4.1.3. New Modules for Crisis Management Planning

We have introduced a new suite of modules in the BCM application designed to help organizations define, execute, and track Crisis Management Plans (CMPs). These modules provide a structured framework for crisis preparation, response, and recovery, enabling organizations to effectively manage disruptions and minimize their impact on operations.

1. Defining Crisis Management Plans
2. Executing Crisis Management Plans
3. Tracking Crisis Management Plans

Overview of CMP Modules:

1. Defining Crisis Management Plans

The Define Crisis Management Plan module enables users to create a comprehensive, actionable plan for managing potential crises.

Key Features

• Plan Scope & Coverage:
  
  • Specify the plan’s effective date and coverage areas (site, business division, business line).
  • Link related business continuity plans (BCPs) and disaster recovery plans (DRPs) for a coordinated crisis response.
    
• Business Impact Analysis (BIA):
  
  • Leverage existing BIAs to assess the impact of crises on critical business processes.
    
• Crisis Management:
  
  • Outline crisis recovery, prevention, and response procedures.
    
• Communication:
  
  • Establish a communication strategy, manage key contact groups (e.g., emergency contacts, stakeholders, and regulatory bodies), and assign outreach responsibilities.
    

    **Note that contact management responsibilities are pre-assigned based on location and department but can be customized here as needed. For more details on this feature, click here.

1A. Crisis Management Plan Creation & Approval Workflow

This module streamlines and standardizes the creation and approval of CMPs through a built-in workflow, ensuring consistency and efficiency. The workflow consists of the following steps:

• Draft & Submit: The planner creates the CMP and submits it for review.
  
• Review & Feedback: The assigned reviewer evaluates the plan and either:
  
  • Approves it, completing the workflow.
  • Returns it with comments for revision.
    
• Revise & Resubmit: The planner revises the CMP based on feedback and resubmits it for another review cycle.

2. Executing Crisis Management Plans

The Execute Crisis Management Plan module supports the real-time implementation of an established CMP during a crisis.

Key Features

• Plan Selection & Filtering:
  
  • Choose an approved CMP for execution and filter information by criteria such as site, disaster type, or threat vector.
    
• Initiate Related Plans:
  
  • Trigger the implementation of related BCPs or DRPs to support broader recovery efforts.
• Notify Process Owners:
  
  • Send alerts to process owners with instructions to implement workarounds for critical operations.
    
• Initiate Action Items
  
  • Trigger predefined or ad-hoc crisis management actions for execution, assigning them to designated owners.
    
• Manage Communication
  
  • Coordinate communication with key groups through designated individuals or roles.

2A. Crisis Management Plan Execution & Closure Workflow

The CMP execution workflow mirrors the enhanced execution workflow for BCPs and DRPs, following these key steps:

• Trigger Tasks & Actions: The plan manager initiates the necessary tasks and actions, which are automatically assigned to the appropriate individuals or roles.
• Monitor Progress & Ensure Completion: The manager oversees task progress, ensuring all tasks are completed before submitting the plan for finalization.
• Sign Off & Document Insights: The manager formally approves the executed plan and documents lessons learned to inform future improvements.

*For detailed guidance on navigating this workflow, refer to the Execute Plans section of this manual.

3. Tracking Crisis Management Plans

The application provides two dedicated modules for tracking and accessing CMPs.

• List of Crisis Management Plans: Displays all defined CMPs.
• List of Executed Crisis Management Plans: Displays all executed CMPs.

Both modules offer similar features, including:

• Data Filtering:
  
  • Filter plans by site, business division, or business line.
    
• Plan Overview:
  
  • View key details such as:
    • Plan status (active or inactive)
    • Effective date and execution start date (for executed plans)
    • Related site, business division, and business line
    • Plan creator and reviewer (for defined plans)