Global Institute Solutions (PTY) LTD

R
IS K
CONTINUITY PLAN
 Global Institute Solutions (PTY) LTD

BUSINESS CONTINUITY PLAN

LIST OF CONTENTS

1. AIM..............................................................................................................................................................4
2. BUSINESS CRITICAL PROCESSES....................................................................................................4
3. SCOPE OF THE PLAN............................................................................................................................5
4. ASSUMPTIONS........................................................................................................................................5
5. THE PLAN..................................................................................................................................................7
Form A – Immediate Action Checklist..............................................................................................................8
Form B – Response Actions Checklist............................................................................................................9
Form C – Essential Processes........................................................................................................................11
Form D – Summary of Post Incident Resources & Equipment..................................................................12
Form E – Essential IT Systems & Records...................................................................................................13
Form F – Staff Details.......................................................................................................................................14
Form G – Plan Summary.................................................................................................................................16
6. ANNEX.....................................................................................................................................................18
6.1 Assessing the risks.................................................................................................................................18
7. TRAINING & REVIEW DATES.............................................................................................................23
 Global Institute Solutions (PTY) LTD

1. AIM

The aim of this plan is to provide a reference tool for the actions required during or
immediately following an emergency or incident that threatens to disrupt normal
training sessions.

An emergency is an actual or impending situation that may cause injury, loss of life,
destruction of property, or cause the interference, loss or disruption of an
organisation’s normal business operations to such an extent it poses a threat.

An incident is any event that may be, or may lead to, a business interruption,
disruption, loss and/or crisis.

The plan will help to ensure the continuation of business-critical services by

minimising the impact of any damage to staff, premises, equipment or records.

The plan will help to include an adequate level of detail used to maintain the business
and:

 To ensure a prepared approach to an emergency/incident.

 To facilitate an organised and co-ordinated response to an

emergency/incident.

 To provide an agreed framework within which people can work in a concerted

manner to solve problems caused by an emergency/incident.

The plan will also help to identify actions that could be taken in advance of an
emergency or incident to reduce the risk of it happening.

2. BUSINESS CRITICAL PROCESSES

If an incident did occur, priority must be given to the restoration of the processes that
are deemed to be business critical to the performance of the company.

Business critical processes can be defined as:

“Critical operational or support activities without which the business would rapidly be
unable to achieve its objectives”

These individual processes must be given preferential access to premises, staff,

equipment or records if an emergency situation restricted their overall availability. It is
for these processes that plans need to be prepared.
 Global Institute Solutions (PTY) LTD

3. SCOPE OF THE PLAN

The plan will illustrate how the business can reduce the potential impact of an
incident/risk by being prepared to maintain services in the event of the:

 Loss of key premises

 Loss of key staff
 Loss of IT / data
 Loss of telecommunications
 Loss of hard data / paper records
 Loss of utilities (electricity, water)

4. ASSUMPTIONS

Generally used assumptions

 The business risk plan will cover three scenarios: for the first 24 hours following an
incident and for both 2 - 7 days and 8 – 14 days following an incident. (Recovery
plans needed to cover longer periods would normally be developed during the first
fourteen days of an incident.)
 The business risk plan will be reviewed regularly, with a full update on an
annual basis or where a significant change to the business occurs.

Detailed Planning Assumptions

The following assumptions have been taken into account when developing the plan:

 In the event of a major incident existing business premises would be out of use for
more than 7 days.

 In the event of a less significant disruption some of the existing premises would
remain in use.

 Where a generator is not available loss of electricity supply across a region could
last for up to 3 days.

 The mains water supplies and sewerage services may be interrupted for up to 3
days.

 Availability of the IT network historically runs at over 45%. In the event of a partial
failure of a server the network could be unavailable for up to 72 hours.

 If the server suite were to be completely lost it could take up to 14 days to restore a
limited desktop service (Microsoft package, E-mail and Internet access). Other
Access to the public telephone network and mobile communications could be lost for
up to 3 days.

 In a pandemic 25% - 30% of staff could be off work at any one time. This will include
those who are sick, those caring for others and the ‘worried well’ who are simply too
scared to come to work. On average people will be absent for 5-8 days, but some
may never return.
 Global Institute Solutions (PTY) LTD

5. THE PLAN

 Form A – Immediate Actions Checklist is a list of the actions that should be

taken in response to the initial incident. The checklist is not prescriptive,
exclusive or prioritised; any incident will require a dynamic assessment of
issues and actions required. Depending on the scale of the incident actions
can be delegated to a support team but the Senior Manager is responsible for
the actions taken.

 Form B – Response Actions Checklist is a list of the actions that should be

taken for the company to maintain business critical processes. The checklist is
not prescriptive, exclusive or prioritised; any incident will require a dynamic
assessment of issues and actions required. Depending on the scale of the
incident actions can be delegated to a support team but the Senior Manager is
responsible for the actions taken.

 Form C – Summary of Post Incident Resources & Equipment summarises

the accommodation and equipment needed to maintain operations.

 Form D – Summary of Essential IT Systems & Records summarises

the basic desktop, software and systems data that need to be restored.

 Form E – Staff Details lists all service staff, indicating those business-
critical staff that will be required to maintain services in the event of an
incident.

 Form F – Plan Summary provides a single sheet summary of the main

business continuity options of the plan.
 Global Institute Solutions (PTY) LTD

Form A – Immediate Action Checklist

To be completed by the Senior Employee at the incident site

Tick
Action
Don
If necessary:
 Follow Evacuation Procedures 
 Call emergency services

Communications:
 Advise staff of the immediate implications for them and service provision
 Advise staff of the immediate requirements to deal with situation, including
temporary accommodation etc if required.
 If necessary, advise key partners / suppliers. 
 If necessary, speak to the local press.

If necessary, use signage to advise the move to a temporary location.



Name of attending Senior Employee: Maluma Khuthadzo Leslie

 Global Institute Solutions (PTY) LTD

Form B – Response Actions Checklist

To be completed by the Senior Employee at the incident site

Tick Done
Action
Once you are in control of the initial emergency update staff on a regular basis
and keep them fully informed of developments.

Make sure members of staff not directly involved in the incident, or those who
are absent are also kept advised of developments. Refer to Form F or other 
staff listings.

If necessary, form a team of people to assist with the tasks required to restore
services. These people should ideally be identified and trained prior to the
incident.


Priority should be given to the needs of the business-critical processes.


Advise all staff and key contacts of temporary location & any temporary
telephone numbers to be used until numbers can be diverted.


If mobile phones are being used make sure there are sufficient chargers
available. 

Working at home and Non-Business Critical Staff

 If available space is at a premium consider allowing suitable individuals to
work from home 
 Non-essential staff should be sent home or reallocated to support
business critical processes.
 Make sure those sent home are aware of when to make contact to check on
progress or when to return to work.

Create any new operational procedures and instructions.


 Global Institute Solutions (PTY) LTD

Closely monitor staff issues, morale, overtime, welfare



When ready, inform other organisations, public, suppliers, etc of resumption of

normal service / contact details. 

Financial Procedures
 Decide who can authorise additional expenditure 
 Keep records of all expenditure

Preservation of records
 Do not destroy anything. Try to recover as many documents as possible and preserve
them somewhere where they can be retrieved easily. This is an ongoing obligation
throughout and after the incident.
 Make someone responsible for co-ordinating and preserving a Master Log.
 Make a record of all meetings and briefing sessions. 
 Make a hard copy of any relevant computer data and electronic mail.

Support the post-incident evaluation by direct contribution and by facilitating the

involvement of key members of staff. Recovery should always be treated as an
opportunity to improve the business.


At the end of the recovery phase when normality is achieved, inform all interested
parties and mark with an occasion. 

Review the Business Continuity Plan to learn from the decisions taken.

Name of attending Senior Employee: Maluma Khuthadzo Leslie

Form C – Summary of Post Incident Resources & Equipment

Requirement Within 24 hrs 2 – 7 Days 8 – 14 Days

People
Number of staff 
(FTE)

Furniture
Chairs 
Desks 
Filing cabinets 
Equipment
Office Phones 
Mobile Phones
Desktop PC  
Laptop PC 
Printers 
Fax 
Scanner 
Photocopier 
Records
Paper records/files 
Special Provisions
Confidential area 
Secure area for safe 
Delivery area / 
Mailroom
Air conditioning 
Storage space 
Waiting Room 
Public Access 
Wheelchair Access 
 Form D – Essential IT Systems & Records

Requirement Within 24 hrs 2 – 7 Days 8 – 14 Days

Desktop
Microsoft Office 
E-mail 
Internet Access 

Form E – Staff Details

NAME POSITION/ROLE MOBILE

Maluma khuthadzo Leslie Manager 076 541 3710
Form F – Plan Summary
Identified Risk Recovery Option
Loss of Office site Hire a temporary building for office space

Loss of Staff Hire part time staff

Loss of Hard Data / Paper Records Access our database for recovery records

Loss of Mains Services (Electricity, Water) Call the municipality to come and assist

Insufficient funds Host fundraising activities

Apply for funding
Create donation letters
6. ANNEX
7.1 Assessing the risks

This table is to produce an assessment of the current risks to our business and/or location.

Likelihood Impact
Low Low
Medium Medium
High High

Risk Likelihood Impact General Control Measures Possible Further Action

Fire completely destroying all of Low Medium Have fire extinguishers on site Call the fire department
part of the premises

Theft of computer or office High High Install cctv Hire security guards
equipment

Loss of staff (Pandemic) High Medium Use safety measures to prevent loss of Hire part-time staff
staff
 Risk Likelihood Impact General Control Measures
Loss of Electricity High High Have a backup generator in place

Loss of Water High High Have a borehole water in place

Flooding Low Low

Storm Damage Low Low

Shortage of funds Medium Medum Run fundraising projects

Host funding projects
Vandalism Medium Low Hire security guards at the premises

External factor preventing Low Low Wait for the go ahead to enter
access to premises e.g. fire,
police incident, traffic accident
 7.2 Emergency Operations Log

Incident: Date:

Time Event Action

7. TRAINING & REVIEW DATES

The plan will next be tested in 2023 JUNE 4TH

The plan will next be reviewed in 2023 JUNE 4TH or earlier in the event of a
significant change to the business.

END