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ABC Company Limited

Business Continuity Plan


For

XYZ UNIT

Date Created: _________


Date Revised: ___________
Table of Contents

Emergency Management Team.......................................................................................................3


Emergency Operations Centre.........................................................................................................4
Primary Site................................................................................................................................4
Alternate Site..............................................................................................................................4
Scope and Objectives.......................................................................................................................5
FUNCTION – Order Fulfillment.....................................................................................................6
Order Fulfillment - Business Continuity Plan (BCP) Team.......................................................7
Scenario 1 - No Access to Main Warehouse, Backup Site Available........................................8
Scenario 2 - No Access to Main Warehouse, Backup Site Not Available...............................18
Scenario 3 – Staff Shortages.....................................................................................................20
FUNCTION – Order Entry............................................................................................................21
Order Entry - Business Continuity Plan (BCP) Team..............................................................22
Scenario 1 - No Access to Main Warehouse, Backup Site Available……………………………
Scenario 2 - No Access to Main Warehouse, Backup Site Not Available...................................
Scenario 3 – Staff Shortages.........................................................................................................
FUNCTION – Stock Replenishment.............................................................................................23
Stock Replenishment - Business Continuity Plan (BCP) Team...............................................24
Scenario 1 - No Access to Main Warehouse, Backup Site Available……………………………
Scenario 2 - No Access to Main Warehouse, Backup Site Not Available...................................
Scenario 3 – Staff Shortages.........................................................................................................
Exercise Log...............................................................................Error: Reference source not found
Document Revision History..........................................................................................................26
S e n io r
Business Continuity Plan M a n a g e m e n t Page 3
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E M E R Emergency
G E N C Y M Management
A N A G E M E NTeam
T T E A M
( E M T ) D o u g S m a ll
If a major incident/disaster occurs, the
T e Emergency
a m Management Team (EMT) will be convened and the
L e a d e r
situation assessed. It will be the responsibility of this team to decide whether or not to implement the
individual department/business unit Business Continuity Plans. The format of the EMT is illustrated in
the following diagram:

This Business Continuity Plan (BCP) will be activated by the BCP Team Leader, as identified in the
W a y n e C o n e T a r a Y o u n g P a t t i R e is b u r g D o n S m it h T e r e s a W a t s o n
O p e r plan,
a t i o when
n s he/she
L o g receives
i s t i c s instructions
P l a n nfrom
i n g the Operations
F i n a n Manager
c e on
C o the
m Emergency
m u n i c a t Management
io n s
M a n Team
a g e r(EMT).M a n a g e r M a n a g e r O p e r a t io n M a n a g e r

T e m
When an
T e m
L e T a e d me r emergency
L e Ta e d me r
L B e Ca Pd e T r e a m
L e a d e r
has been
L e a d e r s declared
by the EMT,
the BCP
Team
Leader
will report
directly to
the EMT
Operations Manager for the duration of the emergency. All ad hoc requests for decisions, assistance
with facilities, acquiring outside services, etc. will be directed by the BCP Team Leader to the EMT
through the Operations Manager.

It will be the BCP Team Leader’s responsibility to contact all team members or their alternates and
ensure that they convene at the Emergency Operations Centre as defined in this plan.

The BCP Team Leader will be responsible for the successful implementation of this plan.
Emergency Operations Centre

Primary Site
In the event that the XYZ UNIT is not accessible, the Business Continuity Teams will meet in the
conference room at ABC Company Limited’s head office facility in Hamilton. The address of this
facility is:

ABC Company Limited


25 King Street West
6th Floor, Suite 645
Hamilton, Ontario L8N 3T5
Telephone: (905) 555-3983
FAX: (905) 555-3988

Directions: from the Mississauga area, take the QEW west to Burlington. In Burlington, at the
QEW/403 junction, take Highway 403 West to the Main Street East exit. Follow
Main Street east to the Hamilton Convention Centre. Underground parking is
available at the convention centre. Exit the parking garage onto King Street and walk
east to the Head Office facility.

Alternate Site
No official EOC alternate site has been defined at this time. If during an emergency, the primary site
defined above is not available, the Emergency Management Team will inform all relevant BCP teams as
to the location and contact numbers of the EOC when initial contact is made.
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Scope and Objectives
This plan covers a limited number of scenarios under which Business Continuity Plans would be
implemented. They are as follows:

1. No Access to Main Warehouse, Backup Site Available


2. No Access to Main Warehouse, Backup Site Not Available
3. Staff Shortages

As determined by the Business Impact Analysis (see document A645-3), the following business
functions are addressed by this plan.

1. Order Entry
2. Order Fulfillment
3. Stock Replenishment
FUNCTION – Order Fulfillment
The XYZ UNIT warehouse picks and ships stock from a computer printed pick list. When the
order has been shipped, the final quantities are entered into the local computer system. Each
evening shipped order information is transmitted to the Head Office system for billing or back
ordering purposes.
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Order Fulfillment - Business Continuity Plan (BCP) Team
Team Leader First Alternate

Sam Yong Sarah Winters


Address: 185 Sycamore Cres., Mississauga, ON
Contacts:
Office Tel: Ext: 8577 Second Alternate
Home Tel: 555-9847
Cottage Tel: (519) 555-0934 (Haliburton area) Jim Borochuk
Cell Phone: (416) 555-4399
Personal E-Mail: syong@hotmail.com

Team Member First Alternate

Sarah Winters Jenny Crukshank


Address: 2456 Watson Blvd., Apt. 216, Address: 876 Foxtail Dr., Mississauga, ON
Brampton, ON Contacts:
Contacts: Office Tel: Ext: 8534
Office Tel: Ext: 8573 Home Tel: 555-4555
Home Tel: 555-5643 Personal E-Mail: jcruk@inet.com
Cell Phone: 555-4833
Pager: 555-3039 Second Alternate
Personal E-Mail:
sarah.winters@sympatico.ca Dan Smith
Address: RR#1, Norval, ON
Contacts:
Office Tel: Ext: 8544
Home Tel: (905) 555-3443
Personal E-Mail: dan2@home.com

Team Member First Alternate

Jim Borochuk Wendy Groggins


Address: 764 Cardinal Cres, Mississauga, ON Address: 876 Foxtail Dr., Mississauga, ON
Contacts: Contacts:
Office Tel: Ext: 8545 Office Tel: Ext: 8533
Home Tel: 555-6635 Home Tel: 555-5597
Cell Phone: 555-9877 Home FAX: 555-3833
Pager: 555-4342 Personal E-Mail: wgrog@interland.com
Personal E-Mail: jborochuk@interlynx.net
Second Alternate

Rob Benson
Address: 77 Windemere Ave, Etobicoke, ON
Contacts:
Office Tel: Ext: 8595
Home Tel: (905) 555-3443
Cell Phone: 555-3980
Personal E-Mail: dan_smith@hotmail.com
ORDER FULFILLMENT
Scenario 1 - No Access to Main Warehouse, Backup Site Available
Recovery Procedure

The recovery procedure consists of implementing a manual procedure at a third party warehouse
to pick, ship and bill orders until computer systems are available. When computer systems are
available, picking, shipping and billing input will continue at the third party warehouse location
until the XYZ UNIT facility is again available.

Recovery Time Objective (RTO)

This plan is based on the fact that 80% of our revenues are generated by 20% of our products.
The products that make up this 20% are stored as safety stock in an ACME Warehousing Ltd.
facility located in Mississauga.

During an incident our RTO is 4 hours after an emergency is declared. We will operate at an
80% revenue level until full access to our main warehousing facility is restored.

Recovery Location

ACME Warehousing Ltd.


76 Matheson Blvd.
Mississauga, Ontario
L8U 4T5
Phone: (905) 555-7745

Directions to Backup Warehouse:

From QEW:
North on Highway 10 to Matheson Blvd.
Turn left on Matheson – facility is on the left hand side, 1.4 kms from Highway
10.

From Highway 401:


South on Highway 10 to Matheson Blvd.
Turn right on Matheson – facility is on the left hand side, 1.4 kms from Highway
10.
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Dependencies

This plan is dependent upon Acme Warehousing Ltd. having the designated backup warehouse
available during the time that our facility is inaccessible. We are currently using this facility for
safety stock for the products that constitute 80% of our revenue stream.

This plan is dependent on the Head Office computer system being able to run the order entry and
billing functions no later than 5 days after a disaster has been declared.

Other Considerations

If the Acme site is out of operation because of some wide scale disaster, we will revert to the
BCP scenario that takes this into account.
ORDER FULFILLMENT
Scenario 1 - No Access to Main Warehouse, Backup Site Available

Recovery Steps - Summary

 Step 1 – Contact Business Continuity team members and arrange for a meeting.
 Step 2 – Business Continuity team meets and reviews plan.
 Step 3 – Contact backup warehouse.
 Step 4 – Contact warehouse staff and set up information meeting.
 Step 5 – Review staffing requirements.
 Step 6 – Meet with warehouse staff and inform of situation.
 Step 7 – Visit backup warehouse and ensure FAX and telephone equipment is working.
 Step 8 – Contact shipping companies and inform them of new pickup and drop-off
location.
 Step 9 – Contact purchasing and stop delivery of identified products.
 Step 10 – Contact sales to instruct customers of situation.
 Step 11 – Meet with warehouse staff and review operating procedure.
 Step 12 – Run a test order through the system.
 Step 14 – Order additional shipping supplies.
 Step 15 – Contact IT and determine when computer services will be restored.
 Step 16 – Arrange for implementation of warehouse PC and printer.
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ORDER FULFILLMENT
Scenario 1 - No Access to Main Warehouse, Backup Site Available

Step 1. Contact Business Continuity team members and arrange meeting.

Contact team members (see BCP Team page for contact numbers) or their alternates and arrange a
meeting time at the EOC.

Responsibility: Sam Yong

Date Completed ______________ Initials: ____

Equipment/Office Supplies:

Description Where Contact


Telephone/FAX/Internet
ORDER FULFILLMENT
Scenario 1 - No Access to Main Warehouse, Backup Site Available

Step 2. Contact Business Continuity team members and arrange meeting.

Meet with BCP team members and assess the situation. Review the plan and determine whether or not
all steps need to be taken. Based on the situation, do other steps need to be implemented. If so,
document and assign responsibility. Prepare an implementation plan and submit to the Operations
Manager of the EMT.

Responsibility: Sam Yong

Date Completed ______________ Initials: ____

People/Services:

Description Function Contact

Emergency Management EMT Main Contact Bob Salesworth


Team Operations Manager 555 – 3983 (Hamilton)
555 – 8746 (Mississauga)
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ORDER FULFILLMENT
Scenario 1 - No Access to Main Warehouse, Backup Site Available

Step 3 – Contact backup warehouse.

Contact the backup warehouse and inform them that we are invoking our Business Continuity Plan.
Arrange a time for an on site visit.

Responsibility: Sarah Winters

Date Completed ______________ Initials: ____

Facilities:

Description Where Contact

Backup Warehouse ACME Warehousing Ltd. Henry Watson


76 Matheson Blvd. General Manager
Mississauga, Ontario (905) 555-7745
L8U 4T5
ORDER FULFILLMENT
Scenario 1 - No Access to Main Warehouse, Backup Site Available

Step 4 – Contact warehouse staff and set up information meeting.

Contact all warehouse staff and invite them to a situation status meeting. Unless otherwise determined
by the Business Continuity Team, this meeting will occur at the EOC.

Responsibility: Jim Borochuk

Date Completed ______________ Initials: ____

Vital Records:

Description Where Contact

List of Warehouse EOC – Backup Media Room Walt Smith


Employees 555-8383 (Hamilton)
555-9483 (Mississauga)

Equipment/Office Supplies:

Description Where Contact


Telephone/FAX/Internet
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ORDER FULFILLMENT
Scenario 1 - No Access to Main Warehouse, Backup Site Available

Step 5 – Review staffing requirements.

Review warehouse staffing requirements based on the BCP. Our agreement with ACME states that their
current staff will assist in order picking. We will provide a manager, quality control, shipping, and
administrative personnel. Set up shift schedules and determine whether any of our employees are
considered redundant. Be prepared to inform redundant employees of their status until full operations
are resumed.

Responsibility: Sam Yong

Date Completed ______________ Initials: ____


ORDER FULFILLMENT
Scenario 1 - No Access to Main Warehouse, Backup Site Available

Step 6 – Meet with warehouse staff and inform of situation.

Meet with the warehouse staff and review the situation. Inform them of the immediate plans, shift
schedules and assigned duties. Review redundancy policy if applicable.

Responsibility: Sam Yong

Date Completed ______________ Initials: ____


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ORDER FULFILLMENT
Scenario 1 - No Access to Main Warehouse, Backup Site Available

Step 7 – Visit Backup warehouse.

Do an on site inspection of the backup warehouse facility. Ensure that all required equipment (see table
below) is present and in working order. Ensure all required support supplies (see table below) are
present.

Responsibility: Sarah Winters

Date Completed ______________ Initials: ____

Equipment/Office Supplies:

Description Where Contact


FAX Machine Order receiving room as
Telephone defined in our contract with
ACME. West side of
building near front entrance.
FAX Operations Guide and In bookcase next to FAX EZ Communications Ltd.
Service Manual Machine. FAX Servicing &
Maintenance
(905) 555-3838

500 Shipping Cartons Aisle 10, Bin 45


12 x 12 x 12
1000 Shipping Cartons Aisle 10, Bin 46
5000 Shipping Labels Aisle 10, Bin 47
Pens, paper, Order Receiving Room
Stapler Order Receiving Room
Order Shipping Log Order Receiving Room
ORDER FULFILLMENT
Scenario 1 - No Access to Main Warehouse, Backup Site Available

Step 8 – Contact Shipping Companies.

Contact shipping companies (see table below) and advise them of the new pickup and delivery location.
If new schedules are required, advise accordingly.

Responsibility: Jim Borochuk

Date Completed ______________ Initials: ____

People/Services:

Description Function Contact

Purolator Courier Courier Service Sally Wentworth


Mississauga
Phone: (905) 555-3933
FAX: (905) 555-3934

Trans-Border Freight Product Shipping (USA) Kent Harrelson


Hamilton
Phone: (905) 555-9982
FAX: (905) 555-9980
E-mail: khar@tb.com

Rite Time Trucking Product Shipping (Canada) Lori Kent


Toronto
Phone: (416) 555-8474
FAX: (416) 555-1982

ACE’s Delivery Local Delivery Ed Campinos


(Small shipments) Toronto
Phone: (416) 555-5564
FAX: (416) 555-3999
ORDER FULFILLMENT
Scenario 2 - No Access to Main Warehouse, Backup Site Not Available
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Recovery Procedure

The recovery procedure consists of ……..


ORDER FULFILLMENT
Scenario 3 – Staff Shortages
Recovery Procedure

The recovery procedure consists of ……..


Business Continuity Plan Page 21
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FUNCTION – Order Entry
The XYZ UNIT takes orders which are phoned or Faxed into the CSR (Customer Service
Representative) department. These orders are keyed into the Head Office order entry system.
Depending on stock availability, orders are backordered by the system, or a picking slip is
printed in the Saville warehouse.
Order Entry - Business Continuity Plan (BCP) Team
Business Continuity Plan Page 23
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FUNCTION – Stock Replenishment
The XYZ UNIT warehouse is replenished automatically by output from the automated
warehouse replenishment system (WRS) which resides on the head office computer systems.
Replenishment requirements are reviews by Head Office purchasers and orders then placed with
our suppliers.
Stock Replenishment - Business Continuity Plan (BCP) Team
Business Continuity Plan Page 25
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Exercise Log
Date Type of Exercise Comments
Oct. 23, 2000 Communications Many telephone numbers were out of date or
incorrect.
Document Revision History

Date Author Revision


Aug 12, 2000 G. Mohr Document Created
Oct. 25, 2000 G. Mohr Updated telephone numbers after communications
exercise.