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 Representative 555-637-5763 |
POS |
|
Paul 3435 Golden Ave. #1003 |
Aniskovich Richie, FL 33133 |
President & CEO 555-321-9877 |
Executive |
|
Peter 9220 Deercross Pkwy #2A |
Aniskovich Richie, FL33133 |
Assoc. Chief Underwriter 555-791-4226 |
Underwriting |
|
Jack 4 Davenport Rd. |
Ballenger Richie, FL 02670 |
Remote Underwriter 555-394-4930 |
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-Op 555-734-7652 |
New Business |
|
Don 7047 Ashwood Knolls |
Behne Richie, FL 33133 |
Asst. V.P., & Controller 555-868-7248 |
Accounting |
|
Bill 3970 Delmar Ave |
Brielmaier Richie, FL 33133 |
Staff Accountant 555-481-8424 |
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 Hub 5400 Bayfront Plaza |
PHONE witch 1000 FAX |
3COM (2), 3000TX, network cards. |
|
AcuPrint, Inc 6359 Paceo Del Lago, Suite 400, Carlsbad, Ca 92009 |
PHONE (760) 929-4808 FAX |
MICR toner cartridges for check printing. (760) 929-4822 |
|
Aetna - AET 151 Farmington Avenue TSA-1 |
PHONE (800) 238-6252 FAX |
AETNA - AET |
|
Airborne Express POB 662, Seattle WA 98111 |
PHONE (800) 722-0081 FAX |
Freight and Express Mail |
|
Alling and Cory POB 3037 Harisburg, PA 17105 |
PHONE (717) 761-6064 FAX |
Printing supplies/Paper supplies |
|
American Bankers Insurance P.O. Box 389 |
PHONE (215)230-0850 FAX |
American Bankers Insurance |
|
American Heritage Life 1776 American Heritage Life Drive |
PHONE (904) 992-1776 FAX |
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) 794-8474 Fax: Item: IT backup tapes |
Emergency Phone Contact Name:Gill Trapp Media: 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 Carrier Insurance Carrier Insurance Carrier |
The following is a typical month's worth of office supplies.
|
QTY |
DESCRIPTION |
CATALOG # |
U/M |
|---|---|---|---|
|
Envelope non-printed | |||
|
10 × 13 Brown Clasp Envelopes |
SPR-08897 |
BX |
|
|
Large Inter-office Envelopes |
QUA-63561 |
BX |
|
|
Small Inter-office Envelopes |
QUA-63362 |
BX |
|
|
Mini Diskette Mailers, 25/ctn |
AVE- 18274 |
EA |
|
|
FILING SUPPLIES | |||
|
10 |
ACCO Binder, yellow |
ACC-25070 |
EA |
|
File Folders, 1/3 cut |
SPR-SP1111/3 |
BX |
|
|
Vinyl Sheet Protectors |
AVE-74106 |
BX |
|
|
LABELS | |||
|
Laser Label |
AVE-5162 |
BX |
|
|
Laser Label |
AVE-5266 |
BX |
|
|
Laser Label |
AVE-5160 |
BX |
|
|
Laser Label, Shipping |
MAC-ML0600 |
BX |
|
|
MAGNETIC MEDIA | |||
|
BASF, 3.5″ DS/HD Diskettes, Formatted |
BAS-54040 |
BX |
|
|
RIBBONS | |||
|
Wheelwriter 5 & 6 Typewriter Ribbon |
LEX-1380999 |
EA |
|
|
Wheelwriter 5 & 6 Typewriter Correction Tape |
LEX-1337765 |
EA |
|
|
STAMPS | |||
|
Ink Tubes for Daters, Blue, 5/pk |
SHA-22013 |
PK |
|
|
Ink Tubes for Daters, Red, 5/pk. |
SHA-22011 |
PK |
|
|
PAPER | |||
|
Narrow Ruled Tablet |
SPR-5084SP |
DZ |
|
|
Post-it Cover-up Tape |
MMM-658 |
EA |
|
|
2 |
Post-it, 1-1/2 × 2, yellow, 12/pk. |
MMM-6539-YW |
DZ |
|
Legal-Ruled Pad, Legal Size |
SPR-2014 |
DZ |
|
|
2 |
Legal-Ruled Pad, Junior Size, 5x8 |
SPR-2058 |
DZ |
|
Ultra Fine Flair, Black |
PAP-833-01 |
EA |
|
|
Ultra Fine Flair, Blue |
PAP-831-01 |
EA |
|
|
DESK SETUP SUPPLIES | |||
|
Wire Step File |
FEL-72604 |
EA |
|
|
Stack Tray, Letter |
RUB-160003 |
EA |
|
|
WRITING INSTRUMENTS | |||
|
Bic Accountant Fine Black Pen |
BIC-AF11BK |
DZ |
|
|
Bic Accountant Fine Blue Pen |
BIC-AF11BE |
DZ |
|
|
Bic Accountant Fine Red Pen |
BIC-AF11RD |
DZ |
|
|
3 |
Highlighter, Blue |
BIC-BL11BE |
EA |
|
3 |
Highlighter, Green |
BIC-BL11GN | |
|
5 |
Highlighter, Yellow |
BIC-BL11YW |
EA |
|
3 |
Highlighter, Pink |
BIC-BL11PK |
EA |
|
Pencil Cap Erasers |
FAB-70569 |
PK |
|
|
Pentel Eraser Refills, 3/tb. |
PEN-Z2-1 |
TB |
|
|
PAPER FAST | |||
|
Staple Remover |
LEO-050 |
EA |
|
|
810 Magic Mending Tape, 3/4″ × 1296 |
MMM-6200-34-1296 |
RL |
|
|
811 Scotch Cello Tape, 3/4″ Removable |
MMM-811-34-1296 |
RL |
|
|
2 |
600 Scotch Cello Tape |
MMM-5910341296 |
RL |
|
1 |
Binder Clips, Large |
SPR-87010 |
DZ |
|
DESK SETUP SUPPLIES | |||
|
Scissors, Economy, STR, 7″ |
ACM-125-7 |
PR |
|
|
Tape Dispenser, Desk, Black |
MMM-C38-BK |
EA |
|
|
Stapler, Black |
SWI-40701 |
EA |
|
|
Post-it Note Tray, 3 × 5, Black |
MMM-C4235 |
EA |
|
|
Copyholder Stand, Black |
FEL-21106 |
EA |
|
|
Wastebasket, Plastic, 15H, BGE |
RUB-295600BGE |
EA |
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.