Business Continuity Plan

Of
(Name of Company)

June 2022
 Step 1
BCP Framework
Form 1- BCP Framework
BCP Purpose
Protect People
Protect Business Activities
Recover with Local Community
BCP Scope
Departments to introduce BCP
BCP Leader and Team Members
Leader
Team Members
 Step 2
Risk Assessment
 Form 2-1 Risk Assessment (Impact and Likelihood)
 

Risk Impact Likelihood Priority

               
High Med Low High Med Low
               
H M L H M L
               
H M L H M L
               
H M L H M L
               
H M L H M L
               
H M L H M L
               
H M L H M L
               
H M L H M L
Form 2-1: Risk Assessment (sample)

Risk Impact Likelihood Priority

Earthquake HML HML 3

Flood High M L High M L 1
 Pandemic HML HML  4
 Fire HML HML  2
 Form 2-2 Resource Damage Estimate Sheet
Risk   Assumed recovery period  Measures
Assumed damage     Day (shown by graph) Needed
Necessary resources Damage Day 3ds 1wk 2wks 1mo 2mos 3mos

  Building                  
  Equipment / Machinery                  
 
  Inventory                  
Internal People                  
Resources
IT System                  
Fund                  
Other:                  
  Electricity                  
  Gas                  
  Water                  
 
Phone /                  
Essential
Communication
Social
Traffic / Roads                  
Services
Other:                  
  Direct supplier                  
  2nd, 3rd Supplier                  
Supply Customer                  
Other:                  
 Form 2-2 Resource Damage Estimate Sheet (sample)
Risk Flood Assumed recovery period  
Assumed damage ○○○   Day (shown by graph) Measures
Day needed
Necessary resources Damage 3 days 1 wk 2 wks 1 mo 2 mos 3 mos

  Building ○○○ 7 ds             ○
   
     
  Equipment /                  
  Machinery ○○○ 30 ds     ○
Internal Resources        
Inventory ○○○ 3 ds              
 
People ○○○ 3 ds              
 
IT System ○○○ 10 ds         ○
Fund ○○○                
Other:                  
  Electricity ○○○ 3 ds              
   
   
  Gas ○○○ 30 ds             ○
Essential Social    
Services Water ○○○ 15 ds         ○
Phone /                  
Communication ○○○ 10 ds
Traffic / Roads ○○○ 8 ds          
Other:                  
  Direct supplier ○○○ 30 ds             ○
     
2nd, 3rd Supplier ○○○ 20 ds             ○
Supplies  
Customer ○○○ 10 ds         ○
other                  
 Step 3
Business Impact Analysis
 Form 3-1. Impact Level Comparison Chart
(Assess the impacts of each Business Activity)
Business Activities Impact Levels
External Impact Internal Impact
Activity 1 (Production) L:M:S L:M:S
Activity 2 (Marketing) L:M:S L:M:S
Activity 3 (Procurement) L:M:S L:M:S
Activity 4 L:M:S L:M:S
Activity 5 L:M:S L:M:S

L = Large; M=Medium S=Small

 Form 3-2 Maximum Tolerable Period of
Disruption (MTPD)
Business Activities Time When Impact Becomes Unacceptable (MTPD) Recovery Time
Objective (RTO)

Activity 1 ~3 ds ~1 wk ~2 wks ~1 mo ~2 mos.  

Activity 2 ~3 ds ~1 wk ~2 wks ~1 mo ~2 mos.  

Activity 3 ~3 ds ~1 wk ~2 wks ~1 mo ~2 mos.  

Activity 4 ~3 ds ~1 wk ~2 wks ~1 mo ~2 mos.  

 Activity 5 ~3 ds ~1 wk ~2 wks ~1 mo ~2 mos.  

 3-3 Prioritized Activities and RTOs
(What is your targeted recovery time)
   
Prioritized Activity(ies) Recovery Time Objective(s)(RTO)

1. Production   

2. Marketing

3. Procurement
Form 3-4 Necessary Resources for Prioritized Activities
(What Resources do you need?)

Necessary Resources for Prioritized Activities

Type of Resources Contents
  Building  
  Equipment / Machinery  
  Inventory  
Internal Resources People  
IT System  
Fund  
Other:  

  Electricity  
  Gas  
  Water  
Essential Social Services
Phone / Communication  
Traffic / Roads  
Other:  

  Direct supplier  
  2nd, 3rd Supplier  
Supplies Customer  
Other:  
 Step 4
Formulation of BCP Strategies and Plan
 Form 4-1 Protection and Mitigation Plan for Key Resources
 

        Implementation Deadlines  
Resources Objectives What To Do Your     Mid to Department in
Plan Immediatel Within 1 Long Charge
y year Term
               

               

               

               

               

               

               

               

               

               
 Form 4-1 Protection and Mitigation Measures for Key Resources (sample)
        Implementation Deadlines Department in
Resources Objectives What To Do Your Plan Immediately Within1 year Mid to Long Charge
Term
               
      Make an evacuation    
Personnel Keep personnel safe Provide instructions on plan and disseminate it ○ General affairs
evacuation safety to employees dept.
Conduct evacuation drills
               
    Check earthquake-    
    Check earthquake-
resistance of the building ○ General affairs
    resistance of buildings dept.
in which the
  headquarters is located
Buildings Protect/mitigate
damage to            
buildings Make the headquarters  
Make buildings ○ General affairs
building earthquake-
earthquake-resistant dept.
resistant
               
  Install restraints to  
Facilities Protect/mitigate Fix machine tools to the ○ Manufacturing
prevent equipment from
damage to facilities factory floor dept.
falling over
               
  Install restraints to Put servers at  
Systems Protect/mitigate ○ Information
prevent computers from headquarters in a server
damage to systems dept.
falling over rack
buildings
 Form 4-2 Evacuation and Rescue Plan

   
 Office/Factory

   
 Evacuation Site (meeting place)

   
 Person in charge;
Leader Assistant;

   
   
Person in charge of rescue and  Person in charge;
medical care Assistant;

   
   
 Hospital (name, address, telephone number)
Form 4-2 Evacuation and Rescue Plan (sample)

Office/Factory Head office

Evacuation site (meeting  

place) Parking lot in front of the head office building

  Person in charge: General Manager

Leader Assistant: Office manager
Person in charge of rescue and Person in charge: General Manager
medical care Assistant: Office Manager
  (name, address, telephone number)
Hospital Name: ○○hospital Address: ○○○
Tel: **-****-****
 Form 4-3 Emergency Operation Center
  Roles   Department/ name Tel
       
  Leaders
  (including deputies)
       
 
  Analysis and planning
       
  Information function
     
Site operation function (stabilization, rescue and medical
 
care, confirmation of employee safety, sanitation, logistics)
Members
     
Public relations

Mobilization  
thresholds
  Order of priority Workplace Address Tel
         
Meeting place
1
 Form 4-3 Emergency Operation Center (sample)

  Roles department/ name Tel

  Leaders GM **-****-****
  Office Manager
(including deputies) **-****-****
  **-****-****
  Analysis and planning ○○dept./ ○○○○ **-****-****
Members
Information function ○○dept./ ○○○○ **-****-****
Site operation function (stabilization, rescue and medical care, ○○dept./○○○○ **-****-****
confirmation of employee safety, sanitation, logistics) ○○dept./ ○○○○ **-****-****
○○dept./ ○○○○ **-****-****
○○dept./ ○○○○ **-****-****
○○dept./ ○○○○ **-****-****
Public relations ○○dept./ ○○○○ **-****-****

Mobilization thresholds - Earthquake measuring 6 on the Richter scale

- Flood warning is issued
  Order of priority Workplace Address Tel
Meeting place
(including alternate 1 Head office ○○○○ **-****-****
locations) 2 A office ○○○○ **-****-****
3 B factory ○○○○ **-****-****
 Form 4-4 Emergency Contact list
Department Name Safety status
Telephone number (to be entered in an emergency)
E-mail address

 
 
 
         
         
 Form 4-4 Emergency Contact list (sample)
Department Name Safety status
Telephone number (to be entered in an emergency)
E-mail address

○○dept. ○○○○ **-****-**** ****@***.***.***  

○○dept. ○○○○ **-****-**** ****@***.***.***  
○○dept. ○○○○ **-****-**** ****@***.***.***  
         
         
Form 4-5: Damage Survey Form

Surveyed location XXX  

Employee injuries Injured employees Names: XXX
  Appearance Large/ Medium/ Small/ None
  Inside Large/ Medium/ Small/ None
Damage to buildings
Safe entry Yes/ No
  Equipment (Damaged equipment / number of items)
  Communication equipment (Damaged equipment / number of items)
 
Damage to assets IT apparatus (Damaged equipment / number of items)
Fixtures and fittings (Damaged items / number of items)
Vehicles (Damaged vehicles / number of items)
  Electricity Available/ Not Available
  Gas Available/ Not Available
 
Water Available/ Not Available
Damage to essential services Landline phone service Available/ Not Available
Mobile phone service Available/ Not Available
Internet Available/ Not Available
  Fire Available/ Not Available
Neighboring situations Other  
Business continuity Disrupted/ Not Disrupted
Visitors (Injured people)
Others  
 Form 4-6 External Contact List (sample)
        Status
External Partners Name Tel. E-mail address (complete when an incident occurs)
  ○○○○ **-****-**** ****@***.***.***  
  ○○○○ **-****-**** ****@***.***.***  
Materials & Parts Suppliers ○○○○ **-****-**** ****@***.***.***  
  ○○○○ **-****-**** ****@***.***.***  
  ○○○○ **-****-**** ****@***.***.***  
Logistics Service Providers ○○○○ **-****-**** ****@***.***.***  
  ○○○○ **-****-**** ****@***.***.***  
  ○○○○ **-****-**** ****@***.***.***  
Equipment Maintenance Co. ○○○○ **-****-**** ****@***.***.***  
  ○○○○ **-****-**** ****@***.***.***  
  ○○○○ **-****-**** ****@***.***.***  
 
Customers ○○○○ **-****-**** ****@***.***.***  
  ○○○○ **-****-**** ****@***.***.***  
  ○○○○ **-****-**** ****@***.***.***  
Financial Institutions ○○○○ **-****-**** ****@***.***.***  
  ○○○○ **-****-**** ****@***.***.***  
Public Agencies, Local Government ○○○○ **-****-**** ****@***.***.***  
Offices ○○○○ **-****-**** ****@***.***.***  

  ○○○○ **-****-**** ****@***.***.***  

  ○○○○ **-****-**** ****@***.***.***  
Essential Service Providers ○○○○ **-****-**** ****@***.***.***  
 Form 4-7: Continuity and Recovery Plan
       
    Activities Necessary External
Key Resources
Options Strategy Outline Partners
1: Resume at the damaged/affected site
  (ex.)      
Restore damaged buildings and equipment and
resume PA
2: Resume at an alternate site
  (ex.)      
Start up an alternate factory/
office / shop
  (ex)      
Use branches/buildings not affected
3: Resume using alternate methods
  (ex)      
Start up using older methods, using spare (old)
equipment
(Ex) Subcontract operations to other enterprises

4. Other Options
         
Step 5 -
Financial
Preparedness
Step 8: Be Financially Prepared
1. Check your available funds (Form 5-1)
You should check the amount of funds that you have on hand in reserves or that
would otherwise be available if needed during a business disruption. Examples of
available funds include cash, deposits, and short-term securities.
Next you should check your company’s insurance policies. Find out what types of
insurance policies your company has and whether such insurance policies cover the
disaster or accident in question.

Type Amount Other

Cash and Deposits 500,000  
Insurance 500,000 Fire / Flood /Earthquake
Available Funds (A) 1,000,000  
 2.Estimate recovery costs (Form 5-2)
Next you will assess the expenditures your company would incur as the result of a
Step 8: Be Financially Prepared (cont’n)
disaster and during the disruption period.
Now you have to do some guesswork regarding how much it would cost to repair
and restore the damaged resources that are essential to the resumption of your
Prioritized Activities.

Recovery Cost Amount Other

Building 500,000  
Equipment and machinery 250,000  

Fixtures and fittings 250,000  

Inventory 250,000  
Total Recovery Costs (B) 1,250,000  
 3. Summarize ordinary expenditures (Form 5-3)
There are ordinary expenditures that your company has to pay even during a
disruption. These expenses include fixed costs such as payroll and rents on
Step 8: Be Financially Prepared (cont’n)
real estate and warehouses, as well as variable costs such as debt payments.

Ordinary Expenditure Amount Other

Payroll    
Purchased supplies    
Rent    
Others    
Total Ordinary    
Expenditures (C)
 4. Assess Cash flow Status (Form 5-4)
By completing processes (1), (2) and (3) above, you will have obtained the
Step 8: Be Financially Prepared (cont’n)
total amounts of your available funds (A), recovery costs (B), and ordinary
expenditures (C).

Available Funds (A)  

   

Recovery Costs (B)  

Ordinary Expenditures  
(C)

Balance (=A-B-C)  
 5. Financial measures (Form 5-5)
If your status of funds is negative (indicating a fund shortage), your company
needs to take financial measures to make up for that shortfall. You may need
Step 8: Be Financially Prepared (cont’n)
to increase available funds by taking out a loan from your bank or by cutting
down on redundant costs to decrease expenditures. In many cases, the
national and local governments provide low interest disaster loans for SMEs
that have been affected financially by a disaster. It is therefore important to
research what kinds of financial support programs might be available to your
company.

Financial Measures Amount Detail

(example) Borrow from bank 100,000 Check the amount every
December

(example) Disaster loan 150,000 Apply when hit by a

typhoon

     
     
Step 6 – Continuous Improvement
 Form 6-1: BCP Review Form
        Changes in Business  
Step Items to Review and Check Related Forms Currently Environment Issues to Review
Effective

           
BCP Framework 1-1 BCP Framework
1 Y/ N

     2-1 Risk Assessment  Y/N    

2 Risk Assessment 2-2 Resource Damage Estimate Sheet Y/N

     3-1 Impact Level Comparison Chart  Y/N    

3 Business Impact Analysis 3-2 Maximum Tolerable Period of Disruption Y/N
3-3 Prioritized Activities and RTOs Y/N
3-4 Necessary Resources for Prioritized Activities Y/N
     4-1 Protection and Mitigation Plan for Key Resources  Y/N    
4 Formulation of BCP Strategies 4-2 Evacuation and Rescue Plan Y/N
and Plan 4-3 Emergency Operation Center Y/N
4-4 Emergency Contact list Y/N
4-5 Damage Survey Form Y/N
4-6 External Contact List (sample)
4-7 Continuity and Recovery Plan

     5-1 Available Funds  Y/N    

5 Financial Preparedness 5-2 Estimated Recovery Costs Y/N
5-3 Regular Business Expenses Y/N
5-4 Cash Flow Status Y/N
5-5 Financial Measure (Plan) Y/N
     6-1 BCP Review Form  Y/N    
Continuous Improvement
6