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

. as identified in the T e m T e m L e T a e d me r L e Ta e d me r L B e Ca P e T r e a m d L e a d e r L e a d e r s When an emergency has been declared by the EMT. 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. acquiring outside services.Business Continuity Plan Page 3 M a n a g e m e n t XYZ UNIT --------------------------------------------------------------------------------------------------------------------------E M E R S e n io r Emergency Management NTeamE G E N C Y M A N A G E M E T T ( E M T ) D o u g S m a ll A M T e a m If a major incident/disaster occurs. The format of the EMT is illustrated in the following diagram: W O a y n e C o n e T a r a Y o u n g T e r e s a W a t s o n P a t t i R e is b u r g D o n S m it h p e r plan. All ad hoc requests for decisions.M a n a g e r a g e M a n a g e r M a n a g e r O p e r a t io n This Business Continuity Plan (BCP) will be activated by the BCP Team Leader. the Emergency Management Team (EMT) will be convened and the L e a d e r situation assessed. assistance with facilities. when he/she receives instructions nfrom the Operations n Manager on o the Emergencyt Management a t io n s L o g is t ic s C m m u n ic a io n s P la n in g F in a c e M a n Team r(EMT). the BCP Team Leader will report directly to the EMT Operations Manager for the duration of the emergency. etc. The BCP Team Leader will be responsible for the successful implementation of this plan. It will be the responsibility of this team to decide whether or not to implement the individual department/business unit Business Continuity Plans. will be directed by the BCP Team Leader to the EMT through the Operations Manager.

Suite 645 Hamilton. take the QEW west to Burlington. Ontario L8N 3T5 Telephone: (905) 555-3983 FAX: (905) 555-3988 Directions: from the Mississauga area. take Highway 403 West to the Main Street East exit. The address of this facility is: ABC Company Limited 25 King Street West 6th Floor. Exit the parking garage onto King Street and walk east to the Head Office facility.Emergency Operations Centre Primary Site In the event that the XYZ UNIT is not accessible. Follow Main Street east to the Hamilton Convention Centre. In Burlington. Underground parking is available at the convention centre. the Business Continuity Teams will meet in the conference room at ABC Company Limited’s head office facility in Hamilton. If during an emergency. . at the QEW/403 junction. Alternate Site No official EOC alternate site has been defined at this time. 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.

Order Fulfillment 3. Staff Shortages As determined by the Business Impact Analysis (see document A645-3). the following business functions are addressed by this plan. Backup Site Not Available 3.Business Continuity Plan Page 5 XYZ UNIT --------------------------------------------------------------------------------------------------------------------------- Scope and Objectives This plan covers a limited number of scenarios under which Business Continuity Plans would be implemented. Backup Site Available 2. Order Entry 2. No Access to Main Warehouse. They are as follows: 1. No Access to Main Warehouse. 1. Stock Replenishment .

. the final quantities are entered into the local computer system.FUNCTION – Order Fulfillment The XYZ UNIT warehouse picks and ships stock from a computer printed pick list. When the order has been shipped. Each evening shipped order information is transmitted to the Head Office system for billing or back ordering purposes.

com Team Member Jim Borochuk Address: 764 Cardinal Cres.. Mississauga.. Etobicoke.Business Continuity Plan Page 7 XYZ UNIT --------------------------------------------------------------------------------------------------------------------------- Order Fulfillment . ON Contacts: Office Tel: Ext: 8595 Home Tel: (905) 555-3443 Cell Phone: 555-3980 Personal E-Mail: dan_smith@hotmail.net .. Mississauga. Brampton.com Second Alternate Dan Smith Address: RR#1. ON Contacts: Office Tel: Ext: 8544 Home Tel: (905) 555-3443 Personal E-Mail: dan2@home. ON Contacts: Office Tel: Ext: 8533 Home Tel: 555-5597 Home FAX: 555-3833 Personal E-Mail: wgrog@interland.winters@sympatico.com First Alternate Wendy Groggins Address: 876 Foxtail Dr. 216. ON Contacts: Office Tel: Ext: 8573 Home Tel: 555-5643 Cell Phone: 555-4833 Pager: 555-3039 Personal E-Mail: sarah..com Second Alternate Rob Benson Address: 77 Windemere Ave. Mississauga.ca First Alternate Sarah Winters Second Alternate Jim Borochuk First Alternate Jenny Crukshank Address: 876 Foxtail Dr. Norval. Apt. ON Contacts: Office Tel: Ext: 8577 Home Tel: 555-9847 Cottage Tel: (519) 555-0934 (Haliburton area) Cell Phone: (416) 555-4399 Personal E-Mail: syong@hotmail.com Team Member Sarah Winters Address: 2456 Watson Blvd.Business Continuity Plan (BCP) Team Team Leader Sam Yong Address: 185 Sycamore Cres. ON Contacts: Office Tel: Ext: 8534 Home Tel: 555-4555 Personal E-Mail: jcruk@inet. ON Contacts: Office Tel: Ext: 8545 Home Tel: 555-6635 Cell Phone: 555-9877 Pager: 555-4342 Personal E-Mail: jborochuk@interlynx. Mississauga.

Turn left on Matheson – facility is on the left hand side.4 kms from Highway 10. 1.4 kms from Highway 10.No Access to Main Warehouse. We will operate at an 80% revenue level until full access to our main warehousing facility is restored. During an incident our RTO is 4 hours after an emergency is declared. . The products that make up this 20% are stored as safety stock in an ACME Warehousing Ltd. Turn right on Matheson – facility is on the left hand side. facility located in Mississauga. 1. Mississauga. Ontario L8U 4T5 Phone: (905) 555-7745 Directions to Backup Warehouse: From QEW: North on Highway 10 to Matheson Blvd. 76 Matheson Blvd. From Highway 401: South on Highway 10 to Matheson Blvd. When computer systems are available.ORDER FULFILLMENT Scenario 1 . Recovery Location ACME Warehousing Ltd. ship and bill orders until computer systems are available. picking. Backup Site Available Recovery Procedure The recovery procedure consists of implementing a manual procedure at a third party warehouse to pick. Recovery Time Objective (RTO) This plan is based on the fact that 80% of our revenues are generated by 20% of our products. shipping and billing input will continue at the third party warehouse location until the XYZ UNIT facility is again available.

Business Continuity Plan Page 9 XYZ UNIT --------------------------------------------------------------------------------------------------------------------------- Dependencies This plan is dependent upon Acme Warehousing Ltd. . having the designated backup warehouse available during the time that our facility is inaccessible. 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. we will revert to the BCP scenario that takes this into account. We are currently using this facility for safety stock for the products that constitute 80% of our revenue stream. Other Considerations If the Acme site is out of operation because of some wide scale disaster.

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

Contact team members (see BCP Team page for contact numbers) or their alternates and arrange a meeting time at the EOC.Business Continuity Plan Page 11 XYZ UNIT --------------------------------------------------------------------------------------------------------------------------- ORDER FULFILLMENT Scenario 1 . Backup Site Available Step 1. Contact Business Continuity team members and arrange meeting. Responsibility: Sam Yong Date Completed ______________ Initials: ____ Equipment/Office Supplies: Description Telephone/FAX/Internet Where Contact .No Access to Main Warehouse.

Contact Business Continuity team members and arrange meeting. Prepare an implementation plan and submit to the Operations Manager of the EMT. do other steps need to be implemented. Review the plan and determine whether or not all steps need to be taken.ORDER FULFILLMENT Scenario 1 . Responsibility: Sam Yong Date Completed ______________ Initials: ____ People/Services: Description Emergency Management Team Operations Manager Function EMT Main Contact Contact Bob Salesworth 555 – 3983 (Hamilton) 555 – 8746 (Mississauga) . Backup Site Available Step 2. Meet with BCP team members and assess the situation.No Access to Main Warehouse. Based on the situation. If so. document and assign responsibility.

No Access to Main Warehouse.Business Continuity Plan Page 13 XYZ UNIT --------------------------------------------------------------------------------------------------------------------------- ORDER FULFILLMENT Scenario 1 . Backup Site Available Step 3 – Contact backup warehouse. Responsibility: Sarah Winters Date Completed ______________ Initials: ____ Facilities: Description Backup Warehouse Where ACME Warehousing Ltd. 76 Matheson Blvd. Arrange a time for an on site visit. Contact the backup warehouse and inform them that we are invoking our Business Continuity Plan. Mississauga. Ontario L8U 4T5 Contact Henry Watson General Manager (905) 555-7745 .

this meeting will occur at the EOC.No Access to Main Warehouse.ORDER FULFILLMENT Scenario 1 . Backup Site Available Step 4 – Contact warehouse staff and set up information meeting. Unless otherwise determined by the Business Continuity Team. Contact all warehouse staff and invite them to a situation status meeting. Responsibility: Jim Borochuk Date Completed ______________ Initials: ____ Vital Records: Description List of Warehouse Employees Where EOC – Backup Media Room Contact Walt Smith 555-8383 (Hamilton) 555-9483 (Mississauga) Equipment/Office Supplies: Description Telephone/FAX/Internet Where Contact .

and administrative personnel.No Access to Main Warehouse. Responsibility: Sam Yong Date Completed ______________ Initials: ____ . Set up shift schedules and determine whether any of our employees are considered redundant. Our agreement with ACME states that their current staff will assist in order picking. We will provide a manager. shipping. Review warehouse staffing requirements based on the BCP. Backup Site Available Step 5 – Review staffing requirements. quality control. Be prepared to inform redundant employees of their status until full operations are resumed.Business Continuity Plan Page 15 XYZ UNIT --------------------------------------------------------------------------------------------------------------------------- ORDER FULFILLMENT Scenario 1 .

Responsibility: Sam Yong Date Completed ______________ Initials: ____ . shift schedules and assigned duties. Review redundancy policy if applicable.No Access to Main Warehouse. Backup Site Available Step 6 – Meet with warehouse staff and inform of situation. Inform them of the immediate plans.ORDER FULFILLMENT Scenario 1 . Meet with the warehouse staff and review the situation.

Ensure that all required equipment (see table below) is present and in working order. Bin 46 Aisle 10. Responsibility: Sarah Winters Date Completed ______________ Initials: ____ Equipment/Office Supplies: Description FAX Machine Telephone FAX Operations Guide and Service Manual Where Order receiving room as defined in our contract with ACME. In bookcase next to FAX Machine. Contact EZ Communications Ltd. Stapler Order Shipping Log Aisle 10. paper. Ensure all required support supplies (see table below) are present.No Access to Main Warehouse. Do an on site inspection of the backup warehouse facility. FAX Servicing & Maintenance (905) 555-3838 500 Shipping Cartons 12 x 12 x 12 1000 Shipping Cartons 5000 Shipping Labels Pens. West side of building near front entrance. Bin 47 Order Receiving Room Order Receiving Room Order Receiving Room . Bin 45 Aisle 10. Backup Site Available Step 7 – Visit Backup warehouse.Business Continuity Plan Page 17 XYZ UNIT --------------------------------------------------------------------------------------------------------------------------- ORDER FULFILLMENT Scenario 1 .

ORDER FULFILLMENT Scenario 1 . Contact shipping companies (see table below) and advise them of the new pickup and delivery location. advise accordingly. If new schedules are required. Backup Site Available Step 8 – Contact Shipping Companies.No Access to Main Warehouse. Responsibility: Jim Borochuk Date Completed ______________ Initials: ____ People/Services: Description Purolator Courier Function Courier Service Contact 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 (Small shipments) Ed Campinos Toronto Phone: (416) 555-5564 FAX: (416) 555-3999 ORDER FULFILLMENT Scenario 2 .No Access to Main Warehouse. Backup Site Not Available .

. .Business Continuity Plan Page 19 XYZ UNIT --------------------------------------------------------------------------------------------------------------------------- Recovery Procedure The recovery procedure consists of …….

ORDER FULFILLMENT Scenario 3 – Staff Shortages Recovery Procedure The recovery procedure consists of ……. ..

These orders are keyed into the Head Office order entry system. Depending on stock availability. orders are backordered by the system.Business Continuity Plan Page 21 XYZ UNIT --------------------------------------------------------------------------------------------------------------------------- FUNCTION – Order Entry The XYZ UNIT takes orders which are phoned or Faxed into the CSR (Customer Service Representative) department. or a picking slip is printed in the Saville warehouse. .

Order Entry .Business Continuity Plan (BCP) Team .

Replenishment requirements are reviews by Head Office purchasers and orders then placed with our suppliers.Business Continuity Plan Page 23 XYZ UNIT --------------------------------------------------------------------------------------------------------------------------- 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. .

Stock Replenishment .Business Continuity Plan (BCP) Team .

.Business Continuity Plan Page 25 XYZ UNIT --------------------------------------------------------------------------------------------------------------------------- Exercise Log Date Oct. 2000 Type of Exercise Communications Comments Many telephone numbers were out of date or incorrect. 23.

25. . Mohr Revision Document Created Updated telephone numbers after communications exercise. 2000 Author G. 2000 Oct.Document Revision History Date Aug 12. Mohr G.