LSE Local Business Continuity Plan Template – revised December 2011
THE LONDON SCHOOL OF ECONOMICS & POLITICAL SCIENCE
LOCAL BUSINESS CONTINUITY PLANUNIT/FUNCTION COVERED BY PLAN
<insert unit or function>
CONTENTS OF PLAN
PART I: PRE-INCIDENT PLANNING 2
PART II: ACTION TO BE TAKEN WHEN DISRUPTION OCCURS 8
FORM 1: SUMMARY OF BUSINESS RECOVERY PRIORITIES
AND RESOURCES REQUIRED FOR RECOVERY FROM
BUSINESS IMPACT ANALYSIS 11
FORM 2: AREA-SPECIFIC BUSINESS RECOVERY TEAM
TASKS 12
FORM 3: BUSINESS RECOVERY TEAM LEADERS INITIAL ASSESSMENT FORM 14
FORM 4: INCIDENT LOG 15
LOCAL BUSINESS CONTINUITY PLAN
Activity/function/procedure covered by this Plan
.<insert activity, function or procedure>
Planning Scenario (common to all areas)
This plan framework is intended to be flexible enou to help plan for the recovery of the activity/function/procedure named above in an incident with one of the following 3 " generic" impacts:
· the loss of the availability of the building and infrastructure from which the activity/function/procedure is normally delivered for a period of up to 15 working days ( arising from for example, a fire, an explosion, utility failure, or the failure of an element of the infrastructure making the building unusable eg fire detection and alarm equipment. In some incidents of this kind some staff may also be unavailable )
· the loss of availability of staff, but continued availability, of the building and infrastructure from which the activity/function/procedure is normally delivered for a period of up to 15 working days (arising from example, a flu pandemic, extreme weather conditions and travel difficulties, industrial action)
· the loss of the infrastructure, but continued availability of the building and staff normally delivering the activity/function/procedure for a period of up to 15 working days (arising from, for example, a major IT outage)
Time/period of maximum disruption
The plan should be focused on the time(s) at which an incident would be most disruptive in terms of the key dates and periods of time for the activity/function/process covered by the plan is insert dates/periods, referring to the Calendar of key dates for business critical acitivities
PART I: PRE-INCIDENT PLANNING
PURPOSE OF PART I
Part I of the Plan identifies:
· the issues that will be addressed in advance so that, should disruption occur, there will be a framework in place to keep the impact within acceptable limits
· the pre-incident actions that will be taken to address these issues and the responsibility for taking the actions; and provides a record of confirmation that the actions have been taken
Action / Issue to be considered / Person(s) responsible for ensuring issue is actioned / Output of consideration of issue / Action Completed ?1.
ESTABLISH THE BUSINESS RECOVERY TEAM
The primary task of the Team is to keep the impact of the disruption within acceptable limits rather than restore full service / (a) Identify the key staff needed to manage recovery operations who will form the local Business Recovery Team (BRT)
.
(b) Engage BRT members in discussion of the detail of implementing pre-incident planning actions
(c) Assign a member of the BRT to liaise with the School’s Emergency Management Team (EMT)
(d) Assign BRT members specific tasks for the recovery of the activity, function or procedures covered by this plan
(e) Assign a member of the BRT to compile and maintain a list of the contact details of BRT members to be kept offsite in an easily accessible offsite location / Name of person responsible for actioning
Name of person responsible for actioning
Name of person responsible for actioning >
Name of person responsible for actioning >
Name of person responsible for actioning > / (a) The members of the BRT are:
Insert Names
(b) BRT has met to discuss completion of Part I of this plan
Record dates of meetings held and those who attended>
(c) The member of BRT assigned to liaise with the EMT is:
Insert Name
(d) The specific recovery tasks assigned to BRT members are recorded on Form 2 attached
(e1) The person assigned to compile and maintain the list is:
Insert Name
(e2)The offsite location(s) where contact lists will be stored are:
Insert location and means of access
Action / Issues to be considered / Person(s) responsible for ensuring issue is actioned / Output of consideration of issue / Action Completed
?
2.
APPOINT SUBSTITUTE MEMBERS OF THE BUSINESS RECOVERY TEAM
Who will substitute if key members of the BRT are not available? / (a) Identify substitute members of the recovery team to ensure that, if one or more members of the BRT are unavailable, recovery can continue:
(b)Obtain the agreement of substitutes to stand in for BRT members and confirmation of their willingness to be available during the critical period of disruption
(c) Keep details of BRT substitutes off site with details of the main team / Name of person responsible for actioning
Name of person responsible for actioning
Name of person responsible for actioning / (a) The substitute members of the recovery team are:
Insert names
(b) Agreements of substitutes to stand in and be available have been obtained from:
Insert names of alternates from whom agreements obtained
(c) <insert location identified at 1(e2) above>
Action / Issue to be considered / Person(s) responsible for ensuring issue is actioned / Output of consideration of issue / Action Completed
3.
TRAIN THE BUSINESS RECOVERY TEAM
Do all BRT members know what to do in the event of a major disruption to usual service? / (a) Arrange familiarisation session for all members of the BRT to talk through the local Business Recovery Plan at the earliest opportunity
(b) Arrange Regular refresher sessions for regular and substitute BRT members / Name of person responsible for actioning
Name of person responsible for actioning / (a) Introductory sessions to discuss of the local BRP have been held
Record details of session held and those attending
(b) Arrangements for refresher sessions are established and sessions arranged and held
<Record details of refresher sessions held and those attending
Action / Issue to be considered / Person(s) responsible for ensuring issue is actioned / Output of consideration of issue / Action Completed
4.
ENSURE ACCESS TO PROCEDURES AND EQUIPMENT
How will it be ensured that procedures and any vital equipment be accessible? / (a) Assign responsibility for ensuring that up-to-date copies of critical office procedures are made available at all times in the LSE Emergency Management Centres in Tower 1 and Rosebery Avenue and that all BRT members are be aware of their location
(b) Store the procedures on USBs (data sticks) to ensure electronic access
(c) Make arrangements with ITS to save key procedural documents in an offsite critical data repository allowing easy access even in the event of a major disruption to IT services
(d) Make sure all BRT members are aware that equipment that may be necessary in an emergency is kept in centrally maintained “battle bags” stored in the Emergency Management Centre / Name of person responsible for actioning
Name of person responsible for actioning
Name of person responsible for actioning
Name of person responsible for actioning / (a1) Responsibility for ensuring office procedures are kept in the EMCs and kept up to date is assigned to <insert name
(a2) Keep record of when revised procedures last sent to EMC:
Record the last date on which procedures sent
(a3) Notify all BRT members of that procedures are located in the EMCs:
Insert names of members notified
(b1) Responsibility for maintaining up to date information on procedures on USBs is assigned to:
insert name
(b2) Keep record of when procedures on USBs in EMCs last revised
insert date of last revision
(c) Responsibility for making arrangements with ITS to save key procedural documents in the critical data repository is assigned to
insert name
(d) Record date on which notification sent and to which members of DMT
<insert name and date of notification>
Action / Issue to be considered / Person(s) responsible for ensuring issue is actioned / Output of consideration of issue / Action Completed
5.
IDENTIFY PRIORITIES
FOR THE RESUMPTION OF BUSINESS CRITICAL OPERATIONS
What are the priorities for recovery, how soon must they be recovered, what resources are needed for recovery? / (a) Identify recovery priorities, recovery times and the resources required for recovery. Resource issues include:-
(i) STAFF
· Identify the staff needed to carry out business recovery operations
· ensure that their contact details are kept outside the office at all times on USB sticks and in hard copy
· ensure that any contractual issues with them being called to work longer hours, out of hours or at weekends are discussed and resolved with Human Resources
(ii) IT
· Ensure that recovery times in the local business recovery plan are compatible with the recovery times shown in the ICT Statement of Recovery for the relevant applications
· appoint a Member of BRT to be the contact with IT Services in the event of a disruption
· All BRT members should be familiar with the recovery times for systems , taking note that the ICT Statement of Recovery provides for the restoration of read-only availability of all centrally supported systems within 4 hrs
· If applicable, make MIS aware rapid recovery times apply at weekends and other out-of-hours times at certain business-critical times of year
· Identify and incorporate workarounds to manage the non-availability of IT systems into plans for handling the first 4 hrs of a disruption
(iii) SPACE
· Establish space requirements for recovery
· BRT to be aware that the School’s Emergency Management Team will endeavour to provide the number of seats in replacement accommodation identified within 4 hrs
· BRT to be aware that the precise location of the alternative location will be notified by the EMT to the BRT Manager (see Part II)
· BRT to be aware that EMT will also notify the BRT Manager where the team may temporarily assemble before moving to the replacement accommodation
(iv) OTHER DEPENDENCIES
· Identify other internal organisational units and external entities which will be needed to contribute to the delivery of your operations
· BRT to be aware in an incident the School’s EMT will inform them of the extent to which their internal dependencies are able to maintain their contribution to the recovery of their operations / Name of person responsible for actioning
Name of person responsible for actioning
Name of person responsible for actioning
Name of person responsible for actioning
Name of person responsible for actioning
Name of person responsible for actioning / (a1) BRT to agree and record the recovery priorities for the process, function, office or division covered by this plan on Form 1 (attached)
<insert name of person responsible for completing Form 1 and recording the decisions on matters below on it
<insert date of last revision to Form 1>
(a2) BRT to agree and record the recovery times for the recovery priorities on Form 1 (attached)
<insert date of last revision to Form 1>
(i) STAFF
(a3) BRT to agree and record the staff needed to recover priorities within recovery times on Form 1 (attached)
<insert date of last revision to Form 1>
(a4) Assign responsibility for keeping recovery staff contact details are kept in an agreed offsite location and updating them as necessary
<insert name of person responsible >
(a5) Assign responsibility for dealing with any contractual issues in relation to business recovery staff; the person responsible person will record any contractual arrangements and ensure they are kept in a location agreed with the BRT
<insert name of person responsible >
insert name of any member of staff for whom contractual arrangements made>
<insert location of agreement covering contractual issues>
(ii) IT
(a6) Assign responsibility for maintaining the integrity of the information relating to IT resources on Form 1
<insert name of person responsible >
(a7) Assign responsibility for contact with IT Services in an incident
<insert name of person responsible >
(a8) Assign responsibility for ensuring that all BRT members are familiar with the ICT Statement of Recovery
<insert name of person responsible >
insert details of action taken to ensure familiarity>
(a9) If applicable : ensure MIS are notified rapid recovery times apply at weekends and out of hours at business critical times
<insert name of person responsible >
(a10) ensure workrounds are identified and included in plans to manage the first 4 hours an outage without IT
<insert name of person responsible
(iii) SPACE
(a11) BRT to agree and record the number of networked workplaces needed for recovery and phasing of requirement
insert date of last revision to Form 1>
(a12) Record action taken to make BRT aware
<insert name of person responsible >
insert details of action taken to ensure familiarity>
(a13) Record action taken to make BRT aware
<insert name of person responsible >
insert details of action taken to ensure familiarity>
(a14) Record action taken to make BRT aware
<insert name of person responsible >
insert details of action taken to ensure familiarity
(iv) OTHER DEPENDENCIES
(a15) BRT to agree and record other dependencies for recovery
insert date of last revision to Form 1>
(a16) BRT to be made aware
insert details of action taken to ensure familiarity
10.
ISSUES SPECIFIC TO OFFICE/FUNCTION
Issues 1-9 are common to all BRTs
The Issues and suggested actions in 10 are specific to this function. They have been identified in discussion with the Director of Business Continuity and will be addressed by the BCT for the function and
incorporated into the Office Procedures and Schedule of Recovery Tasks
(Form 2) / 1. Sub-Board meetings
Sub-Boards must consider setting contingency meeting dates in case of disruption
2. Systems necessary
Recovery at 12 hrs will need OPERA, HALLPAD and access to the P:Drive. The P:Drive may be subject subject to 3 days recovery (?). Opera and Hallpad to be confirmed. Solutions:
· Daily backup of information will be stored in the critical data repository and on USB so that it will quickly be available in a recovery situation
· The ability to process information from saved report will be tested
3. Application deadlines and deadlines to respond to offers of accommodation - extension
The Head of Residential Live will be asked to consider extending the period to apply and respond to offers of accommodation to allow a buffer as
· there is already a lot of pressure to meet deadlines
· in the event of a crisis happening at this time stress levels could increase significantly
A situation causing more than 12 hrs disruption could have a significant impact in recruitment and credibility for the School. / IB/TM/RE
TM/IB
TM/IB
PART II: ACTION TO BE TAKEN WHEN A DISRUPTION TO SERVICE OCCURS
Purpose