BUSINESS CONTINUITY PLAN FOR

COVID-19
HEALTH, SAFETY & ENVIRONMENT Document No. BES-HR-CCC-SP-000 Rev. 01

STANDARD PROCEDURE REVISION HISTORY

Date Details of Revision Rev. No. Prepared by Checked by Approved by

MAR-09-20 Initial Issue 01 CS JJ PP

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 BUSINESS CONTINUITY PLAN FOR
COVID-19
HEALTH, SAFETY & ENVIRONMENT Document No. BES-HR-CCC-SP-000 Rev. 01

1.0 PURPOSE
The goal of this Plan is to describe the activities necessary to educate and protect the health and safety of
employees and prevent the spread of COVID-19 in our working population.

The plan is a link between illness prevention and business continuity planning to minimize the impact of
operational interruption due to the COVID -19 pandemic.

2.0 SCOPE
This plan is in response to the COVID- 19 pandemic and applies to all Backwoods divisions and workers.

3.0 ACRONYMS, TERMS AND DEFINITIONS

Emergency Preparedness Team (EPT)- A team designated to control all technical aspects of Backwoods
responding to and managing the impact of COVID-19 on the business and its stakeholders.

Business Continuity Plan (BCP) – is the process of creating systems of prevention and recovery to deal
with potential threats to a company. In addition to prevention, the goal is to enable ongoing operations
before and during execution of disaster recovery.

Business Interruption – a disruption to operations when a business cannot operate because of a natural
disaster, pandemic, emergency shutdown of a facility, or other event.

Essential Services – A service or services that:

• when not delivered, creates an impact on the health and safety of individuals, or
• may lead to the failure of a business unit if activities are not performed in a specified time period,
• must be performed to satisfy regulatory requirements,
• if not performed, the impact may be immediate or may occur over a certain time period.

4.0 RESPONSIBILITIES
CEO & COO
• Identify Emergency Preparedness Team with the HR Manager.
• Review and approve final Business Continuity Plans (BCP) and plan implementation.
• Verify compliance to established BCP(s).

HR Manager
• Identify Emergency Preparedness Team with President and COO.
• Facilitate Business Continuity planning sessions with the Emergency Preparedness Team.
• Finalize the BCP and obtain final review and approval from the Emergency Preparedness Team.
• Maintain and update existing BCP(s).
• Facilitate exercises to test and improve existing BCP(s).

Emergency Preparedness Team

• Participate in all scheduled EPT meetings
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• Monitor, evaluate, and action municipal, provincial and federal directives and/or updates on
COVID-19
• Monitor, evaluate, and action client directives and/or updates on COVID-19.
• Review trends of employee absenteeism and determine impacts and required actions.
• Support divisional leadership in the development and implementation of COVID-19 Business
Continuity Plans.
• Review, approve and consolidate all Divisional Business Continuity Plans for COVID-19.
• Identify all required COVID-19 related supplies and resources required for business continuity and
verify they are in place.
• Develop and distribute company directives related to COVID-19.
• Develop and initiate Recovery Plan(s) for COVID-19.

Divisional Leadership
• Participate in EPT meetings, as required.
• Monitor, evaluate, and report client directives and/or updates on COVID-19 to the EPT.
• Monitor and report on employee absenteeism and travels plans to the HR Manager.
• Develop and implement COVID-19 Business Continuity Plans for their respective
division/department following the requirements in this document.
• Provide all required supplies and resources to ensure business continuity.

Project Leadership
• Provide ongoing updates to Divisional Leadership on Client/Local COVID-19 protocols and
requirements.
• Report all employee absences, travel plans, and other relevant COVID-19 related information to
Divisional Leadership.
• Verify all company directives related to COVID-19 are communicated, reviewed and implemented
by all employees.
• Review and implement all company directives for COVID-19 with all employees.

Employees
• Participate in all required training associated with BCP(s).
• Review and follow BCP(s).

5.0 BUSINESS CONTINUITY PLAN

5.1 Emergency Preparedness Team (EPT)
Emergency Preparedness Team is responsible for controlling all technical aspects of Backwoods
responding to and managing the impacts of COVID-19.
• Table 1 - COVID - 19 Emergency Preparedness Team and Core Leadership identifies the EPT
members and core divisonal leadership responsible for implementing this plan.
• Table 2 - COVID-19 Emergency Preparedness Team Roles and Responsibilities defines the
roles assignments and core responsiblities of the COVID-19 EPT.

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HEALTH, SAFETY & ENVIRONMENT Document No. BES-HR-CCC-SP-000 Rev. 01

Table 1 - COVID - 19 Emergency Preparedness Team and Core Leadership

Role Name Current Position/ E-mail Phone #

Function
Business
Continuity
HR Manager
Plan
Coordinator
Backup
HSE Manager
Coordinator
CEO/President
COO
Planning Team
Organizational Excellence
Members
Manager
Proposal Coordinator
Backup Team Operations Manager
Members Operations Manager

Director, Matting
Financial Analyst, Matting
Director, Civil & Forestry
Operations Manager, Civil &
Forestry
Project Manager, Civil &
Forestry
Director, Security
Operations Manager, Security
Director, Finance
Divisions Controller

Controls & Estimating

Manager

HSE Business Analyst

HR Coordinator

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Table 2 - COVID-19 Emergency Preparedness Team Roles and Responsibilities

Role Name Responsibilities

Business • Maintain absenteeism/travel tracking spreadsheet for employees

Continuity • Report on absenteeism and any internal confirmed COVID-19 cases at the
Plan EPT daily meetings.
Coordinator • Provide information to employees on government medical leave support
and short-term disability.
• Ensure a ROE (for medical leave) process is completed for employees
who are quarantined.
• Liaise with Benefits provider
Backup • Develop and distribute internal COVID-19 communications
Coordinator • Contact Alberta Health Link and OHS for clarification on issues related to
COVID-19 (as required)
• Determine the appropriate protective processes and equipment required
for employees to respond to COVID-19 (i.e. disinfecting)
• Coordinate all HSE issues
• Approve all internal Backwoods COVID-19 messaging
• Provide final decisions relating to office/worksite closures.
• Provide final approve Business Continuity Plans.
• Represent Backwoods for all media related messaging.
• Coordinate movement of manpower for divisional teams (as required)
• Coordinate financial issues.
• Obtain client information/resources from divisional leadership and
communicate to the EPT.
• Review and approve all Divisional and Finance BCP.
• Coordinate and facilitate daily EPT meetings
• Coordinate all media relations
• Support in the development of internal communications.
Team • Monitor government COVID-19 websites for updates and communicate
Members to EPT.
• Ensuring adequate posting of notices is conducted throughout our
offices.
• Manage with Edmonton, Acheson, Alexis, Edson office COVID-19
Protocols
• Maintain a logbook of all EPT meeting minutes, communication and
decisions.
• Maintain and distribute active staff contact list.
• Sourcing infection control supplies e.g. hygiene products, disinfecting
cleaners, gloves, masks, etc.
• Ensuring adequate posting of notices is conducted throughout our
offices.
• Manage with Edmonton, Acheson, Alexis, Edson office COVID-19
Protocols

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5.2 Divisional/Departmental Business Continuity Plans

It is expected that at the peak of COVID-19 - between 30 to 70 percent of the Canadian population could
become infected with the COVID-19 1.

Each division and department director will use the Business Continuity Plan for COVID-19 template to
develop a plan and submit it to the CEO and COO (as specified in Table 3 – Divisional/Departmental
BCP Approvers) by March 16, 2020 for review and approval.

All approved Divisional/Departmental Continuity plans will be added to this document. Divisional
Leadership must review their plans daily and revise as circumstances dictate. All revised Divisional
Business Continuity Plans must be submitted to the CEO and COO and reviewed by the EPT.
Essential Services
Each Division must determine how they will maintain essential services/function in the event of an
emergency.

Corporate Essential Services during the COVID-19 pandemic are identified in Table 4 - Corporate
Essential Services. The EPT will monitor these roles and verify that the required support for these
functions is maintained throughout the COVID-19 pandemic.

Table 3 - Corporate Essential Services

Essential Essential Functions Employee Back-up

Service
• Provide direction and
oversight on the creation
and implementation of
Executive
Backwoods’ Business
Continuity Plan for COVID-
19.
• Payroll
o Process employee
UPDATE with Divisional BCP
payroll to employees
o ROE Issuance
• Project Controls
o Project Data Entry in UPDATE with Divisional BCP
Finance Field Cap
• Accounts Payable
o Process Essential
Services Payments (i.e.
UPDATE with Divisional BCP
WCB)
o Embedded Contractor
Payments

1
March 12 – Federal Health Minister Patty Hajdu
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Essential Essential Functions Employee Back-up

Service
• Accounts Receivable
o Invoicing UPDATE with Divisional BCP
o Collections
• Recruitment Assistance (as
Human required)
UPDATE with Divisional BCP
Resources • Facilitate ROE Issuance
Process
• Development of HSE
related procedures for
COVID-19
HSE UPDATE with Divisional BCP
• Incident Management
• HSE Stats reporting (i.e.
client and regulatory)

6.0 EMPLOYEE SUPPORT

Self-Quarantine and Following Backwoods COVID-19 Protocols
As per Backwoods COVID-19 Protocols distributed to employees on Friday March 13, 2020 the process for
managing ill or otherwise impacted employees is as follows:
• Employees, whose roles can be conducted remotely, who self-quarantine or personal circumstances
require them to work from home (i.e. school/daycare closures) can work from home.
• Employees who experience any other unique situations, travel-related or not, raising concerns about
potential exposure to COVID-19, will be required to enter into a minimum 14-day self-quarantine.
• Employees with a family member who is under self-quarantine or who has traveled in an area where an
outbreak has occurred will be required to enter into a minimum 14-day self-quarantine.
• We all need be especially attentive to employees who may be at a higher risk for Covid-19. All employees
who are experiencing cold and flu symptoms are not permitted to come to work. Employees with
compromised immune systems are strongly encouraged to work from home until further notice.

Office employees who are self-quarantined are expected to work from home if they have the capability to do so
and will be paid as per our normal payroll process. If required, flexible work hours are available to office
employees working from home. Employees who require flexible work hours must arrange their working hours
with their Manager.

Reporting Employee Absences

• All employee absences are to be reported to the HR Manager from Divisional/Department
Directors.
• HR Manager will track and communicate with absentee employees to verify their quarantine status,
determine return to work date and provide support and guidance to employees as to their return-
to-work plan.
• HR Manager will craft and distribute information around how best to work from home (see Best
Practices for Working from Home).

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• HR Manager will draft and distribute information on how to apply for EI benefits for hourly
employees on quarantine and short-term disability for salary employees on quarantine who cannot
work from home.

Return to Work
• Employees who are quarantined (either directed or self quarantine) are expected to comply with
the 14 day quarantine duration (or as specified by provincial/federal health authorities), and are
free of all symptoms.
• A return to work approval must be established by the HR Manager with the employee.
• The HR Manager will communicate the employee’s return to work date with the applicable
division/department.
• HR Manager will notify payroll/benefits provider (accordingly) of the employee’s return to work
date.
Decontamination of Absentee Work Areas
• As an employee leaves work due to illness or self-quarantine Carrie/Trina will assign an employee
to decontaminate the employees work area.
• Project leadership will coordinate decontamination of equipment, tools materials for employees
• Employees assigned to decontaminated work areas will be provided the required procedure PPE
and materials to safely decontaminate the area.

6.1 Communications
• EPT team members will work to craft information to share with employees to keep employees
informed, reduce fear and anxiety, rumors and misinformation. The EPT will develop and distribute
the following communications throughout the COVID-19 Pandemic.

Information Interval Responsible

Government sources of timely and • As information is released.
accurate COVID-19 information
(signs and symptoms, modes of
transmittal, personal & family
protection and response strategies,
hand hygiene, coughing/sneezing
etiquette, contingency plans)

Communication to employees who • As information is released

have been or have the potential to
be exposed to COVID-19 from a co-
worker that had fallen ill.
Updates to the Backwoods COVID- • As information is released.
19 Protocols.

Divisional/Departmental Business • Implementation and when

Continuity plans, including updates updated.

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Information Interval Responsible

Information on EI for hourly • Initial communication
employees and short-term March 16, 2020
disability for salary employees. • Share communication with
employees who are off.
Information on best practices for • Initial communication
working from home. March 16, 2020
• Share communication with
employees who are off.

7.0 REFERENCES

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