Business Continuity Plan

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Business Continuity Plan (BCP)

This continuity plan is intended to get used in the event of a disaster that may affect the veterinary practice’s ability to conduct its business within its campus setting. The plan will be used by the Incident Response (IR) team to manage the recovery of the business departments and other affected areas. The plan has been designed to provide all the information needed when business recovery is needed. The document will outline and describe all the Incidence Response processes by phase regarding how the business will address the issue. The plan contains process initiation, assumptions and requirements, design and development, implementation and finally maintenance. If a disaster occurs, then the recovery operations are executed.

Process initiation

This stage documents the objectives, scope, functional requirements, and assumptions of the continuity plan. This business plan will coordinate the recovery of crucial business activities in managing and providing a guideline on how business recovery will get achieved when disaster or disruption happens. The area is prone to unexpected frequent tornado touchdown, and such event usually leads to disruption and destruction or assets and services. This plan’s scope is limited to tornado touchdown and similar events since it is prone in the area and it causes devastating impacts on the setting. The assumptions are as follows: the veterinary practice is of medium size, consisting of three hundred employees all fitting in five buildings clumped within a campus type setting. Besides, the veterinary practice delivers hospital-type services for more than a hundred beds, which in most cases get filled because normally, the business receives usual routine appointments every day. We define a disaster as an event that compromises the business operation such that the business is unable to provide its required business services to its customers (Coppola, 2011). This plan is important before, during and after the occurrence of a disastrous event. Before the disaster occurs, the document will be used in providing the guideline to the IR team on how to detect and evaluate the seriousness of the disaster. In the event of the disaster, the continuity plan will focus on some of the prioritized aspects such as relocation to another site as well as the resumption strategy and period. The document also provides a budget for the alternative site operations as well as for the site resumption strategies.

Design and Development

This part of the continuity plan describes the business continuity strategies designed to ensure business continuity in the course of a disaster. The strategy is to get invoked in case the veterinary buildings facilities are damaged or inaccessible. There are five buildings in the organization, but since the attack usually affects the entire area, the plan will be used for the entire organization and the necessary relocations will be performed as per the instructions.

The strategy of the plan involves the recovery of the sensitive veterinary services at the alternate site. The relocation is possible only if the strategy gets approved by the disaster recovery team or IR and the overall management to provide the recovery amenity.  The Information Systems (IS) will redeem the Information Technology (IT) functions depending on the crucial departmental business activities and the stated strategies.  The short-term strategies (for tornado events that last two weeks or less) which have been identified include:

 

 

 

 

Department Alternate Veterinary Site
   
<Department Name>  
   
   
   

For the departments, it the tornado continues for a longer time (such as intensive building destruction), the short-term strategies (occurring within two weeks) will get used. The long-term strategies include leasing and equipping new offices in a different building within the same area with minimal tornado occurrences.

The incidence response team is responsible for managing the emergency operations such as detection of event occurrence, alerting for a need for earlier or later relocation (when necessary), and site resumption.  The IR is to ensure that they are very alert so that they can detect when the tornado event is likely to occur so that they may inform the management.

The budget gets divided into two: site relocation and site resumption strategies. The budget will be higher or lower depending on the impact of the tornado on the initial facility. When the IR inform the management prior the occurrence of the event, less cost will be incurred but if damages are intense, then budgeted amount will rise. The figures below will show the estimated budget:

 

 

 

Site Relocation and resumption budget

Item Quantity Unit Cost  Total Cost (annual)
Beds 300 $200 $6000
Servers 1 $5000 $5000
Alternate Site 1 $2000 $2000
Backup devices 1 $1000 $1000
Network system         (N/A) $6000 $6000
Generator and UPS (for electricity) 1 (each) $3500 $7000
Desktops and CPU 10(each) $500 $10000
Travel/Transport (N/A) $1500 $1500

All the important records for the finance and diagnosis departments will be affected by the tornado disaster. Such records are backed up periodically and stored online within the company’s website. When the departments require the current files, it is advisable that they use the warehouse records which are highly secure. The sensitive records and the latest data copies usually get located on a secure site located on the site.

After the tornado attacks, most of the records are usually destroyed while others are inaccessible. Some of the data that may get exposed to loss include work in progress, files/information stored on PC hard drives, documents in offices, unread mail and warehouse record. The IT department is responsible for re-establishing a connection to the departments to ensure that the remote communication works perfectly. Besides, during the incidence, the generated reports, and forms need to get delivered to the secondary locations.

Implementation

In this section, we focus on creating the actual plan. This plan covers the evacuation procedures, crisis management, authority designation, actual resumption, recovery, and restoration. Evacuation is meant to protect all the people in the organization, and it is necessary since people fear losing lives through horrible experiences.  In this case of emergency, we use the worst case scenario. First and foremost, all the employees need to be alerted, using alarms located at different strategic locations. More importantly, the evacuation team should focus on the disabled by helping them evacuate the premise. There should be specific alarms to notify the personnel when the tornado gets expected. Also, the team should ensure that the personnel is aware of the evacuation routes in case of such an event. After evacuation, all the employees should be assembled at an area where they will get accounted, and if there is any medical care needed, then they should be treated. The personnel should be trained prior the crisis how to react in case a tornado disaster gets expected to occur, so as to minimize the impact of the crisis.

The entire evacuation process will be carried out by the Emergency Response (ER/IR) team. The team should then make efforts to evacuate the critical assets such as the data, servers, and documents before evacuating the other equipment. If the disaster hit the premise before the IR were able to follow all the evacuation procedures, then the management will assess the losses, list in the budget, compare and then make purchases and vendor contracts. The table below shows how to analyze the loss:

 

Item Quantity Before Tornado Quantity After Tornado Quantity Remaining
Beds      
Servers      
Backup devices      
Network system      
Generator and UPS (for electricity)      
Desktops and CPU      

This section ends when the IR analyzes the disaster situation and calls off the emergency. The relocation may be long-term or short-term based on the impact of the disaster on the primary site. If the tornado managed to destroy all the assets leaving only the ground, then the veterinary has to start most of the things from the start point. Otherwise, the company will have to repair some few assets and proceed with the normal operation.

Site Resumption

Site resumption occurs when the organization relocates from the secondary site to the primary site (Kliem & Richie, 2016). In this veterinary setting, whereby the disaster involved is a hurricane, the plan involves reduction of future loss of life, chances of injury, minimizing facility damages and loss of assets and records. Each department should be assessed to ensure that proper steps are taken. The order of priority involves personnel, clients, buildings, assets and finally records. Depending on the impact of the tornado, the resumption period may take weeks, months or even years. The reason is that tornado causes adverse impacts which may completely paralyze the business.

Maintenance

Maintenance of the plan is the longest phase that includes making updates to the plan. As for the veterinary setting, the schedules and budget need to be frequently updated simply because the price of devices and equipment continuously changes. For example, the price of a server may increase, thereby increasing the budgeted amount for the total plan. Also, the software tools need to be updated and maintained so that they can be up to date. This plan also needs to be safeguarded since the life of the organization in case of an event entirely depends on it. The distribution of the plan also needs to be managed so that it does not get into the wrong hands.

References

Top of Form

Coppola, D. P. (2011). Introduction to International Disaster Management. Burlington: Elsevier Science. Retrieved from https://books.google.com/books?isbn=0123821754Bottom of Form

 

Kliem, R. L., & Richie, G. D. (2016). Business continuity planning: A project management approach. Retrieved from  https://books.google.com/books?isbn=1482251795

 



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