources: Key Personnel Management ............................................................................................ 8

4.8 IT .......................................................................................................................................................................... 8

4.9 Communication .................................................................................................................................................. 9

4.10 Employees well-being ........................................................................................................................................ 9

V. TERMS AND DEFINITIONS .........................................................................................................................10

VI. REFERENCES ................................................................................................................................................11

Public document • Version 1.2 • Page 3

I. VERMEG “Smart Business Resumption Plan”

1.1 Introduction

VERMEG is adopting a “Smart Business Resumption Plan”, based on a principle of “intelligent

deconfinement”, a mix between progressive deconfinement and selective deconfinement.

The strategy of the Smart BRP is based on VERMEG’s Business Continuity Plan (BCP):

Our BCP focuses on sustaining the organization’s functions during, and after an incident for a specified

period of time. It addresses a return to Business-As-Usual and covers interim requirements to continue

operations immediately following the incident.

In accordance to worldwide public health responses and as a response to the fast spreading pandemic

(Covid-19), VERMEG launched a specific BCP including health awareness communication, travel

restrictions, work from home plan and several actions to prevent on-site infections. Deloitte

consultants were included to support the monitoring of the action plan implementation.

1.2 Organizational strategy

VERMEG puts the protection of the health and well-being of its employees at the top of its priorities.

The Smart Business Resumption Plan aims to keep employees safe following the deconfinement, by

identifying potential risks and implementing preventative measures.

Taking advantage of its successful Covid-19 BCP, VERMEG Smart BRP, will guarantee more agile mode

of working, adoptable to any pandemic risky situation, while ensuring entirely the continuity of business

upon customers’ expectations.

1.3 Alignment to government measures

VERMEG ’s strategy is fully adapted to the deconfinement measures that will be taken by governments

and will act according to each location’s laws. Note that this does not mean that VERMEG will return

to the office as soon as restrictions are lifted. VERMEG will make local decisions taking local factors

into consideration.

1.4 Management of the possible risks of a second wave of the epidemic

I VERMEG must be ready to face new waves that may be more acute than the first

I Anticipate and organize the work to be implemented in order to deal with possible subsequent

waves (possible absenteeism)

I Gradually operate a return of employees on site: 10% of the workforce, then 20% …etc.

I Attendance will be alternated within the same teams, in order to limit the risk of cross-infection

for the same activity


I During the first deconfinement period, most work will be done remotely. We will have a limited

number of staff present on-site

1.5 Objectives and chronology of the Business Resumption Plan (BRP)

In the case of a pandemic crisis like that of the Covid-19, VERMEG has and will continue to adopt

strategies based on sound scientific principles:

Launched our existing BCP early providing Work From Home (WFH) authorization in early – mid March

2020 in all offices globally

I Provided tools to ensure optimal conditions for remote working

I Meet customer requirements without delays

I Safeguard employee and customer health

I Modify planned timelines & strategies for the return to work on-site to take into account local

conditions and lessons learned. “Patience”, “persistence” and “due care” are key words

II. Preparation of the Business Resumption Plan (BRP)

2.1 Identification of critical activities

According to VERMEG Business Continuity Plan, a Business Impact Analysis (BIA) process was

executed analysing the impact of a disturbance or even a shutdown of activities based on specific

criteria:

I Impact type

I Evolution of impact over time

I Maximum tolerable period of disruption (MTPD)

Logistics & IT are the first areas impacted by the return to the offices. We have identified internal

dependencies for the resumption of certain other activities in the offices.

2.2 Resource identification

VERMEG ’s Business Continuity Plan (BCP) specifies key resources of the company. The BRP focuses

on our workforce resource as they are the top safety priority. Employees whose activities have been

identified as benefiting most from being on-site at the office will be prioritized as the first to return.


2.3 Planned On-site Safety Measures

I Acquisition of washable fabric masks (available, reusable, economical and provide sufficient

protection). These masks must meet the technical specifications established in each country. The

quantity will be 4 masks per employee

I It is mandatory for front line employees & other office visitors (i.e. When authorized to access to

VERMEG premises) to wear masks and visors (e.g. security & cleaning personnel)

I Acquisition of disinfectant gel: Small format to be distributed to employees and large format for

common spaces, meeting rooms …etc.

I Control of the number of staff who will be allowed to work in the office at any one time.

I Seating assignments will be changed to allow wider separation of employees

I Face-to-Face meetings will be limited, and where necessary, will be limited to a max of 4 people.

Meeting rooms must have adequate ventilation (Air ventilation for 15 minutes between meetings

is mandatory)

III. Health requirements in host countries

Before launching the BRP, VERMEG must ensure that the measures taken by the authorities in each

location are satisfactory:

I Wide availability of rapid screening for Covid-19

I Possibilities of individual tracing, isolation of infected people and follow-up of their contacts

I Hospitals are not saturated

I Containment is strictly maintained in active households, where the risk of contagion is high

IV. VERMEG BRP modalities

4.1 Health and safety controls at the entrance to the enterprise

I Mandatory wearing of face protection masks

I Masks are to be worn even out of the office for protection

I Employees will be requested to monitor their temperature (using Infrared thermometer twice a

day)

I Watch for other symptoms: (cough, fever, loss of smell or taste, abnormal aches and

pains, difficulty breathing, muscle fatigue…)


4.2 Actions related to suspect Covid-19 cases

I Allow high risk / vulnerable people to identify themselves and exempt them at the start of

deconfinement (people suffering from respiratory problems, hypertension, diabetes, pregnant

women, those living with high risk individuals etc.). Note that there will not be a requirement for

employees to share personal / health related information.

I Employees suffering from chronic diseases should return to the office only after medical

authorization

I Employees will be actively encouraged to monitor their health state and if they have any

suspicious symptoms e.g. fever +38.5°C / 101°F and/or cough and/or difficulty breathing), they

should seek medical advice and not return to the office until cleared to do so

I Either when an employee has been in close and/or prolonged contact with a person who has

been tested positive, the employee will be requested to seek medical advice so that he or she

can take appropriate action (e.g. work from home / self-quarantine)

I Employees will be encouraged to share with Human Resources if they have been tested positive

or suspect that they might be. Note that in some jurisdictions this cannot be mandated

4.3 General health and safety protective measures

I Social distancing:

I Respect the rule occupied seat / empty seat, 1.5 m between workstations, in order to ensure

an adequate separation distance between people

I Always respect “barrier gestures”:

I Wash hands very regularly

I Cough or sneeze in elbow even when wearing masks

I Greet without shaking hands, avoid kissing

I Use single-use tissues

I Avoid using lifts (where possible)

I Air conditioners: Where possible, natural ventilation is preferred. Air conditioner units will be

maintained, and filters changed regularly. In some location’s AC units will be turned off. This

precaution measure will be evaluated and adjusted according the impact on employees' well-

being vs. any protection gained against possible infection.

I Employees will be advised to use disinfecting gel systematically after touching electricity buttons,

door handles directly, vending machines and any other commonly touched surfaces


I Avoid all non-essential entrances & exits from the premises (outside breaks, restaurants, etc.):

Eat on site, bring meal from home, …etc.

4.4 Measures relating to the cleaning of premises

I Disinfection of premises several times per day. Especially those with the most traffic: building

entrance, break rooms, meeting rooms

I Disinfect floors and surface and regular disinfection of the most common contact surfaces and

all common points of contact between employees (door/windows handles, stairs handrails,

counters, keyboards, telephones...)

I Provide employees with necessary tools for disinfection of individual desks/workspace

I Put towels soaked in bleach at the entrance of the sites to clean soles before entering the office

I Employees requested to disinfect toilets after their own use. Materials will be made available

I Sufficient quantities of disinfectant products will be available and periodic inventory checks will

be performed

I Specific protection for cleaning staff, receptionists and guards who are on the front line, e.g.

masks, gloves will be provided

4.5 Measures to reduce the number of employees on site

I In the early stages of return to work on site, we will strictly control the restricted number of

people who can be in the office on any particular day. This will vary by location, depending on

physical office size and other facilities. As the situation improves, we can increase the number

of people allowed into the office

I Implementation of a flexible work regime with teams spread over different working hours.

Adjustment of working hours, upon the following possibilities (i.e. The local VERMEG

management will take the best option upon each country specificities): Flexible on-site working

hours could include the following options:

I Work on premises the morning / WFH the afternoon. (Has the advantage of limiting providing

for less busy commute times, makes it easier to get lunch at home – avoid restaurants)

I Day on / Day off basis (Has the advantage of allowing people a return to a more ‘normal’ work

routine)

I Week on / Week off basis (Has the advantage of providing time for the virus to ‘die’ over the

weekend and provides time for a more thorough disinfection of the office over the weekend.

This should help to reduce the risk of cross infection.)


I Break times could be managed within teams so the number of people taking a break at the same

time is reduced

I Avoid gatherings at the cafeterias, break rooms

I Avoid social games (snookers, table soccer, video games etc.)

I Limitation of physical meetings: Always favor videoconferences. Otherwise, if a physical meeting

is necessary, respect always the following rules:

I Occupied seat / empty seat

I 1.5m between attendees

I Limit the number of people present to maximum 4

I Mandatory air ventilation for 15 minutes between meetings is mandatory

I Rotate teams to avoid a large number of the same team on site (risk collective contagion)

I Where applicable, VERMEG can distribute part of the teams between the fallback site (s) (e.g.

Tunis & Sousse).

4.6 Measures relating to transport

I Individuals not dependent on public transport will be amongst the first to be invited to return the

office

I In some locations, VERMEG may rent buses for employee transportation:

I A disinfecting solution dispenser will be installed at the entrance to each bus

I Each employee (and the bus driver) will be required to wear a protective mask

I A 1.5m minimum distance between employees will be maintained

I Each bus will be disinfected after each trip

I Business trips during the first periods of the deconfinement will be avoided

4.7 Human Resources: Key Personnel Management

I Key personnel and their backups must not be present on site at the same time

4.8 IT

I On return to the office IT actions that are not feasible / difficult in telework mode will be

prioritized


I Laptops will be disinfected before and after being handled by IT teams, or alternatively,

disposable transparent cellophane will be used to cover keyboards and then removed before

delivery to users

I Staff will be advised to bring laptops and chargers home daily

I Ongoing monitoring of tools required for remote working will be enhanced

I Increased focus on IT security, including VPN, has been and will continue to be maintained

I Maintain ability to return to a 100% remote working capability within 24 hours.

4.9 Communication

I Maintaining the crisis management team

I Continuous communication: Maintain daily contact with all colleagues and inform them of the

practical arrangements for returning to normal

I Perform awareness sessions before deconfinement to remind of precautions and ask for

cooperation

I Physical security: Remind employees of the importance of carrying their access cards. Request

employees to notify HR in advance before deconfinement in case of badge loss

I Daily reminder of the necessary measures to maintain awareness: information posters / signs,

prominent placement of hand sanitizer etc.

I Hang posters with relevant advice e.g.:

I Avoid touching surfaces unnecessarily

I Wash hands regularly, particularly before eating and after touching particular surfaces – e.g.

door handles / railings

I Reminding of mandatory mask wear

I Guidance on use of masks

I Disinfecting toilets after each use

I Communicate instructions for external visits

I Send daily emails communicating and reminding of important information/ precautions

4.10 Employees well-being

I VERMEG CSR, HR and Management are reminded to respect and consider employee

psychological health


I Acknowledge that staff may react differently to the crisis and experience levels of anxiety, stress,

and anger, caused by the long duration of confinement and risk of illness)

I We will work with employees who express a preference for continuing to work from home,

especially in the early stages of return to work on site. In some cases, a doctor's note confirming

the necessity of continuing to work from home may be required. In some jurisdictions, a company

doctor may be selected as the final arbiter

V. Terms and definitions

I Suspect Covid-19: Anyone with clinical signs of acute respiratory infection (cough or difficulty

breathing) with a fever without other etiology that fully explains the clinical picture and has

travelled or stayed in a risk exposure area within 14 days prior to the clinical sign start date OR

Any person who in the last 14 days has had close contact with a confirmed case of Covid-19 OR

On a case-by-case basis, cluster cases of Acute Respiratory Infection (IRA) and clusters (large

chain of transmission) with or without travel or contact with a confirmed case of Covid-19 should

be considered suspect OR any person, without any notion of contact with a confirmed Covid-19

case or travel or stay in a risk-1 exposure area within 14 days prior to the clinical sign start date

showing symptoms of Covid-19 infection

I Covid-19 confirmed: Anyone, symptomatic or not, with confirmation of Covid-19 infection


VI. References

I ISO 22301:2019 (Security and resilience — Business continuity management systems —

Requirements)

I Covid-19 Health Safety Protocol for Industrial Continuity

I World Health Organization (WHO) recommendations

I Covid-19 scientific research reports (i.e. Harvard university, etc.)

I Governments health requirements in host countries

I Model countries experiences (e.g. South Korea)

Documents

Smart Business Resumption Plan Report COVID-19 _ SMART BRP _ Report .pdfThe Smart Business Resumption Plan aims to keep employees safe following the deconfinement, by identifying potential