Continuity planning project

Internal Memorandum

To: All Department Heads

From: Operational Manager

Re: Preparation for the first meeting of the company continuity planning team.

The company operations should be protected and prevented from any action that may render the failures to the meeting of the daily activities. It requires the management to speed up the process of implementing the company continuity plan that will provide the guidance to the securing of the company entities. The continuity plan is essential to our company since it is a key element that provides support to good governance as a demand from most regulators and stakeholders within the company. The plan extends to meeting and ensuring compliance with the international standards from which a company should operate within. Company continuity guarantees some protection to the company data and some relative identities of the company. Therefore, the company requires a proper business continuity plan to avoid the breaching of the data protection legislation defined within the company (Burtles, 2007).

We take to inform that the company is scheduled to undertake an exercise of appointing representatives from each department to the business continuity planning team. The appointment of the representatives will take into consideration the following effects; the departments should present an individual of following desirables (Fulmer, 2008);

• The eligible candidates should have a good understanding of the company core process and the overall company management
• The candidate should possess some good leadership’s skills as well as deployment of the teamwork; we also request to you consider the quality of both verbal and written communication of the candidates
• The candidate must prove the experience and possession of in Information Technology and information security skills
• The presented individual must express some strong project management capabilities and be a well-respected person within the company

The heads of department should identify some individuals within their departments and forward the names for discussion during the meeting. May we have a thought on some other relevant and desirable qualities for our team because the task ahead of the team is critical and require very sensitive and promising personnel for the duties exercised in the company continuity plan.

During the meeting, the attendants will examine, propose and identify the roles to be played by the continuity planning team. However, the roles should capture and address the test facilitators prior implementing the plan, the suggested participants, the business stakeholders, management, recorders and other defined roles. Before the meeting, it is the urge of the management through the operational department to have the departments’ heads brainstorm on other roles apart from the following roles (Goh, 2006);

• The test facilitators will be expected to be responsible for ensuring the sessions is in order, and the, actions are taken smoothly, introduce some creativity of roadblocks and worst case scenarios while undertaking the test. They should make sure that all issues to be addressed are recorded as they keep the schedule of the session and ensure that the follow-up activities and time frames are well discussed and prepared.
• The recovery team goes by representing the persons that undertake some roles that are relevant to the selected scenario. They will be expected to have the following in condition, reviewing of the business continuity plan before the undertaking of the test and in normal happen of an event, disaster. Brainstorm and discuss to identify the appropriate best actions to be undertaken during the undertaking of the test or the recovery process within the company.

Company employees’ Skills Inventory

May this come to the attention that the Human Resource department will have to conduct some skill inventory so as to have the identification of the most possible reliable and skilled personnel whom we can have them involved in the business continuity planning team. It is important to note that the exercise shall come before the hold of the meeting in preparation to the identifying of the company continuity planning team. The exercise goes by to have the identification of the potential candidates with the desirable skills, have the company determine what kind of training should be conducted to impact the missing skills within the employees and many other relevant benefits of conducting skills inventory within the company (Anonymous, 2002).

The first meeting agenda

The department heads should be informed that the agenda for the first meeting is under development and shall receive the agenda documents some two weeks before the hold of the meeting. It is our prayer and request that we take to consider the information in the agenda paper and hold to respect the information contained.

The company wishes to thank for the good work you are doing for the best of results it is holding. It is the prayer that we keep up with the same tone and remain focused to the meeting of the company goals. Thank you for your time as you plan to respond to the outlined activities in the documents.

First meeting of the company continuity planning team agenda

AGENDA

First Meeting of the Company continuity planning team

9.00 a.m. – 5.00 p.m.

The meeting was called by Company Operational Manager

Attendees: All Department heads

Please bring:

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_________________________________________________________________________

9.00 a.m. – 10.00 a.m. Introduction

Breakfast and socializing Board room

___________________________________________________________________________

10.00 a.m. – Noon Presentation of the department representative’s names for vetting Board room

____________________________________________________________________________

Noon – 1.00 p.m. Lunch Board room

____________________________________________________________________________

1.00 p. m. – 4.00 p.m. Develop the business continuity planning team roles and responsibilities Board room

__________________________________________________________________________

4.00 p.m. – 5.00 p.m. Tea break and adjourning the meeting Board room

___________________________________________________________________________

Please let us keep time and be organized during the meeting.

Thank you all.

Continuity planning team budget draft

The budget will take duration of 12 months in the capture of the continuity planning team meetings, the required materials, training expenses, testing cost and the set-aside figure for the case of the disaster.

Budget Draft

Item cost ($000)

Team meeting 1200

Remunerations 1500

Team materials 3500

Trainings 2000

Plan testing cost 1500

Disaster cost 10000

Miscellaneous 1000

The budget estimation goes by ensuring that anticipated event is allocated some higher amount as it will entail a lot. At the same time, the continuity planning team must be given some incentives to give them the heart and an assurance that the company appreciates their efforts. The training is critical as the team must get the high skills of handling the scenarios and it goes by providing them the most sophisticated facilities to fasten and easy their work of securing the company data. The budget is under adjustments depending on the relevant factors and suggestions from the management.

References

Anonymous, (2002). Strategy: skills inventory management. Retrieved from https://www.brainbench.com/pdf/STG_SkillsInvMgnt.pdf

Burtles, J. (2007). Principles and practice of business continuity: Tools and techniques. Brookfield, Conn: Rothstein Associates.

Fulmer, L. K. (2008). Business Continuity Planning: Step-by-Step Guide with Planning Forms. Brookfield: Rothstein Publishing.

Goh, M. H. (2006). Testing & exercising your business continuity plan. Singapore: GMH Continuity Architects.

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