Ministry Exercise Program

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					                             Scenario for Exercise “Call-Me-Out”


You are the BCP Manager.


It is 3:30 PM on Friday afternoon. You are sitting at your desk in a rare moment of calm. The
long weekend is just about here, and you allow yourself to think about the great time you are
going to have camping at the lake.


The phone rings, and suddenly you are brought back to reality. You answer it, and instantly
the plans for your weekend are changed. There has been a devastating fire in your remote
facility. Critical and vital services have been interrupted. Key members of your organization
have been displaced. Details of the event are sketchy. No one knows when, or even if you
will be allowed to return to your facility. How is this going to impact your services? With the
weekend so near, will your Business Continuity Team be accessible? Will you need to activate
your Business Continuity Plan (BCP)?


The phone rings again…….this time it is your Deputy Minister. Her office just received a call
from the Infrastructure group. They have indicated that your facility has been heavily damaged
by fire, smoke and water. Fire investigations are expected to take a couple of days. The
repairs necessary will make it inaccessible for at least a couple of weeks, perhaps a month.


The DM has asked your opinion on activation of the BCP. She believes it should be activated.
You agree. The DM has indicated that she wants you to initiate the process by contacting all
the members of your BCP Team and activating your ROC. In addition, she wants each of the
Division managers to contact their respective continuity team personnel to ensure that they
understand the situation and that they will be ready to respond as directed / requested. The
DM has also requested that you report back to her after everyone on the BCP Team has been
notified, when each of the Division Teams have completed their notification procedures, and
when the ROC is operational.


You open your desk drawer, take out your BCP, your activation flowchart ………
and activation begins…….
                                       Exercise Program
                                       (Completed Example)

Exercise Name:                     Call-Me-Out.

Exercise Class and #:              Operational, O-1.

Exercise Category / Type:          Communications / Activation / Notification.

Exercise Method:                   Validation exercise conducted at the alternate work site
                                   workstations.

Objectives:
 Confirm currency of BCP team call-down list.
 Confirm currency of business unit contact lists.
 Confirm activation of the Alternate Site for your Critical and Vital services.
 Confirm availability and location of current BCPs.

Essential Services to be Exercised:
 Ability to communicate internally.
 The ability to contact BCP Team members.
 The ability to access essential service operations from the alternate site.

Other Elements to be Exercised:
 Individual ability to accurately record and disseminate information.
 Individual knowledge of the BCP contents.

Mandatory Participants:
 All BCP Team members and their alternates.
 Branch Heads and their administrative coordinators.
 Personnel required to operate the alternate site.

Optional Participants:
 Key staff at the discretion of Branch Heads.

Exercise Scope:
 Duration and Time Conditions
  o Conducted during working hours.
  o Approximately three hours.
  o Not to be conducted over lunch.

   Conditions
    o This is an announced exercise.
    o Exercise initiated by telephone by the BCP Team Manager.
    o BCP Team members are expected to contact individuals in accordance with the BCP
      Team Call-down List and advise their Branch Heads of their activities.

Scenario: see attached.
Resource Requirements:
 Facilities
  o Participants work from their normal work spaces.

   Telecommunications
    o The ability to communicate and call staff from the work station (via land line or using a
       cell phone as a back-up).

   Information Technology
    o Use of inter/intranet for access to web site(s), BCP, and Alberta R.I.T.E. Directory.
    o Use of e-mail (optional) for communication and employee and stakeholder contact.

   Human Resources
    o 1 X Exercise Director – BCP Team Manager.
    o 1 X Exercise Observer.
    o As identified within the BCP, personnel for critical and vital services being exercised.

   Administrative Support
    o Office supplies provided by participants.
    o All photocopying to be completed by participants.

   Key Documentation Required
    o Current Ministry BCP.
    o Current business unit contact lists.
    o Current BCP log sheets.
    o Post-exercise reports and critiques.

Exercise Preparation and Coordination:
 The exercise should be announced a minimum of two weeks prior to the exercise date.

Evaluation Criteria and Methods:
 Measure of Effectiveness
   o BCP team call-down list is current.
   o Business unit contact lists are complete.
   o Alternate Site activated for your critical and vital services.
   o Availability and location of current BCPs confirmed.
   o Participants were able to successfully contact all of their key stakeholders within a
      reasonable amount of time.
   o Participants were able to successfully access and activate their critical and vital services
      from their alternate site.
 Method
   o Assess accuracy of information contained on contact lists, e.g., phone numbers.
   o Assess accuracy of information relayed amongst participants.
   o Record the amount time each participant took to contact others.
   o Activate processes and applications from alternate site.
   o Validate required resources are available at alternate site.
   o Exercise critique completed by each participant.

Post-Exercise Follow-Up:
 All exercise critiques should be distributed/collected within 48 hours of exercise completion.
 A consolidated exercise report should be prepared by the Exercise Director and reviewed
  with all participants.
 Exercise report(s) should be distributed to all Branch Heads and executive Committee.
 Lessons Learned should be documented.
 Updates or changes identified should be included in the BCP maintenance plan.

Additional Guidance:
 None for this exercise
                          Exercise Program - Template Contents

The structures for the exercise template are shown in black text. The requirement for the
template contents that must be filled in are shown in blue text.

Exercise Name:             Provide a name that people can use to reference the exercise.

Exercise Class and #:      Administrative or Operational. The number sequences the exercise.

Exercise Category:         This describes the category of the exercise you are conducting.
                           Chose from one or more of the following exercise types:
                           o Accountability.                o Executive Management.
                           o Activation.                    o Human Resources.
                           o Alternate Site.                o Reciprocal Agreements.
                           o Business Unit.                 o ROC.
                           o Business Services.             o Salvage Recovery.
                           o Communications.                o Server Room.
                           o Connectivity.                  o Simulation.
                           o Damage Assessment.             o Telecommunications.
                           o Data Centre.                   o Vendor Contact / Relations.
                           o Data Recovery.                 o Validation.
                           o Desk Top.

Exercise Type:             This describes the type of exercise that you are conducting. Chose
                           from one or more of the following exercise types:
                           o Alert.
                           o Alternate Site.
                           o Back-up.
                           o Check list.
                           o Familiarization.
                           o Facility Validation.
                           o Finance.
                           o Human Resources.
                           o IT.
          o   Live.
          o   Notification.
          o   Operations.
          o   Process Validation.
          o   ROC.
          o   Staff.
          o   Telephone.
          o   UPS.
Exercise Method:           How you will conduct the exercise.

Objectives:                 The purpose for conducting the exercise should be clearly stated.
It may include objectives such as the following:
 Validate the completeness of the BCP.
 Validate the numbers identified for all BCP and Business Unit contacts.
 Validate all numbers identified for external contacts.
 Confirm accessibility, set-up and operation of the ROC.
 Confirm currency of BCP team call-down list.
 Confirm currency of business unit contact lists.
 Confirm availability and location of current BCPs.

Essential Services to be Exercised: Identification of the services that will be exercised.

Other Elements to be Exercised: Identification of the processes and functions the exercise
is expected to validate.

Mandatory Participants: Identification of the resources required to conduct the exercise.

Optional Participants: Identification of the discretionary resources that may be involved in
the exercise.

Exercise Scope:
 Duration and Time Conditions
  o When it is to be conducted (time of day, day of week, etc.).
  o The expected length of the exercise.
  o Conditions or constraints applied to the exercise.

   Conditions
    o Identify the conditions that apply to the exercise:
       If it is a creeping / escalating exercise.
       Whether it is to be announced or unannounced.
       Expectations of the individuals involved and contacted.
    o Who is to initiate the exercise and how it is initiated.
    o Environmental conditions which could affect the exercise.

Scenario: Will set the stage or foundation on which the exercise will be based. This will
include:
 The timing of the event / occurrence:
    o Time of day or night.
    o Day of the week.
    o Time of the year.
 The type and extent of the “disaster event”.
 The physical or environmental conditions that are in place at the time of the event.
    o Extreme weather
        Tornado.                                         Drought.
       Rain / Flooding.                                        Fog.
       Blizzard / Snow.                                        Smog
    o Water damage.
    o Fire / smoke damage.

   The scenario that you develop and on which you have based your exercise, should be
    provided as an attachment to the exercise outline.

Resource Requirements:
 Facilities
  o Identify the facilities that are to be utilized within the exercise.

   Telecommunications
    o Identify telecommunications requirements for the exercise.

   Information Technology
    o Identify the IT Services that will be required for the exercise.

   Human Resources
    o Identify resource requirements to conduct the exercise:
       Number of resources for each function and if possible the recommended resource,
         e.g. :
          1 X Exercise Director – BCP Team Manager.
          1 X Exercise Coordinator / Facilitator.
          2 X Exercise Simulators.
          8 X BCP Team Members.
          1 X Exercise Observer – Disaster Services BCP.

   Administrative Support
    o Administrative requirements of the exercise.
    o Office supplies provided by participants.
    o All photocopying to be completed by participants.

   Key Documentation Required
    o Identify the documentation required, to be referenced, or to be validated through the
       exercise.

Exercise Preparation and Coordination: For announced exercises, the date of the exercise
should be publicized a minimum of two weeks prior to the exercise date.

Evaluation Criteria and Methods:
 Identification of measure(s) of effectiveness that will be used.
   o Participants were able to successfully contact all of their key stakeholders within a
      reasonable amount of time.
   o Participants were able to effectively activate, move to, and operate from their ROC and
      Alternate Site(s).
    o Information was able to be sent to and received from participants through out the
      exercise.

   Method
    o Identify the methods to be used to evaluate the exercise. This may include:
       Assessment of the accuracy of information.
       Time – elapsed or contact intervals.
       An exercise critique completed by each participant.

Post-Exercise Follow-Up:
 Debriefing
 Exercise critiques
 Preparation of a consolidated exercise report.
 Follow-up with all Branch Heads, Executive Committee and exercise participants.

Additional Guidance: Any conditions or information that may assist in the conduct of the
exercise. This could include but not be limited to:
 The number of exercise inputs to be processed.
 A disclaimer for the exercise (if required):
   o With each call that is made, the following statement should be read to the recipient to
       ensue they are aware this is an exercise:
        “This is an exercise! No resources or equipment are to be dispatched. No materials
          or equipment are to be purchased. This message must be repeated on any
          subsequent calls you may make. Do you understand this? This is an exercise!”