• Business Continuity Management - The Cardiff Way
• Business Continuity Management Awareness & Support To Help you Prepare For The Unexpected
• Assessing Risk
• What is Business Continuity Management (BCM)?
• Case Studies From the Past & Lessons Learnt
• Why you need BCM?
• Relax! Knowing That You Are Secure
• Simple Roadmap To Guide You Where We Want You To Go
• Simple Method And BCM Tools You Could Use For Your Business
• We Need Your Help
• What is EVAC Cardiff?

Assessing risk is one of the principle mechanisms for determining the need to prepare for emergencies.

Through UK Resilience (http://www.ukresilience.gov.uk/), the Government advocates a six step process for risk assessment and has produced guidance and a National Risk Register (http://www.cabinetoffice.gov.uk/reports/national_risk_register.aspx) which is a helpful reference for emergency responders when they are assessing risk in the areas that they operate.

In South Wales, local responders work collaboratively to maintain the South Wales Risk Register (https://www.walesprepared.com/3/riskassessments/Risk+Register+-+April+08.pdf) based on the National Risk Register, and work has begun to improve resilience based upon its outcomes.

In Cardiff the focus of our work is on the different types of hazards in the Cardiff area which could cause a significant disruption to our ‘normal’ way of life.

Using national guidance and the South Wales Risk Register as a basis, Cardiff Council has worked collaboratively with its key partners…

…and other specialist organisations including the Met Office, Associated British Ports, British Telecom, Western Power Distribution and United Utilities to draw up the Cardiff Area Risk Register.

The register is the basis for multi-agency emergency preparedness in Cardiff, helping us all to identify and prioritise our resources to deal with the issues which most need our attention.

It is also designed to increase public awareness of the kinds of hazards Cardiff faces, and encourage individuals and organisations to think about their own preparedness.

Click here to view the Area Risk Register.(http://www.nonverba.com/cardiffbcm/documents/AreaRiskRegister.pdf)

Incidents can happen, and when they do, they have the potential to threaten and disrupt the lives of individuals, communities and businesses.

In order to reduce the impact of an incident, Cardiff Council's Emergency Management Unit co-ordinates the planning and preparation of council resources to support the Emergency Services by providing an appropriate response. Cardiff Council wants to encourage businesses to develop their own BCM arrangements to help build stronger and a more resilient business community.

BCM is a process and set of tools which will support you to proactively prepare your business for any potential incident or disruption. This is achieved by simply recording, through the tools provided, the steps you would like to take to respond to such an incident. The recording of resources that you would also need to recover or source from an alternative location if these are no longer available is also required as this incident if not managed effectively has the potential to either damage at best or bring down at worst your business.

• Alison Williams FDS Group - http://www.nonverba.com/cardiffcouncil/Documents/CaseStudy1.doc
• Cardiff Snow Disruption - http://www.nonverba.com/cardiffcouncil/Documents/CaseStudy2.doc

• BS25999 - http://www.nonverba.com/cardiffcouncil/Documents/WhatisBS25999.doc
• Expecting The Unexpected - http://www.nonverba.com/cardiffcouncil/Documents/ExpectingtheUnexpected.pdf
• HM Government BCM - http://www.nonverba.com/cardiffcouncil/Documents/HMGovernmentbcm_toolkit.pdf
• Pocket Size GPC - http://www.nonverba.com/cardiffcouncil/Documents/PocketsizeGPGIC.pdf
• Secure In The Knowledge - http://www.nonverba.com/cardiffcouncil/Documents/secureintheknowledge.pdf

In simple terms, BCM could save your business if an incident occurred that stopped you from trading for a period of time.

Implementing a BCM programme is not as difficult as you may think; it just requires your commitment and a logical process to follow which will help guide you through the process.

Some advantages your business will have if you implement an effective BCM programme are:

• You would identify and understand the impacts of a disruption to your business including your supply chain
• You would have an effective and organised response in place to reduce the impact of a disruption
• Your company reputation and critical activities will be protected
• You will be well placed to gain compliance with legal obligations or obtain accreditation such as BS25999 which may give your business a competitive advantage
• You will help to protect your company assets, the welfare of your employees and your service to your customers

Knowing that you are prepared is where we want you to be and hopefully by using the BCM tools and methodology you will be able to achieve this position. BCM should be seen as a key investment in your business protecting your assets and most importantly your reputation and customer relationships that you may have developed over many years.

Having good BCM arrangements for your business has other benefits which you may not at first fully appreciate. It may help you have a competitive advantage in your field when tendering for new business with your ability to demonstrate you are a robust and professional business. Insurers are also increasingly demanding evidence of BCM arrangements so being prepared may not be an option much longer!

Protecting your business with an effective BCM programme is not that costly and the added benefits, security and peace of mind it brings will be well worth the small investment required.

We understand you are business people and you have your businesses to run. However we are passionate and committed to help you secure these businesses as we value the economic contribution you give to the city.

Cardiff Council are currently working in partnership with NonVerba (LOGO) to help Cardiff Council establish a formal Business Continuity Management programme to protect the council's business functions.

This programme has two clear objectives for Cardiff Council:

Our aim in this presentation is to provide you with a set of free example templates to enable you to build the foundation of your own business continuity management programme.

However, if you feel you are interested in considering a more sophisticated cultural adoption methodology or software solution to support your planning process you can contact our partners NonVerba by calling 0800 783 6917.

Even though our partners NonVerba are available to give you professional support if required we would however like to also provide you with a simple methodology to help you implement your own BCM arrangements, this involves following a process which you could adapt for your own business.

The first stage involves collecting information about your business to assess what it does and to identify what the impacts would be of not being able to provide your service or produce your products. It is important to assess these impacts over time to identify the extent of each impact.

Next conduct a simple risk assessment to identify what risks are facing your business and then you will need to identify how these risks could be reduced or managed.

When you have collated and examined the data you can identify and implement your chosen risk reduction measures and also begin to formulate a strategy, which can help recover your business. This will involve defining roles and responsibilities for you and your employees checking that everyone is comfortable with what is expected of them and providing appropriate training and information.

In addition to these stages you also then need to consider exercising these arrangements at some point. We suggest you print and store your plans so that you always have a hard copy for reference at all times. By exercising your plans it will ensure you and your employees are confident that the steps will work if they are ever needed.

Finally, this process requires you to regularly review and maintain your BCM arrangements. Periodic exercising and ensuring plan details and contact information are maintained is essential. You may also wish to include BCM into employees' job roles and implement BCM as part of new employee induction programme.

We hope the basic framework described above will give you the initial support you need to get going. But once again if you feel you need professional support please mail projects@nonverba.com for further details.

First collect the right information, you can use this simple template to document your findings.(http://www.nonverba.com/cardiffCouncil/Documents/RequirementsAndStrategyReport.doc)

Assess the risks, you can use this simple approach to assess and evaluate the risks that your business faces. (http://www.nonverba.com/cardiffCouncil/Documents/AssessRisk.doc)

Identify all your viable recovery and risk reduction options, choose which ones you want to use and implement them. A simple example of a BCM plan is shown by following the link (http://www.nonverba.com/cardiffCouncil/Documents/IdentifyRisk.doc)

Test and review your arrangements regularly to ensure that they will work if you need to use them. Some simple tips on exercising plans can be found in the following link (http://www.nonverba.com/cardiffCouncil/PlanTips.htm)

Some Golden Rules for success:

1. Choose a simple methodology to follow
2. Collect and document accurate data
3. Involve your staff in the process
4. Test and review your plan regularly
5. Keep it simple! Complicated arrangements are more prone to failure

Please visit http://www.nonverba.com/cardiffbcm/WeNeedYourHelp.aspx to fill in a brief feedback form. This will assist us to understand the effectiveness of this awareness and education programme.

EVAC Cardiff is a multi-agency commitment to developing a co-ordinated response to a major incident in Cardiff.

Cardiff Council is working in partnership with:

• South Wales Police
• South Wales Fire & Rescue Service
• The Welsh Ambulance Services NHS Trust
• British Transport Police
• Cardiff & Vale of Glamorgan NHS Trust
• Cardiff Local Health Board
• Cardiff Bus
• Arriva Trains Wales

The following information will help you if you are ever involved in a major incident in Cardiff.

WHY SHOULD YOU PREPARE FOR MAJOR INCIDENTS?

The Emergency Services, Cardiff Council and their partner agencies have a responsibility to prepare for and respond to major incidents. However it is important that businesses, owners of premises and their tenants to ensure that their property and assets are safeguarded. Given the vast array of property and local infrastructure in Cardiff, it is essential that we all do as much as we can to ensure that we protect our private and public assets through contingency and business continuity planning.

Given the vast array of property and local infrastructure in Cardiff, it is essential that we all do as much as we can to ensure that we protect our private and public assets through contingency and business continuity planning.

You need to be prepared by making arrangements to deal with the impact of a range of disruptive challenges.

WHAT SHOULD YOU DO PRIOR TO A MAJOR INCIDENT?

EVAC Cardiff recommends the following three steps as part of that process:

STEP ONE:
It is vital that you develop contingency and business continuity plans for your organisation.

STEP TWO:
Visit the EVAC Cardiff website to find out whether your businesses location is covered by a wide area, multi-agency evacuation plan.

If so, consider the information contained in the appropriate EVAC Cardiff briefing pack, note which zone and sector your business is located in, and be aware of those which adjoin you.

Do not worry if your business is located in an area not currently covered by a wide area, multi-agency evacuation plan. We would encourage you to speak with neighbouring businesses to ensure that your contingency plans do not conflict and discuss whether you can offer each other assistance.

These actions could help you to be are aware of events which might have an immediate impact on your business.

Please continue to monitor the EVAC Cardiff website for future developments.

STEP THREE:
You should also consider then decide how your organisation will receive alerts about major incidents which occur in Cardiff, and include this information in your contingency and business continuity plans.

HOW CAN YOU FIND OUT WHAT IS HAPPENING?

The four main methods for receiving alerts in a major incident in Cardiff are:

• Cardiff Priority Alert Scheme
• SafeNet
• Police officers in the vicinity
• Media coverage

WHAT SHOULD YOU DO DURING A MAJOR INCIDENT?

In the event of a major incident in Cardiff, messages from South Wales Police will be sent via the recognised communication methods identified in this booklet, informing you about the area affected and the appropriate action to be taken. It is essential that this key message is followed:

• LISTEN: To the alert messages from South Wales Police. DON'T Panic!
• CONSIDER: The impact on your organisation. The use of any plans you might have prepared to assist you in dealing with the problem
• ACT: On the advice given by South Wales Police. Communicate your intentions throughout your organisation and ensure that everyone clearly understand what is required
• SAFETY: Is paramount. DO NOT place yourself or anyone else in further danger. DO NOT take unnecessary risks. DO NOT return until South Wales Police say that it is safe to do so

WHAT SHOULD YOU DO FOLLOWING A MAJOR INCIDENT?

Following a major incident in Cardiff, areas that have been evacuated will be reopened as soon as possible. You will be advised accordingly by South Wales Police when they are satisfied that it is safe, and any investigation work has been concluded.

Cardiff Council is likely to have a more prolonged involvement as the emphasis switches to recovery. The overall co-ordination of the response will be handed over from the Police Incident Commander to the Council at the appropriate time.

EVAC WARDEN TRAINING

South Wales Police in conjunction with Cardiff Council have developed FREE EVAC Warden training. The aim of the ½ day training session is to advise businesses and security personnel in order to assist South Wales Police with aspects of resilience planning and emergency response including identifying and reporting suspicious activity, guiding people in an emergency and helping with police cordons.

The training will heighten security awareness benefiting your organisation by reducing your vulnerability to all forms of criminality, from theft through to terrorism.

The training will heighten security awareness benefiting your organisation by reducing your vulnerability to all forms of criminality, from theft through to terrorism.

There are limited places available on each training session.

Visit the EVAC Cardiff website to find out the dates forthcoming training sessions.

To register your interest:

• Email evac-cardiff@south-wales.pnn.police.uk
• Call South Wales Police on 029 20 633497

To know further details:

Cardiff Emergency Management Unit
Room 151, City Hall
Cardiff, CF10 3ND
029 2087 1838
Email: emergencymanagment@cardiff.gov.uk

Thank you for reviewing EVAC CARDIFF Advice & Guidance