Section 2 BCP

Section 2 – Plan Activation
Section 2 – Plan Activation
This section contains;

Extracts from the Business Impact Analysis
Key contacts
Reporting structure
Critical software
Vital records
Recovery tasks
This section is specific to each business area and is the most important in the event of an incident.
2.1 Business Impact Analysis - Summary
Department: Trade Liason
CONFIDENTIAL Page 2 of 13
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2.2 Initial Actions to be carried out
ACTION BY WHOM BY WHEN


STAGE 1 – INITIAL ACTIONS
1. During office hours - Follow the evacuation procedure and Plan Owner When alerted
additional instructions from the Building Response Team. to an incident
NOTE – consider briefing staff at this time should time permit and
advise which will be needed should the incident escalate.
2. If contacted by the Incident Management Team and instructed to Plan Owner When
activate plan, note the details of the message provided, the name contacted
of the caller, the time and date of the call.
NOTE - Refer to the Call cascade detailed later in this plan. Ensure
recovery team are aware of incident and the appropriate response by
the business.
3. Create a record of actions relating to the incident Plan Owner When alerted
to an incident
4. Instigate call cascade process and deliver message provided. Plan Owner When
prompted
5. When contacted by a colleague on the call cascade, listen to Departments Business When
message; note the details of the message provided, the name of Continuity Team contacted
the caller, the time and date of the call.
6. Pass message to colleagues you are responsible for calling per Departments Business When
the call cascade process. Continuity Team contacted
7. Confirm your availability to participate in the plan implementation. Departments Business Following
Continuity Team notification
via call tree.
8. Cascade transport arrangements including coach pick-up points Plan Owner When
and times. contacted by
NOTE - the transport arrangements will be communicated as part of the IMT
the implementation instruction.
9. Convene either at a) transport collection point as instructed or b) Departments Business At designated
at the recovery site. Continuity Team time
NOTE - the transport collection point will be communicated as part of

the implementation instruction. Delivery of battleboxes will be
arranged by the Business Continuity team.
2.3 Recovery Team Actions (Confirmed as an incident by IMT)


STAGE 2 - ACTIONS UPON ARRIVAL AT SUNGARD RECOVERY SITE
10. Sign-in at the Recovery Site Reception desk and advise whether Departments Upon arrival
or not you are a first aider. Business
Continuity Team
11. Identify your work space using Departments Upon arrival

the .SunGard_Elland_Workarea_Allocation floor plan include Business
within Appendixes of this plan. (when available) Continuity Team
12. Refer to IS instructions at Sungard Recovery site to troubleshoot Departments Upon arrival
logging in to desk telephone on arrival at allocated seat. Business
Continuity Team
13. Familiarise yourself with the recovery site set-up, including PC Departments Upon arrival
access, telephone functionality, rest areas, meeting rooms, postal Business
area. Continuity Team
14. Provide and update Whiteboard with status on arrival Business Upon arrival
Continuity Team
15. Establish location of your battlebox within work area recovery Plan Owner Upon arrival
site. (If you have one of these)
16. Distribute Internal Communication message to be provided to Plan Owner Upon arrival
colleagues working off-site or at home.
NOTE - only authorised situation status updates should be passed to

colleagues.
17. If/when status update available for communication, instruct the Plan Owner Upon arrival
delivery of the message to appropriate audience via Department
Business Continuity Team.
NOTE - specific status update messages will be released for internal

and external recipients. It is not advisable to pass a message
intended for internal use to an external party.
My external clients are: (listed within the external contacts section of

this plan)
18. Hold Team brief and check well-being of persons present. Plan Owner Upon arrival
NOTE - The HR, IS and Facilities Teams are available at the recovery
site to answer any queries.

19. Complete staffing rota Members of Day 1
Departments
NOTE – The recovery site is available 24 hours a day. You may wish Business
to consider teams working out of standard hours to maximise your Continuity Team
seating allocation.
20. Communicate staffing rota to Team and the Business Continuity Members of Day 1
Team present Departments
Business
Continuity Team
21. Confirm helpline numbers are available for communication to Plan Owner Day 1
callers, i.e. Colleague Emergency Information Line, Trauma
Counselling Line, PR office
22. Confirm ongoing transport arrangement as provided by Business Members of Day 1
Continuity Team. Departments
Business
Continuity Team
23. Contact external organisations /stakeholders as detailed in Plan Owner Day 1
section 2.9
24. Add further actions specific to your business as appropriate Plan Owner
ACTION BY WHOM BY WHEN 
STAGE 3 - RESUMING PRIORITY BUSINESS FUNCTIONS

25. Identify 1) which critical business functions need to be resumed Plan Owner Day 1
and 2) in what sequence and 3) by whom.
NOTE - Verify critical business functions in relation to the current

situation. Consider volume, peak periods, critical timeframes which
may require that priorities be altered.
Refer to SECTION 2.1 BUSINESS IMPACT ANALYSIS

DOCUMENTS within this plan to assist in the identification of priority
tasks.
Liase with business specific crisis management teams or business

heads of departments as appropriate.
26. Establish the required applications are available and utilise your Plan Owner As appropriate
IS trouble shooting document to resolve issues.
27. Start planning of phased recovery of full business areas’ Plan Owner As appropriate
ACTION BY WHOM BY WHEN 
functionality.
28. Insert your business specific key recovery tasks here

STAGE 4 - ONGOING TASKS
29. Check regularly for situation updates. Plan Owner Ongoing
30. Check regularly the wellbeing of your Team and respond Plan Owner Ongoing
promptly to any queries relating to personal concerns.
NOTE - Seek HR advice as appropriate
31. Ensure communication links with non-recovery site colleagues is Plan Owner Ongoing
maintained.
2.4 Critical Files
• Paper stored
Document Name/Type Document Owner Location Stored

Insert critical record Building / Floor / Room
• Electronically stored
Document Name/Type Document Owner Location Stored

Insert critical record Server / Drive / Folder
2.7 Call Cascade – Initial Invocation Call Cascade
Replace with your departments Call Cascade diagram

Initiator
Person A Person B Person C Person D
Person 1 Person 1 Person 1 Person 1
Call cascades are a two way process. Information regarding call success or failure need to be reported back up the cascade.
2.8 Call Cascade Contact Details
Replace with your departments Call Cascade Contact Details
Initiator Name: Postcode Tel: Mobile:

Person Name: Postcode: Person Name: Postcode:
A Tel: Mobile: B Tel: Mobile:
1 Name: Postcode: 1 Name: Postcode:
Tel: Mobile: Tel: Mobile:
Person Name: Postcode: Person Name: Postcode:

C Tel: Mobile: D Tel: Mobile:
When contacted by the Incident Management Team take details of the message provided, the name of caller, and time and date of call.
The call cascade should be started by the departments Plan Owner. He/She will call the Initiator of the Call Cascade using their BC plan; once
underway each person will call the names they are responsible for using the contact details in the BC Plan.
Anyone receiving a call should check if they are responsible contacting people using the plans they have copies of and start to do so.
When calling your teams ensure that in the message passed to the recipient of the call is advised of the contact success rate and any
outstanding messages that have been left but not returned.
NOTE – if you are responsible for calling someone and you are unsuccessful, if there are further people in the tree to call you must take over
the responsibility.
Upon completion of the cascade, please call back the initiator and advise of success rate.
2.9 External Contacts
Company Contract Relationship Manager Contact details Useful information (account / reference number)
2.10 Department Event & Expenses Log
This log is to be used to record pertinent expense details and actions during the incident and
subsequent recovery process. Please include;
• Call cascade details

• Details of expenses incurred
• Instructions given by your recovery Team or cascades from other teams
Use multiple plans for additional sheets or photocopy this page before use.
Follow
Time Action Who Expense
Up?
What, when, where. Call made, call received First.
24 Hour
or decision details Surname
£0.00 √ X

Section 2 BCP

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Section 2 – Plan Activation

Section 2 – Plan Activation

This section contains;

ACTION BY WHOM BY WHEN

NOTE - the transport collection point will be communicated as part of

ACTION BY WHOM BY WHEN

11. Identify your work space using Departments Upon arrival

NOTE - only authorised situation status updates should be passed to

NOTE - specific status update messages will be released for internal

My external clients are: (listed within the external contacts section of

ACTION BY WHOM BY WHEN 

STAGE 3 - RESUMING PRIORITY BUSINESS FUNCTIONS

NOTE - Verify critical business functions in relation to the current

Refer to SECTION 2.1 BUSINESS IMPACT ANALYSIS

Liase with business specific crisis management teams or business

28. Insert your business specific key recovery tasks here

NOTE - Seek HR advice as appropriate

Document Name/Type Document Owner Location Stored

Document Name/Type Document Owner Location Stored

Replace with your departments Call Cascade diagram

Person A Person B Person C Person D

Person 1 Person 1 Person 1 Person 1

Person 2 Person 2 Person 2 Person 2

Person 3 Person 3 Person 3 Person 3

Person 4 Person 4 Person 4 Person 4

Person 5 Person 5 Person 5 Person 5

Person 6 Person 6 Person 6 Person 6

Initiator Name: Postcode Tel: Mobile:

Person Name: Postcode: Person Name: Postcode:

2.9 External Contacts

• Call cascade details

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