Business Continuity Plan Development and Implementation

The provided content is related to Business Continuity Planning, which outlines the necessary steps to ensure that a business can continue to operate effectively in the event of an emergency or disaster. It includes sections on designated employees, contact lists, event logs, recovery, market assessments, and rehearsing, maintaining, and reviewing the plan.

Business Continuity Plan Template

Course 2
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© The State of Queensland (Open Learning Institute of TAFE) 2024 Page 3
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Contents
INTRODUCTION.................................................................................................1
Developing a Business Continuity Plan...............................................................1
BUSINESS CONTINUITY PLAN........................................................................1
Distribution List................................................................................................1
References and related documents................................................................1
SECTION 1..........................................................................................................1
Executive Summary (optional)........................................................................1
Objectives....................................................................................................... 1
Glossary..........................................................................................................1
SECTION 2..........................................................................................................1
Risk Management Planning.................................................................................1
Insurance........................................................................................................ 1
Data security and backup strategy..................................................................1
SECTION 3..........................................................................................................1
Business Impact Analysis....................................................................................1
Business Impact Analysis................................................................................1
SECTION 4..........................................................................................................1
Incident Response Plan.......................................................................................1
Immediate Response Checklist.......................................................................1
Evacuation Procedures...................................................................................1
Emergency kit................................................................................................. 1
Roles and Responsibilities..............................................................................1
Key Contact Sheet.......................................................................................... 1
Event Log........................................................................................................1
SECTION 5..........................................................................................................1
Recovery............................................................................................................. 1
Recovery Plan.................................................................................................1
Incident Recovery Checklist............................................................................1
Page 1

Recovery contacts...........................................................................................1
Insurance claims............................................................................................. 1
Market assessment.........................................................................................1
SECTION 6..........................................................................................................1
Rehearse, Maintain and Review..........................................................................1
Training schedule............................................................................................1
Review schedule.............................................................................................1
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Introduction
The purpose of developing a Business Continuity Plan is to ensure the
continuation of your business during and following any critical incident that
results in disruption to your normal operational capability.
This guide will assist you to undertake a Risk Management Plan and Business
Impact Analysis, and create Incident Response and Recovery Plans for your
business.
Developing a Business Continuity Plan
This template incorporates the Prevention, Preparedness, Response and
Recovery (PPRR) framework. Each of the four key elements is represented by
a part in the Business Continuity Planning Process.
 Prevention - Risk Management planning
- Incorporates the Prevention element that identifies and manages
the likelihood and/or effects of risk associated with an incident.
 Preparedness - Business Impact Analysis
- Incorporates the Preparedness element that identifies and
prioritises the key activities of a business that may be adversely
affected by any disruptions.
 Response – Incident Response planning
- Incorporates the Response element and outlines immediate
actions taken to respond to an incident in terms of containment,
control and minimising impacts.
 Recovery - Recovery planning
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- Incorporates the Recovery element that outlines actions taken to
recover from an incident in order to minimise disruption and
recovery times.
We have also included a section titled Rehearse, Maintain and Review, which
encourages you to test, regularly review and update your Business Continuity
Plan to ensure that your staff are familiar with it, and that it reflects your
changing business needs.
Business operators should use the following template as a guide to developing
a Business Continuity Plan. Customise it to suit your business needs. The blue
sample text is there to guide you and can be deleted after you have completed
the template. Remember to save your document.
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Page 5

Insert Your
Business Name
Business Continuity Plan
Page 6

Date: _____________________________________________
Distribution List
To assist in updating and revising the plan, an up-to-date list of all plan
locations and persons supplied with a copy of the plan should be included.
Copy Number Name Location
001
002
003
004
005
006
References and related documents
Include all documents that have a bearing on your Business Continuity Plan.
Document Title
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Section 1
Executive Summary (optional)
An executive summary is the plan in miniature (usually one page or shorter). It
should contain enough information for a reader to get acquainted with the plan
without reading the full document.
Depending on the size of your business and the length of your document, you
may choose not to include an executive summary.
Objectives
Objectives serve as a means of clarifying the purpose of your plan and should
describe the intended result. An example of plan objectives are listed below:
The objectives of this plan are to:
 undertake risk management assessment
 define and prioritise your critical business functions
 detail your immediate response to a critical incident
 detail strategies and actions to be taken to enable you to stay in business
 review and update this plan on a regular basis.
Glossary
This table provides a consistent and commonly agreed set of definitions for
terms used in the plan. You should customise this list to suit your business.
Business Continuity
Planning
a process that helps develop a plan document to manage the
risks to a business, ensuring that it can operate to the extent
required in the event of a crisis/disaster.
Business Continuity
Plan
a document containing all of the information required to
ensure that your business is able to resume critical business
activities should a crisis/disaster occur.
Business Impact
Analysis
the process of gathering information to determine basic
recovery requirements for your key business activities in the
event of a crisis/disaster.
Key business
activities
those activities essential to deliver outputs and achievement
of business objectives.
Recovery Time
Objective (RTO)
the time from which you declare a crisis/disaster to the time
that the critical business functions must be fully operational in
order to avoid serious financial loss.
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Resources the means that support delivery of an identifiable output and/or
result. Resources may be money, physical assets, or most
importantly, people.
Risk Management is the process of defining and analysing risks, and then deciding on
the appropriate course of action in order to minimise these risks,
whilst still achieving business goals.
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Section 2
Risk Management Planning
You need to manage the risks to your business by identifying and analysing
the things that may have an adverse effect on your business and choosing the
best method of dealing with each of these identified risks.
The questions to ask yourself are:
 What could cause an impact?
 How serious would that impact be?
 What is the likelihood of this occurring?
 Can it be reduced or eliminated?
An example is provided in the following table for you.
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Risk Management Plan
Prepared by.:………………………………………………………Date: ……………………………
Reviewed by: …………………………………………………….. Date: ……………………………
Key:
VH = Very High
H = High
M = Medium
L = Low
Risk Description:
Likelihood
Impact
Priority
Preventative Action Contingency Plans
Interruption to
production processes
-breakdown of key plant
and equipment
-damage to plant and
equipment (e.g. fire)
L VH H
 ensure adequate insurance cover in place including business
interruption and general property
 set up agreement with suitable supplier for 24 hour repairs and
replacement for key plant and equipment
 source alternative production site (if location and equipment
have been damaged)
 immediate access to personal
resources whilst waiting for
insurance payments
Burglary H H H  ensure adequate insurance cover in place including business
interruption and general property including theft
 install alarm and video surveillance camera
 keep a list of sources for
replacement property/equipment .
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Page 11

Insurance
As part of your risk management plan you need to determine what types of insurance are available and put in place the
insurance your business needs.
Insurance type Policy coverage Policy exclusions Insurance company and
contact
Last review date Payments due
Business Interruption Business interruption due
to:
 fire
 flood
 theft
 terrorism
 tsunami
 landslide
XYZ Insurance, A Person
Ph: 07 3000 0000
00/00/00 Amount you pay and
frequency. e.g. Monthly,
yearly
Data security and backup strategy
How have you protected your data and your network (e.g. virus protection, secure networks and firewalls, secure passwords
and data backup procedures)? Detail your backup procedures in the table below.
Data for backup Frequency of backup Backup media/ service Person responsible Backup procedure steps
Customer database Weekly External hard drive A Person  Remove external drive from fire safe
 Copy data from Customer database
 Return external drive to fire safe
Page 12

Section 3
Business Impact Analysis
As part of the Business Continuity Plan business owners should undertake a
Business Impact Analysis which will use the information in your Risk
Management Plan to assess the identified risks and impacts in relation to critical
activities of your business and determine basic recovery requirements.
Critical activities may be defined as primary business functions that must
continue in order to support your business.
You need to identify:
 your critical business activities
 what the impact to your business would be in the event of a disruption
 how long could your business survive without performing this activity.
As part of your Business Impact Analysis you should assign Recovery Time
Objectives (RTO) to each function. The RTO is the time from which you declare
a crisis/disaster to the time that the critical business function must be fully
operational in order to avoid serious financial loss.
The following questions may assist you to determine your critical activities.
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1. In the following table, list the business activities that must be performed to
ensure your business continues to operate effectively. If you have a
number of business units/departments, complete one table for each.
1 Production services
2
3
4
2. For each business activity listed above, complete the following:
Business Activity Name: Production Services
Business Activity Description: Production of customised widgets for individual
customer orders.
a) What are the losses if this business activity could not be provided?
Loss of Revenue: $7,500 per week
Increased Costs: $N/A
Staffing: Production staff numbers will need to be reduced.
Product/service: Number of widgets available for sale will be reduced until
production resumes.
Fines or penalties due to missed deadlines: N/A
Legal liability, personal damage, public harm: N/A
Loss of good will, public image: Will occur if unable to meet current client orders.
Comments:
Current stocks will meet demands for up to 2 weeks.
b) For what maximum amount of time could this business activity be unavailable
(either 100% or partial) before the losses would occur?
_______________________ hrs
_______________________days
2 weeks
_______________________months
Comments:
If stock is not produced for more than 2 weeks the business will lose sales and
customers will source alternative widget manufacturer.
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c) Does this activity depend on any outside services or products for its
successful completion?
 NO
 YES – If yes, check one of the following:
 Sole Supplier  Major Supplier  Many Alternate Suppliers
Comments:
If production is lost, standing order with the supplier will need to be adjusted to
prevent build-up of excess widget material.
d) On a scale of 1 to 5 (1 being the Most Important, 5 being the Least
Important), where would this business activity fall in terms of being
important to the operation of your department or business? - 1  - 2  - 3  - 4  - 5
Comments:
Widgets production is the primary activity of the business.
Completed By: __________________________ Date: ______________
Page 15

Business Impact Analysis
Critical Business
Activity
Description Priority Impact of loss
(describe losses in terms of financial,
staffing, loss of reputation etc)
RTO
(critical period
before business
losses occur)
Production services Production of customised widgets for
individual customer orders.
High
 reduced $7,500 revenue per week
 build up of stock and inventory
related to slow down in orders for
design and production services
 customers will source alternate
suppliers
 unable to meet business
overheads eg rent, staff wages
 potential job losses (after 2 weeks).
2 weeks
Page 16

Section 4
Incident Response Plan
This is to prepare you for a timely response to critical incidents and reduce
the impact of those incidents on your previously identified business
operations. It also prepares key personnel to provide an effective response
to ensure minimal disruption to operations in the event of emergency.
The following provides an example of the type of information, including
checklists, you might include when planning your response to a critical
incident. These together would form your Incident Response Plan.
Immediate Response Checklist
INCIDENT RESPONSE  ACTIONS TAKEN
Have you:
 assessed the severity of the incident? 
 evacuated the site if necessary? 
 accounted for everyone? 
 identified any injuries to persons? 
 contacted Emergency Services? 
 implemented your Incident Response Plan? 
 started an Event Log? 
 activated staff members and resources? 
 appointed a spokesperson? 
 gained more information as a priority? 
 briefed team members on incident? 
 allocated specific roles and responsibilities? 
 identified any damage? 
 identified critical activities that have been disrupted? 
 kept staff informed? 
 contacted key stakeholders? 
 understood and complied with any
regulatory/compliance requirements? 
 initiated media/public relations response? 
Page 17

Evacuation Procedures
You need to have appropriate evacuation procedures that cater for both
staff and visitors. These procedures should be stored in a place accessible
to all staff.
The objective of an evacuation plan is to provide a set of procedures to be
used by site occupants in the event of a critical incident. You should:
 start with a floor plan of the site
 clearly identify the location of emergency exits
 develop strategies for providing assistance to persons with
disabilities
 make sure that everyone knows what to do if evacuation is
necessary
 select and indicate a meeting place (evacuation point) away from the
site
 test the plan on a regular basis.
Emergency kit
If there is damage to the building or if it must be evacuated and operations
need to be moved to an alternative location, the emergency kit can be
picked-up and quickly and easily carried off-site or alternatively stored
safely and securely off-site. Document within your plan what is contained
within your emergency kit and when it was last checked.
Items that you may wish to include are:
Documents:
 Business Continuity Plan – your plan to recover your business or
organisation in the event of a critical incident.
 List of employees with contact details – include home and mobile
numbers, and even e-mail addresses. You may also wish to include
next-of-kin contact details.
 Lists of customer and supplier details.
 Contact details for emergency services.
 Contact details for utility companies.
 Building site plan (this could help in a salvage effort), including
location of gas, electricity and water shut off points.
 Evacuation plan.
 Latest stock and equipment inventory.
 Insurance company details.
 Financial and banking information.
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 Engineering plans and drawings.
 Product lists and specifications.
 Formulas and trade secrets.
 Local authority contact details.
 Headed stationery and company seals and documents.
Equipment:
 Computer back-up tapes/disks/USB memory sticks or flash drives.
 Spare keys/security codes.
 Torch and spare batteries.
 Hazard and cordon tape.
 Message pads and flip chart.
 Marker pens (for temporary signs).
 General stationery (pens, paper, etc).
 Mobile telephone with credit available, plus charger.
 Dust and toxic fume masks.
 Disposable camera (useful for recording evidence in an insurance
claim).
Notes:
 Make sure this pack is stored safely and securely on-site and off-
site (in another location).
 Ensure items in the pack are checked regularly, kept up-to-date, and
in good working order.
 Remember that cash/credit cards may be needed for emergency
expenditure.
This list is not exhaustive, and you should customise it to suit your
business.
Page 19

Roles and Responsibilities
This table allows you to assign responsibility for completion of each task to
one of your designated roles. You will then assign each role, or multiple
roles, to one or more staff members and assign back-up staff as
appropriate.
The staff members involved should then be given this table in order to
understand their roles and as a task assignment list for completion of pre-
emergency planning and emergency tasks. You should customise this table
to suit your business’s needs and structure.
ROLE DESIGNATED EMPLOYEES ALTERNATE
Team Leader Name: Bill Smith
Contact Information:
0400 000 000
Name: John Jones
Contact Information:
0400 001 001
Emergency Responsibilities:
 ensure the Business Continuity Plan has been activated
 oversee smooth implementation of the response and recovery section of
the plan
 determine the need for and activate the use of an alternate operation site
and other continuity tasks
 communicate with key stakeholders as needed
 provide important information to the Communication Officer for distribution
 keep key staff apprised of any changes to situation.
ROLE DESIGNATED EMPLOYEES ALTERNATE
Title Name:
Contact Information:
Name:
Contact Information:
ROLE DESIGNATED EMPLOYEES ALTERNATE
Title Name:
Contact
Information:
Name:
Contact
Information:
Page 20

Key Contact Sheet
Contact List – Internal
Use this table to document your staff emergency contact details. Each
business will have different positions identified in its contact list.
Person Contact
number/s
Email Responsibiliti
es
- Bill Smith 0400 000 000 [e-mail] BC Team
Leader
- John Jones 0400 001 001 [e-mail] Alternate BC
Team Leader
Contact List – External
Use this table to document external services (including Emergency
Services) contact details. Each business will have different external
suppliers and stakeholders.
Key contacts Contact number/s
Police
Emergency Services
Ambulance
Medical
Security
Insurance company
Suppliers
Water and Sewerage
Gas
Electricity
Telephone
Page 21

Event Log
Use the Event Log to record information, decision and actions in the period
immediately following the critical event or incident.
Date Time Information / Decisions / Actions Initials
0/0/0 0900 hrs Activate Business Continuity Plan. TL
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Section 5
Recovery
Recovery is the return to your pre-emergency condition. Performing your
critical activities as soon as possible after a critical incident is your primary
focus.
You should complete this table with the intention of supporting recovery in
‘worst case’ scenarios. It can then be modified according to the degree of
loss to your business. The recovery process includes:
 developing strategies to recover your business activities in the
quickest possible time
 identifying resources required to recover your operations
 documenting your previously identified RTO’s
 listing the person/s who have responsibility for each task and the
expected completion date.
An example is provided for you in the table following.
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Recovery Plan
Critical
Business
Activities
Preventative/Recovery Actions Resource
Requirements/
Outcomes
Recovery Time
Objective
Responsibility Completed
Production
Services - halted
 re-assess financial position of business
including cash flows due to loss of
revenue to meet minimal overheads
 minimise overheads – review expenses
and develop plan of action to reduce
fixed and variable overheads include
reduction of casual and permanent
staff hours
 negotiate with suppliers to prevent
build-up of materials and reduce costs
 source alternative production site
 diversify product range and services
offered e.g. repairs and restoration.
 put aside cash
reserves to cover
costs
 reduce costs
where able
 research new
products and
services
 identify alternative
production site.
2 weeks Business owner/
operator
0/0/0
Page 24

Incident Recovery Checklist
You will need to customise this list to include information specific to your
business.
INCIDENT RESPONSE  ACTIONS
Now that the crisis is over have you:
 refocused efforts towards recovery? 
 deactivated staff members and resources
as necessary? 
 continued to gather information about the
situation as if effects you? 
 assessed your current financial position? 
 reviewed cash requirements to restore
operations? 
 contacted your insurance broker/company? 
 developed financial goals and timeframes
for recovery? 
 kept staff informed? 
 kept key stakeholders informed? 
 identified information requirements and
sourced the information? 
 set priorities and recovery options? 
 updated the Recovery Plan? 
 captured lessons learnt from your
individual, team and business recovery? 
Page 25

Recovery contacts
Include all of the organisations/people that will be essential to the recovery of your business.
Contact Type Organisation Name Contact Title Phone/Mobile number
Insurance XYZ Insurance D Smith Claims Advisor 0400 000 000
Telephone/internet
services provider
Bank/building society
Supplier (Main)
Supplier (Backup)
Accountant
Lawyer
DEEDI Regional
Development Officer
Page 26

Insurance claims
What insurance policies have you claimed for?
Insurance company Date Details of claim Follow-up actions
ABC Insurance 00/00/00 Enter details of claim and contact person. Actions required by the insurer to process claim, eg
photos, damage estimates
Market assessment
List any areas of you market that have changed due to the incident.
Market changes Impact to business Business options
What has changed in the
market?
What impact will the market changes have on your business? How can your business adapt to suit these new market
conditions?
Page 27

Section 6
Rehearse, Maintain and Review
It is critical that you rehearse your plan to ensure that it remains relevant
and useful. This may be done as part of a training exercise and is a key
factor in the successful implementation of the plan during an emergency.
You must also ensure that you regularly review and update your plan to
maintain accuracy and reflect any changes inside or outside the business.
The following points may help:
 A training schedule must be prepared for all people who may be
involved in an emergency at the site.
 Pay attention to staff changes.
 It is best to use staff titles rather than names.
 If you change your organisational structure or suppliers/contractors
this must be amended in your plan.
 After an event it is important to review the performance of the plan,
highlighting what was handled well and what could be improved upon
next time.
Training schedule
Record details of your training schedule in the table below:
Training Date Training type Comments
0/0/0 Evacuation drill All personnel evacuated and
accounted for within acceptable
timeframe.
Review schedule
Record details of your review schedule in the table below:
Review date Reason for review Changes made
0/0/0 New personnel in new
roles
Plan updated to reflect changes to
roles and responsibilities
Page 28