110728japanbcp sme youshiki eng

8/11/2019 110728JapanBCP SME Youshiki Eng

1/38

7. BCP Forms (Entry Sheets)

Discuss and fill out the worksheets according to 2. Basic Policy and Operation Frameworkand 3. Formulating and Operating a BP during !ormal Periods "Basic ourse#.

$he sheets that you fill out will %e the BP Forms of your company.

&f the same form e'pands to se(eral pages) it is ad(isa%le to write "present page num%er*totalpage num%er# at the a%o(e portion " * # of the each page. &n addition) keep %lank forms sothat you may add customers if necessary.

+ou should implement measures for %usiness continuation in an emergency according to ,.&mplementing the BP in an -mergency and %y referring to these forms.

+ou should put these forms at in a part of the office you can access in an emergency. &naddition) for Form ,) the -mployee Porta%le ard) distri%ute it to all the employees andencourage them to carry it at all times. &n addition) keep a copy of it at a safe place other thanthe office.

&f the telephone num%er) etc. of an employee changes) the contact list should %e modified. &t iswise to re(iew the list at least once a year to ensure that its content is not outdated.

/01


2/38

$a%le of ontent

Form 1 o(er*ontent of BPForm 2 Basic Policy of BPForm 3 Formulation*Operation Framework of BP

Form , -mployee Porta%le ardForm Formulation*Operation Framework of BP &n(ol(ing olla%oration of e(eralompanies

Form 4 &nformation on ore Business OperationsForm / Form for -(aluating the Degree of &mpact on ore Business OperationsForm 5 &nformation on 6ccess to 6lternati(es of 7arious 8esources 8elated to

Business ontinuityForm 9 &n(estment Plan for Prior :easurementsForm 1 -(acuation Plan heetForm 11 ontacts of :a;or Organiemployees list?Form 1202 -mployee ontact =ist >for indi(idual employees?Form 1203 -mployee ontact =ist >for organi


3/38

[Form 01]

Cover/Content of BCP

+ou should keep this form %ook %y %inding each page using the following co(er sheet andta%le of contents. -nter your company name on the underlined portion of the upper part of thene't page.

/03


4/38

Business Continuity Plan

Eite on ( )!evise on ( ) ( "ersion)

/0,


5/38

Stru#ture of $a%le of Contents

$a%le of ontents Forms Page

1. Basic Policy

2. Operational ystem of BP

3. ore Business Operations and8eco(ery Aoal

,. Finance 6ssessment and Prior:easure Plan

. BP &mplementation in

-mergency

"1# &mplementation Procedures

"2# -(acuation

"3# ommunication of&nformation

",# 8esources

"# ontri%ution to =ocalommunity

"4# 8esults of Own udgment

/0


6/38

[Form 0&]

Basi# Poli#y of BCP

$he items that are essential to %usiness continuity in an emergency) %ased on ourcompanyCs characteristics and BP needs) are as follows

1. Purpose of formulating and operating a BP

"1# For customers

"2# For employees

"3# For local community

",# Others

2. -ssential Points to ontinue Business Operations in an -mergency

"1# ooperation with companies

"2# -thical %usiness transactions

"3# ontri%ution to local community

",# Ese of pu%lic support system

"# Others

/04


7/38

3. alendar for updating the BP and Disaster Pre(ention Plan

" &nsert month # e(ery year "Epdate times a year#

/0/


8/38

[Form 0']

Formulation/erational Frame*or+ of BCP

$he following outlines the organi


9/38

[Form 0,]

Emloyee Porta%le Car

&t is ad(isa%le to ha(e all the employees carry the card after filling out all necessary items)to ena%le them to take @uick action in an emergency.

>urface side? >8e(erse side?

!"#$%&'(

)*

+,%-./0

123-45

67

&'(

17189:;

?

! @

A

!"#$%&'(

)*

+,%-./0

123-45

67

&'(

17189:;

?

! @

AB&CDEFGHIJK LJMNOPQR-STUVWXYZ[-)\]^

1 V

_`ab-cdefghijDklmn\ob0pOPqr&st

uv9

%&w\

KxZyz-{P|119}~B,B0ZOPq-cd- J

B 8

B&CDEFGHIJK LJMNOPQR-STUVWXYZ[-)\]^

1 V

_`ab-cdefghijDklmn\ob0pOPqr&st

uv9

%&w\

KxZyz-{P|119}~B,B0ZOPq-cd- J

B 8

ab

ab

%&qr

)*IJ&qr

%&qr

)*IJ&qr

[ .

w

&DNO"Z

$1 .

.FAX .

ut the card and fold them three times. $hen put it in your commuting pass or wallet.

/09

ompany name

Pota%le #ar

8e@uest &f you happen to find this card) please contact thefollowing.

=ocation

$elephone F6

-#tions in emeren#y

-arth@uake

$yphoon

Fire

"1# -'tinguish fire. "2# Gurry to higher ground if near thesea. "3# 6utomatically gather at the company if theearth@uake is at least a strong on the apanese seismicintensity scale.

"1# Pay attention to the weather report. "2# :o(e documentsand machines to the second floor. "3# &f warning is issued)

%e ready to e(acuate.

"1# !otify neigh%ors and call 119. "2# -'tinguish fire at firstand if fire reaches the ceiling) e(acuate. "3# Be careful a%outsmoke) put wet towel to mouth and crouch down as youmo(e.

!ame

Blood type

hronicillness*allergy

Gome doctor

-(acuation place atoffice

-(acuation area nearhome

Personal information

Conta#t "$elephone num%er) cell phone num%er) cell0phone te't messaging#

Gome telephonenum%er

ompany*school name

ell phone

Family "1#

Family "2#

Family "3#

8elati(es li(ing thesame area

President

:anager

ontact of in0houseemergency network

ontact of in0house

emergency network "if thea%o(e is not a(aila%le#

&mportant customer1

&mportant customer2

&mportant customer3

&mportant customer,

Disaster message dial

ompany*school name

ell phone

ompany*school name

ell phone

"6ll the family contacts them when telephonecannot %e used.#


10/38

[Form 0]

Formulation/erational Frame*or+ of BCP nvolvinColla%oration of Several Comanies

$he followingrepresents the system and procedures in(ol(ed in colla%orating with other

companies."heck the applica%le item "within H# and descri%e specific content. "Gighest ourse##

1. olla%orating companies

"1# $ype upply chain forming company

6ssociation) etc. of the same industry

=ocal associations) etc.

"2#ompany !ame :anaging company name and contactForming companies

2. ontent of olla%oration

heck $ype omments

6d;ust prospect of reco(ery time goal inad(ance and then ha(e common recognitionamong companies.

Gold a study meeting a%out BP ;ointly andconduct trainings.

&nstall*keep facilities and machines ;ointly formeasures of emergency.

oint facilities*machines

&f operation of our company is stopped due toemergency) other companies make productsand deli(er them to customers for us.

-'amples of content of su%stitute%usiness

Ie dispatch support personnel to disaster0stricken companies in emergency.

-'amples of main %usiness ofsupport personnel

Others

3. Others

J -'penses incurred due to colla%orati(e acti(ities shall %e %orne %y "# "For e'ample) all companies share such e'penses e@ually or the company

recei(ing support will %ear them.#J $he managing company will hold a meeting to %e attended %y staff mem%ers in charge of

colla%oration from all the other companies "&nsert time # "at least once a year#to e'change information and re(iew the content of the colla%oration if necessary.

/01


11/38

[Form 0]

nformation on Core Business erations

$he following represents our core operations and related information.

ore %usiness operations

&n0house person responsi%le forcore %usiness operations

-'pected loss if core %usinessoperations are interrupted"including penalty) etc.#

ustomers*colla%oratingcompanies. of core %usiness

operations "descri%e all if thereis more than one company#

ompany name

:ain contact "telephonenum%er) etc.#

Person in charge of thecompany

uppliers of materials) etc.re@uired for core %usiness

operations "descri%e all if thereis more than one company#

ompany name

:ain contact "telephonenum%er) etc.#

Person in charge of thecompany

8eco(ery time goal "&ndicate it

%y tickingat the proper time

unit of the parentheses.#

"6%out hour*day*week#

Disasters) etc. that may interruptcore %usiness operations

8emarks

/011


12/38

[Form 0] " * #

&mportant in0house work re@uired for continuity of core %usiness operations "Descri%e all applica%le matters#

&mportant work

8esources re@uired for important work Personresponsi%le

forimportant

work

ontact infofor personresponsi%le

8emarks8esources that cannot %e

partially replaced %y humanresources

8esources that can %e partiallyreplaced %y human resources

"K &f there is not enough room for your answers) make additional copies of this page for use.#

/012


13/38

[Form 07]

Form for Evaluatin the 2eree of ma#t on CoreBusiness erations

(n #ase of isaster %y )

"1# 8esources re@uired forcontinuity of core %usiness

operations

"2# 8ate ofimportance to core

%usiness operations

"3# &nfluence that apresumed disaster may

ha(e on slowingoperations

",# &nfluence rate

" "2# "3##

-mployees

Facilities like factory*shops

-@uipment "machines for

production) etc.#upply of materials) etc.

P "including &nternet and e0mail#

&nformation managementsystem

$elephone

-lectricity

Aas

Iater

$ransportation means fordeli(ery

7arious documents*slips) etc.

Other o%stacles "Descri%ethem in the following space#

3o* to Fill ut $his Form (Form 07)

/013


14/38

-nter your responses to the 8esources 8e@uired for &mportant Iork from Form 4 intoolumn "1#.

-nter the either 1) 2) or 3 into olumn "2# according to the following principle

"&f you are undecided %etween two num%ers) choose the higher num%er.#

8esources that cannot %e replaced %y human resources 3

8esources that can %e partially replaced %y human resources 2

8esources that do not affect operation at all from the items entered in olumn "1#

1

-nter either 1) 2) or 3 into olumn "3# %ased on the influence a presumed disaster mayha(e on the slowing of each operation of olumn "1# according to the following principle.

$he case in which a presumed disaster may ha(e influence on operations such that the

reco(ery time goal cannot %e met. 3

$he case in which a presumed disaster may ha(e influence on certain operations %ut the

reco(ery time goal can %e met. 2

$he case in which a presumed disaster does not cause any damage to the company.

1

-nter the num%er in olumn ",# %y multiplying olumns "2# %y "3#.$he larger this figure) the more se(ere the conse@uence to continuity of core %usinessoperations will %e if a presumed disaster occurs.

udging from the a%o(e) we can identify the e'pected influence that a presumed disastermay ha(e on each factor listed in olumn "1#.

/01,


15/38

[Form 04]

nformation on -##ess to -lternatives of "arious!esour#es !elate to Business Continuity

&nformation concerning the su%stitute policy to reco(er core %usiness functions after an

emergency occurs is organi


16/38

"&) 5o#ation *here %usiness re#overy is imlemente

6ddress

Buildingowner*manager

$elephone num%er 16lternati(e

telephone num%er

Other contacts "cellphone) PG) etc.#

-0mail

ore operations thatwill %e continued at

this location

-mployees whoshould report to this

location

8emarks

:ap identifying this location "if it is necessary to show on the map#

/014


17/38

(') Suort ersonnel

1. Personnel re@uired for %usiness reco(ery

People whoseassistance will %e

re@uestedontact &nformation 6rea*field of support

8emarks

/01/


18/38

(') Suort ersonnel

2.Personnel re@uired to support of employees and dependents who are (ictims of thedisaster

People whoseassistance will %e

re@uestedontact &nformation 6rea*field of support

8emarks

/015


19/38

(,) Finan#e ro#urement

:eans) policy)etc. of financeprocurement

8emarks

() Communi#ation an utility %a#+u arranements

u%stitutepolicy of

communicationmeans "such as

telephone#

-lectricity

Aas

Iater

Others

8emarks

/019


20/38

( / )

() nformation/o#uments re6uire for #ore %usiness oerations (in#luin information #on#ernin %a#+u)

&nformationname*docum

ent name)

8ele(ance =ocation

Person inharge

$ype ofmedia"K#

&s a %ack0upcopy

$ype of mediafor %ack0up

copy

=ocation of%ack0up copy

!um%er of%ack0up copies

ourse of action ifinformation cannot %e

reco(ered

8emarks

+es*!o

+es*!o

+es*!o

+es*!o

+es*!o

+es*!o

+es*!o

+es*!o

+es*!o

K For e'ample) printed materials) hard dri(e) D*D7D) floppy disc) etc.

/02


21/38

[Form 08]

nvestment Plan for Prior 9easurements

$he followings in(estment plan concerns preparation of facilities and e@uipment to enhance the competence of %usiness continuity.

"Ai(en the considera%le e'pense in(ol(ed) it is ad(isa%le to use pu%lic finance systems effecti(ely. ee [9aterial 04]$he pu%lic support system fordisaster0stricken small and medium enterprises.#

heck :easures "K# :easures already taken :easures to %e taken 8e@uired funds"Enit million

yen#

Fundprocurement

methods

+ear ofimplementation

"e'pected#

trengthening of resistance to earth@uake of %usiness office"remodeling*reinforcement#

Fireproof the office en(ironment

teps taken to pre(ent damage from flood

teps taken to pre(ent damage from landslide

Preparation for e(acuation facilities against tsunami) etc.

teps taken to pre(ention e@uipment from falling or collapsing

Purchase of generators for measures against disasters

Preparation of water supply e@uipment to %e used in an emergency

Preparation of communication facilities to %e used in a disaster

Building of warehouse to keep disaster response items*e@uipment

K 6dditional items specific to your operations should %e added in the %lank spaces.

/021


22/38

[Form 10]

Eva#uation Plan Sheet

-(acuation plan to "&nsert the name of the place of e(acuation#

6ctions for company to takeif it is necessary to e(acuate

to a location outside thecompany

Place to gather

Person in charge at meetingpoint "Backup#

Gis*her responsi%ilities

Person in charge of orderinga work stoppage "Backup#

Gis*her responsi%ilities

Person in charge of endingthe e(acuation "Backup#

8emarks

&n order to a(oid confusion and congestion) it is ad(isa%le to formulate this plan

;ointly with the companies ad;acent to your company and the %uilding manager.

opy and distri%ute a map of the e(acuation location. larify the location of the emergency e'it.

onduct an e(acuation drill " # times a year.

/022


23/38

[Form 11]

Conta#ts at 9a:or rani;ations

$he following list details the contact of important organi


24/38

[Form 1&1] ( / )

Emloyee Conta#t 5ist (emloyees list)

-mployee contact information should %e collected so that the company can successfullyreach employees in the e(ent of an emergency."Leep the latest copy in a place that can %e safely and easily accessed#

&ndi(idual list!o.

[Form 1&&]!ame of employee

&ndi(idual list!o.

[Form 1&&]!ame of employee

/02,


25/38

[Form 1&&] (


26/38

[Form 1&'] ( / )

Emloyee Conta#t 5ist (for orani;in %asi# information)

-mployee contact information should %e collected so that the company can successfullyreach employees in the e(ent of an emergency. "Leep an updated copy in a safe and easilyaccessi%le location#

> ? "K Di(ision of department name) roles) etc. to %e re@uested#

!um%er!ame ofemployee

Gome telephonenum%er

"6lternati(etelephone num%er#

:ain responsi%ilities inan emergency

8emarks "kills) etc.which may %e useful for

%usiness reco(ery#

/024


27/38

[Form 1'] ( / )

nformation on $ele#ommuni#ation tions

ontact with employees) customers) suppliers and other main contacts during anemergency can ha(e an important influence on %usiness acti(ity reco(ery after a disasteroccurs. $he communication e@uipment to %e used for such communication is organi


28/38

[Form 1,] ( / )

$elehone/F-> Sheet (for #omany use)

$he company has the following telephone*F6 num%ers.

"&t is necessary to ascertain at the time of issuing the BP the need to ha(e each telephone*F6 num%er a(aila%le in order to reco(er*continuecore %usiness. &f they are indispensa%le num%ers critical to reco(ering*continuing core %usiness) it is also necessary to study prior measuresand methods to maintain ade@uate su%stitutes#.

$elephonenum%er

$ype "-'tension)outside line) freedial) F6) cellphone) others#

ondition "!ow inuse or will %eesta%lished onlyduring reco(ery

period.#

&mportance 8ate "$heimportance rate

concerning continuity ofcore %usiness is e(aluated

as high or low.

:easures "-nter measures if theimportance rate is high. -'amples

$ransfer it to or register a new num%er atthe place of %usiness reco(ery.

8elated in0houseimportant work

8emarks

/025


29/38

[Form 1] ( / )

nformation on 9ain Customers

$he information on main customers related to our core %usiness is organi


30/38

[Form 11] ( / )

Criti#al !esour#es !elate to Core Business erations(e6uiment/ma#hinery/vehi#le? et#.)

$he machinery and e@uipment which may %ecome a %ottleneck for core %usiness

continuity of our company are as follows"For a disaster such as a typhoon in which there is a prior warning) also ascertain whetheror not the e@uipment and machinery can %e mo(ed to a safe place. &n addition) forcomputer e@uipment) organi


31/38

[Form 1&] ( / )

Criti#al !esour#es !elate to Core Business erations(#omuter e6uiment an soft*are)

$he following computer) peripheral e@uipment and software may %ecome a %ottleneck for

%usiness core continuity of our company."For a disaster such as a typhoon in which there is a prior warning) also ascertain whetheror not the e@uipment and machinery can %e mo(ed to a safe place#.

&mportant in0house workto use the resources

Person in charge

tatus of the resources $he company is now using them.$he company plans to lease*purchase them.

Product name"(ersion) etc.#

Enits "e@uipment#

$ype

omputer "Ps and ser(er) etc.#

Peripheral e@uipment

oftware

upplierupplier "alternati(e#

Place to %e installed incase of %usiness continuity

8emarks Date*price*serialnum%er) etc. which they

are purchased on*leased at

/031


32/38

[Form 1'] ( / )

Criti#al !esour#es !elate to Core Business erations(other e6uiment)

$he following machinery and tools may %e necessary to reco(er*continue the core %usiness

of the company at a su%stitute facility."For necessary tools other than those descri%ed in this sheet) enter them in the open space.#

&temMuantit

yupplier upplier "reser(ed#

Place to %einstalled

hair

Desk

-'tension cord

a%inet

:ail %o'

8emo(a%le air0conditioner

$a%le

$rash can*%in

Others "-'plain themspecifically#

/032


33/38

[Form 171] ( / )

nformation for Suliers 2etailin tems


34/38

[Form 17&] ( / )

nformation on 9a:or Suliers/"enors

(er suly item)

$he following information details suppliers*su%stitute (endors who can supply items

necessary to reco(er*continue core %usiness operations.

Product*materials*ser(ice to %epro(ided

ompany name

$ransaction condition withcustomers

upplier*customer with whom the company now has

%usiness

8eser(ed supplier*customer

Deli(ery means of products)etc. in normal time

"$ransportation means) etc.#

6ccount num%er "if necessary#

ompany

6ddress

Gomepage address

$elephone num%er"representati(e#

!o.1contact

Department name Person in charge

$elephone num%er ell phones) etc.

Fa' num%er e0mail

!o.2contact

Department name Person in charge

$elephone num%er ell phones) etc.

Fa' num%er e0mail

8emarks

/03,


35/38

[Form 14] ( / )

5ist of nsuran#e nformation

(to e@amine the s#oe of losses)

$he followings list details insurance company and agent information.

&nsurance agent name

6ddress

Department of contact Person in charge

$elephone num%er ofcontact

$elephone num%erof reser(ed contact

F6 num%er e0mail address

&nformation on insurance policy

$ype ofinsurance

&nsurance policynum%er

6mount ofe'emption

=imit amount ofcompensation

cope ofcompensation

Do you need flood insuranceN +es !oDo you need earth@uake insuranceN +es !oDo you need insurance concerning operation profit and special lossN +es !o

6ny other @uestion concerning disaster0related insurance

/03


36/38

[Form 18]

Che#+list of $ools for 2isasters

$he following list details the preparation status of disaster assistance tools that will %ecomenecessary if a disaster hits the area "and until emergency support arri(es#.

Iater for employees "$he standard is 3 liters per person*day#

Food for employees "6t least 30days worth of non0perisha%le food#

an opener and paper "or plastic# ta%leware

mall kitchen range and gas cylinder

8adio "%attery0type) hand0winding charging type# and spare %attery

Flashlight and spare %attery

First0aid kit

Ihistle "help for rescue#

Iorking protectors "helmet) dust mask) eye guard) working glo(es) etc.#

Gealth0related items "wet tissue paper) toilet paper) etc.#

$ools "pinchers) hammer) cutting wrench) sho(el) %ar for a le(er) etc.#

Office supplies "pencils) pens) note%ooks) etc.#

Poly0%ucket with co(er) ru%%ish %ag) %room

7inyl sheet and tape "for closing access to the room#

Blue sheet

Porta%le toilet products "or (inyl %ag or (inyl tape for toilet#

amera) film) spare %attery "to record damage. 6 disposa%le camera is also OL.#

Blanket "if possi%le) porta%le %ed and mat#

ash "including coins for pay telephone#) de%it card) credit card

6 list of contacts "employees) emergency ser(ices) etc. %y pu%lic organi


37/38

[Form 18]

Che#+list of $ools for 2isasters (aitional tools)

/03/


38/38

[Form &0]

-#tivities to Contri%ute to Community !e#overy

&n order to contri%ute to the safety*security of local residents) our company will conductthe following acti(ities.

1. Daily acti(ities

heck -'amples of acti(itiesK upplementary remark

Pro(ide acti(ities) know0how and manpower) funding)etc.) to promote local (olunteer disaster pre(entionorgani

110728japanbcp sme youshiki eng

Documents