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IT Systems, Recovery, and Cyber

MTG Offices (Auckland, Tauranga, Hamilton), Momentum and Lewis Ltd (Server based)

MTG Servers and Email setup** –Auckland, Tauranga, Hamilton**, Napier, Whanganui**

Providers: ATeam IT Servers and Email– Gavin Christie / Andy Huynh / Philip Huynh

  • ATeam IT provides and manages our Business Servers.

  • They are responsible for our Email setup and Server Access.

  • Servers are backed up daily internally and onto portable hard drives taken offsite daily.

  • Monthly backups are also housed on portable hard drives and are held by Shahruhk Shameem at his residential address.

Website:

  • MRD Web and Digital Marketing

Profile CRM

Where we house our client details and insurance benefit information.  Cloud Based. Backed up by IRESS in real-time.  Supplier for Profile – NZFSG.  Contrary to other Insurance Brokerages that use this system, no client or Provider communication is done via this system.

Teamwork

Workflow Management system
No personal client information is stored on this system, it is purely used to manage new business applications.

Landlines
Auckland / Tauranga and Lewis Ltd (Napier) are with 2Talk and are managed by Banx Systems.  Andy Banks is our contact.  He has the ability to access our systems and divert phones as necessary.

Hamilton landline is managed by Vodafone for the main line and Spark for the 0800 number.
Cambridge, Whanganui and Christchurch are managed by Spark – refer “Key Suppliers”

 

AUCKLAND / TAURANGA / HAMILTON / WHANGANUI / NAPIER

Supply:  CRM – Profile (cloud-based)

Company:  NZFSG

A/C Number:

Main Contact: Lisa Baik

Mobile: 027 7000171  Phone: 09 9156462 or Thinus or 09 601 8072

Email:  lisa@nzfsg.co.nz or thinus@nzfsg.co.nz

 

Supply:  TeamWork – Workflow system (cloud-based)

Company: TeamWork Cork Ireland

A/C Number:

  • Cus_8GY45T6f7

  • IE6333652G

Main Contact:  A-team IT

Main phone: +353214307675

Email:  support@teamwork.com

Address: Blackpool Retail Park, Blackpool Cork Ireland

 

Supply:  IT Provider Server and Laptop Leases & System Recovery

Company: TeamWork Cork Ireland

A/C Number:

  • Cus_8GY45T6f7

  • IE6333652G

Main Contact:  09 2676844

Address:  2 Mull Place Wattle Downs, Auckland 2103

 

Supply: Website

Company: MRD Web and Digital Marketing

A/C Number:

Main Contact:  06 390 4300

Address: 2/42 Tennyson Street, Napier 4110

 

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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.

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Critical Functions of BCP

Connectivity

Status: Critical

Task:  

  • Internet Access

  • Access to VPN

  • Access to Printers

  • Zoom Capability

  • Divert phones

Action:

  • Identify systems that need immediate attention.

  • Liaise with A-team, Banx and Lightwire (Hamilton Office) to ensure systems are up and running as soon as possible and ongoing support is provided

  • Divert phones via home internet (Online login details to be kept securely offsite)

  • Deploy offsite system backups with assistance from A-team

Providers:

Skill set required:

  • Analytical

  • Good communicator

  • In-depth operational business understanding

  • Working under pressure

  • Understanding business systems if taking business offline

Staff with skill set (*Alternative options)

  • Rupert Gough

  • *Sandra Sutton

Staffing

Status: Critical

Task:

  • Staffing

Action:

  • Assessing minimum staffing requirements to undertake essential functions, redeploying as necessary

  • Initiate a minimum staffing roster to maintain essential services.

  • Maintain watching brief on staff welfare

Providers: Internal

Skill set required:

  • Critical thinking

  • Lateral thinking

  • Robust team relationships

Staff with skill set (*Alternative options)

  • Sian Johnson

  • *Rupert Gough

  • Jarrod Kirkland 

Equipment

Status: Vital

Task:

  • Provision of tablets or laptops to affected staff who do not already have these

  • Provision of additional Monitors and HDMI cables for home use

Action:

  • Liaise with A-team for purchase and set up of access to MTG systems and ancillary IT equipment as needed

Providers:

  • A-team or Retailer for purchase

  • A-team for setup before deployment

  • See contact details above

Skill set required:

  • Flexibility and adaptability

  • Critical thinking

  • Lateral thinking

  • Knowledge of various operating systems in place across the MTG suite of businesses

  • Strong Interpersonal skills

Staff with skill set (*Alternative options)

  • Sandra Sutton

  • *Rupert Gough

Funding & Payroll

Status: Critical

Task: 

Bank and Funding relationships & Payroll

Action:

  • Identify the wider users in MTG that need access to Banking and Bank facilities for debtors/creditors and payroll

  • Key Bank personnel to be contacted

  • If unable to get Xero up and running design and organise spreadsheets for details around payroll/

  • Debtors and Creditors

  • Establish short-term cash availability and forecast requirements

  • Ensure access to funds

  • Establish a primary person responsible for payments

  • Establish a primary person responsible for purchasing time-critical supplies/equipment etc.

  • Arrange debt facilities in event banking cannot be performed

Providers:

ASB
Paula Grundy
DD: 07 571 1852 Ext 43633
Paula.Grundy@asb.co.nz

KiwiBank
Ryan Davidson
Mobile: 027 404 9437
DD: 09 475 5134
Ryan.Davidson@kiwibank.co.nz

Espiritu Sancarranco Gianira
Mobile: 027 206 6697
DD: 09 475 5134
Gianira.EspirituSancarranco@kiwibank.co.nz

BNZ

******

Skill set required:

  • Flexibility and adaptability

  • Critical thinking

  • Lateral thinking

  • Understanding of Financial exposure as above

Staff with skill set (*Alternative options)

  • Brent Wright

  • Sandra Sutton

  • Shahrukh Shameem

  • *Rupert Gough

Insurances

Status: Vital

Task:

  • Company Insurances

Action:

  • Arrange claims under our business interruption policy and any other relevant benefit that we have cover in place.  See individual office information for specific covers in place.

Providers:

UBT New Zealand
Ashley Greer 021 333712
40 Onehunga Mall, Onehunga, Auckland

Rothbury
Shamal Arumapperuma 09 526 8327
AKLCLAIMS@rothbury.co.bz

Set required:

  • Business Interruption, Contents, Cyber Liability insurance knowledge.

  • Liability Insurances

  • General Insurance product knowledge and provider relationships

Staff with skill set (*Alternative options)

  • Rupert Gough

  • *Brent Wright

  • *Sandra Sutton

 

Provider Relationships

Status: Necessary

Task:

  • Insurance Provider Relationships

  • Mortgage Provider Relationships

Actions:

  • Make contact with key Product Providers to negotiate amnesty until the business is up and running

Providers:

  • Internal

  • Skill set required:

  • Strong Provider relationships

Skill set required:

  • Strong Provider relationships

Staff with skill set (*Alternative options)

  • Maurice Trapp

  • Jarrod Kirkland

  • Tim Jones

 

Client Communications

Status: Necessary

Task:

  • Client communications

Actions:

  • Squarespace notification to all clients on MTG database re system outage and provision of Provider contact details for emergencies if necessary.

Providers:

  • SquareSpace

Skill set required:

  • Critical thinker

  • Strong negotiation skills

  • Vigilant with Customer complaints

  • Demonstrate Company values

  • Champion ethical conduct

Staff with skill set (*Alternative options)

  • Rupert Gough

  • *Sian Johnson

  • *Anne Miel

 

Postal Services

Status: Desired

Task:

  • Postal Services

Actions:

  • Put a hold on delivery of Postal Services

Providers:

  • NZ Post and Courier post

Staff with skill set (*Alternative options)

  • All practice Managers

  • *Sandra Sutton

 

Cleaners

Status: Desired

Task:

  • Cleaners

Actions:

  • Put a hold on delivery of cleaning activities

Providers:

  • Crest Clean

  • Shine Cleaning – Hamilton

  • Janeen Flowers – Tauranga

  • Crew Care – Cambridge

  • Busy Bee Cleaning – KSL

  • **** – Napier

Staff with skill set (*Alternative options)

  • All Office Managers

  • *Sandra Sutton

 

Updated: 15/01/2025

 

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Key Supplier Information

MTG Auckland – Key Suppliers

Electricity

MERCURY NZ LTD
A/C Number: 111-978-556
ICP: 0173220874LCDD7
Phone:  0800 101810  | WEL Networks (Faults)
Email: myaccount@mercury.co.nz

Landline & Internet

2TALK
A/C Number: 12300264
Main Contact:  Andy Banks (Banx Systems)
Mobile: 021 333505 | Phone: 09 4819000
Email: andy@banx.net.nz
Address: Unit 2, Porana Road Glenfield

Mobile phones

One.nz
A/C Number: 380133572
Main Contact:  Deena Pawson
Email: deena.pawson@one.nz   | Mobile: 021 842982
Note: Sandra Sutton looks after MTG account

Landlord

Adada Krgsma Ltd
Phone: 09 3796055

Contacts:

Sadhna Valabh
Email: sadhna@adada.co.nz  | Mobile: 021 515000

Gita Valabh
Email: gita@adada.co.nz  | Mobile: 021 034 9932

IT Provider, Server, and Laptop Leases & System Recovery

ATeam IT
Phone: 09 2676844
Address: 2 Mull Place Wattle Downs, Auckland

Contacts:

Gavin Christie
Email: gavin.christie@ateamit.co.nz | Mobile: 021 854854

Andy Huynh
Email: andy.huynh@ateamit.co.nz  | Mobile: 021 529888

Phil Huynh
Email: philip.huynh@ateamit.co.nz  | Mobile: 021 647 974

Mo CRM (Cloud-based)

Maurice Trapp Group
Rupert Gough
Mobile: 021 438 043 | Email: rupert@mauricetrapp.com

Printer

Canon – Hamilton
A/C Number: 1044983 | Sn XYN0676
Phone: 0800 222 666
Main contact:  Dareen Fergus
Email: Darren.fergus@canon.co.nz | Mobile: 021374903

Accountant

Chester Grey Accountant
Main Contact:  Stephen Grey
Phone: 09 2778278 | Email: stephen.grey@chestergrey.co.nz
Address: L2, 652 Great South Road, Manukau

 

As of 10/04/2024

 

MTG Cambridge – Key Suppliers

Electricity

Contact Energy
A/C Number: 501395631
Toll-Free: 0800 20 9000
Email: help@contactenergy.co.nz

Landline & Internet

Spark
A/C Number: 726327297
Phone: 126

General Insurance

Cambridge Insurance Brokers Ltd
A/C Number: NZBNZIBI 010816
Business Interruption & Material Damage Vero HO.CBP.5376254
Cyber Insurance NZI 6000121933
Main Contact: Angela McVeigh
Email: angela@cibl.co.nz
Mobile: 027 539 7818  |  Phone: 07 464 0022

Landlord

Woodhayes Trust
Main Contact: David Cooney
Email: david@cooneyinsurance.co.nz
Phone: 021 972 721

Computer servicing & subs – OneDrive Cloud Based

Green Mouse Cambridge
A/C: Cooney Insurance
Main Contact: Simon Dumble
Email: simon@greenmouse.co.nz 
Phone: 07 827 7119 

CRM – eBroker (cloud-based)

Elan Software Systems Ltd
Main Contact:  Richard Pykett
Email: Richard.pykett@elan.co.nz
Phone: 09 268 4140

Printer Lease

Fujifilm CSG Tech Ltd
A/C Number: 304768
Main Contact: Jonathan Buckley
Email: jonathan.buckley.gh@fujifilm.com
Phone:  0800 493769  |  Mobile: 027 366 2727 

As of 22/2/2024

 

MTG Christchurch – Key Suppliers

Electricity

Flick Electricity
A/C Number: 10089216
Toll-Free:  0800 363 9898
Phone: 03 363 9898 Orion
Email: billsbilllsbills@flickelectric.co.nz

Landline & Internet

Spark
A/C Number: 241798860
Toll-Free:  0800 110 062
Email:  mysparksupport@spark.co.nz

Landlord

Xanthus Holdings
Contact:  Jason Oxenham
Mobile: 021 741141
Phone:  03 384 6350
Email:  jason@librosmedia.com

Canon Photocopier – Photocopy charges

Mandeville Machine Rentals & Southern Business Machines
Phone: 03 377 6776
Email:  service@sbm.co.nz

Confidential Paper Destruction

TIMG
A/C Number:  KSLFIN
Phone: 03 338 8668
Email:  chcinfo@timg.co.nz

IT Consultants Datto Workplace

Adaptive Cloud Solutions
Contact: Greg Fourie (Greg knows all things KSL)
Mobile:  021 02447343
Phone:  03 943 2300
Email:  service@adaptivecloud.nz  or greg@adaptivecloud.nz

Office Supplies

Office Max
A/C Number: 2202961
Email:  enquiries@officemax.co.nz

Cleaner

TD NZ
Contact: Wu Tong
Toll-Free: 0800 287 923
A/C Number: 2202961
Email:  Busybees_tong@hotmail.com

CRM – SmartOffice (cloud-based)

EBIX
Contact: Daniel Carloni
Phone: +61 2 8467 3025
Email: Daniel.Carloni@ebix.com.au

Mo CRM (Cloud-based)

Maurice Trapp Group
Rupert Gough
Mobile: 021 438 043 | Email: rupert@mauricetrapp.com

Password Storage

KeePass
Order of contact:
1. Sharon Empson
2. Ben Empson
3. Greg Fourie (Adaptive Cloud Solutions) – if needed outside KSL 

As of 24/2/2024

MTG Hamilton – Key Suppliers

Electricity

Flick Electricity
A/C Number: 10089216
Toll-Free:  0800 363 9898
Phone: 03 363 9898 Orion
Email: billsbilllsbills@flickelectric.co.nz

Landline & Internet

Spark
A/C Number: 241798860
Toll-Free:  0800 110 062
Email:  mysparksupport@spark.co.nz

Landlord

Xanthus Holdings
Contact:  Jason Oxenham
Mobile: 021 741141
Phone:  03 384 6350
Email:  jason@librosmedia.com

Canon Photocopier – Photocopy charges

Mandeville Machine Rentals & Southern Business Machines
Phone: 03 377 6776
Email:  service@sbm.co.nz

Confidential Paper Destruction

TIMG
A/C Number:  KSLFIN
Phone: 03 338 8668
Email:  chcinfo@timg.co.nz

IT Consultants Datto Workplace

Adaptive Cloud Solutions
Contact: Greg Fourie (Greg knows all things KSL)
Mobile:  021 02447343
Phone:  03 943 2300
Email:  service@adaptivecloud.nz  or greg@adaptivecloud.nz

Office Supplies

Office Max
A/C Number: 2202961
Email:  enquiries@officemax.co.nz

Cleaner

TD NZ
Contact: Wu Tong
Toll-Free: 0800 287 923
A/C Number: 2202961
Email:  Busybees_tong@hotmail.com

CRM – SmartOffice (cloud-based)

EBIX
Contact: Daniel Carloni
Phone: +61 2 8467 3025
Email: Daniel.Carloni@ebix.com.au

Mo CRM (Cloud-based)

Maurice Trapp Group
Rupert Gough
Mobile: 021 438 043 | Email: rupert@mauricetrapp.com

Password Storage

KeePass
Order of contact:
1. Sharon Empson
2. Ben Empson
3. Greg Fourie (Adaptive Cloud Solutions) – if needed outside KSL

As of 24/2/2024

MTG Napier – Key Suppliers

Electricity

Included in rent
BDO Central

Landline & Internet Phone

Main Contact:  Andy Banks (Banx Systems)
Mobile: 021 333505 | Phone: 09 4819000  | Toll-Free:  0800 496777  | 0800 496596
Email: andy@banx.net.nz
Address: Unit 2, Porana Road Glenfield

 

0800 number (0800MTGHELP)
Skinny
A/C Number: 0204 188 0896
Toll-Free: 0800 4754669 | Phone: 03 3710866

Mo CRM (Cloud-based)

Maurice Trapp Group
Rupert Gough
Mobile: 021 438 043 | Email: rupert@mauricetrapp.com

Printer

SHARP Model MXC3010

A/C Number: 58709

Main Contact: Michael Hall

Email: michael@sharp.net.nz

 

NO CONTENTS INSURANCE – LAPTOPS COVERED BY MTG MASTER CONTENTS COVER.

MTG Tauranga – Key Suppliers

Landline & Internet

2TALK
A/C Number: 12300264
Main Contact:  Andy Banks (Banx Systems)
Mobile: 021 333505 | Phone: 09 4819000
Email: andy@banx.net.nz
Address: Unit 2, Porana Road Glenfield

Landlord

PMG Generation Fund Trustees Ltd
Main Contact: Shaun Bethlehem (Town Centre Manager)
Email: TBA
Phone: TBA

Electricity, Gas, & Water – included in rent
All air condition units & services are covered under Bethlehem Town Centre along with any other building maintenance.

Mobile Phone

Note: Sandra Sutton looks after MTG account

Printer / Photocopier

Canon – Tauranga
A/C Number: xx | Sn xx
Phone: 0800 222 666
Main contact:  Dareen Fergus
Email: Darren.fergus@canon.co.nz | Mobile: 021374903

Mo CRM (Cloud-based)

Maurice Trapp Group
Rupert Gough
Mobile: 021 438 043 | Email: rupert@mauricetrapp.com

Workflow system, cloud-based

TeamWork Cork Ireland
A/C Number: Cus_8GY45T6f7
IE6333652G

Main Contact:  TeamWork Support
Phone: +353214307675 | Email: support@teamwork.com
Address: Blackpool Retail Park, Blackpool Cork Ireland

Cleaner

Green Acres
Main Contact: Kevin
Mobile: 027 888 8333

 

 

As of 22/2/2024

 

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