Cannock Chase Clinical Commissioning Group
Stafford & Surrounds Clinical Commissioning Group
BUSINESS CONTINUITY
PLAN
Agreed at Team
25 March 2015
Date: …………………………………………………………………..
Signature: …………………………………………………………….
Chief Officer, Cannock Chase CCG and Stafford & Surrounds CCG
Designation: ………………………………………………………….
25 March 2016
Review Date: ………………………………………………………….
Page 1 of 35
Business Continuity Plan
Stafford & Surrounds and
Cannock Chase Clinical
Commissioning Group
During an incident turn to Page 5
Version:
V1
Issue Date:
Author(s):
Kat Podmore and Laura Bird, Urgent Care Team
Andy O’Neill Civil Contingencies Unit
Owner:
Review Date:
Approved by:
Date:
Document
Location:
Staffordshire Place Two
Page 2 of 35
SAS & CC CCG Business Continuity Plan
Contents
Distribution List ................................................................................................ 4
Version Control ................................................................................................ 4
Storage of Business Continuity Plan (BCP) ..................................................... 4
1.0 Stafford & Surrounds and Cannock Chase Clinical Commissioning
Group ............................................................................................................... 5
1.1
2.0
Description .......................................................................................... 5
Response Section .................................................................................. 6
2.1
Initial Actions Flow Chart .................................................................... 6
2.2
Initial Alternative Meeting Point ........................................................... 7
2.3
Business Recovery Team ................................................................... 7
2.4
Generic Actions .................................................................................. 8
3.0
2.4.1
Loss of Staff ................................................................................. 8
2.4.2
Loss of Property ........................................................................... 8
2.4.3
Recoverable Items List ................................................................. 9
2.4.4
Floor Plan ................................................................................... 10
2.4.5
Loss of ICT ................................................................................. 12
2.4.6
Loss of Utilities ............................. Error! Bookmark not defined.
2.4.7
Loss of Key Equipment .............................................................. 13
2.4.8
Loss of Fuel ................................................................................ 13
Recovery .............................................................................................. 14
Annex A: Contact List .................................................................................... 15
Annex B: Business Impact Analysis (BIA) ...................................................... 21
Impact Assessment: Impacts of Loss of Function(s) .................................. 21
Critical Functions ........................................................................................ 22
Risk Assessment ........................................................................................ 23
Essential Resource Requirements ............................................................. 24
Annex C: METHANE (Incident Notification) Sheet ......................................... 25
Annex D: Incident Log Sheet ......................................................................... 26
Annex E: Specific Department Action Cards……………………………………26
Page 3 of 35
SAS & CC CCG Business Continuity Plan
Distribution List
Name
Andrew Donald
Job Title
Chief Officer
Assistant to CEO Governance
Sally Young
and Communications
Executive Director of Quality
Val Jones
and Safety
Lynn Millar
Director of Primary Care
Director of Strategy &
Jonathan Bletcher
Collaborative Projects
Alex Bennett
Director of Performance
Rob Lusuardi
Director of Operations
Paul Simpson
Executive Director of Finance
CCU Admin
[email protected]
The BCP shall be made available to all staff to view.
Organisation
CCG
CCG
CCG
CCG
CCG
CCG
CCG
CCG
Civil Contingencies Unit
Version Control
Version Amendment
Incorporated by whom?
Date
001
Storage of Business Continuity Plan (BCP)
A hard copy of this Business Continuity Plan (BCP) can be found in the
following places:
 On Staff noticeboard (Excluding personal numbers on contact list)
 At Staffordshire Place Two and Civic Centre Cannock Chase Council
The electronic version of this BCP is located here:
 Network Drive
 SharePoint
Page 4 of 35
SAS & CC CCG Business Continuity Plan
1.0
Stafford & Surrounds and Cannock Chase Clinical
Commissioning Group
1.1
Description
NHS Stafford & Surrounds and Cannock Chase Clinical Commissioning
Groups (SAS & CC CCG) brings together 41 GP practices in two localities.
Our localities equate to the local government districts of Stafford Borough and
Cannock Chase District Council. We have a total population of around
276,000 people.
Annex A shows key contact numbers to use during a Business Continuity
incident.
Based on the Business Impact Analysis shown at Annex B, the following
functions are considered to be critical:

CCG On Call
The service has members of staff located at:
First Floor
Staffordshire Place Two
Stafford
ST16 2LP
Civic Suite
Beecroft Road
Cannock
WS11 1BG
This plan may be activated as a standalone method of dealing with the
incident, or it may be part of a wider incident response across the
organisation. Plan owners should give consideration where they fit into a
wider response, if one has been activated.
Page 5 of 35
SAS & CC CCG Business Continuity Plan
Generic recovery tasks
2.0
Response Section
2.1
Initial Actions Flow Chart
Team specific recovery tasks
Incident Occurs
Assess Incident –
METHANE, Start a Log
Annex C & D
What do I do?
Assess Impact / Duration
Assess Critical Functions
affected
Section 1.1
Assess any wider
implications
Section 1.1
Alternative Meeting Point?
Section 2.2
Activate Business Recovery
Team
Section 2.3
What is affected?
Who helps me and where?
Consider escalation to
Director / Silver on Call
Who do I tell?
Contact list:
Annex A
Inform Supply Chain /
Dependants
What next?
Loss of Staff
Section 2.4.1
Loss of Property
Section 2.4.2
Loss of ICT
Section 2.4.5
Loss of Utilities
Section 2.4.6
Loss of Key Equipment
Section 2.4.7
Loss of Fuel
Section 2.4.8
Team specific action cards
Action Cards
Annex E
Page 6 of 35
SAS & CC CCG Business Continuity Plan
2.2
Initial Alternative Meeting Point
Current Property
Alternative Property
First Floor
Staffordshire Place Two
Stafford
ST16 2LP
Civic Suite
Beecroft Road
Cannock
WS11 1BG
Civic Suite
Beecroft Road
Cannock
WS11 1BG
First Floor
Staffordshire Place Two
Stafford
ST16 2LP
2.3
Business Recovery Team
Role
Name
Job Title
BCP Lead
Andrew Donald
Chief Officer
Recovery Team
Rob Lusuardi
Director of Operations
Recovery Team
Jonathan Bletcher
Recovery Team
Lynn Millar
Director of Strategy & Collaborative
Projects
Director of Primary Care
Recovery Team
Alex Bennett
Director of Performance
Recovery Team
Val Jones
Executive Director of Quality and Safety
Recovery Team
Paul Simpson
Executive Director of Finance
Recovery Team
Chris Oliver
Staffordshire Urgent Care Lead
Recovery Team
Kat Podmore
Senior Urgent Care Manager
Recovery Team
Vicki Graham
Urgent Care Manager
Recovery Team
Donna Gavin
Urgent Care Manager
Recovery Team
Laura Bird
Urgent Care Support Officer
Page 7 of 35
2.4
Generic Actions
2.4.1 Loss of Staff










Prioritise staff wellbeing
Ensure a management structure is maintained.
For long term staff absence, arrange a temporary handover of key tasks to other
members of the team.
All non-essential meetings involving service staff should be cancelled.
Ensure partner services and organisations are made aware the service is shortstaffed and therefore delivery may be reduced.
Consider using temporary agency staff if required and suitable.
Consider re-allocating available staff to deliver critical functions, if appropriate/
possible.
Agree temporary staff structure and shifts if necessary and consider temporarily
increasing working hours, in consultation with HR.
If staff are unable to get to their normal place of work, consider flexible working
methods such as working from home or different working hours.
Follow specific team action cards – Annex E
2.4.2 Loss of Property







Initial coordination of the incident should be managed from the backup location
shown at 2.2.
Consider staff working from home.
Consider whether staff could work from alternative premises.
Identify suitable alternative premises in liaison with Property Services. This could
include the hire of temporary structures if the loss is longer-term.
Liaise with ICT regarding staff working remotely.
Use resource requirements shown at Annex B to outline resources required by
the team.
Follow specific team action cards – Annex E
Current Property
First Floor
Staffordshire Place Two
Stafford
ST16 2LP
Civic Suite
Cannock Chase Council
Beecroft Road
Cannock
WS11 1BG
Alternative Property
Civic Suite
Cannock Chase Council
Beecroft Road
Cannock
WS11 1BG
First Floor
Staffordshire Place Two
Stafford
ST16 2LP
In the event that the building / office becomes unusable, try and access the items
detailed in the Recoverable Items List at 2.4.3. Ensure this is done safely.
Page 8 of 35
SAS & CC CCG Business Continuity Plan
2.4.3 Recoverable Items List
Recoverable Items List
Vital Paper Records
Asset ID
Asset Name
Location
013
Corporate – Governance
MP Letters / Complaints
Correspondence – Patient Information
Staffordshire Place Two - Locked Office/Room (swipe card
access - to the office rather than to the building entrance)
079
Staff Personnel Files
Staffordshire Place Two - Locked Office/Room (swipe card
access - to the office rather than to the building entrance)
080
Funding Treatment Letters
Correspondence – Patient Information
Staffordshire Place Two - Locked Office/Room (swipe card
access - to the office rather than to the building entrance)
082
Corporate – Declarations of Interest
Correspondence – Other
Staffordshire Place Two - Locked Office/Room (swipe card
access - to the office rather than to the building entrance)
094
Business Continuity Plan
Staffordshire Place Two - Locked Office/Room (swipe card
access - to the office rather than to the building entrance)
Page 9 of 35
2.4.4 Floor Plan
Staffordshire Place Two
Page 10 of 35
Civic Suite Cannock Chase Council
Clinical Commissioning Group
Page 11 of 35
SAS & CC CCG Business Continuity Plan
2.4.5 Loss of ICT





Assess the situation from the ICT Helpdesk and identify the likely length of
network outage or system downtime.
Identify a suitable manual work around.
Identify alternative means of communication to inform partner services,
organisations and senior managers of the problem and identified temporary
solutions.
Use resource requirements shown at Annex B to outline resources required by
the team.
Follow specific team action cards – Annex E
Page 12 of 35
SAS & CC CCG Business Continuity Plan
2.4.6 Loss of Utilities







Speak to Premises Management to ascertain for how long the utility is likely to be
unavailable.
Consider alternative methods of gaining utilities.
Consider staff working from alternative locations.
Inform staff and visitors coming into the building that you are without the specific
utility.
Consider health and safety implications for staff and visitors.
Use resource requirements shown at Annex B to outline resources required by
the team.
Follow specific team action cards – Annex E
2.4.7 Loss of Key Equipment





Identify whether loss is temporary or permanent. If temporary, ascertain likely
length of time.
Consider bringing in equipment from alternative suppliers (see Suppliers section).
Consider how long this will take and initiate early enough to meet Recovery Time
Objectives for critical functions.
Consider other methods of delivering functions / workarounds.
Use resource requirements shown at Annex B to outline resources required by
the team.
Follow specific team action cards – Annex E
2.4.8 Loss of Fuel
National Emergency Plan for Fuel, if activated, has primacy.







Staff travel should be kept to a minimum. Only attend vital meetings.
Consider using teleconferencing and video-teleconferencing facilities.
Consider staff sharing lifts to work.
Consider staff working from home.
Consider whether staff could work from alternative premises nearer to their
homes.
Staff should be encouraged to drive economically.
Consider whether staff can use public transport or stay at nearby hotels or other
peoples’ houses.
Page 13 of 35
SAS & CC CCG Business Continuity Plan
3.0
Recovery
The Recovery phase should address the following:









Returning to normality.
Returning to normal building.
Getting displaced staff back to the building.
Organising a debrief.
Writing a debrief report.
Identifying lessons.
Incorporating lessons identified into the BCP.
Media management.
Communication with partners, suppliers, customers and senior management.
Page 14 of 35
Annex A: Contact List
BLUE
GREEN
STAFFORD STAFF - Staffordshire Place 2
CANNOCK STAFF
Staff Contacts
Name
Position
Tel No.
01785 355805
07860 593881
[email protected]
01785 356957
[email protected]
01785 356739
07794 501888
[email protected]
01785 355797
07790 619188
[email protected]
01785 356944
[email protected]
01785 355826
[email protected]
07723539282
[email protected]
01785 355820
07891 216 133
[email protected]
01785 356982
[email protected]
CARR
Helen
Director of Performance - Base:
Staffordshire Place 2, Stafford
Project Support Officer, Macmillan
Project - Base: Staffordshire Place 2,
Stafford
Urgent Care Support Officer - Base:
Staffordshire Place 2, Stafford
Director of Strategy & Collaborarive
Arrangements - Base Staffordshire
Place 2, Stafford
Admin Support - Base: Staffordshire
Place 2, Stafford
Head of Contracts - Base: Staffordshire
Place 2, Stafford
Interim Personal Health Budget Lead Base: Staffordshire Place 2, Stafford
Pharmaceutical Adviser - (mostly at
practices)- Base: Staffordshire Place 2,
Stafford
Commissiong Support - Base:
Staffordshire Place 2, Stafford
Personal Assistant to Director of
Quality & Safety - Base: Staffordshire
Place 2, Stafford
01785 356584
Joins March 2015
CARTER
Kelly
Admin Support - Base: Staffordshire
Place 2, Stafford
01785 356790
[email protected]
CROWE
Danielle
Temp Admin Support Quality & Safety Base Staffordshire Place 2, Stafford
01785 355772
[email protected]
DERBY
Jackie
Head of Infection Prevention & Control
- Base: Staffordshire Place 2, Stafford
01785 355773
07890 320626
[email protected]
DIXON
Colleen
Pratice Pharmacist - Base: Staffordshire
Place 2, Stafford
01785 356977
[email protected]
DONALD
Andy
Chief Officer - Base: Staffordshire Place
2, Stafford
01785 355785
07778 492458
[email protected]
DORAN
Mark
Quality Improvement Lead - Base:
Staffordshire Place 2, Stafford
01785 356879
[email protected]
01543 512102
[email protected]
01785 355801
07796 260709
[email protected]
BENNETT
Alex
BENTLEYPARTON Rachel
BIRD
Laura
BLETCHER
Jonathan
BOOTH
Theresa
BROOKES
Michael
BROWN
Christine
BUCKINGHAM
Sam
BUTTERWORTH
Patrick
DUFFELL
Gaynor
EDMONDSON
Adele
Urgent Care Administrative Support Base Cannock Chase Council, Beecroft
Road
Communications & Engagement
Manager - Base: Staffordshire Place 2,
Stafford
Page 15 of 35
Email
Name
Position
Tel No.
Email
ELEY
Claire
CMT Finance Manager (Community &
Mental Health) - Base: Staffordshire
Place 2, Stafford
01785 355793
[email protected]
ELLISON
Amanda
Quality Improvement Facilitator
Nursing homes - Base: Staffordshire
Place 2, Stafford
01785 355776
07872 113095
[email protected]
EVANS
Karen
Programme Manager - Base:
Staffordshire Place 2, Stafford
01785 356952
07860 593880
[email protected]
01785 355774
07973 748685
[email protected]
01785 356992
07540 671326
[email protected]
01785 355990
[email protected]
EVANS
Lisa
FLEET
Clair
FORSTYH
Steve
Head of Qualiry Improvement in
Operations - Base: Staffordshire Place
2, Stafford
Information Governance Support
Officer - CSU- Base: Staffordshire Place
2, Stafford
Lead Nurse Safeguarding Adults - Base:
South East Staffs, Merlin House,
Tamworth
GAVIN
Donna
Urgent Care Manager - Base:
Staffordshire Place 2, Stafford
01785 356954
[email protected]
GOODCHILD
Shirley
Commissioning Manager - Base:
Staffordshire Place 2, Stafford
01785 355806
[email protected]
GROOM
Colin
Assistant Director of Finance - Base:
Staffordshire Place 2, Stafford
01785 355790
07540 671769
[email protected]
GROOM
Tina
Personal Health Budget
Implementation Manager - Base:
Staffordshire Place 2, Stafford
01785 356747
07834 602363
[email protected]
HACKETT
Gill
Admin Support to Chairs - Base:
Staffordshire Place 2, Stafford
01785 355796
[email protected]
HARRIS
Charles
Commissiong Support - Base:
Staffordshire Place 2, Stafford
01785 356989
[email protected]
HAYNES
Andrew
Financial Control Manager - Base:
Staffordshire Place 2, Stafford
01785 355791
[email protected]
HOPPER
Angela
Programme Manager - Base:
Staffordshire Place 2, Stafford
01785 356978
[email protected]
HORLEY
Emma
Senior Information Analyst Staffordshire Place 2, Stafford
01785 355810
[email protected]
HOULDER
Anne-Marie
(Dr)
Chair Stafford & Surrounds CCG
(Governing Body) - GP Based/SP2,
Stafford
c/o Gill Hackett
[email protected]
JEFFERY
Sarah
Primary Care Improvement Manager Base: Cannock Chase Council, Beecroft
Road
01543 512157
07791 694937
[email protected]
JONES
Mark
Strategic Locality Lead
01785 355828
[email protected]
JONES
Paul
Communications and Engagment
Support - Base: CSU base not known
7710919231
[email protected]
Page 16 of 35
Name
Position
Tel No.
Email
JONES
Val
Director of Quality and Safety Staffordshire Place 2, Stafford
01785 355780
07973 268444
[email protected]
LOTT
Tammy
Head of CCG Led Projects - Cannock
Chase Council, Beecroft Road
01543 512114
07527 028176
[email protected]
LUSUARDI
Rob
Direcctor of Operations - Staffordshire
Place 2, Stafford
01785 355798
[email protected]
MAHON
Melanie
Senior Commissioning Manager - Base:
Cannock Chase Council, Beecroft Road
01543 512393
07701 396148
[email protected]
MASON
John
McGARVIE
Laura
Financial Recovery Plan - Base:
Staffordshire Place 2, Stafford
Admin Support for Angela Hopper Base: Home & Staffordshire Place 2,
Stafford
Executive Assistant to Chief Officer Base: Staffordshire Place 2, Stafford
McHUGH
Claire
MAYER
Fran
01785 355997
01785 356980
[email protected]
01785 355799
[email protected]
Executibe Assistant to Paul Simpson Base: Staffordshire Place 2, Stafford
01785 355782
[email protected]
McMAHON
Johnny (Dr)
Chair Cannock Chase CCG - GP
Based/Staffordshire Place 2, Stafford
c/o Gill Hackett
[email protected]
MILLAR
Lynn
Head of Primary Care - Base:
Staffordshire Place 2, Stafford
01785 355803
07568 116700
[email protected]
MITCHELL
Laura
Financial Planning Officer - Base:
Staffordshire Place 2, Stafford
01785 355786
[email protected]
MORGAN
Jeanette
Pharmaceutical Adviser - Base:
Staffordshire Place 2, Stafford
07528 364347
[email protected]
NORTON
Jenny
Project support Officer - Base:
Staffordshire Place 2, Stafford
01785 356953
[email protected]
OLIVER
Chris
Urgent Care Lead - Base: Staffordshire
Place 2, Stafford
01785 355779
07977 667797
[email protected]
PALIN
Justine
01785 356964
07714 920492
[email protected]
01785 355781
[email protected]
PERRY
Anne
Macmillan Programme Director - Base:
Staffordshire Place 2, Stafford
Head of Communications &
Engagement - Base: Staffordshire Place
2, Stafford
Finance Manager - Base: Staffordshire
Place 2, Stafford
01785 355792
[email protected]
PETTIGREW
Ashleigh
Senior Commissioning Manager - Base:
Staffordshire Place 2, Stafford
01785 355807
07701 396149
[email protected]
PODMORE
Kat
Senior Urgent Care Manager - Base:
Staffordshire Place 2, Stafford
01785 355808
07772 009871
[email protected]
PRICE
Janette
Personal Health Budget Case Manager Base: Staffordshire Place 2, Stafford
01785 356748
07834 602364
[email protected]
REDDY
Sharuna
Pharmaceutical Advisor (mostly in
practices)- Base: Cannock Chase
Council, Beecroft Road
01543 512135
07530 086158
[email protected]
REVILL
Tracey
Governance Manager - Base:
Staffordshire Place 2, Stafford
01785 355802
07772 860269
[email protected]
PARKER
Tamsin
Page 17 of 35
Name
Position
Tel No.
Email
RICHMOND
Bettyann
Administration Assistant -Base:
Staffordshire Place 2, Stafford
01785 355822
[email protected].
uk
RIDOUT
Vanessa
Personal Assistant to Macmillan Team
01785 356738
[email protected]
ROBERTS
Kay
Quality Improvement Manager - Base:
Staffordshire Place 2, Stafford
01785 355778
[email protected]
RUSHTON
Andy
Contract Manager - Base: Staffordshire
Place 2, Stafford
01785 355843
[email protected]
SIMPSON
Paul
Director of Finance - Base Staffordshire
Place 2, Stafford
01785 355784
[email protected]
SMITH
Mike
CMT Finance Manager (Acute) - Base:
Staffordshire Place 2, Stafford
01785 355838
[email protected]
SMITH
Sharon
Programme Management Office
Support Manager - Base: Staffordshire
Place 2, Stafford
01785 355811
[email protected]
STEWART
Jennie
CSU Administration Support - Base:
Staffordshire Place 2, Stafford
01785 356598
[email protected]
TANNER
Andrew
Temp Assistant Director of Operations Base: Staffordshire Place 2, Stafford
01785 356596
07900 056265
[email protected]
TAYLOR
Sue
Senior Financial Controller - Base:
Staffordshire Place 2, Stafford
01785 355789
[email protected]
TOLLEY
Lynn
Head of Quality Improvement in
Contracts and Performance - Base:
Staffordshire Place 2, Stafford
01785 355775
07736 365101
[email protected]
01785 355812
[email protected]
01543 512108
[email protected]
TURNER
Sarah
WALKER
Liesa
Primary Care Improvement Support
Officer - Base: Staffordshire Place 2,
Stafford
Medicines Management Specialist
Audit Facilitator - Base: Cannock Chase
Council, Beecroft Road
WAKELEY
Martin
Programme Director - Base:
Staffordshire Place 2, Stafford
01785 356978
[email protected]
WIDDOWSON
Heather
Children's Safeguarding Lead - Base:
Merlin House, Tamworth
01785 355995
[email protected]
WOOD
Jessica
Executive Assistant to Rob/Lynn &
Jonathan - Base: Staffordshire Place 2,
Stafford
01785 355794
[email protected]
WOODS
Katie
Primary Care Support Officer - Base:
Cannock Chase Council, Beecroft Road
01543 512100
[email protected]
YOUNG
Sally
Executive Assistant Chief Executive Base: Staffordshire Place 2, Stafford
01785 355800
07712 854209
[email protected]
Page 18 of 35
Stafford and Surrounds GP Practice Members
Practice
Practice Manager
Email
Telephone
Brewood (The Surgery)
Gill Bowers
[email protected]
0844 4770924
Browning Street Surgery
Lynne Johnson
[email protected]
01785 258249
Castlefields Surgery
Lorraine Cleary
[email protected]
01785 223012
Crown Surgery
Lynda Martin-Lay
[email protected]
01785 850226
Sue Griffiths
[email protected]
01785 813538
Nicola Greaves
[email protected]
01785 822220
Sarah McGrady
[email protected]
01889 881206
Lisa Smith
[email protected]
01785 242172
Mansion House Surgery
Carol Rodgers
[email protected]
01785 815555
Mill Bank Surgery
Kate Tomkins
[email protected]
01785 258348
Penkridge Medical
Practice
Amanda Page
[email protected]
01785 712300
Carrie-Ann Bailey
[email protected]
[email protected]
01785 251134
[email protected]
01785 258161
Cumberland House
Surgery
Gnosall Health Centre
Hazeldene House
Surgery
Holmcroft Surgery
Rising Brook Surgery
Weeping Cross Health
Centre
Wolverhampton Road
Surgery
Steve Powell
Val D'Arcy
Page 19 of 35
01785 662505
Cannock GP Practice Members
Practice
Practice Manager
Email
Telephone
Aelfgar Surgery
Beccy Smith
[email protected]
01889 579276
Bideford Way Surgery
Gill Harper-Potts
[email protected]
01543 571055
Brereton Surgery
Chadsmoor Medical
Practice
Suganthi Sivanesan
[email protected]
01889 575560
Louise Pike
[email protected]
01543 571650
The Colliery Practice
Heather Brace
[email protected]
01543 435390
Essington Medical Centre
Sharon Bibb
[email protected]
01922 470130
Landywood Lane Surgery
Great Wyrley Health
Centre
Great Wyrley (The
Surgery)
Heath Hayes Health
Centre
Dr Chandra
Margaret Broome
[email protected]
01922 414315
Tina Taylor
[email protected]
01922 414948
Jayanthi Kukathasan
[email protected]
01922 415151
Pauline Scott
[email protected]
01543 278461
Hednesford Valley Health
Centre
Pat Carless
[email protected]
01543 870560
Meenachi Murugan
[email protected]
01543 870570
Susan Ketchion
[email protected]
01543 870580
Hednesford Valley Health
Centre
Aung Yi
[email protected]
01543 870590
High Street Surgery
Lynda Kirkham
Fiona HamiltonClarke
[email protected]
01922 701280
[email protected]
01889 582244
Moss Street Surgery
Clive Cropper
[email protected]
01543 504477
Newhall Street Surgery
Tracy Talbot
[email protected]
01543 506511
The Nile Practice
Jacqui Harrison
[email protected]
01922 702240
Norton Canes Practice
Jenny Painter
[email protected]
01543 279232
Norton Canes Surgery
Clare Banner
[email protected]
01543 279500
The Quinton Practice
Kim Cyster
[email protected]
01922 415515
Rawnsley Road Surgery
Elaine Mellor
[email protected]
01543 877842
The Red Lion Surgery
Gill Clayton
[email protected]
01543 576138
Sandy Lane Surgery
Patsi Hemmingsley
[email protected]
01889 572057
Dr Murugan
Hednesford Valley Health
Centre
Dr Singh & Dr Manickam
Hednesford Valley Health
Centre
Dr Yi & Dr Aungyi
Horsefair Practice
Page 20 of 35
Annex B: Business Impact Analysis (BIA)
Impact Assessment: Impacts of Loss of Function(s)
Delivery
Area
Amount of time disrupted
Function
Urgent Care Team
(On Call in hours)
CCG Directors
(On Call out of hours)
Strategy & Collaborative Projects
(Commissioning)
Finance and Performance
Administration
Governance
Quality and Safety
Primary Care
(Inc Medicines Management)
Communication and Engagement
>4 hours
>8 hours
>24 hours
>3 days
1 week
2 weeks
or over
Medium
High
High
High
High
Very High
Medium
High
High
High
High
Very High
Low
Medium
Medium
High
High
Very High
Low
Low
Low
Low
Medium
Low
Low
Low
Medium
Medium
Medium
Low
High
Medium
Medium
Medium
High
High
High
High
Very High
Very High
Very High
Very High
Low
Low
Low
Medium
High
Very High
Low
Low
Low
Medium
High
Very High
Impact if
completely lost
Low = Irritating but not materially affecting the organisation, nor costing the organisation financially.
Medium = Some concern over missed deadlines; working patterns altered significantly; potential impact on organisation; limited
customer concerns. A relatively low cost to the organisation
High = Organisation seriously affected; deadlines missed; service levels not met; potential Health and Safety issues; significant
customer impacts / concerns; impact on reputation. Has a moderate to high cost to the organisation
Very High = Ability to continue in business seriously threatened; in breach of obligations / SLAs; doors closed for further business;
long term impacts uncertain. Has an extremely high cost to the organisation.
Page 21 of 35
Critical Functions
Critical Function
Recovery Time Objective
Time Sensitivity
Immediately Critical Functions (High or above after 24 hours)
CCG On Call
2 – 4 hours
24 hours
Progressively Critical Functions (High or above after 1 week)
Strategy & Collaborative Projects
(Commissioning)
24 hours
2 days
Finance and Performance
24 hours
2 days
Administration
3 days
5 days
Governance
3 days
5 days
Quality and Safety
3 days
5 days
Primary Care
(Inc Medicines Management)
3 days
5 days
Communication and Engagement
3 days
5 days
Page 22 of 35
Risk Assessment
Threat or
Risk
Descriptor
Likelihood
(1-5)
Impact
(1-5)
Risk Score
5
4
20
Measures to Mitigate / Minimise the
Consequences
Likelihood
post
mitigation
Impact
Post
Mitigation
Final Risk
Score
5
2
10
3
3
9
2
1
2
Loss of Staff
This could occur due to sickness,
such as Pandemic Influenza.
Pandemic Influenza could cause a
potential absentee rate of up to
50%.
Loss of ICT
This could occur due to power
failure, virus or infrastructure
damage
3
4
12
 Mobile working – Laptops/Mobiles
 Alternative working locations
 Home working - access to home
internet connection
Loss of
Property
The building may become
unsuitable for a number of reasons,
including fire, flood, contamination
etc.
2
2
4
 Mobile working – Laptops/Mobiles
 Alternative working locations
 Home working
Loss of
Supplier
This could happen due to pandemic
flu, business failure, fire, flood,
severe weather etc.
Loss of Fuel
This could occur due to national
shortage or fuel taker drivers’
Industrial Action.
3
3
9
 Mobile working – Laptops/Mobiles
 Walk to nearest office if possible
 Home working
3
2
6
Loss of
Utilities
This could occur due to severe
weather, fire/explosion, water
shortages, power cut, infrastructure
damage or solar activity.
4
3
12
 Mobile working – Laptops/Mobiles
 Alternative working locations
 Home working
4
2
8
Loss of Key
Equipment
This could occur due to flood, fire,
contamination, power surge, etc.
2
3
6
2
2
4
 Cross covering workloads in teams
N/A
 Equipment is held with each member
of the team. Taken home at the end
of the day.
Page 23 of 35
SAS & CC CCG Business Continuity Plan
Essential Resource Requirements
SAS & CC CCG Essential Resource Requirements
Minimum number required
Priority
Order
Description
On
Day 1
Within
1 Week
Within
1 Month
Normal
Business
Equipment
1
PC / Docking Station
10
20
30
30
2
Landline Telephone
5
10
10
10
3
Desks / Chairs
10
20
30
30
4
Printer / Photocopier
0
1
1
2
5
Whiteboard
0
1
1
2
ICT
Software / Application
Recovery Point
Objective
1
Outlook
24 hours
2
Microsoft Packages
(Word, Excel, etc)
24 hours
3
Invoice System
24 hours
Note
On average around 36 members of staff have access to immediate remote working capabilities via iphone, ipad and/or laptop, which are
carried with them at all times. Laptops can access the network from any CCG office across Staffordshire and staffs home internet.
Page 24 of 35
SAS & CC CCG Business Continuity Plan
Annex C: METHANE (Incident Notification) Sheet
Name of Caller:
Originating Organisation:
Emergency Service Incident Number:
Date and Time of Call:
Contact Number: (Mobile and Landline)
Major Incident:
DECLARED
/
Exact location: (Grid Reference, directions etc)
Type of incident: (Rail, chemical etc)
Hazards: (Present and potential)
Access: (Direction of approach/egress)
Number of casualties: (Number, severity and type)
Emergency Services activated and responding: (Present and required)
Police
Fire
Ambulance
Page 25 of 35
STANDBY (Circle)
Sheet No:
Annex D: Incident Log Sheet
No
Date
Time
Record
Page 26 of 35
Initials
SAS & CC CCG Business Continuity Plan
Annex E: Specific Department Action Cards
On Call
Recovery Tasks
1
Consider handing over on call responsibilities to
alternative director not affected by the incident
On Call Commander to follow the below actions:
2
Establish your communication channels
Actions Required
 Consider and identify alternative and agree timescale
 Ensure as On Call Commander you are contactable and aware of
capacity and demand as your on call role requires.
3
On Call Pack
 On Call pack to hand
4
Establish Key Messages
 Confirm key messages to go out to internal and external
stakeholders
 Inform of priorities
5
Action Plan
 Establish action plan depending on BCP incident
Page 27 of 35
Action Card
Strategy & Collaborative Projects (Commissioning)
Recovery Tasks
Actions Required
1
Prioritise work based on current schedule
 Hold team meeting either face to face, via conference call or email
Tender processes Prioritise or cancel any non-essential events or
meetings
2
Establish Key Messages
 Confirm key messages to go out to internal and external
stakeholders
 Inform of priorities
3
Action Plan
 Establish action plan for the above and maintenance of system and
QIPP projects
Page 28 of 35
Action Card
Finance
Recovery Tasks
Actions Required
1
Prioritise contract monitoring work based on
current schedule
 Confirm remote access to server is functioning, to enable contract
monitoring.
 Check communication with colleagues within other organisations
(CSU etc.) is viable.
 Confirm that CMT is continuing to perform contract monitoring work
 Hold team meeting including CMT colleagues either face to face,
via conference call or email
 Prioritise business critical contract monitoring reports
 Prioritise or cancel any events or meetings
2
Prioritise financial monitoring and management
 Confirm remote access to server is functioning, to enable financial
monitoring and management and access to ISFE.
 Check communication with colleagues within other organisations
(CSU etc.) is viable.
 Confirm that CSU embedded accountant is continuing to perform
financial monitoring and management
 Hold team meeting including CSU colleagues either face to face,
via conference call or email
 Prioritise business critical reports paying particular attention to any
NHSE or corporate reporting requirements
 Prioritise or cancel any events or meetings
Page 29 of 35
Action Card
Performance and Data Analysis
Recovery Tasks
Actions Required
1
Prioritise data analysis work based on current
schedule
 Confirm remote access to server is functioning, to enable data
extraction required.
 Hold team meeting either face to face, via conference call or email
Check communications with colleagues within other organisations
(CSU etc.) is viable.
 Prioritise business critical reporting. Prioritise or cancel any events
or meetings
2
Prioritise performance monitoring work based on
current schedule
 Confirm remote access to server is functioning, to enable
extraction of performance monitoring data. Check communication
with colleagues within other organisations (CSU etc.) is viable.
Confirm that BI is continuing to undertake performance monitoring
 Hold team meeting including BI colleagues either face to face, via
conference call or email Prioritise business critical performance
monitoring reports Prioritise or cancel any events or meetings
Page 30 of 35
Action Card
Administration
Recovery Tasks
Actions Required
1
CCG First Point of Contact
 Try to ensure that all landlines are forwarded to the main Reception
number which would forward to a designated mobile number.
2
Meeting Management
 Remotely access meetings folders and continue to work remotely.
(Need to ensure that IT resources are available for admin staff)
3
Diary Management and Appointment
 Remotely access diary calendars and continue to work remotely.
(Need to ensure that IT resources are available for admin staff)
4
Booked meetings in CCG Rooms
 Remotely access diary calendars and continue to work remotely.
(Need to ensure that IT resources are available for admin staff)
5
Single point of contact
 Remotely access folders and continue to work remotely
Page 31 of 35
Action Card
Governance
Recovery Tasks
Actions Required
1
Freedom of Information requests
 Regain access to FOI folder on shared network location as soon as
possible.
 Liaise with colleagues in CSU Information Governance team to see
what support they can provide.
 Consider asking CSU Information Governance team to ask
applicants for deadline extensions.
 Prioritise responses for those requests that are nearest to their
deadline date.
2
Risk Management
 Regain access to online risk register as soon as possible.
 In the absence of a current version of the risk register refer to older
versions, if available.
3
Reports for CCG Committees
 Regain access to the information required for the completion of
these reports as soon as possible. Required information is saved
on the CCG’s shared network location.
4
Access to Governance Information, including CCG
policies
 Regain access to policies stored on shared network location as
soon as possible.
 Refer to hardcopies, if available.
5
Access to Governance Team
 All members of Governance Team are contactable via mobile
phones and thus should be available even in the event of a
systems failure.
Page 32 of 35
Action Card
Quality and Safety
Recovery Tasks
Actions Required
1
Allocate “Datix” Insight System for the reporting of
soft intelligence and significant events
 Quality Team would base themselves at an alternative site as the
system is centralised within the CSU.
2
SI Reporting
 Quality Team would utilise the providers systems to extrapolate the
data required for quality monitoring and assurance. CSU systems
would support and the CCG Quality Team could base them-selves
at an alternative site within the CCG/CSU economy to gain
respective data. Smart phones can be used to access emails.
Deploy staff to the provides/CSU/Other CCG bases
3
CQRM
 Providers hold data information which could be sourced and the
quality team would utilise paper format in the short-term and mobile
phones for telephone conversations. Smart phones can be used to
access emails. Deploy staff to the provides/CSU/Other CCG bases
4
Quality Schedule and CQUINS
 Continue with paper format and utilise CSU/Providers for data.
Quality Team to be based elsewhere. Deploy staff to the
provides/CSU/Other CCG bases
5
Quality Announced and Un-announced Visits
 Visits can still go ahead and mobile phones utilised to access
details/communicate. Deploy staff to the provides/CSU/Other CCG
bases to continue to work.
Page 33 of 35
Action Card
Primary Care
Recovery Tasks
Actions Required
1
GP Payments
 Review any upcoming payments and ensure these get processed.
2
Prioritise workload
 Meet to discuss current workload and what priorities are. Time of
year dependent on differing demands
Medicines Management
Recovery Tasks
Actions Required
1
First point of contact for any prescribing/medicines
management queries
 All members of team are contactable via mobile phones and thus
should be available even in the event of a systems failure.
2
Monitoring prescribing data
 Able to access information resources remotely
3
Carry out prescribing Audits in practice
 All audit report templates are stored on the CCG shared drive,
should be able to access remotely
4
Reports for CCG Committees
 Regain access to the information required for the completion of
these reports as soon as possible. Required information is saved
on the CCG’s shared network location.
Page 34 of 35
Action Card
Communication and Engagement
Recovery Tasks
Actions Required
1
Prioritise work based on current schedule
 Hold team meeting either face to face, via conference call or email
Tender processes
 Prioritise or cancel any non-essential events or meetings
2
Establish Key Messages
 Confirm key messages to go out to internal and external
stakeholders
 Inform of priorities
3
Action Plan
 Establish action plan for the above and communication with press,
stakeholders, partners and the public.
Page 35 of 35