10.1.1.4. Communication Strategy

This tab allows users to define the communication strategy associated with the plan.

*For guidance on common form functions, please refer to the dedicated section in the manual.

1. Communication Strategy: A rich text field for outlining the overall communication approach, including communication methods, protocols, and any relevant tools or systems.
2. Emergency Contacts: This section allows users to manage emergency contacts associated with the plan.
   • Step 1: Assign Responsibility
     • Use the Emergency Contacts Responsible dropdown to select the person or role responsible for managing these contacts.
       • This field dynamically loads active users and roles in the system.
   • Step 2: Assign Contacts by Disaster Type & Location
     • For each active disaster type and location combination, use the Emergency Contacts grid to enter the following details:
       • When to Contact: Specify the conditions when this contact should be reached (e.g., immediately upon disaster occurrence).
       • Contact: Select the primary contact from the dropdown. (This field dynamically loads active users.)
         • The following fields populate automatically after selecting and saving a contact:
           • Full Name: Displays the full name of the selected contact.
           • Phone Number: Displays the contact’s primary phone number.
           • Email: Displays the contact’s email address.
           • Address: Displays the contact’s physical address.
       • Alternative Contact: Select a backup contact from the dropdown. (This field dynamically loads active users.)
       • Secondary Email: Enter an additional email address, if needed.
       • Office: Enter the office location of the contact.
       • Type: Select the contact type (i.e., Business, IT). (This field uses a predefined, fixed list.)
3. Key Supplier and Customer Contacts: This section allows users to manage contacts for key suppliers and customers.
   • Step 1: Assign Responsibility
     • Use the Key Supplier and Customer Contacts Responsible dropdown to select the person or role responsible for managing these contacts.
       • This field dynamically loads active users and roles in the system.
   • Step 2: Add New Contacts
     • Click the Add button. A new row will appear in the contacts grid.
   • Step 3: Enter Contact Details
     • For each key supplier or customer contact, provide the following information:
       • Vendor ID: Enter the unique identification number of the supplier or customer.
       • Address: Enter the supplier’s or customer’s physical address.
       • Zip Code: Enter the postal code associated with the address.
       • Company: Specify the name of the supplier or customer’s company.
       • Contact Full Name: Enter the full name of the primary contact person.
       • Phone Number: Enter the primary contact’s phone number.
       • Mobile Number: Enter the contact’s mobile phone number.
       • Email: Enter the contact’s email address.
       • When to Contact: Specify the conditions when this contact should be reached (e.g., in case of supply chain disruption).
       • Functional Responsibility: Select the functional responsibility of the contact. (This field dynamically loads active departments.)
       • Type of Contact: Select the contact type (i.e., Key Customer, Key Supplier). (This field uses a predefined, fixed list.)
4. External Emergency Contacts: This section allows users to manage contacts with external emergency services or agencies.
   • Step 1: Assign Responsibility
     • Use the External Emergency Contacts Responsible dropdown to select the person or role responsible for managing these contacts.
       • This field dynamically loads active users and roles in the system.
   • Step 2: Add New Contacts
     • Click the Add button. A new row will appear in the contacts grid.
   • Step 3: Enter Contact Details
     • For each external emergency contact, provide the following information:
       • Emergency Provider: Enter the name of the emergency service provider (e.g., Fire Department, Medical Service).
       • Contact Full Name: Enter the full name of the primary contact person.
       • Contact Info #1: Enter the primary contact information (e.g., phone number or email address).
       • Contact Info #2: Enter an additional contact method (e.g., secondary phone number or alternative email).
       • Contact Address / Website: Provide the physical address or website URL of the emergency provider.
       • Location: Select the location associated with this contact. (This field dynamically loads active sites.)
       • When to Contact: Specify the conditions when this contact should be reached (e.g., fire emergency, medical incident).
5. Regulatory Contacts: This section allows users to manage contacts with regulatory bodies or authorities.
   • Step 1: Assign Responsibility
     • Use the Regulatory Contacts Responsible dropdown to select the person or role responsible for managing these contacts.
       • This field dynamically loads active users and roles in the system.
   • Step 2: Add New Contacts
     • Click the Add button. A new row will appear in the contacts grid.
   • Step 3: Enter Contact Details
     • For each regulatory contact, provide the following information:
       • Company: Enter the name of the regulatory agency or authority (e.g., Environmental Protection Agency, Financial Services Commission).
       • Contact Full Name: Enter the full name of the primary contact person.
       • Contact Info #1: Enter the primary contact information (e.g., phone number or email address).
       • Contact Info #2: Enter an additional contact method (e.g., secondary phone number or alternative email).
       • Contact Address / Website: Provide the physical address or website URL of the regulatory agency.
       • Location: Select the location associated with this contact. (This field dynamically loads active sites.)
       • When to Contact: Specify the conditions when this contact should be reached (e.g., legal requirements, compliance checks).
6. Submit Form: A button for submitting the completed form.
   • Upon submission, this form will trigger the Plan Review & Approval workflow. The assigned reviewer will be tasked with reviewing the plan.
     

     *Users should ensure all tabs are fully completed and requirements are met before submission.

!If no responsibility is assigned to a contact group, no tasks will be triggered for that group during the plan execution or simulation.