BUSINESS CONTINUITY

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BUSINESS CONTINUITY

  1. 1. Public Copy BUSINESS CONTINUITY CORPORATE PLAN April 2007 Version 1.0.8
  2. 2. Worthing Borough Council Business Continuity Corporate Plan NOT PROTECTIVELY MARKED AMENDMENT RECORD Issue No. Pages Date Amended by Page 2 of 33 Version 1.0.8.
  3. 3. Worthing Borough Council Business Continuity Corporate Plan NOT PROTECTIVELY MARKED DISTRIBUTION LIST Internal distribution: The full version of this plan is distributed internally. External distribution: The externally published version of this plan has been edited and does not include sensitive information such as personal information or telephone numbers. Further copies: You can print off more copies of the edited version from the website at www.worthing.gov.uk Comments and queries about the plan: If you have any comments about this plan, please contact: Emergency Planning Officer Worthing Borough Council Town Hall Chapel Road Worthing BN11 1HA Tel: 01903 221025 e-mail: eop@worthing.gov.uk Page 3 of 33 Version 1.0.8.
  4. 4. Worthing Borough Council Business Continuity Corporate Plan NOT PROTECTIVELY MARKED FOREWARD “Business Continuity Management is a management process that helps manage the risks to the smooth running of an organisation or the delivery of a service ensuring that the business can continue in the event of a disruption.” Under the Civil Contingencies Act 2004, Worthing Borough Council has a duty to maintain plans for the purpose of ensuring, so far as is reasonably practicable, that if an emergency occurs it is able to continue to perform its functions. The Business Recovery Management Team of the Council is responsible directly to the Council Members and the Chief Executive for the overall handling, coherence and effectiveness of this Business Continuity Plan. Building and Team Plan Managers are responsible for ensuring that their part of the plan is updated where necessary. Directors and Assistant Directors are responsible for ensuring that the detailed information applicable to their department is current. The Business Services Manager and the Emergency Planning Officer will undertake an annual review of all parts of the plan to identify any changes required and confirm that the plans are being kept up to date. The Chief Executive and Directors are responsible, under the Civil Contingencies Act 2004, for ensuring that the work required to be carried out under this plan is undertaken in an effective manner. The Council’s Business Continuity Plan must be considered in conjunction with other contingency and emergency plans in force within the Council. Signed Ian Lowrie (Interim Chief Executive) Page 4 of 33 Version 1.0.8.
  5. 5. Worthing Borough Council Business Continuity Corporate Plan NOT PROTECTIVELY MARKED CONTENTS Amendment Record…………………………………………………………. 2 Distribution list……………………………………………………………….. 3 Foreword……………………………………………………………………… 4 Contents………………………………………………………………………. 5 Alerting Lists and Contact Details………………………………………….. 6 Strategic Management Group…………………………………….. 6 Business Recovery Team…………………………………………. 6 Site Response Team……………………………………………….. 6 Business Continuity Command Centre…………………………………….. 6 Main location………………………………………………………… 6 Secondary location…………………………………………………. 6 Fall Back Sites………………………………………………………. 7 Section One – Introduction…………………………………………………... 8 What is Business Continuity Management?……………………… 8 Background………………………………………………………….. 9 Purpose of the plan…………………………………………………. 9 Structure of the plans……………………………………………….. 11 Corporate Structure…………………………………………………. 12 Section Two – Organisation…………………………………………………. 15 Response to potential or declared major emergencies…………. 15 Invocation……………………………………………………………. 15 Invocation and Command and Control Structure……………….. 16 Business Continuity Emergency Committee…………………….. 18 Chief Executive’s responsibilities…………………………………. 18 Elected Members’ responsibilities…………………………………. 18 Strategic Management Group (Strategic)………………………… 19 Business Recovery Team (Tactical)………………………………. 19 Site Response Team (Operational)……………………………….. 19 Communications Structure………………………………………… 20 Section Three – Corporate Priorities……………………………………….. 22 Section Four – Technology Corporate Strategy…………………………… 23 Section Five – Human Resources Corporate Strategy…………………… 24 Section Six – Training and Exercising……………………………………… 25 Appendix “A” - Alerting lists and contact details………………………….. 26 Appendix “B” – Business Continuity Command Centre………………….. 27 Annex “1” – Main location………………………………………….. 27 Annex “2” – Secondary location…………………………………… 28 Appendix “C” – Prioritised list of identified essential services……………. 29 Appendix “D” – Technology Corporate Strategy…………………………... 31 Appendix “E” – Human Resources Corporate Strategy…………………... 38 Appendix “F” – Pandemic Flu……………………………………………….. 39 Page 5 of 33 Version 1.0.8.
  6. 6. Worthing Borough Council Business Continuity Corporate Plan NOT PROTECTIVELY MARKED ALTERTING LISTS AND CONTACT DETAILS Strategic Management Group (Strategic) – To meet in the event of an incident The alerting lists and contact details for the Strategic Management Group are set out in Appendix “A”. Business Recovery Team The Business Recovery Management Team is responsible for the overall handling, coherence and effectiveness of Business Continuity for the Council. It will also form the basis of the Strategic Management Group for Business Continuity incidents and will consist of:- Director of Services (Chair) Assistant Director (Property & Facilities Management) Business Services Manager Emergency Planning Officer ICT Services Manager Joint Strategic Head of Human Resources Plus personnel seconded for each particular incident Where Officers are not available, then substitutes may be nominated to attend in their place. Where the Chair is not available a chair for that meeting will be appointed by the Team. Site Response Team Each Section will have its own Response Team that will be identified within the relevant Building Plan. Where Sections are spread over more than one building, there may be a need to encompass personnel from each of the locations where the team is based. BUSINESS CONTINUITY COMMAND CENTRE The Business Continuity Command Centre will normally be set up separately from the Council’s Emergency Centre, where that is invoked. Main Location The possible locations for the Business Continuity Command Centre are identified in Appendix “B”, Annex “1”. Secondary Location The secondary locations for the Business Continuity Command Centre are identified in Appendix “B”, Annex “2”. Page 6 of 33 Version 1.0.8.
  7. 7. Worthing Borough Council Business Continuity Corporate Plan NOT PROTECTIVELY MARKED Fall Back Sites Should an incident occur which precludes staff from working in their normal place of employment, they may be relocated to another work area for the duration of the incident. The temporary work area may be in another part of their normal building, in an adjacent building or at any other place established for that purpose by the Council. Page 7 of 33 Version 1.0.8.
  8. 8. Worthing Borough Council Business Continuity Corporate Plan NOT PROTECTIVELY MARKED SECTION ONE – INTRODUCTION 1.1. What is Business Continuity Management? Page 8 of 33 Version 1.0.8.
  9. 9. Worthing Borough Council Business Continuity Corporate Plan NOT PROTECTIVELY MARKED 1.2. Background 1.2.1. The Civil Contingencies Act 2004 places a duty on the Council to maintain plans to ensure that it can continue to perform its functions in the event of an emergency, so far as is reasonably practicable. This duty relates to all the functions of the Council, not just its civil protection functions. To be able to help others in an emergency, the Council will first need to be able to keep its own crisis response capabilities going. However, it also needs to be able to continue to deliver critical aspects of its day-to-day functions in the event of an emergency, if the impact on the community is to be kept to a minimum. 1.2.2. The qualification “so far as is reasonably practical” has three elements to it: (a) Criticality: The ability to focus on ensuring that the Council can deliver critical functions. The following is not intended to be a definitive list, but rather a series of useful indicators:- (i) Emergency Management/civil protection (ii) Impact on human welfare, the environment and security (iii) Legal implications (iv) Financial implications (v) Reputation (b) Service levels: The Act does not require the Council to continue to deliver its functions at ordinary levels in the event of an emergency. Some critical functions may need to be scaled up, while others (which are non- critical) may need to be scaled down or suspended. (c) Balance of investments: No Local Authority will be in a position to commit unlimited resources to Business Continuity Management. It is for each Local Authority to decide the level of protection sought in the light of resources available and the appetite for risk. 1.3. Purpose of the Plan 1.3.1. The aim of the business continuity plan is to provide a set of effective and practical procedures which:- (i) minimise disruption within each business area (ii) enable normal working to be resumed in the shortest possible time. 1.3.2. The objectives of the Business Continuity Plan are:- (i) To ensure control is established at a senior level with the business at the critical early stages of a disaster situation. Page 9 of 33 Version 1.0.8.
  10. 10. Worthing Borough Council Business Continuity Corporate Plan NOT PROTECTIVELY MARKED (ii) To provide the Recovery Teams with a detailed list of actions to cover the initial period following a disaster. Key: 1. Contingency Planning: Crisis Management, Escalation and Invocation 2. Business Recovery: Relocating (if required), attending to priorities, recovering lost work and catching up on any backlog 3. Workarea Recovery: Preparing alternate site(s) for occupation 4. Technology Recovery: Resurrecting technology platforms, restoring systems and data backups, synchronising systems, communications, determine business critical processes and business systems applications Page 10 of 33 Version 1.0.8.
  11. 11. Worthing Borough Council Business Continuity Corporate Plan NOT PROTECTIVELY MARKED 1.4. Structure of the plans Plan Includes Business Continuity Corporate Overall corporate Corporate Plan priorities; IT system priorities; Incident; Management Strategy; Communications plans; Overall work area Site Plans recovery identified; plus Key contacts other non building Site Departmental related plans priority functions; Resource requirements including IT; Task lists by organisational area; Departmental Work Business Impact Area Recovery; Analysis Key contacts Non Building Pandemic flu, Plans drought etc. Business Impact Impacts described; Analysis Invocation procedures; Team priority designation; Numbers of staff required and when; Resources required and when – including PC’s, IT systems; Vital data required Page 11 of 33 Version 1.0.8.
  12. 12. Worthing Borough Council Business Continuity Corporate Plan NOT PROTECTIVELY MARKED Plan Structure Corporate Structure Chief Executive Director of Director of Resources Services AD (Strategy & Joint Strategic Head of AD (Health & Improvement) Human Resources Housing Services) Economic Development Human Resources Food & Occupational Health Performance Management Training & Development Housing Renovation/Environmental Corporate Improvement / Best Value Occupational Health Protection Overview & Scrutiny Equalities Homelessness & Housing Advice Media Relations Payroll Licensing Strategic Housing Pest Control Planning Policy AD (Financial Dog Wardens Services) Cemeteries & Crematorium Community Services Section 151 Officer Service Accounting AD (Leisure & Cultural Capital Accounting Services) Treasury Management Taxation Advice Misc. Income & Control Park & Open Spaces Payment of Invoices Grounds Maintenance Cashiers Foreshore Insurance & Risk Management Leisure Development Benefits Adjudication & Investigation Museum Internal Audit Theatres Aquarena Leisure Centres Page 12 of 33 Version 1.0.8.
  13. 13. Worthing Borough Council Business Continuity Corporate Plan NOT PROTECTIVELY MARKED AD (Property & Facilities AD (Planning Management) Services) Estates Development Control Engineering Building Control Surveying & Design Design & Conservation Business Services Planning Enforcement Emergency Planning/Business continuity Information Technology Communication AD (Legal & Democratic AD (Customer Services) Services) Legal Services Corporate Customer Services Land Charges Council Tax Monitoring Officer Business Rates Data Protection Housing Benefits Democratic Services Concessionary Fares Mayoralty & Civic Services Elections & Electoral Registration Head of Contract Services Waste Collection Vehicle Maintenance Street Cleaning Car Parks Coast Protection Environmental Services Hackney Carriages & Private Hire Licensing Page 13 of 33 Version 1.0.8.
  14. 14. Worthing Borough Council Business Continuity Corporate Plan NOT PROTECTIVELY MARKED Worthing Borough Council Corporate BC Plan Champion – (Director of Services) Town Hall/Assembly Hall BC Plan Co-ordinator – AD (Property & Facilities Management) for Town Hall – AD Leisure & Cultural Services) for Assembly Hall Portland House BC Plan Co-ordinator – AD (Property & Facilities Management) Commerce Way BC Plan Co-ordinator – Head of Contract Services Crematorium BC Plan Co-ordinator – AD (Health & Housing Services) Museum BC Plan Co-ordinator - AD (Leisure & Cultural Services) Definition Champion – Member of Strategic Leisure Centre BC Plan Co-ordinator – AD (Leisure & Cultural Services) Management Team with day to day responsibility for Business Continuity Co-ordinator – Person responsible for Pavilion Theatre & Denton Lounge Co-ordinator – AD (Leisure & Cultural Services) ensuring that individual Business BC Plan Continuity Plans are prepared and up to date Connaught Theatre & Ritz BC Plan Co-ordinator – AD (Leisure & Cultural Services) Field Place BC Plan Co-ordinator – AD (Leisure & Cultural Services) Beach Office BC Plan Co-ordinator – AD (Leisure & Cultural Services) Aquarena BC Plan Co-ordinator – AD (Leisure & Cultural Services) Non building specific:- Communications, IT, Utilities, & Co-ordinator – AD (Property & Facilities Management) specific plans i.e. pandemic flu Human Resources Co-ordinator – Joint Strategic Head of Human Resources Page 14 of 33 Version 1.0.8.
  15. 15. Worthing Borough Council Business Continuity Corporate Plan NOT PROTECTIVELY MARKED SECTION TWO – ORGANISATION 2.1. Response to potential or declared major emergencies 2.1.1. In the event of a major emergency taking place:- a) During working hours – (i) the normal fire and evacuation procedures would be implemented. (ii) non essential staff could be sent home with instructions to return to a nominated temporary location on the next working day. (iii) provide emergency telephone facilities both for staff to contact next of kin and for management to implement recovery plan. b) Outside working hours – (i) management team would assess the effects of the incident and plan the recovery strategy, then, using contact lists and all media resources endeavour to inform all staff and public of the situation. 2.1.2. An early assessment should be undertaken by each section affected by the incident to establish:- (i) what equipment is recoverable (ii) which buildings or parts of buildings are habitable 2.2. Invocation 2.2.1. Depending on the severity of the incident, the Senior Officer present will determine the category of response under the Business Continuity Plan, as shown in the following paragraphs. Page 15 of 33 Version 1.0.8.
  16. 16. Worthing Borough Council Business Continuity Corporate Plan NOT PROTECTIVELY MARKED 2.3. Invocation and Command and Control Structure 2.3.1. Incidents will normally fall into the following categories:- Major Emergency (e.g. fire destroys or damages a significant property) Category One Physical recovery at site Site Recovery Comprises of team(s) from Sections affected. Team Reports to Business Recovery (Operational) Team. Business Co-ordination of incident Business Strategic response & recovery Continuity Comprises Dir of Services, Recovery Team Management Group Emergency AD(PFM),BSM,EPO,ITCSM,JS (Tactical) (Strategic) Committee HHR plus other staff relevant to the incident Strategic direction & Formed in a serious overview of incident. Long term incident/recovery planning & vision Comprises SMT with input Comprises Chief from AD(PFM), BSM,EPO Exec & Members Reports to Emergency Committee Emergency (e.g. involving severe disruption to one service / loss of one / two floors of building) Category Two Site Recovery Team (Operational) Business Recovery Strategic Team Management Group (Tactical) (Strategic) Page 16 of 33 Version 1.0.8.
  17. 17. Worthing Borough Council Business Continuity Corporate Plan NOT PROTECTIVELY MARKED Emergencies (e.g. involving disruption to one or several service(s) for a short period of time. Category Three Site Recovery Team (Operational) Business Recovery Team (Tactical) 2.3.2. The above are by necessity examples only, as it is impossible to clearly define an emergency and it is unlikely that any disruption to service will fall neatly into one of the three categories. Therefore it is essential to make clear that this is a guide only, and discussions will need to take place to ensure that the best response to fit the emergency is applied at the time. Page 17 of 33 Version 1.0.8.
  18. 18. Worthing Borough Council Business Continuity Corporate Plan NOT PROTECTIVELY MARKED 2.4. Business Continuity Emergency Committee (BCEC) 2.4.1. The Business Continuity Emergency Committee, consisting of The Chief Executive, or if he was not available a nominated Senior Officer, Cabinet Member for Resources and Opposition Group Leader would be formed, if necessary, in the case of a serious incident, to determine the overall long term vision and planning relating to the incident. They would be advised by the Strategic Group and specialists seconded for that purposes. 2.4.2. The Business Continuity Emergency Committee would report to the full Council and would be responsible for reporting to the community in respect of the incident. 2.5. Chief Executive’s responsibilities 2.5.1. The Chief Executive has overall responsibility in respect of all aspects of Business Continuity Management, including ensuring that the Business Continuity Plan is up to date, that Managers are familiar with their responsibilities and staff are aware of their roles and have been adequately trained. He will appoint a Champion for Business Continuity Management to oversee the day to day running of Business Continuity. 2.5.2. In the event of a serious incident, the Chief Executive, or in his absence a nominated Senior Officer, will chair the Business Continuity Emergency Committee and will provide strategic direction to those involved in the recovery. 2.5.3. The Chief Executive, or if the Chief Executive is not available any authorised Officer, has delegated powers to make urgent decisions in accordance with the Council’s Standing Orders. 2.6. Elected Members responsibilities 2.6.1. Unless specifically requested to do so by the Business Continuity Emergency Committee, Elected Members will not be required to become involved in the activation of the Business Continuity Plan. 2.6.2. Elected Members will be expected to:- (i) Monitor the effect of the emergency on their ward and feed back any problems to the Business Continuity Emergency Committee or the Strategic Group. (ii) Use their local knowledge to assist the Business Continuity Emergency Committee or the Strategic Group in any way. Page 18 of 33 Version 1.0.8.
  19. 19. Worthing Borough Council Business Continuity Corporate Plan NOT PROTECTIVELY MARKED (iii) Provide support for members of staff in the recovery stage of the incident. 2.7. Strategic Management Group (Strategic) 2.7.1 The Strategic Management Group is responsible for the strategic direction and overview of the incident and recovery. In situations where the Business Continuity Emergency Committee is not formed it will take on the roles and responsibilities of the Business Continuity Emergency Committee for that particular incident. 2.8. Business Recovery Team (Tactical) 2.8.1 The Business Recovery Team will normally be chaired by the Director of Services and will ensure that Business Continuity Plans for buildings are progressed in accordance with the Business Continuity Action Plan and will give advice to Section Heads as necessary. 2.8.2 In an emergency it will comprise the predetermined members of the team plus any other persons seconded to the Team for that particular incident 2.8.3 Where the incident is large enough for the Strategic Management Group to be formed, the Business Recovery Team will report to them, otherwise, where the incident is small, the Business Recovery Team will take the lead. 2.8.4 The role of the Business Recovery Team will be to receive reports and requests from the Site Recovery Team and to resource the recovery process. 2.9. Site Recovery Team (Operational) 2.9.1 The Site Recovery Team will usually comprise of staff from within the team concerned and will be responsible for recovering/restarting crucial business functions. 2.9.2 They are responsible for ensuring their specific business continuity plans are implemented. 2.9.3 They take direction from the Business Recovery Team (Tactical) and will report to them. Page 19 of 33 Version 1.0.8.
  20. 20. Worthing Borough Council Business Continuity Corporate Plan NOT PROTECTIVELY MARKED 2.10. Communications structure 2.10.1 Experience shows that communications is an area that commonly has problems in the event of an incident. Departments should ensure that the following communication channels are followed wherever possible. Double headed arrows indicate that communications should be a two way process. 2.10.2 Communications channels – initial phase – crisis declared Emergency Services Operational Control Site Recovery Communications Strategic Team Management Team Section Heads Media Members Suppliers Contractors Utilities/Services Staff Page 20 of 33 Version 1.0.8.
  21. 21. Worthing Borough Council Business Continuity Corporate Plan NOT PROTECTIVELY MARKED 2.10.3. Communications channels – recovery phase Emergency Members Committee Strategic Management Group Communications Media Business Recovery Team Residents Site Recovery Team Contractors Staff Page 21 of 33 Version 1.0.8.
  22. 22. Worthing Borough Council Business Continuity Corporate Plan NOT PROTECTIVELY MARKED SECTION THREE – CORPORATE PRIORITIES 3.1. Priorities 3.1.1 The Council, as a Category 1 Responder under the Civil Contingencies Act 2004, must maintain plans to ensure that it can continue to perform its functions in the event of an emergency. This duty relates to all the functions of the Council, not just its civil protection functions. 3.1.2. Ideally, the Council would be able to continue all of its functions at ordinary service levels in the event of an emergency. In practice, this may not prove possible. It also depends if the emergency directly affects any of the Council’s buildings or services. It is therefore essential that the Council identify those services that are considered critical to the successful operation of the Council. 3.1.3. A prioritised list of the essential services identified by the Council is contained in Appendix “C” to this plan. Page 22 of 33 Version 1.0.8.
  23. 23. Worthing Borough Council Business Continuity Corporate Plan NOT PROTECTIVELY MARKED SECTION FOUR - TECHNOLOGY CORPORATE STRATEGY The Technology Corporate Strategy, including the Corporate IT Business Continuity Plan identifying callout procedures, backups, remote access etc. is attached at Appendix “D”. Page 23 of 33 Version 1.0.8.
  24. 24. Worthing Borough Council Business Continuity Corporate Plan NOT PROTECTIVELY MARKED SECTION FIVE – HUMAN RESOURCES CORPORATE STRATEGY The Human Resources Corporate Strategy is attached at Appendix “E” Page 24 of 33 Version 1.0.8.
  25. 25. Worthing Borough Council Business Continuity Corporate Plan NOT PROTECTIVELY MARKED SECTION SIX – TRAINING AND EXERCISING All personnel who have a responsibility for Business Continuity under this plan will receive initial basic training on their responsibilities and refresher training as and when required or determined as necessary by the Business Recovery Team. Elements of the Business Continuity Plan should be tested by exercise on an annual basis. A major live Business Continuity exercise should be undertaken every five years, or sooner as determined by the Business Recovery Team taking into consideration any changes in circumstances. Page 25 of 33 Version 1.0.8.
  26. 26. Worthing Borough Council Business Continuity Corporate Plan RESTRICTED Appendix “A” ALERTING LISTS AND CONTACT DETAILS Business Recovery Team The detail of this is not included in the public copy of the plan Page 26 of 33 Version 1.0.8.
  27. 27. Worthing Borough Council Business Continuity Corporate Plan RESTRICTED Co-ordinators The detail of this is not included in the public copy of the plan Page 27 of 33 Version 1.0.8.
  28. 28. Worthing Borough Council Business Continuity Corporate Plan RESTRICTED Appendix “B” Annex “1” BUSINESS CONTINUITY COMMAND CENTRE Main location This detail is not included in the public copy of the plan. Page 28 of 33 Version 1.0.8.
  29. 29. Worthing Borough Council Business Continuity Corporate Plan RESTRICTED Appendix “B” Annex “2” BUSINESS CONTINUITY COMMAND CENTRE Secondary location The detail of this is not included in the public copy of the plan. Page 29 of 33 Version 1.0.8.
  30. 30. Worthing Borough Council Business Continuity Corporate Plan RESTRICTED Appendix “C” PRIORITISED LIST OF WORTHING BOROUGH COUNCIL’S IDENTIFIED ESSENTIAL SERVICES This list is confidential to the Council and not included in the public copy of the plan. Page 30 of 33 Version 1.0.8.
  31. 31. Worthing Borough Council Business Continuity Corporate Plan RESTRICTED Appendix “D” Technology Corporate Strategy This is confidential to the Council and not included in the public copy of the plan. Page 31 of 33 Version 1.0.8.
  32. 32. Worthing Borough Council Business Continuity Corporate Plan RESTRICTED Appendix “E” Human Resources Corporate Strategy This is confidential to the Council and not included in the public copy of the plan. Page 32 of 33 Version 1.0.8.
  33. 33. Worthing Borough Council Business Continuity Corporate Plan RESTRICTED Appendix “F” Pandemic Flu (or other similar pandemic incident) This is confidential to the Council and not included in the public copy of the plan. Page 33 of 33 Version 1.0.8.

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