Definitions: BCP Terminology
Definitions that will be used throughout the policy and procedures that need clarification for the reader.
Terminology
BCC
Business Continuity Co-Ordinator
BCM
Business Continuity Management
BCP
Business Continuity Plan
BUR
Business Unit Representative – undertakes the response role in sites where BCC is not located
MANAGING DIRECTOR
Chief Executive Officer
CMT
Crisis Management Team
DRT
Disaster Recovery Team
Leadership Team
Senior Leadership Team
Managers & Leaders
All roles to which staff report
Event
A significant event occurs when a crisis or emergency arises because of out of the ordinary set of circumstances. Examples include;
Natural hazards: Earthquake, flood, tsunami, volcanic eruption or ash, landslide, tornado or high winds, extreme weather (e.g. drought, major storm), fire.
Health emergencies: Workplace incidents, Hazardous substance event (e.g. chemical spill), medical emergency, public health event (e.g. pandemics), violent people, animal attacks, epidemics.
Utility failures: Electricity outages, IT outages, water supply issues.
An event is considered to be significant or a crisis when normal business activities cannot be resumed within two working days.
Incident
An incident is any event that may impact MTG’s reputation and/or disrupt critical functions of the management of the business and/or a critical system incident.
The incident may or may not develop into a crisis e.g. temporary denial of access to site, loss of power, air conditioning failure security threats etc.
Crisis
A crisis is an abnormal situation which threatens to significantly disrupt the critical function of several business units. These events are managed by the Crisis Management Team with input from Incident Management Teams and local staff.
Crisis scenarios include: extended denial of access to site; security event; total loss of technology infrastructure and natural e vents (earthquakes, tsunamis, storms etc).
Crisis Team Responsibilities
Crisis Team Leader
Responsible for planning and implementing the response to a major threat to a business, such as a fire, security breach, computer failure, product failure or financial loss. They identify risks, prepare contingency and recovery plans and manage resources during the crisis.
Hold responsibility for implementing the crisis management plan
Develop the crisis team and make sure it is ready
Monitor and mitigate risks
Assess the emergency
Declare a crisis and activate the crisis plan
Take command of the crisis response
Evaluate options, identify problems and build a strategy
Ensure the safety of employees, facilities and stakeholders
Regularly update leadership on the crisis response
Command Centre Manager
The CCM should ensure the safety of all Team Members and the security and integrity of the business` by creating a comprehensive, multi-hazard emergency management plan that focuses on the four phases of emergency management, prevention, mitigation, preparedness, response and recovery.
Manage overall crisis response
Determine priorities and objectives
Direct and control group
Obtain resources
Coordinate with executive leadership
Settle disputes and conflicts
Take direction from the incident commander
The team includes a spokesperson, a safety chief, and an executive liaison
Operations & Business Recovery Manager
Handles the tactical operation in the crisis response
Performs initial damage assessment
Oversees frontline responders
Establishes control of the situation
Compiles status reports
Seeks to restore the business or operation to normal
Includes key areas of operations such as facilities, security, IT, safety and real estate
Human Resource & Administrative Support Lead
Support human needs, such as food shelter, transportation, medical care and counselling for the crisis team and organisation
Maintains information on all staff, including after-hours contact details and location and keeps track of benefits such as health and life insurance
Health Safety and Environment Lead
Manages risks to personnel health and safety and to unplanned environmental impact, provides training for emergency response, handles damage assessment and oversees these areas during a crisis
Legal
Advises company on legal and regulatory liabilities and steps to mitigate negative impact, vets outgoing information, prepares anyone who is interviewed by an external body and manages sharing of confidential information.
Business Continuity Coordinator
Gather analyse and share information
Recommend action – continuity staff, corporate communications, legal, investor relations and key lines of business
IT & Systems Lead
Work with IT providers in restoring system functionality either locally or offsite
Provides IT expertise to the planning process and leads the IT crisis response
Finance Officer
In crisis planning, sets up contingency arrangements for emergency financial resources, in a disaster, manages cash disbursements and credit cards, tracks and documents all costs and expenditures of the crisis response
Handle payroll, emergency purchase orders, cash needs decides if financial reports will be delayed, informs insurers, and gathers documentation for major claims. (Employee related claims fall under HR). .
Coordinate with insurance and/or IRD on claims and workers compensation
Provides administrative support
Administrative Support Team members
Aids the crisis team by taking notes, tracking action points, handling documents and providing knowledge on the organisation and how it works.