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DATA REQUESTS
After the healthcare organization's staff is aware that a Business Continuity Plan is going to be built, you should begin to amass the data that will give your plan substance. The following is the "shopping list" that should be sent out to the appropriate departments prior to the official kick-off of the actual plan creation:STAFF LISTING - Include employees Names, Title, Home Address and Phone number, and an emergency contact number (Mobile Phone or Beeper) if available. If you get this list from Personnel, you may have to check that the data is current.. Obtaining this and the data described below in an Excel or Access format saves on re-keying.
VENDOR REQUIREMENTS - A well-written plan will have vendors supporting each of the vital resources. Identifying these vendors and including them in the Vendor Listing would be useful.
VENDOR LISTING - Like the staff list, it is important to have vendor information that includes Address (not post office box), Phone number, emergency contact number, contact name, and the service or product that this vendor provides. In the event of an emergency it may be necessary to drive to one or more of these vendors to obtain specific goods or services. Alternate vendors should also be identified.
STORAGE LOCATIONS - The address, telephone number, contact name, and inventory of the items stored at off-site storage facilities.
CUSTOMERS - Key customers to contact in the event of a major disaster when the company may be out of operation for several days.
COMPUTER SYSTEM/COMMUNICATIONS CONFIGURATIONS This information is important to get exact replacements for existing computer and communications systems.
SUPPLIES - Instead of asking managers to estimate the number of paper clips and pens used in a typical month, obtain the supplies invoices for a typical month. This will be used to stock a new facility, if required.
EXISTING RECOVERY PLANS OR EMERGENCY PROCEDURES - So that the new procedures will be consistent with those that currently exist.
Examples of each of these documentation requirements follow:
Example Detailed Staff Listing | |||
|---|---|---|---|
Sandy 7420 Wynne Place #4 | Acree Richie, FL 33133 | Final Production Mgr.555-467-0621 | New Business |
Norm 23807 Mountain Meadow | Andrews Bright, FL 33133 | POS Representative555-637-5763 | POS |
Paul 3435 Golden Ave. #1003 | Aniskovich Richie, FL 33133 | President & CEO555-321-9877 | Executive |
Peter 9220 Deercross Pkwy #2A | Aniskovich Richie, FL33133 | Assoc. Chief Underwriter555-791-4226 | Underwriting |
Jack 4 Davenport Rd. | Ballenger Richie, FL 02670 | Remote Underwriter555-394-4930 | Underwriting |
Donna 8 Highland Meadows #4 | Barrett Richie, FL 33133 | Sr. UW Requir. Coord.555-781-3266 | New Business |
Joel 3283 Lunsford Dr | Beasley Richie, FL, 33133 | Co-Op555-734-7652 | New Business |
Don 7047 Ashwood Knolls | Behne Richie, FL 33133 | Asst. V.P., & Controller555-868-7248 | Accounting |
Bill 3970 Delmar Ave | Brielmaier Richie, FL 33133 | Staff Accountant555-481-8424 | Accounting |
Example VENDOR REQUIRMENTS FOR KEY RESOURCE ITEMS | |
|---|---|
Voice Lines | Emergency Electric Power |
Telephone Hand Sets | Mud Removal |
Backup Tape Storage Location Custodian | Mobile Emergency Rooms |
Data Communications Lines Installation | Furniture/Equipment Movers |
Microcomputer Equipment | Document / Electronic Media Restoration |
Backup Facility | Staff Replacement |
Window Repair | Office Furniture |
Roof Repair | Office Equipment |
Water Removal | Stationary & Supplies |
Electrical Repair | Forms |
Example Detail Vendor Listing | ||
|---|---|---|
3Com Corporation Superstack II Hub5400 Bayfront Plaza | PHONE witch 1000FAX | 3COM(2), 3000TX, network cards. |
AcuPrint, Inc 6359 Paceo Del Lago, Suite 400, Carlsbad, Ca 92009 | PHONE (760) 929-4808FAX | MICR toner cartridges for check printing.(760) 929-4822 |
Aetna - AET 151 Farmington Avenue TSA-1 | PHONE (800) 238-6252FAX | AETNA - AET |
Airborne Express POB 662, Seattle WA 98111 | PHONE (800) 722-0081FAX | Freight and Express Mail |
Alling and Cory POB 3037 Harisburg, PA 17105 | PHONE (717) 761-6064FAX | Printing supplies/Paper supplies |
American Bankers Insurance P.O. Box 389 | PHONE (215)230-0850FAX | American Bankers Insurance |
American Heritage Life 1776 American Heritage Life Drive | PHONE (904) 992-1776FAX | American Heritage Life Insurance |
American Life & Casualty 2200 Ben. Franklin Pkwy # 105 N | PHONE (800) 422-0557 | American Life & Casualty Company |
Example Storage Location Detail Report | ||
|---|---|---|
National Underground Storage Address: Santa Ana, Texas 24278 Phone Number: (555) 794-8474Fax: Item: IT backup tapes | Emergency Phone Contact Name:Gill TrappMedia: Tapes | Contact Title: |
On-site Backup: Full backups weekly, with nightly incrementals. Tapes: 124 4mm, 96 8mm, 48 Compaq III, 72 Compaq IV.Off-site Backup: Previous week's full backup goes to NUS after the weekly backup. Tapes: 2 4mm, 4 8mm, 6 Compaq III, 8 Compaq IIIXT, 10 Compaq IV.Backup Frequency: Nightly
EXAMPLE CUSTOMER LIST | ||
|---|---|---|
Benefit Services / CNA Travelers −111 Business Center Drive Blue Cross/Blue Shield FL 7 Penn Plaza East PP04A BYSIS Insurance Services 4200 Crums Mill Road | Reisterstown, FL 31136 (410) 526-2222 Newark, FL 33133 (305) 466-2222 Miami, Fl 33133 1-800-692-2222 | Insurance CarrierInsurance CarrierInsurance Carrier |
EXAMPLE SUPPLIES
The following is a typical month's worth of office supplies.
Many times these lists will be difficult to get. That is why it is important to request them early and to monitor their completion and return throughout the project.
