This playbook provides a concise guide to the Corporation’s approach to business continuity. It outlines actions and response strategies based on the Business Continuity Governance Framework, empowering teams to effectively handle specific incidents and disruptions.
Audience
This playbook is designed for Executive Leadership Team members and the Core Recovery Team as a quick reference in crisis situations.
Relationship to Other Policies
This document serves as an additional resource and does not replace the Corporation’s approved Business Continuity Plans, Incident, or Emergency Procedures.
Purpose of Scenarios
These scenarios act as practical guides, preparing leaders to take swift and crucial action in the event of a crisis. They ensure the organization can respond effectively, minimizing disruptions and maintaining resilience.
Important Note
Each scenario presents a fundamental action plan, but additional measures may be required depending on the specific situation’s nature and severity. Leaders should adapt these actions based on real-time needs. Business Continuity Playbook
Scenario 1 - Loss of TTUTC Facility/Building
Assumptions:
1. Emergency response procedures activated.
2. Threat contained, no further danger to Corporation or employees.
Account for Personnel:
• Ensure all employees are accounted for; report any missing individuals.
Responsible: Chief/ HOD of impacted area.
Preliminary Damage Report:
• Provide a report on damage if required. Responsible: Chief/ HOD of impacted area.
Medical Support:
• As required arrange care for injured staff/unitholders.
Internal Communications: Inform
• SLT.
• All Team Members.
• Next of Kin of Injured/ Deceased. Responsible: HR Team/ Marketing Team.
External Communications: Address
• Media.
• Unitholders. Responsible: Executive Director (RD), Marketing Team. Media.
• Notify Regulatory Bodies. Responsible: OGCCS.
Employee Status:
• Casualties/ Fatalities. Responsible: Chief/ HOD of impacted area.
Public Status:
• Casualties/ Fatalities. Responsible: Chief/ HOD of impacted area.
Infrastructure Status:
• Damage/ Loss Report. Responsible: Manager of Facilities.
Conduct Repairs:
• If necessary, initiate repairs efforts. Responsible: Manager of Facilities.
Assess Continuity of Operations:
• Determine the ability to resume operations or alternate arrangements. Responsible: Chief/ HOD of impacted area.
Infrastructure Status:
• Damage/ Loss Report. Responsible: Manager of Facilities.
Responsible: HR Team. Step
Scenario 2 - Loss of Technology/Loss of Network Connectivity
Assumptions:
Cyberattack
Loss of Third-Party Services
Impact Analysis:
1. Incident has been categorized per Security Incident Response Handling Plan (SHIRP); appropriate threat responses initiated.
2. Outage has impacted access to mission-critical platforms.
3. Critical processes have documented manual alternatives.
4. Third-party consultants and/or ISPs have been notified and are involved.
• Assess the impact on systems and determine if sensitive data is compromised (engage Data Owners).
Responsible: ICT Security Team & MSSP
Reporting to ELT:
• Provide reports detailing data compromised and operational impacts.
Responsible: CIO.
Affected Areas of Note:
Step 1: immediate actions
• Communicate affected critical functions, resource needs, and recovery actions. Responsible: Chief/HOD of Impacted Areas.
Implement Manual Workarounds:
• Activate manual procedures for critical processes. Responsible: Chief/HOD of Impacted Areas.
Insurance Provider Notification:
• Engage insurance provider, as necessary. Responsible: CRO/ CIO.
• Coordinate scheduling of shifts (if needed), to ensure business continuity.
• Facilitate the relocation of team members to different locations if required.
Responsible: Head HR / Chief/HOD of Impacted Area.
Internal Communications: Inform
• ELT.
• All Team Members.
• Board of Directors.
Responsible: Head HR/ HR Team/ Executive Director.
External Communications: Address
• Media.
• Unitholders.
Responsible: Executive Director (RD), Marketing Team.
• Notify Regulatory Bodies. Responsible: OGCCS.
Staff Availability:
• Assess the availability of staff to return to work as conditions improve.
Responsible: Chief/ HOD of impacted area.
Restaffing Locations:
• Work with HODs to restaff affected locations as team members become available.
Responsible: Head HR.
Resume Normal Operations:
• Ensure all operational processes are restored to normal.
Responsible: Chief/ HOD of impacted area.
Step 2: communication plan
Roles & Responsibilities
Role Alternate Responsibilities
Chiefs of Divisions Heads of Division
• Provides situational updates to the ELT/SLT on impacted business process and /or services
• Ensures that approved recovery strategies are implemented
Executive Director Chief Risk Officer (CRO)
• Declares the level of Business Interruption events
• Assumes overall responsibility for the entire recovery effort and leads the management and control of the recovery operations
• Agrees to the minimum resources (including staffing) required to continue operations based on the on the severity and the timing of the business interruption or disaster
• Ensuring that all key decisions are logged and that the Executive Management and other key stakeholders are kept informed of the recovery effort
• Approves all communication to the media and key stakeholders internal and external
• Reports on the status of the recovery effort o the BOD, CBTT and Regulators
• Preserves any Recovery Team as long as required for the event to be resolved and resumption of normal business operations
Facilities Manager Assistant Manager Facilities
Head of Human Resources Manager, Talent Forecasting & Resourcing
• Coordinate and direct the Incident Team Leader (ITL), as well as liaise with emergency services and other public authorities at the time of an incident
• Provide updates to the Recovery Director (RD) on the nature of the incident
• Provides the required technical expertise to the Executive Director
• Provides support to the local Incident Team Leader (ITL) as the Damage Assessment Team (DAT) Head is the first point of contact
• Prepares a preliminary Damage Assessment Report followed by a more detailed Assessment Report on the nature of the incident
N B These reports provide the Executive Director (RD) with the information needed to make informed decisions (including disaster declaration) based on the locations affected and the extent of the damage
• Supports the overall business recovery operations by providing key HR related administrative functions
• Liaises with the ITL to ensure that all staff and visitors to the building are accounted for
• Accounts for injured Team Members and liaises with next of kin where required
• Assist the Communications Team in contacting or communicating with key internal stakeholders
• Oversee the implementation of any Health and Safety protocols
• Assists with arrangements for Team Members to be accommodated at alternate locations if required
• Arrange for additional staff, to meet operational needs
• Arrange mail and courier services
Head, Marketing/ Corporate Communications Manager
• Prepares and disseminates media releases
• Under the guidance of the ELT/SLT obtains any specific information from the TTUTC’s stakeholders which may include employees, members of the public, the ODPM or any other state/emergency service
• Prepares and disseminates up to date information to customers, media, regulatory/statutory bodies, and the public
Chief Information Officer Head ICT
• Provides an assessment to the ELT/SLT of the damage which may have occurred to key IT infrastructure, including data and voice resulting from a Business Interruption event
• Activate IT services at the primary or approved alternate site and prioritize systems availability for critical/essential processes to continue/resume
• Ensures restoration of the business unit’s other key business processes that were ranked as critical, essential, and necessary during the business impact analysis (BIA), in the first instance and then for the rest of the business units and departments of the TTUTC
• Restores critical computer applications and telecommunications services
Appendices
APPENDIX 1 - BUSINESS CONTINUITY RECOVERY TEAM ORGANIZATION FRAMEWORK
The following diagram defines the Business Continuity Recovery Team Organization Structure, individual business unit/department recovery teams will invoke their individual plans and act as directed by the Command Recovery Team (CRT)
APPENDIX 2 - BUSINESS INTERRUPTION DECLARATION LEVELS
Business Continuity Events are rated and declared based on the impact to the organization and its ability to respond to the event Events can be categorized as national events or events that are localized to the UTC and or its partners
Declaration Level
Level 3 - Red (a disaster)
Level 2 – Orange (a business interruption)
Level 1 - Yellow (a moderate impact event)
Level 0 – Blue (a low impact event)
Nature of Event
• An event affects the TTUTC disrupting critical business functions or services beyond one (1) business day
• This incident is no longer unique to the TTUTC but has escalated to impact surrounding areas
• May require ODPM, First Responder Agencies and or Strategic Services Agency, as required
• An event that has occurred at a TTUTC location, is unique to the TTUTC
• Affects normal business operations for more than one (1) day
• The impact of the event is severe but still contained within the TTUTC
• An event unique to a TTUTC location and which will affect normal business operations for the greater part of one (1) business day
• An event has occurred that is unique to a TTUTC location, and which will affect normal business operations for much less than one (1) business day
