BUSINESS CONTINUITY PLAN

Reviewed at the ELA Board meeting on 22nd August 2012Amended on the appointment of New CEO August 2013Reviewed by CEO and OM 28 August 2014Reviewed by CEO and OM 17 September 2015

ELA Business Continuity Plan

Table of ContentsTable of Contents..........................................................................................1 Introduction

1.1 Objective..........................................................................................................1.2 Scope...............................................................................................................1.3 Recovery Strategy............................................................................................1.4 Plan Description...............................................................................................

2 Notification of Incident...........................................................................2.1 Record Time and Events...................................................................................

2.1.1 Immediate Response..............................................................................3 Incident Assessment...............................................................................

3.1 Current Situation Checklist...............................................................................3.2 Incident Assessment Checklist.........................................................................3.3 Review Incident Assessment............................................................................

4 Invocation Decision................................................................................5 Invocation..............................................................................................

5.1 CMT Support Activities.....................................................................................5.2 IT Co-ordinator Checklist..................................................................................5.3 Facilities Co-ordinator Checklist.......................................................................5.4 HR/Admin Co-ordinator Checklist.....................................................................5.5 Status Report...................................................................................................

6 Director / Senior Staff.............................................................................6.1 Staff Briefing....................................................................................................6.2 Recovery Location Details................................................................................

7 Business Recovery..................................................................................7.1 Key Activities Checklist....................................................................................7.2 Departmental Data Sheets...............................................................................

8 Appendices............................................................................................8.1 Salvage Items...................................................................................................8.2 ‘Event Log’.......................................................................................................8.3 Directory of Service Providers..........................................................................

ELA Business Continuity Plan

1 Introduction

1.1 Objective

This document sets out the actions to be taken to minimise disruption to the critical business activities of ENGLISH LACROSSE in the event of an incident affecting the use of the premises or IT systems.1.2 Scope

This Business Continuity Plan (plan) covers ENGLISH LACROSSE operations, based in the Manchester Head Office.1.3 Recovery Strategy

This plan will be invoked for any incident that is expected to last for more than two weeksthat effects Head Office. Staff will initially work from home where this is possible. If alternative office space is required it will be sourced at the time of the incident. Should servers based in the Manchester Office be lost, the backup solution will step in and reproduce the system on a virtual platform, which is currently the use of the Office 365 cloud. Staff should expect to be without systems access for a minimum amount of time but should develop manual procedures as necessary. Staff will be informed by the Office Manager when normal service is to be resumed. 1.4 Plan Description

Section 1 contains information about the plan, its scope and objectives and a summary of the underlying recovery strategy.Section 2 describes the initial response to an incident.Sections 3-5 deals with the assessment of the situation, invocation decision, recovery of IT systems and establishment of recovery activities to enable staff to resume their business critical processes.Sections 6-7 details the tasks that would need to be performed to resume each critical process, including any workaround procedures to cover the non-availability of IT.Appendices these contain supplementary documentation (e.g. salvage requirements, useful forms, etc.).

Note: that not all tasks will be necessary for every possible scenario, neither are the task lists exhaustive. They are intended to provide a framework of actions to be taken and may prompt other decisions and tasks to be performed at the time of an incident.

ELA Business Continuity Plan

2 Notification of IncidentThis section covers the immediate response to an incident or disaster both during and out of working hours.2.1 Record Time and Events

The CEO / Senior Manager will take overall charge of the incident and will appoint a Crisis Manager (CM), who appointed by the senior member of staff at the time, will maintain an accurate time and event log throughout the recovery effort. See 2.1.1. This will be needed to create a final report that will input to a review of the successes/failures of the operation. An Event Log sheet is provided in section 8.2 of this document – photocopy as required. The Crisis Manager will ensure that the immediate response actions take place.

2.1.1 Immediate Response

DURING NORMAL HOURS RESPONSE ACTIONS DONE Where appropriate, depending on the incident, ensure that the building

has been completely evacuated and that all staff can be accounted for. The Emergency Services must be notified of any staff thought to be inside the building.

If, due to the incident, ENGLISH LACROSSE is unable to return to the building, the CM should make contact with other senior members of staff / Directors.

The CM must be prepared to send non-essential staff home, ensuring that their Manager has contact details for them, and that they understand that if sent home they must stay there awaiting further contact.

OUT OF HOURS RESPONSE ACTIONS DONE It is likely that the Caretaker or Office Management will inform the CEO of

the incident if building related or by staff if IT related. CEO to note details of the incident. Ask how they found out (Confirm the incident is genuine). Ask who has been called so far. Make a note.

Ask what immediate actions have been taken - if any.

ELA Business Continuity Plan

3 Incident AssessmentThe CM should use the following 'check list' to brief those present on the situation and to initiate a full assessment. This information will be used to compile the status report on the recovery process.3.1 Current Situation Checklist

ACTION DONE Appoint/Confirm Crisis Manager. Brief those present with information currently known and inform the

Officers and other Board members as relevant depending on the type of incident.

Confirm the following: As appropriate and if called the time the emergency services were

called. Are the emergency services still on site - what is the situation? Check all staff have been accounted for.

The Crisis Manager will assign tasks to staff to enable an assessment of the incident to be made using the checklist in section 3.2.

3.2 Incident Assessment Checklist

ACTION DONELiaise with Security/Fire Wardens and confirm the following:

Personnel Issues

Check all staff have been accounted for. Where are staff now? Note any injuries and the actions taken.

Building Status

Has the incident resulted in damage or denial of access to the building?

What damage has been caused to the ENGLISH LACROSSE office and/or utilities?

Is this situation likely to improve? Over what timescales? Can access to the building be gained (e.g. for salvage purposes)? Appoint a Damage Assessor to provide a detailed assessment of

the damage caused to the office. Technology Status

Has the storage/computer room been affected by the incident? What damage has been caused to IT equipment (including PC’s),

communications lines and equipment? What applications and equipment, if any, are still operational? What is the estimated timeframe to resolve the problem?

ELA Business Continuity Plan

3.3 Review Incident Assessment

ACTION DONEThe CM will consider the findings of the incident assessment with other key personnel and any other sources able to assist in the evaluation and assessment process, as required. This report may be on-going, an immediate assessment taken with more information being made available as it is known.

The following things should be considered: The damage and accessibility to the office and services. Damage to equipment, particularly IT equipment, communication lines &

equipment and environmental services. An estimate of the time it will take to make ready or repair the damage to the

office and/or equipment and services. The timescales in which the departments must continue with their business

processes. Any factors that may affect the invocation decision, e.g. business critical

periods, year end etc.

4 Invocation DecisionThe CM will now have all the information needed to make a decision in conjunction with the CEO (if the CEO is not the CM) on the best course of action. If invocation has been agreed, proceed with the tasks detailed in this plan. If the CEO is not available then the Board Chair and Company Secretary.

ACTION DONE If the decision is taken to invoke the plan, inform the staff of the current

situation and course of action decided upon. As soon as the decision is taken to activate the plan, the CM / CEO

Manager must ensure all relevant third parties are notified (for example Sport England, VeledromeManchester City Council Wenlock Way).

The CM will take overall control of the recovery process.

5 Invocation5.1 CM Support Activities

This section of the plan deals with supporting the invocation process and all recovery activities to be carried out.

ACTION DONE Each staff member to be appraised of the position. Use the detailed checklists in this section to ensure support activities are

completed.

ELA Business Continuity Plan

ACTION DONEPROVIDE FINANCIAL SUPPORT The CM / CEO must ensure there is adequate finance to support the

recovery process. Each Budget lead / Finance Manager Director is responsible for ensuring all

expenses are properly recorded for evaluation and insurance recovery purposes.

The CM must also ensure that they record any expenses that may subsequently be subject to insurance claims.

PHONE MESSAGE SUPPORT The CM should try to ensure that a message answering service is set-up to

receive all incoming calls.

5.2 IT Co-ordinator Checklist

Assigned to Caroline RoyleMarketing Manager (to be confirmed as at point of invocation)

ACTION DONE Assess damage to the IT infrastructure. Determine the level of disruption to voice and data communications lines. Contact service providers (BT and others as relevant)as required to assist

with the recovery process. Contact relevant Directors and advise whether IT systems are currently

accessible remotely, expected time for recovery and the date of the backup being restored.

Once remote access to servers is available, notify Directors and provide support to staff as required.

Recover telephony services. Replace desktop PC’s and associated software if necessary. Maintain records of activities and actions taken and ensure the Crisis

Management Team are kept informed of the current status.

5.3 Facilities Co-ordinator Checklist

Assigned to: Office ManagerKaren GambleAbigail Merrill (to be confirmed as at point of invocation)

ACTION DONE Provide damage assessments reports to assist the CM in determining the

severity of the incident. Provide information to and liaise with the emergency services to enable

them to contain the incident. If appropriate, liaise with the landlord to ensure the ENGLAND LACROSSE

office is secure. Ensure the extent of the damage is fully documented as quickly as

ELA Business Continuity Plan

possible, including photographs and video if possible. Advise external services, suppliers and utilities of the situation. Arrange cleaning services as required. Identify a location that salvaged items can be taken to for restoration. Liaise with Loss Adjusters/insurers as required. Maintain records of activities and actions taken and ensure the Crisis

Management Team are kept informed of the current status.

5.4 HR/Admin Co-ordinator Checklist

Assigned to: Abigail MerrillLindsay ShaerfOffice Manager (to be confirmed as at point of invocation)

ACTION DONE Make any arrangements necessary for accommodation, staff transport

and general staff welfare. If counselling services and family support is needed due to injury,

ensure that these are being given priority. Ensure recovery personnel work reasonable hours and take adequate

rest periods. All reasonable effort should be made to ensure that a method of regular

communication is established to keep staff aware of the progress of the recovery and how soon they can expect to return to work.

Consider need for alternative postal collection and delivery points. Maintain record of activities and all actions taken and ensure the CM is

kept informed of the current status.

5.5 Status Report

ACTION DONEHold Regular Review Meetings

If appropriate, the Crisis Manager should arrange to hold regular status meetings, either at the start and/or end of the working day to review the situation, progress the recovery and to deal with any major issues that develop.Monitor Recovery Progress

As soon as the recovery process is invoked the CM should set-up a visual log of all key or milestone recovery activities, including timings of the major events. This should be set-up at the secure location.

At the end of each key activity of the recovery process, event logs must be provided to the CM. These reports will be used to maintain the Master Event log.

6 Officers (and relevant other Board members) / Senior Staff Activities

This section of the plan deals with the actions all Directors should follow when notified of an incident.

ELA Business Continuity Plan

RESPONSE ACTIONS DONE It is likely that a member the CM / CEO will inform you of the incident.

Ask what immediate assistance you can provide - act on this accordingly. If you have a mobile phone make sure the person who called you

knows the number. Tell them when and where you will report back with your initial report on any actions requested of you e.g. damage assessment.

Make a note of the telephone number of where you can contact the person who notified you of the incident.

Depending on the circumstances, this may only be an alert of a possible disaster. If this is the case assess the situation and decide whether action is needed. (Contact details for key staff are in section 8.1).

6.1 Staff Briefing

ACTION DONEUse the following guidelines to confirm details of the incident to staff and take the required next steps:

If the plan is invoked straight away tell key staff what they should do (i.e. work from home).

If the plan is not invoked straight away tell the persons contacted what they should do next (i.e. await further instructions).

Remind all personnel that all contact with the media will be co-ordinated by the Marketing Manager.On no account should any member of staff deal directly with the media.

Keep an account of any non-budgeted expenses incurred as a result of the incident. Ensure receipts are obtained and full details of the claim are recorded.

6.2 Recovery Location Details

Should the Manchester Office be unavailable, ENGLISH LACROSSE staff will work from home where possible. If the office is likely to be unavailable for more than two weeks you will be advised if home working will continue or the location of an alternative office.

ELA Business Continuity Plan

7 Business Recovery7.1 Key Activities Checklist

This checklist should be used to manage their recovery process.

TASK TASK DETAIL TIME NAME NOTES/COMMENTS

1 CONFIRM PRIORITY ACTIVITIES:Confirm the high priority activities of staff. These have been defined as key tasks, any deviation from these must be conveyed to the CM.

2 STAFF ASSIGNMENTEnsure that all key personnel are aware of their designated area and their responsibilities.

3 MANUAL PROCEDURESDepending on the nature of the incident, you may be without access to IT systems for up to 2/3 days. If necessary use manual procedures to maintain essential business operations until systems are available.You will be advised by IT of the date the backup that has been restored from. Depending on the nature of the incident, a maximum of one days work may be lost. You will need to consider how this lost data can be recreated.Any data stored on the local drive (eg C:\) of PC’s and laptops on site at the time of the incident may be lost.

5 VERIFY DATA RESTOREDWhen the IT agency advises that systems access is available, check that all data has been restored as expected. Notify Varcarme LIMA of any issues.

6 PROCESS DEFERRED TRANSACTIONSAny information that has been logged manually whilst systems have been unavailable should be entered into computer systems.

7 PROCESS LOST TRANSACTIONSAny data that has been lost (i.e. because data has been restored from an earlier backup) will need to be recreated and re-entered into computer systems.

8 LIAISE WITH CMUse the Event Log form in section 8.2 to keep a record of any issues/actions taken. Provide the CM with regular updates as agreed.

ELA Business Continuity Plan7.2 Data Sheets

CEO & Officers CONTACT DETAILS

NAME RESPONSIBILITY

EMAIL ADDRESS WORK No

HOME NO

MOBILE NO

Mark Coups CEO m.coups@englishlacrosse.co.uk 0843 658 5006

01285 831822

07976 258191

Sue Redfern Chairman sue.clegg-is@btinternet.com 020 8974 9908

07825 513965

Ron Balls Company Secretary

ronballs@btinternet.com 01268 770758

07710 058036

Sallie Barker WPCNLC sbarker@sportandrecreation.org.uk

020 7926 3938

07798 575356

RECOVERY PROCESSES

Priority ProcessesThis section covers the processes that will need to be recovered after one week.

PROCESS NAME: BOARD PROCESSESLEAD: Ron Balls DEPUTY: Erin BevingtonLindsay Shaerf

(Karen GambleAbigail Merrill)

NO TASK DETAILS COMMENTS TIME COMPLETE1 Maintenance of Board Meeting

RecordsDependent on date of incident

2 Issuing of AGM notices Dependent on date of incident

3 Facilitate board meetings

COMMUNICATIONS DATA SHEETSCONTACT DETAILS

NAME RESPONSIBILITY WORK No HOME NO MOBILE NOCaroline Royle Marketing and 0843 658 5006 07545

778012Communications

OTHER CONTACT DETAILS

ORGANISATION

SERVICE PROVIDED

CONTACT NAME (IF KNOWN)

DAYTIME TEL NO

OUT OF HOURS TEL NO

Lima NetworksComputer & IT Support

0845 345 1110

RECOVERY PROCESSES

Priority ProcessesThis section covers the processes that will need to be recovered after one week.

ELA Business Continuity Plan

LEAD: CAROLINE ROYLE DEPUTY: ERIN BEVINGTONLINDSAY SHAERF (KAREN GAMBLEABIGAIL MERRILL)

NO TASK DETAILS COMMENTS TIME COMPLETE1 Contact press according to

work and issues relevant at the time

2 Ensure wording put onto website to explain current situation

3 Contact with website company4 Advise members of situation

FINANCE CONTACT DETAILS

NAME RESPONSIBILITY WORK No HOME NO MOBILE NOKim LewisCate BaleNeil Edgar

Finance Manager Officer 0843 658 5006

07801 478 75407999 529 201

Ian Clayton Finance Manager 0843 658 5006 07889 023 162

RECOVERY PROCESSES

Priority ProcessesThis section covers the processes that will need to be recovered after one week.

LEAD: ERIN BEVINGTONLINDSAY SHAERFIAN CLAYTON

DEPUTY: KAREN GAMBLEABIGAIL MERRILLNEIL EDGAR (LEAD DURING MATERNITY ABSCENCE)

NO TASK DETAILS COMMENTS TIME COMPLETE

1 Dependent on time of month, contact bank with BACS details

2 Send cheques for staff salaries if no IT systems back up and running

Would need to obtain cheque books from banks

3 Need to obtain paying in book from bank

4 Deal with any urgent invoices that need to be paid

ELA Business Continuity Plan

EVENTSTEAM CONTACT DETAILS

NAME RESPONSIBILITY WORK No HOME NO MOBILE NOErin BevingtonLindsay Shaerf

DeputyOffice Manager 0843 658 5006

07759 31080507876 248 737

Karen GambleDeputy (maternity cover for Erin Bevington)

0843 685 5006 07585 557887

Abigail Merrill Events Coordinator 0843 658 5006 07720 432 854

RECOVERY PROCESSES

Priority ProcessesThis section covers the processes that will need to be recovered after one week.

EVENTS MANAGEMENT LEAD: CAROLINE ROYLEOFFICE MANAGER

DEPUTY: ERIN BEVINGTONLINDSAY SHAERF (KAREN GAMBLEABIGAIL MERRILL)EVENTS COORDINATOR

NO TASK DETAILS COMMENTS TIME COMPLETE

1 Contact teams, coaches and players attending any event coming up who may be affected

2 Notify venues and guests

ELA Business Continuity Plan

8 Appendices

8.1 Salvage Items

FUNCTION DESCRIPTION LOCATION RECOVERY TIME

CEO & BOARD Minute books Copy held on File server Not urgentCEO & BOARD Annual Reports Copy held on File server Not urgentCEO & BOARD Members details Copy held on File server Not urgentFinance Invoices purchase &

SalesCopy held on File server 2 weeks

Finance Management Accounts Copy held on File server 1 monthFinance HR Contracts Copy held on File server 1 monthFinance Old Year records Copy held on File server 1 monthFinance Year end information Copy held on File server 1 monthOperations Office contracts Copy held on File server 1 WeekOperations List of delivery

providersCopy held on File server 2 days

Operations Supplier contracts Copy held on File server 1 monthEvents Equipment and kit Copy held on File server 1 month

All of the above documentation is to be stored on Office 365 Cloud.

ELA Business Continuity Plan

8.2 ‘Event Log’

NAME: ____________________________

SEQ. NO

DATE TIME EVENT DETAILS EVENT STATUS

How are staff to be contacted out of hours?Thoughts of producing a Staff Incident Card for all staff to keep in their possession in and out of the office?

Any thoughts on a dummy run of an ‘incident’ at least once a year?Reference as to where the Plan is kept/accessed in the office – would home workers have a copy for instance? Who in the office manages the Plan’s security for accessibility?

ELA Business Continuity Plan

8.3 Directory of ENGLAND LACROSSE Service Providers

Service Contact Details Contact person and account number

Staff support

Business Cards Printed.comProntaprint0161 236 6111 01670 706 895

CR

Car - Lease n/a n/a n/aCar - Insurance n/a n/a n/aComputer hardware

LIMA Networks0845 345 1110

Keith Bunn ENG003

CR

Couriers DHL0844 248 0844

Central136878207

HO

Electrical Testing

Manchester City Council 0161 274 6755National Cycling Centre0161 223 2244 (option 3)

Jarl Walsh HO

Fire Officers Manchester City Council 0161 274 6755National Cycling Centre0161 223 2244 (option 3)

Jarl Walsh HO

First Aid Office Depot0844 412 3444Greater Sport

Central OD6182049

EB LS (KGAM)

Headed Paper (as needed) Stationery

Printed by HO in housePaper from Office Depot0844 412 3444

Central OD6182049

HO

Insurance Sportscover Europe Ltd020 7398 4080Hiscox

CentralPLON99/0068524HU P16 1882251 (6)

LS (AMEB (KG)

Keys Manchester City Council 0161 274 6755National Cycling Centre0161 223 2244 (option 3)

Jarl Walsh HO

Landlords Manchester City Council 0161 274 6755National Cycling Centre0161 223 2244 (option 3)

Jarl Walsh Richard Cohen0161 234 3016Rcohen@manchester.gov.uk

HO

Lighting Manchester City Council 0161 274 6755National Cycling Centre0161 223 2244 (option 3)

Jarl Walsh HO

Mobile Telephones

n/a n/a n/a

Photocopier Annodata01923 333 333

Central73129

HO

Post Manchester City Council 0161 274 6755National Cycling Centre0161 223 2244 (option 3)

Jarl Walsh HO

ELA Business Continuity Plan

RecyclingToners

Annodata01923 333 333

Central73129

HO

Security Manchester City Council National Cycling Centre0161 223 2244 (option 3) 0161 274 6755

Jarl Walsh HO

Solicitors Lomax Geddes0161 834 4722

Ian Brown LS (AMEB (KG) /DS

Stationery Office Depot0844 412 3444DGOS0845 612 4444

Central OD6182049

LS (AMEB (KG)

Telephones BT0800 800 152

CentralMR7483 6555

LS (AMEB (KG)

Waste Collection

Manchester City Council 0161 274 6755National Cycling Centre0161 223 2244 (option 3)

Jarl Walsh HO

Approved by Board: August 2012Review DateAmended on appointment of new CEO: August 2013Reviewed by staff: August 2014Reviewed by Board: September 2014Reviews by CEO and Office Manager: September 2015