Bcms doc 04 1 business continuity context, requirements and scope

Business Continuity Context, Requirements and Scope

ISO 22301 Toolkit Version 3 ŠCertiKit 2016

Business Continuity Context, Requirements and Scope

Implementation Guidance (The header page and this section must be removed from final version of the document)

Purpose of this document This document sets out the organisational context of the BCMS. It describes what the organisation does, how it does it, what factors influence the way it operates and the reasons for the definition of the scope of the BCMS.

Areas of the standard addressed This document addresses many of the requirements in section 4 – “Context of the Organisation” in the ISO 22301 standard. This includes: 4. Context of the Organisation 4.1 Understanding of the organisation and its context 4.2 Understanding the needs and expectations of interested parties 4.2.1 General 4.2.2 Legal and regulatory requirements 4.3 Determining the scope of the BCMS 4.3.1 General 4.3.2 Scope of the BCMS 4.4 Business continuity management system

General Guidance If your organisation already has ISO9001 certification then much of the contents of this document may already be documented, in which case this information will need to be readily available at the ISO 22301 audit.

This is an absolutely key document that will need involvement from senior management to put together. In overview, it describes why an effective BCMS is needed and what may happen to the organisation if one is not in place. The business impact analyses and risk assessments required by later sections of the standard will then define this in more detail.

As part of the implementation you may need to meet with the various interested parties to understand their view of the risk areas and consequences of failure. You may also need to obtain legal advice if your industry is subject to significant legal or regulatory requirements.

As with most of the documents in the BCMS you should ensure that all relevant parties are aware of the contents of this document, particularly as it sets out the need for additional procedures which may involve asking employees to do more work. Understanding the reason for this may reduce resistance to the BCMS within the organisation.

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It is worth spending some time getting the scope of the BCMS right as the other areas of the standard rely upon this. As with most international standards, it is acceptable to start with a limited scope definition and then to expand it over time as more familiarity and experience is gained by the organisation.

Review Frequency We would recommend that this document is reviewed as part of an annual exercise which should include significant business involvement to ensure that changed requirements are captured and feedback obtained.

Toolkit Version Number ISO22301 Toolkit Version 3 ©CertiKit 2016.

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If you would like to make all fields in the document visible then go to File > Options > Advanced > Show document content > Field shading and set this to “Always”. This can be useful to check that you have updated all fields correctly.

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BCMS-DOC-04-1 1 [Insert date]

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Revision History Version Date

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Contents 1

INTRODUCTION ....................................................................................................................................... 7

2

ORGANISATIONAL CONTEXT ............................................................................................................. 8 2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8

3

OBJECTIVES AND POLICIES .............................................................................................................. 12 3.1 3.2 3.3

4

ACTIVITIES ................................................................................................................................................ 8 FUNCTIONS ............................................................................................................................................... 8 SERVICES .................................................................................................................................................. 9 PRODUCTS................................................................................................................................................. 9 PARTNERSHIPS ........................................................................................................................................ 10 SUPPLY CHAINS ...................................................................................................................................... 10 RELATIONSHIPS WITH INTERESTED PARTIES ........................................................................................... 10 POTENTIAL IMPACT OF A DISRUPTIVE INCIDENT ..................................................................................... 11

BUSINESS OBJECTIVES ............................................................................................................................ 12 BUSINESS POLICIES ................................................................................................................................. 12 BUSINESS CONTINUITY OBJECTIVES ....................................................................................................... 12

RISK FACTORS ....................................................................................................................................... 14 4.1 4.2 4.3 4.4

RISK APPETITE ........................................................................................................................................ 14 INTERNAL UNCERTAINTY FACTORS ........................................................................................................ 15 EXTERNAL UNCERTAINTY FACTORS ....................................................................................................... 15 RISK CRITERIA ........................................................................................................................................ 15

5

REQUIREMENTS .................................................................................................................................... 16

6

PURPOSE AND SCOPE OF THE BCMS .............................................................................................. 18 6.1 PURPOSE ................................................................................................................................................. 18 6.2 SCOPE OF THE BCMS .............................................................................................................................. 18 6.2.1 Organisational .............................................................................................................................. 18 6.2.2 Products and Services ................................................................................................................... 18 6.2.3 Activities ....................................................................................................................................... 19 6.2.4 Exclusions ..................................................................................................................................... 19

List of Figures FIGURE 1 - ORGANIZATION CHART .......................................................................................................................... 9

List of Tables TABLE 1 – REQUIREMENTS SUMMARY OF INTERESTED PARTIES / LEGAL AND REGULATORY BODIES .................. 17

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1 Introduction [Organization Name] is committed to ensuring the continuity of its business in the face of disruptive events and has implemented a Business Continuity Management System (BCMS) that is compliant with ISO 22301, the international standard for business continuity.

The purpose of this document is to describe the way the business operates, internal and external factors influencing it and to highlight in general terms the potential consequences of a business interruption. This will allow the most appropriate level of measures to be put in place to reduce the level of risk and to ensure that plans are available and tested to manage the impact of any interruptions that do occur.

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2 Organisational Context The organisational context of [Organization Name] is set out in the following sections. Given the fast moving nature of the business and the markets in which it operates the context will change over time. This document will be reviewed on an annual basis and any significant changes incorporated. The BCMS will also be updated to cater for the implications of such changes.

2.1

Activities

[Organization Name] undertakes a wide range of business activities within its target sectors and is constantly developing new products and services to bring to market.

Describe:        2.2

What does the organisation do?

When was it formed?

What is its structure e.g. group of companies?

What is its main industrial sector?

Who are its main customers?

In which geographical regions does it operate?

What is its annual turnover?

Functions

[Organization Name] consists of the following organizational functions:          

Sales and Marketing Finance and Accounting Human Resources Operations Logistics Product Research and Development Project Management Risk and Compliance Consulting Information Technology

An organization chart is shown below:

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Role 1

Role 2

Role 11

Role 5

Role 6

Role 11

Role 11

Role 3

Role 7

Role 8

Role 4

Role 9

Role 10

Role 12

Role 12

Role 12

Figure 1 - Organization chart

[Describe where the various functions are based e.g. HR, Finance and Marketing are in a corporate headquarters whilst Operations is in a regional structure spread across x offices nationwide/internationally.]

2.3

Services

[Organization Name] offers the following major services to its customers: 

[List the main services]

Specify:       2.4

Are all services offered to all customers?

Which services create the most revenue and profit?

Are any services dependent on others (prerequisites)?

Which services are the most high profile?

Are any of the services subject to external regulation?

Do any of the services have a health and safety aspect?

Products

[Organization Name] offers the following major products to its customers: 

[List the main products]

Specify:    

Are all products offered to all customers?

Which products create the most revenue and profit?

Are any products dependent on others (prerequisites)?

Which products are the most high profile?

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  2.5

Are any of the products subject to external regulation?

Do any of the products have a health and safety aspect?

Partnerships

[Organization Name] has a policy of forming partnerships with other organisations which complement its own offerings and bring increased benefits to its customers.

The following major partnerships are currently in place: For each partnership specify:        2.6

Organisation name Location(s) Nature of partnership Which products or services are affected by the partnership Which/how many customers are involved How long the partnership has been in place Any other relevant information Supply Chains

In order to provide our products and services to our customers a number of important supply chain routes are in place. The major ones are: Describe for each supply chain:      2.7

The products and services affected The links in the supply chain both in terms of organisations involved and geography How established the supply chain is Revenue and profit value that relies upon the supply chain Any other relevant information Relationships with Interested Parties

In addition to our partners and suppliers, [Organization Name] has many other interested parties it deals with. These include:       

Citizens Customers Distributors Shareholders Investors Owners Insurers

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            

Government Regulators Recovery service suppliers Competitors Media Commentators Trade groups Neighbours Pressure groups Emergency services Other response agencies Transport services Dependents of staff

List for each significant Interested Party:     

2.8

Name of organisation The nature of the interest Degree of influence over the organisation Value of the interest (if appropriate) Any other relevant information

Potential Impact of a Disruptive Incident

The impact of any specific incident will obviously depend upon its nature and a comprehensive risk assessment is maintained to assess and mitigate those that can be reasonably identified. In general terms the potential impact of an inability to perform normal business processes will be shown in one or more of the following key areas:      

Loss of sales revenue Risk to life on health and safety grounds Loss of reputation/customer confidence Inability to meet our legal obligations Breach of contractual obligations Loss of business opportunity

[Explain which of the above apply to your organisation and to what extent. Identify any other impacts that are specific to you].

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3 Objectives and Policies The purpose of the BCMS is to ensure that [Organization Name] is still able to meet its defined business objectives and comply with its policies in the face a potentially disruptive incident. This section sets out what the major business objectives and policies are for the current financial year so that a clear relationship can be established between these and the objectives of the BCMS. 3.1

Business Objectives

For the financial year 20xx/20yy [Organization Name] has set the following major business objectives: 

3.2

List the major business objectives – reference to business planning documentation may be made here Business Policies

Policies have been set by the organisation in a variety of areas and these must be taken account of during the business continuity planning process to ensure that they are met. The main relevant policies are:           3.3

Corporate Risk Management Strategy Human Resources Policy Home Working Policy Flexible Working Policy Equality and Diversity Policy Internet Acceptable Use Policy Information Security Policy IT Access Control Policy Legal Responsibilities Policy Other relevant policies Business Continuity Objectives

Based on the requirements and factors set out in this document, the following major objectives are set for business continuity: Define the main priorities that the BCMS must address, particularly in terms of the potential impacts described in section 2.8 of this document.

For example:   

Objective 1 - Comply with health and safety legislation at all times Objective 2 – Maintain shareholder confidence Objective 3 – Maintain customer service levels

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

Objective 4 – Minimise loss of revenue

The success of the BCMS will be judged on its ability to meet these overall objectives.

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4 Risk Management 4.1

Risk Management Strategy

[Organization Name]’s strategy with respect to the high level management of risk is to broadly adopt the principles of the ISO31000 standard (Risk management – principles and guidelines) so that risk management:           

creates and protects value is an integral part of all organizational processes is part of decision-making explicitliy addresses uncertainty is systematic, structured and timely is based on the best available information is tailored takes human and cultural factors into account is transparent and inclusive is dynamic, iterative and responsive to change facilitates continual improvement of the organization

These principles will also be applied to the management of risk with respect to the business continuity of the organization.

4.2

Risk Appetite

The BCMS is designed to address the major risks that are identified to the business continuity of [Organization Name]. In identifying, assessing and managing these risks there are a number of options open to the organisation according to its appetite for risk.

In general terms the organisations appetite for risk may be said to be Low / Moderate / High (delete as appropriate).

[Low] The strategy of the organisation is to avoid risk where possible and to invest resources in mitigating residual risk through effective business continuity measures.

[Moderate] The strategy of the organisation is to accept reasonable levels of risk whilst making some effort to ensure measures are in place to handle risks if they occur.

[High] The strategy of the organisation is to accept significant levels of risk as an integral part of the business it is in, on the basis that the resulting rewards will be sufficient justification.

This level of risk appetite will be applied to the risk assessments that are carried out as part of the BCMS and will determine the actions that need to be taken to mitigate risk to an acceptable degree.

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4.3

Internal Uncertainty Factors

With regard to the [Organization Name] business itself, there are a number of internal factors that create uncertainty that gives rise to risk. These include: [List any specific risk factors e.g.     

Uncertainties in employee relations Significant organisational changes Location moves Company financial performance Perceptions, values and culture]

These general internal uncertainty factors will be considered in more detail as part of the risk assessment process.

4.4

External Uncertainty Factors

With regard to the external environment in which [Organization Name] operates, there are a number of external factors that create uncertainty that gives rise to risk.

These include: [List any specific risk factors e.g.     

Potential legislative or regulatory changes Political unrest in countries in which the organisation operates Inherent environmental risks e.g. forest fire, floods Economic factors – supplier failure, lack of customer demand Relationships with interested parties outside the organization]

These general external uncertainty factors will be considered in more detail as part of the risk assessment process.

4.5

Risk Criteria

The criteria for assessing risk in the context of the organization’s appetite for risk are defined in a separate document Risk Assessment Process.

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5 Requirements This section of the document sets out the interested parties that are relevant to the BCMS and their requirements. It also summarises the applicable legal and regulatory requirements to which the organisation subscribes.

An interested party is defined as “a person or organisation that can affect, be affected by, or perceive themselves to be affected by a decision or activity”.

The following are defined as interested parties that are relevant to the BCMS:            

Shareholders Board of Directors Suppliers Customers Regulatory bodies Customer user groups Employees of the organisation Contractors providing services to the organisation National or local government organisations Emergency services Trade associations and industry bodies Trade unions

Applicable legal and regulatory requirements arise from the following:        

Sarbanes-Oxley Act 2002 (USA) European Union General Data Protection Regulation Health and Safety legislation Payment Card Industry – Data Security Standard compliance Financial Services legislation National and international standards e.g. ISO9001 Consumer protection legislation [Specify laws and regulation relevant to your organisation]

For details of how applicable legal and regulatory requirements are identified, accessed and assessed see the document Legal and Regulatory Requirements Procedure.

The applicable requirements of interested parties and legal and regulatory bodies are summarised in the table on the following page.

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Interested Party Regulatory Body Shareholders

/

Legal

or Reqt.

Ref. R1

Board of Directors

Suppliers

Customers Regulatory bodies Customer user groups Employees of the organisation Contractors providing services to the organisation National or local government organisations Emergency services Trade associations and industry bodies Trade unions Sarbanes-Oxley Act 2002 (USA) Health and Safety legislation Payment Card Industry – Data Security Standard compliance

R2 R3 R4 R5 R6 R7

Requirement Summary Value of share price should be maintained Value of share price should be maintained Organisational reputation must be protected Revenue stream must be maintained Payment schedule must be kept to Facility for receiving shipments must be available Delivery schedule should not be affected

Source / link to supporting documents Minutes of Annual General Meeting dd/mm/yyyy Minutes of Board Meeting dd/mm/yyyy Minutes of supplier meetings Customer sessions

meetings/focus

Etc.

Table 1 – Requirements Summary of Interested Parties / Legal and Regulatory Bodies

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6 Purpose and Scope of the BCMS 6.1

Purpose

The purpose of the BCMS is to: 1. Understand the organization’s needs and the necessity for establishing business continuity management policy and objectives 2. Implement and operate controls and measures for managing the organisation’s overall capability to manage disruptive incidents 3. Monitor and review the performance and effectiveness of the BCMS 4. Continually improve the organisation’s business continuity based on objective measurement This purpose applies to the scope of the BCMS as defined below.

6.2

Scope of the BCMS

The defined scope of [Organization Name]’s BCMS takes into account the internal and external factors referred to in sections 4.2 and 4.3 of this document and the requirements referred to in section 5. It also reflects the needs of interested parties and the legal and regulatory requirements that are applicable to the organisation.

The scope is defined below in terms of the parts of the organisation, products and services and related activities.

6.2.1

Organisational

The BCMS includes the following parts of the [Organization Name] organisation: [Specify the parts of the organisation included in terms of business function, geographical location or other organisational boundary e.g. individual companies within a group structure] 6.2.2

Products and Services

The following products and services are within the scope of the BCMS: [List the products and services at an appropriate level of detail. This is more likely to be in the form of product and service types rather than specifics which are likely to change rapidly over time. The products and services selected must be consistent with the organisational split given in the previous section]

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6.2.3

Activities

The following activities are within the scope of the BCMS: [List the business activities at an appropriate level of detail. The activities specified must be consistent with the organisational and product/service split given in the previous sections] 6.2.4

Exclusions

The following areas are specifically excluded from the scope of the BCMS: [Detail what is excluded and why, in terms of organisational parts, products / services and activities. This must remain consistent with the overall approach and not compromise the ability of the BCMS to produce the desired results and meet its objectives.]

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