COVID-19 Precautionary

Managem ent Guidelines

March 2020
Number of entities contributed to compiling the attached best practices

2
Contents

• About (COVID-19)

• COVID-19 Precautionary Management

Guidelines for Admin Buildings
• COVID-19 Precautionary Management
Guidelines for Industrial Facilities
• General Guidelines and Instructions for
Working Remotely (Work from Home)

3
About COVID-19 (1/3)
What is COVID-19?
• Coronavirus Disease 2019 (COVID-19) is a respiratory disease caused by the SARS-CoV-2 virus. It
has spread from China to many other countries around the world, including the United States.
Depending on the severity of COVID-19’s international impacts, outbreak conditions—including
those rising to the level of a pandemic—can affect all aspects of daily life, including travel, trade,
tourism, food supplies, and financial markets.
• To reduce the impact of COVID-19 outbreak conditions on businesses, workers, customers, and the
public, it is important for all employers to plan now for COVID-19. For employers who have already
planned for influenza pandemics, planning for COVID-19 may involve updating plans to address
the specific exposure risks, sources of exposure, routes of transmission, and other unique
characteristics of SARS-CoV-2 (i.e., compared to pandemic influenza viruses). Employers who have
not prepared for pandemic events should prepare themselves and their workers as far in advance
as possible of potentially worsening outbreak conditions. Lack of continuity planning can result in a
cascade of failures as employers attempt to address challenges of COVID-19 with insufficient
resources and workers who might not be adequately trained for jobs they may have to perform
under pandemic conditions.

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About COVID-19 (2/3)
How COVID-19 Spreads?
• The virus is thought to spread mainly from person-to-person, including:
– Between people who are in close contact with one another (within about 6 feet)
– Through respiratory droplets produced when an infected person coughs or sneezes. These
droplets can land in the mouths or noses of people who are nearby or possibly be inhaled
into the lungs
– It may be possible that a person can get COVID-19 by touching a surface or object that has
COVID-19 on it and then touching their own mouth, nose, or possibly their eyes, but this is not
thought to be the primary way the virus spreads

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About COVID-19 (3/3)
How a COVID-19 Outbreak Could Affect Workplaces?
Similar to influenza viruses, SARS-CoV-2, the virus that causes COVID-19, has the potential to cause extensive
outbreaks. In the absence of a vaccine, an outbreak may also be an extended event. As a result, workplaces may
experience:

Absenteeism • Workers could be absent because they are sick; are caregivers for sick family members; are
caregivers for children (especially as schools or day care centers are closed); have at-risk
people at home, such as immunocompromised family members; or are afraid to come to
work because of fear of possible exposure

Change in • Consumer demand for items related to infection prevention (e.g., respirators) is likely to
patterns of increase significantly, while consumer interest in other goods may decline. Consumers may
commerce also change shopping patterns because of the COVID-19 outbreak. Consumers may try to
shop at off-peak hours to reduce contact with other people, show increased interest in home
delivery services, or prefer other options, such as drive-through service, to reduce person-to-
person contact

Interrupted • Shipments of items from geographic areas severely affected by COVID-19 may be delayed
supply/ or cancelled with or without notification
delivery

6
Contents

• About (COVID-19)

• COVID-19 Precautionary Management

Guidelines for Admin Buildings
• COVID-19 Precautionary Management
Guidelines for Industrial Facilities
• General Guidelines and Instructions for
Working Remotely (Work from Home)

7
Purpose, scope and focus areas

This document will serve

Scope Focus areas and guide steps
as a guide to outline the
appropriate response Steps all employers can take to reduce workers’ risk of
plans to the new COVID- exposure to COVID-19 disease
19 with the following
objectives
All admin ENVIRONMENTAL
1 Minimizing health risk
to employees buildings and AWARENESS
ADMINISTRATIVE
PROCEDURES
PREVENTION &
GENERAL
DEALING WITH
SUSPECTED
CASES
departments MEASURES

2 Minimizing the risk of

company’s premises within
becoming a node of
transmission
premises
PREVENTIVE
DEALING WITH MEASURES FOR
3 All companies must COMPLIANCE
EMPLOYEES LEAVES AND THOSE EXPOSED
have business AND
COMING FROM BUSINESS TRIPS TO DEAL WITH
DECLARATION
continuity plan ready ABROAD COMERS FROM
INFECTED AREAS
in case the situation
evolves

•
8
 Awareness
Topics
• The need to disclose the presence during the last 14 days
abroad or in the Eastern region
• Company/ Entitles policies and procedures related to
infection control, if any
• The nature of the disease, its transmission, and the means
of protection that should be followed, especially hand-
washing.
• The mechanism of early detection, reporting and how to
deal with suspected cases
• The importance of vaccination with seasonal flu vaccine
• The official sources of health information (Ministry of Health
and the National Center for Disease Prevention and
Control).
• The importance of seeing a doctor if respiratory symptoms
appear (high temperature, Cough and shortness of
breath)
•
Responsibilities
Human Resources (Preventive Medicine and
Occupational Health Group, or responsibles) :
1. Provide daily update on the website of the
National Center for Disease Prevention and
Control ,Corona-Covid disease-19:
https://covid19.cdc.gov.sa/
2. Training the safety coordinators and
preparing them to provide the necessary
awareness.
3. Providing the sites with the necessary
awareness materials.
4. Health awareness is carried out using the
following:
▪ Using the internal communication means,
Display screens and others
▪ Posters and leaflets in the common areas
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Administrative procedures

Activating the remote work system and follow Government guidelines for working remotely for all government entities as per
1 announcement

2 Refer to Working Remotely (Work from Home) general guidelines distributed

3 Adopting flexible time management system

4 Suspending work and training assignments outside the Kingdom

5 Suspending work and training tasks to and from the Eastern region, and follow the updates

6 Stopping all annual vacations for non-Saudi employees except for extreme necessity and coordination with human resources

7 Stopping the fingerprint

8 Avoid gatherings as much as possible

9 Activate electronic communication, telephone and video meetings

10 Suspension of participation in all internal and external events, conferences and training programs

11 Close recreation center, gym, camps, town halls and closed smoking rooms

Advise to reduce internal face to face meetings as much as you can. Instead, advanced communication technologies should be
12 used and utilize

13 Meeting rooms should not exceed the half capacity if face to face meeting necessary and make sure 1 M distance between

•
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Environmental prevention measures (1/7)
GENERAL MEASURES
1. Ensure availability of soap and antiseptics and train on how to use
2. Ensure availability of hand sanitizers
3. Avoid sharing your mobile device.
4. Ensure that sterilizer dispensers are regularly refilled
5. Desktops, phones, and keyboards must be clean and sterile
6. Strict commitment to routinely disinfecting environmental surfaces with disinfectants approved by the Ministry of
Health such as quaternary ammonium compounds
7. Ensure that public places and toilets are cleansed, with a focus on places where contact is more likely, such as door
handles, dining tables, seat rests, elevator keys, etc. on a regular basis
8. Ensure that offices and common areas are well ventilated; prefer to use natural ventilation
9. Bathroom cleaner not to clean office areas
10. Continues opening all the doors to reduce hand contact with the door handles
11. Regular cleaning and dryness of bathroom and ablution areas
12. Disinfection for sites after detecting confirmed cases: floors are disinfected using disinfectants "1 liter chlorine / 1 liter
dettol / 10 liters water", while offices are disinfected using alcoholic disinfectants with a concentration of 70%, after
taking the necessary precautions to prevent cleaners from wearing all protective tools such as Gags, gloves,
protective glasses, and etc.

•
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Environmental prevention measures (2/7)
COMPANY/ ENTITY MOSQUES
1. Avoid shaking hands
2. Ensure hands are sterilized before and after the use of the Qur’ans and publications in
mosques
3. Cover the mouth and nose when coughing or sneezing with paper tissues and dispose of them
directly in the trash
4. Do not touch the face (eye, nose, or mouth) unless necessary
5. Missing group prayer for those who suffer from symptoms of coughing, runny nose or high
fever
6. Disinfection of mosque carpets with antiseptics an hour before the prayers
7. Use your own Prayer carpet

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Environmental prevention measures (3/7)
VISITORS FROM OUTSIDE THE COMPANY/ ENTITY
1. If the visitor comes from a country in the red range, and if he has arrived within a period of less than 14 days, he is
prohibited from entering the building and directed to call 937 or visit the nearest hospital
2. Other visitors, if symptoms (fever - cough - sore throat - shortness of breath) are observed, are prevented from entering
the building and directed to communicate with the Ministry of Health on 937 or visit the nearest hospital, and bring a
virus-free report before entering the building
3. Visitors coming from non-infected foreign countries during a period of less than 14 days, the visitor is required to wear a
mask before entering the building as a precaution, and not to touch the desktops and work environment within the site,
and the employee who deals with him in any form of direct contact is directed to maintaining a distance of more than 2
meters and washing hands with soap and water after finishing the procedures to avoid contact with the eyes, nose,
mouth, or surrounding surfaces before washing hands.
4. Visitors who do not apply to any of the above (not coming from abroad and who do not suffer from symptoms) are
allowed to deal with them naturally while adhering to the general rules for infection control according to the guidelines
stated in this document.
5. Providing antiseptics, hands, soap and masks in places where dealing with visitors
6. Routinely disinfect surfaces with disinfectants approved by the Ministry of Health.
7. Disinfection of public places and toilets frequented by visitors, focusing on places where contact is more likely, such as
door handles, seat rests and elevator keys.
8. Training employees in the use of personal protective tools (medical glove - mask)
9. Educate employees about the procedures outlined

•
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Environmental prevention measures (4/7)
TRANSPORTATION (FOR EMPLOYEES AND CONTRACTORS)

`
1 Try not to take public transportation, we
recommend walking, riding or take a private
car, to work

2 Shuttle bus to be sanitized every 30 minutes

Cleaning
& 3 Minimize touching handles
sanitization

4
If employees have to take public transportation,
please wear disposable medical mask or mask
on higher protection level

5 Stop using public transportation (buses) and

take a private car to work instead

•
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Environmental prevention measures (5/7)
ELEVATOR PROTECTION

1. Advised to not enter elevators if its more than half capacity

2. Advised to use the stairs specially for lower floors
3. Insure sanitizers are available next to elevators and stairs entrance and exists.
4. Elevators are to be left open for reasonable time to exchange air.
5. Hold the elevator every 30 minutes for cleaning
6. In case of using freight/ utility elevator also please wear a mask. Wash hands after
bare hand button
7. Staff are advised not to touch surfaces, only open freight elevator for transport of
goods
8. The stairs shall be adequately ventilated and stair rails shall be disinfected regularly
9. The elevator may be closed if there is reported case
10. Dedicate one elevator for the visitors only
11. When using stairs, please hold the handrail with tissues

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Environmental prevention measures (6/7)
DINING ARRANGEMENT
1. It is advised that in restaurants, air conditioners are set to fresh air mode
2. Try to avoid eating in big groups, arranging different lunch times is advised in order to decrease crowding
3. Add sanitizers outside the restaurants
4. Chlorination sanitizers for facilities (Chlorination 200 pbb)
5. Surface disinfection has to be conducted daily more than once
6. Arrangement of tables and chairs is to be considered (i.e., one row )
7. Disposable materials to be used (e.g., cups, spoons)
8. Recommended to serve only hot food, no cold food such as salads
9. Employees are advised to use gloves in handling food sets
10. It is recommended, not to have self-service food
11. Avoid face to face and close contact, spacing should be always maintained as mentioned before.
12. Cutlery to be sanitized as per catering hygiene standard (preferably dishwasher machine).
13. Proper cooking of food especially eggs and meat

•
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Environmental prevention measures (7/7)
CONTRACTORS

Supervisors of all
Review travel history of
contractors shall check
workers especially after
them daily
vacations and weekends
(temperature, flu
symptoms) and refer the
sick person to the clinic

Guidelines for contractors

handling to be followed

Daily insure that there is

no contact at
Instruction to any contractor contractors
who has flu symptoms accommodation with
should not attend suspected or confirmed
cases

AFTER DUTY CALLS

It is advised to dedicate a Hotline for reporting infection incidents or suspected cases

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Dealing with suspected impacted employees (1/7)
How to detect suspicious cases?

1. Educating employees and training them to deal with Visual Triage Checklist for Acute Respiratory Illnesses to
assess their health status (check Appendix 1)
2. With availability of PPEs and examination tools (Medical mask - protection glasses - medical gloves –
contactless thermal thermometer) an employee from each department is nominated at the rate of one
employee for every 50 employees, to be trained by the occupational health team on the Visual Triage
Checklist for Acute Respiratory Illnesses

•
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Dealing with suspected impacted employees (2/7)
If the result of 1. Not allowing the employee to enter the working premises

the employee's 2. Direct the employee to the nearest hospital for medical check-up

self-evaluation 3. The employee shall submit a medical report issued by the hospital to his manager

or visual triage 4. Manager to direct the medical report to human resources - health services to take the necessary measures as
follows:
at the work site • If COVID-19 is not recorded, this day will be counted a sick leave and return to work with the usual

≥4
procedures followed in sick leave if symptoms persist
• If the case was suspected as COVID-19, it will isolated in hospital, waiting investigation result:
is − If the result is negative for COVID-19; the recommendation should be isolation at home for a period of
14 days, starting from the date of hospital discharge, due to the risk of getting an infection from the
the following hospital during the period of isolation
instructions − If the result is positive for COVID-19; the employee is not allowed to return to work until he is provide a
medical report stating the end of the infectivity period.
should be 5. Cooperate with the MOH - public health department in identifying and following the instruction with those were
followed in contact with confirmed cases
6. Ensure the employees in contact with the COVID-19 suspected cases do not attend work, if necessary, for a
period equivalent to the incubation period of the disease, under the direction of the Ministry of Health
7. Follow the same instructions with the contractors, with replacement of the cases and contacts with new
workers
8. A daily report is submitted by department managers to the human resources in each region with suspicious
cases only, for follow-up
9. These procedures should be adopted by contractors as well

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Dealing with suspected impacted employees (3/7)
If the result of 1. If the employee suffers from a mild cough or low-grade fever of 37.3 ° C or more, or uses
the employee's some antipyretics that may mask symptoms of infection, the employee needs to stay at
home or work from home
self-evaluation
2. If the attendance to work site necessary, the employee should be trained on
or visual triage preventive measures
at the work site
3. The employees who are not subjected to one of the above categories will be allowed to

<4
stay at work
is
the following
instructions
should be
followed

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Dealing with suspected impacted employees (4/7)
Prevention procedures for the health team and visual screening team

Considering routine measures in all medical services and for all employees, standard precautions include:
1. Hand cleaning; use of personal protective tools to avoid direct contact with an employee’s blood,
body fluids or secretions (including respiratory tract secretions) impaired skin, cleaning and disinfection
of equipment and the surrounding environment.
2. Use a medical mask while dealing with the patient from a distance of one or two meters
3. Guide the employees who suffer from coughing or sneezing with the necessity of wearing medical
masks
4. Personal protection tools include medical mask, eye mask, gloves, and coat
5. Healthcare workers refrain from touching the eyes, nose, mouth, or surrounding surfaces such as door
handles and lighting switches with gloved or bare hands that could potentially be contaminated

•
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Dealing with suspected impacted employees (5/7)
Preventive measures for those who have been subjected to house isolation
Educating employees through the various means of communication with the following instructions for the person
who is isolated:
1. Staying home except for access to health care, including not going to work, public places or school
2. Avoid contacting other people living in the same house
3. Reducing direct contact with others as much as possible and wearing a masks in the event of close contact
with other people
4. Wearing masks when traveling to and from the hospital
5. Cover the nose and mouth with a tissue when coughing or sneezing, then throw it in the trash
6. Wash hands properly with soap and water for at least 40 seconds, especially after going to the toilet; before
eating; and after coughing or sneezing, if soap and water are not available, use a hand sanitizer that contains
60% to 95% of alcohol for at least 20 seconds
7. Avoid sharing personal items
8. Ensure routine cleaning of frequently touched surfaces and tools with household cleaning agents
9. Continuously monitor symptoms and communicate with health authorities

•
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Dealing with suspected impacted employees (6/7)
Accompanying at home

1. Helping the patient in following the health instructions and taking the prescribed medications
2. Follow up on the situation and contact the health authorities to provide assistance
3. Avoid contacting the case, by staying in another room, and prevent unnecessary visits
4. Make sure to ventilate the place inside the house
5. Wash hands thoroughly with soap and water frequently for at least 40 seconds, and if soap and
water are not available, use hand sanitizer that contains 60% to 95% of alcohol for at least 20 seconds
6. Avoid touching the eyes, nose, and mouth before washing your hands
7. Wearing a mask if the person is in direct contact with the case
8. The case should not share his personal tools

•
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Dealing with suspected impacted employees (7/7)

Appendix 1: The visual screening triage according to the instructions of the Saudi Ministry of Health,
update March 11, 20201

# Item Points Evaluation

1 Fever above 38 2 …

2 Cough 2 …

3 Difficult breathing 2 …

4 Sore throat / runny nose 1 …

5 History of travelling to infected countries or direct 5 …

contact with a case in the last 14 days

6 History of corona infection in the last 14 days 3 …

7 Exposure to Camels or its products 2 …

8 Visiting a Hospital that holds cases in the last 14 days 1 …

Total … … …

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Dealing with employees coming from abroad

1. Direct all employees coming from abroad to contact the Ministry of Health number 937 to obtain the
necessary evaluation , advice and recommendations.
2. Employees coming from abroad who do not hold a PCR certificate should not be able to start their work
and direct them to isolate themselves at home (health isolation) for a period of 14 days from the date
following their entry into the Saudi port, and direct them to follow up with the Ministry of Health through the
number 937 in the event of any Symptoms from the above or visit the nearest government hospital and
adhere to the recommendations of the Ministry of Health
3. The employee’s department shall immediately inform the Human Resources Services Department to
register that period as a sick leave for the employee
4. The employee who is coming from abroad before the issuance of the decision and joined the working
hours:
I. If he does not have symptoms, sanitary isolation shall be carried out only as per the above clause.
II. If symptoms appear, he is directed to see the nearest therapeutic agency, and according to the
result, contacts with the work site are dealt with according to the directives of the Ministry of Health
5. Those in contact with the workplace of the employee coming from abroad are not isolated except in the
event that the employee who was contacted is found to be infected, as directed by the Ministry of Health

•
25
Preventive measures for those exposed to deal with ship arrivals or
shipments of various types coming from areas infected with the virus
1. Awareness and training about the disease and ways to prevent it
2. Avoid direct contact with people. When needed for personal inspection of travellers coming from abroad, it is advisable
to wear a normal respiratory mask for those whose duties include contact with passengers or their personal belongings,
while ensuring that the hands are washed or disinfected once the job is done
3. Avoid touching the eyes, nose, or mouth while wearing gloves
4. Wash hands or disinfect them with alcoholic gel after removing the glove and sleeves
5. Using the mask and replacing it if it becomes wet or in case the passengers are contacted directly, such as talking
without a barrier
6. Avoid eating foods and drinks while working
7. Avoid opening shipments suspected of containing volatile liquids, substances or powder, and use other means to check
them
8. Providing hand and soap antiseptics in the areas where shipments are received and dealing with visitors
9. Routinely disinfect surfaces with disinfectants approved by the Ministry of Health.
10. Disinfection of public places and toilets frequented by visitors, focusing on places where contact is more likely, such as
door handles, seat rests and elevator keys
11. Training employees in the use of personal protective tools (medical glove - masks)
12. Educate employees about the procedures outlined.

•
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Leave and business trips

Before 1. Ensure that the COVID-19 virus does not spread to the planned travel destination by checking the website of the National
traveling Centre for Disease Prevention and Control “prevention” of Corona Covid-19 https://covid19.cdc.gov.sa/
2. Benefits and risks related to upcoming travel plans should be evaluated based on the latest information
3. Avoid traveling while having symptoms
4. In the event of an urgent need to travel, precautionary measures about COVID-19 infection should be noted

While 1. Avoid approaching people with fever, coughing or difficulty breathing

traveling 2. Continuous washing of hands again and again with an alcohol disinfectant or washing them well with soap and water,
especially after contact with people with impairments or their environment directly.
3. When coughing and sneezing, be sure to cover your mouth and nose with your folded elbow or a tissue, and dispose of
the tissue immediately after that and wash your hands
4. If you have a fever, cough, and difficulty breathing, seek medical attention early
5. Avoid eating raw or undercooked animal products. Raw meat, raw milk or animal organs should be handled with care to
avoid the contamination of pollutants from uncooked foods, in accordance with good food safety practices.
6. Avoid close contact with farm animals or wild animals, whether alive or dead, and surfaces that come into contact with
these animals.
7. Comply with local authorities' instructions for any local restrictions on travel, movement, or large gatherings.

After 1. Those returning from an area with COVID-19 should monitor the symptoms for 14 days and take the temperature twice a
returning day
from 2. In the event of a mild cough, low-grade fever (i.e. a temperature of 37.3 ° C or more) or difficulty breathing, you should
travel stay at home and adhere to the rules of healthy home insulation and call 937 giving them recent travel details and
symptoms

•
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Contents

• About (COVID-19)

• COVID-19 Precautionary Management

Guidelines for Admin Buildings
• COVID-19 Precautionary Management
Guidelines for Industrial Facilities
• General Guidelines and Instructions for
Working Remotely (Work from Home)

28
1. Purpose, Scope and Responsibilities

I. Purpose The main objective of this document to set a unified standard for oil & energy
entities, and to identify minimum requirements to mitigate pandemic risk to
assure business continuity as practical requirements.

II. Scope. This Standard defines minimum requirements of mitigation plan for pandemic
risks to ensure business continuity since entity shall establish, implement,
maintain, and continually improve business continuity management.

III.Responsibilities Top management and entities leaders are responsible for ensuring
implementation of these requirements and to have business continuity policy
in place.

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2. Definitions (1/3)

Pandemic
The outbreak of an infectious disease over an entire area, such as a country or the
world.
Critical/ Essential Function
A service and/or a product that must be delivered to ensure survival, avoid causing
injury, and meet legal or other obligations of an organization to customers and/or any
third party.
Business continuity
Capability of entity to continue the delivery of product and service within acceptable
time frames at predefined capacity during a disruption

30
2. Definitions (2/3)

Business continuity plan

Documented information that guides an organization to respond to disruption and
resume ,recover and restore the delivery of products and service consistent with its
business continuity objectives
Business impact analysis
Process of analyzing the impact over time of a disruption on the organization
Recovery time objective
The targeted duration of time which a business process must be restored after a
disruption in order to avoid unacceptable consequences
Human capital
All working force including employees, contractors, consultants and specialist

31
2. Definitions (3/3)

Supply
Resources suppling network between entity and its suppliers, includes different activities,
and functions.
Systems
Means all electronic data processing, information, recordkeeping, communications,
telecommunications, account management, and other computer systems (including all
computer programs, software, databases, firmware, hardware and related
documentation) and Internet websites.
Critical Customer
Very important customer, if disruption events occur that will have severe negative
impact to the business.

32
3. Pandemic levels of emergency

These shall be minimum three main levels, which is required to have them in place with clear triggering criteria .In
additional, to define trigger criteria between levels you shall consider Minister of Health (MOH) and Ministry of Energy
(MOEn) or government bodies announcements, and severity of impact to the business continuity.
Levels Description
Level 1 Suspected case of Company employee or contractor who's been on duty or visitor.
Localized symptoms of disease that may have potential to spread further within the Company.
Level 2 One confirmed case of Company employee, contractor who's been on duty and visitors.
Identified personnel within the facility who need to be isolated and tested.
Threat of endemic disease that has resulted in multiple fatalities.
Level 3 Multiple confirmed cases of Company employees or contractors at the same facility who's been on
duty.
Isolation of large number of employees or contractors which requires facility shutdown and/or
interruption to customer services.
Situation requires a Corporate-level response to minimize loss of life, impact on company assets,
operations and interests, and ensure a timely and comprehensive recovery.

33
4. Minimum pillars to be considered*

There are minimum four main pillars to be considered in all response activities related to
pandemic risk mitigation plan, these pillars as follows:
– Human Capital
– Operation and process
– Systems
– Supply Chains

* To have more guides about how to response of each pillar in each emergency level please refer to Appendix A

34
5. Business Continuity

5.1 Management Commitment

Top management shall ensure that:
• Entity’s business continuity management concept and objectives are identified and signed by executive
management.
• Entity shall identify and provide required resources to implement and maintain its business continuity management.
• Entity shall assume the responsibility of defining and documenting its business continuity capability.
• Entity shall maintain a documentary record of Business Continuity implementation procedures

5.2 Pandemic risk assessment

The entity shall conduct a Pandemic risk assessment to identify, analyze and evaluate the business
continuity risks it faces. The risk assessment process should be carried out by a well-defined and
approved method and the risk assessment shall be updated if significant changes occur.

35
5. Business Continuity

5.3 Business Impact Analysis (BIA)

The entity shall define and document a method for identifying the business impact of disruptions of
critical and essential functions.
The entity shall identify and document the impact of business disruption by:
• Identifying its core / essential functions, activities and services;
• Identifying actions required to support main / essential functions, activities and services;
• Identifying disruption impacts on performance of main/essential functions and services and determining how the
impact increases or decreases over time;
• Classifying main / essential activities and services according to their recoverability priority
• Identifying internal and external bodies, which an entity relies on for continual performance of main / essential
activities and services, including suppliers and service providers;
• Reviewing the current emergency plans of the entity
• Reviewing all emergency plans of suppliers and companies, to ensure their capability to continue providing their
services and products in times of emergency, crisis or disaster.
• Identifying the indispensable resources for each activity, function or service to ensure business continuity; and
• Establishing a recovery time objective (RTO).

36
5. Business Continuity

5.4 Business Continuity Plan (BCP)

Business continuity plan shall include plans, measures and arrangements to ensure the continuous
delivery of critical services and products. In additional, identification of necessary resources to
support continuity of critical processes,
The entity shall have documented business continuity plan detailing its business disruption response,
emergency and crisis management and recovery methods, to sustain continuity of its main /
essential activities and services at the predetermined performance levels following a business
disruption.

37
5. Business Continuity

5.4 Business Continuity Plan (BCP)

The BCP shall contain:
• Identified lines of communications;
• Key obligations and reference information;
• Defined roles and responsibilities of personnel and teams during and following an incident
• Identification of people who have the authority to use each plan under any given circumstances
• Statement of main and alternative meeting and work locations;
• Contact details of agencies, Entities and beneficiary suppliers, which are paramount to the management of
emergency, crisis or disaster and business continuity management
• Recovery procedures to be followed to return to normal after the emergency or disaster have struck.
• Clear-cut communication mechanism to enable personnel and mass media to communicate to get better
acquainted with the emergency, crisis or disaster developments.
• Emergency, crisis or disaster management guidelines

38
5. Business Continuity

5.5 Awareness and Training

The entity shall ensure that a training and awareness program is developed and implemented that
effectively supports the BCM objectives.

5.6 Tests

The entity shall conduct tests and exercises at least once a year to ensure the business continuity
plans remain fit-for-purpose and effective

39
5. Business Continuity

5.7 Continual Improvement and Annual Review

In order to continually improve its BCM capability, the entity should, at least once per year, review
its:
• Policy and objectives;
• Plans;
• Planning assumptions;
• Allocation of resources;
• Testing results;
• Preventive and Corrective Actions

40
Compliance and declaration

Failure to comply with above guidelines will subject the employee to

investigation and subsequent disciplinary action as deemed necessary
in line with the Company Policy and related regulations or any other
regulatory instructions. In the context of the above and to demonstrate
seriousness to combat the disease and reduce its spread; the
Company has full right to verify all submitted data by the employee
through coordination with the concerned government authorities. The
line manager must ensure that his/her employees follow the above
instructions.

41
Appendix A
People
Levels Guides and examples of precautions
Level 1 Prepare all the critical roles list. Start education and awareness
Review the adequacy plan for qualified employees. Disinfection procedure alignment and preparation
Guidelines for work from home with proper list Execute hygiene plan
Updated medical checkup as needed. Drill for crisis scenarios
Distribute the key personnel in different locations

Level 2 Critical team confirmation Confirmation at the gate for all employees
Review all travel history Reduce working hours to minimum possible
Medical situation confirmation for potential cases Disinfect all break rooms
Employees should report and cases for their relatives/ Provide disposable food items
friends/ neighbors
Stop unnecessary travels
Prepare all medical PPE

Level 3 Minimum crew activation

Medical checks at the entrance
Restrict the entrance to all critical locations such as control room and electrical stations
2 shift cycle.
Close all break rooms and dining hall

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Appendix A
Systems
Levels Guides and examples of precautions
Level 1 Guidelines for remote working.
Provide all the tools and items for remote technical support
Test network adequacy to handle the load.
Guidelines for crisis communication plans and systems.
Guidelines for backup system for the critical data.
Test manual system for business module.
Test all external connection with suppliers.

Level 2 Test remote connectivity

Test all crisis connection systems with governmental agencies and neighbor companies
Prepare for emergency maintenance plans
Test the backup systems

Level 3 Activate remote working

Maintain maintenance team for networks and systems
Activate local storage of data and backup

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Appendix A
Operations
Levels Guides and examples of precautions
Level 1 Identify all critical roles to operation.
Shedding plans to be in place for all utilities.
Critical inventory plans.
Plan for preponing all critical and safety jobs.
Plan for waste storage and disposal in case of restriction

Level 2 Activate all critical roles to be available

Shedding plans to be drilled for all utilities and critical materials
Stop all non-critical and non-safety major maintenance
Activate waste reduction plans
Maintain the needful for safe fast shutdowns

Level 3 Critical operation to be available with exchange plan.

Reduce the plant load as needed
Reduce waste in the site to minimum.

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Appendix A
Supply Chain
Levels Guides and examples of precautions
Level 1 Guidelines for all critical material definition
Quantification for all critical material and secure for critical operation
Raw materials/ spare parts alternative list
Interchangeable spare parts to be defined with similar industries
Product lifting.
Prepare for specialized services and technical support with alternatives.
Review all contractors and vendors readiness.

Level 2 Increase all critical inventory to match the guidelines

Critical materials to be available in the sites to sustain operation as planned
Prepone all technical jobs
Reduce the product inventory as much as possible
Don’t allow truck drivers to interact with site team

Level 3 Stop all avoidable maintenance.

Minimize trucks entrance to the sites.
Stop unnecessary contractors in the sites.
Stop all avoidable services.

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Contents

• About (COVID-19)

• COVID-19 Precautionary Management

Guidelines for Admin Buildings
• COVID-19 Precautionary Management
Guidelines for Industrial Facilities
• General Guidelines and Instructions for
Working Remotely (Work from Home)

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For Best Practices of Working Remotely, below are 4 dimensions
for distributed teams Detailed next

Culture • Foster open communication, transparency & good-will

• Get commitment from all to be self-disciplined and responsive (e.g. pro-actively provide updates, be
responsive to others’ questions)
• Conduct frequent & collective learnings to improve the way of working

Group setup • Split large groups into smaller groups of <5-7 people organized against concrete outcomes, to maximize
efficient communication
• Create clear & shared understanding on roles & responsibilities in the group

Process and • Create a weekly plan and prioritized list of activities, with a dashboard that allows to identify bottlenecks
cadence and focus problem solving time on those
1• Structure and follow a cadence, incl. daily check-ins/check-outs and weekly reviews

2• Create a “single source of truth” across process and content accessible to all using digital tools

Effective 3• Use full repertoire of remote communication channels and tools. Consider complexity of the topic, output
communi- and reaction time when deciding which format to use (e.g., WebEx, Zoom, WhatsApp, etc.)
cation
• Setup virtual rooms and facilitate effective remote problem solving & co-creation
• Use group chats / channels for real-time communication in small topic-focused channels
• Keep safe through cybersecurity awareness & best practices during remote work

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1 Teams should establish a clear cadence of pre-scheduled daily and
weekly meetings ILLUSTRATIVE

Key team activities (detailed explanation followed)

Sunday Monday Tuesday Wednesday Thursday

Scheduled 8:00-10:00 8:00-8:15 8:00-8:15 8:00-8:15 8:00-8:15

Meetings Weekly Planning Morning Check-in Morning Check-in Morning Check-in Morning Check-in

Last 30 min of Work Last 30 min of Work Last 30 min of Work Last 30 min of Work Last 90 min of Work

Evening Check-out Evening Check-out Evening Check-out Evening Check-out Weekly Review

Routine 11:00-12:00 11:00-12:00 11:00-12:00

Communi- Problem Solving Call Problem Solving Call Problem Solving
Call
cation

Team member on-line collaboration (via messaging, content co-creation, etc.)

48
 1 Guidelines for key periodic meetings
Activities Purpose Best Practices Output

Weekly planning Align weekly plan • Clarify and align this week’s tasks for all team members. • Weekly task list
among all team • Use online tools to share all tasks and status change (e.g., and assignments
members Jira/Trello) • Identified obstacle
• Clarify obstacles and balance workload among team and risk list
members

Morning Check- Sync task status among • Keep it short (usually less than 15 min) • Task status update
in & Evening team members, help • Update everyone’s progress and obstacles from in online tools
Check-out each other solve yesterday, and today’s focus • Follow-up problem-
obstacles solving sessions
• Arrange follow-up problem solving sessions for specific
problems raised during the check-in
• Adjust weekly task list, and reassign task owners if
necessary

Weekly review Review the completion • Review what has been done versus what is planned • Task status update
status of week task list, • Forecast and prepare for next week’s tasks together in online tools
find improvement • Follow-up problem-
• Find out what can be improved in the next week in terms
actions for the next solving sessions
of way of working, quality control, etc.
week

Problem Solving Leverage the team’s • Upfront definition of agenda and required input • Documentation of
call joint thinking to solve • Clear roles for facilitator and note-taker insights &
problems implications
• 5-minute team learning at end of PS session

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 1 Example of daily activities and interactions
ILLUSTRATIVE

Start of day 10 am 1 pm 2 pm End-of-day

Morning Early afternoon Afternoon

Collective check-in Phone availability for

Review To-Do list and
Manager between manager urgent updates and
set-up priorities for next
and colleagues to frequent checkpoints
day
plan the workday via Daily check-out via
phone Email management for video conference:
Monitor progresses via
routine activities
update tracking tools ▪ Task review
Weekly status
updates with ▪ Next day
leadership for prioritization
overall alignment
Dedicated
Offline start-of-day feedback sessions
Virtual collaboration to Individual work sessions
Colleagues alignment with
carry out workgroup
manager via email for
activities among Virtual get-togethers
non-priority
colleagues and progress sharing
workstreams
through shared folders

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 2 Create a widely accessible “single source of truth”, using digital tools

Best practices Examples

• Well organized folder structure: well

organized content folder is pre-created;
same structure is constantly maintained
and reviewed

• No conflict information: clear version

control on who does what and consistent
naming format during the project

• Easy to find the right version, right content:

Seamless alignment via common place
file storage & sharing and clear
hierarchical content management

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 3 Use full repertoire of remote communication channels and tools
Communication channel Characteristics Best for…

1:1 Call • Realtime; Personal; (sometimes) • Syndicating sensitive topics

requires scheduling

Group call • Realtime; Reliable ‘on the road’; • Classic interactions with colleagues
no visual information; requires
scheduling

VC • Realtime; requires good • Steering Committees

connectivity; allows co-creation; • Discussions and joint work using shared screen or whiteboard
requires scheduling
• Workshops & Trainings (using tools such as surveys & pools to
facilitate interactions)

Chat • Near-realtime; continuous channel; • Process syndication

easy to misunderstand; usually not • Surfacing urgent issues & getting guidance with whom to
approved for confidential address
information

Voicenote • Neartime; easy/fast to pack • Debriefs after meetings that some people can’t join
information; difficult to listen

eMail • Neartime; universal; (semi-) • Update & status eMails

formal • Sharing documents (or links thereto)
• Formal communications

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 3 Communication tools used should be tailored to different scenarios
Purpose Example of digital tools Key requirements Rationales

• Maximize efficiency during busy days • Simple and fast

communication is
Process check- • Fast responses from colleagues
the key here for
ins
regular
communication

• Suitable for longer discussion and • Share the

complex problem solving document on the
same screen to
• Same screen annotation, low latency,
Content heavy allow live changes
low noise, screensharing
communication and annotation to
• VC can be used to capture gestures maximize
when helpful effectiveness

• Seamless material sharing via • Joint editing and

common place file storage and common storage is
Review and clear structure to manage content crucial and it
alignment typically can be
done by call with
live edit on file

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