WELSH BOXING
Business Continuity Plan
Aim
To prepare Welsh Boxing to deal with the effects of an emergency, ensuring business
continuity.
Business Continuity Plan (BCP) Objectives

To define and prioritise the critical functions of the business

To analyse the emergency risks to the business

To document the procedure for responding to an emergency

To identify key personnel to contact in event of an emergency

To ensure that all key personnel are trained and understand how to deliver the
required response to an emergency
1.
BCP Objective 1 - Critical Functions of the Business
1.1
Financial systems – Welsh Boxing is absolutely dependant upon the robustness and
sustainability of its financial systems. This area is a high risk to business continuity
and requires effective planning to protect systems and critical and sensitive
information.
1.2
Information Technology – Welsh Boxing strives to reduce its carbon footprint
wherever possible. In line with this principle, Welsh Boxing relies heavily on an
information technology system supported by Sport Wales which provides 24 hour
(office/remote) access to information. This area is a high risk to business continuity
and requires effective planning to protect system and critical and sensitive
information.
1.3
Staff Welfare – Welsh Boxing recognise that its staff is its single biggest asset. As
such it has a responsibility to ensure that effective plans are in place to protect its
staff in the event of an emergency. This aspect of the business is viewed as a high
risk to continuity and requires effective planning to protect staff.
1.4
Athlete Welfare – Welsh Boxing is responsible for the safety and welfare of
athletes, both in the UK and overseas. Safety is of paramount importance and as
such robust plans need to be in place for every occasion when Welsh Boxing has a
‘duty of care’ over its athletes. This area is a high risk to business continuity and
requires effective planning to protect the welfare of athletes.
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Welsh Boxing BCP May 2015
1.5
Event and Participant Welfare – Welsh Boxing is, either wholly or in part,
responsible for the safety and welfare of participants in grass roots programmes
and/or at events organised either through it own actions or through association with
partners. This area is viewed as a high risk to business continuity due to negative
impact on business brand and profile and thereby requires effective planning to
protect the welfare of participants and signature events.
1.6
Premises – Welsh Boxing operates from 1 designated office space, this being the
Welsh Boxing Office, Sport Wales National Centre. All business sensitive information
is kept at this location. This is viewed as high priority.
1.7
Company Funding – Welsh Boxing is absolutely dependant upon its funding
relationship with the Welsh Government and Sport Wales. This area is viewed as
being of a critical priority to the ongoing business continuity of Welsh Boxing.
1.8
Key Documentation – Welsh Boxing carries ‘hard copy’ documentation on company
sensitive matters. The protection of this information is considered significant in
business continuity terms and is deemed of medium priority.
2. BCP Objective 2 – Analysis of Emergency Risks
Glossary of Terms
ERC – Emergency Response Co-ordinator
Ch - Chair of the Board
OL - Office Lead
PM - Performance Lead
AO - Administration Officer
2.1
Premises: Head Office based at Sport Wales
Risk
Impact
2.1.1
2.1.2
2.1.3
2.1.4
2.1.5
Risk
Risk
Risk
Risk
Risk
high
high
low
high
high
2.2
Internet Security
2.4.1
2.4.2
2.4.3
Risk of internet theft
Risk of hacking
Risk of catastrophic server failure
2.3
Athlete Welfare
2.5.1
2.5.2
2.5.3
2.5.4
Risk of personal harm
Risk of overseas related issues
Risk of abuse e.g.physical,emotional Risk of death
-
of
of
of
of
of
Flooding
Fire
theft
terrorism
eviction
-
low
low
high
low
low
-
medium
low
medium
2
low
medium
medium
low
medium
medium
high
high
high
high
high
ERC
OL
OL
Ch / OL
OL
Ch
OL
OL
OL
PL
PL
PL
PL
Welsh Boxing BCP May 2015
2.6
Finance
2.6.1
2.6.2
2.6.3
2.6.4
2.6.5
Risk
Risk
Risk
Risk
Risk
2.7
Media
2.7.1
Negative Media coverage
2.8.
Staffing
2.8.1
2.8.2
2.8.3
2.8.4
2.8.5
Risk
Risk
Risk
Risk
Risk
2.9
Participant / Event
2.9.1
2.9.2
Risk of physical harm / abuse
Risk of catastrophic event incident
of
of
of
of
of
of
of
of
of
of
theft of cash from premises internet theft
theft of cash outside premisestheft of cash overseas
significant funding cuts
-
-
physical harm / abuse
illness across all staff
mass staff departure
death
lack of staff succession plan -
-
low
medium
low
medium
low
low
high
low
high
high
OL
OL
OL
PL
Ch
medium
medium
Ch
low
low
low
low
low
high
medium
high
high
low
Ch
Ch
Ch
Ch
Ch
medium
low
high
high
Ch / PL
Ch / PL
3. BCP Objective 3 Emergency Response Procedure
3.1 For all emergency response situations please:
3.1.1
Keep a log of immediate actions taken
3.1.2
Contact the emergency services (if required and in line with common
practice)
3.1.3 Contact the Emergency Response Co-ordinator (ERC) identified for that situation
(see above for ERC against analysis of emergency risks)
3.2 The ERC will then:
3.2.1 Keep a log of actions taken
3.2.2 Convene / contact the Emergency response team (ERT= Chair/OL/PL for defined
risk area)
3.2.3 Identify functions disrupted
3.2.4 IF SAFE TO DO SO identify damage
3.2.5 Provide information to Board / staff
3.2.6 Agree a course of action with ERT
3.2.7 Communicate decisions to staff and relevant partner organisations
3.2.8 Provide information to the public to maintain reputation and business
3.2.9 Arrange response review / debrief
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Welsh Boxing BCP May 2015
3.3 Post emergency to Review / amend Business Continuity Plan
IF AN EMERGENCY OCCURS AFFECTING THE WELSH BOXING OFFICE THEN PLEASE FOLLOW
THE BUILDING HEALTH AND SAFETY / EVACUATION PROCEDURES. THESE SHOULD BE
DISPLAYED IN ALL OFFICE AREAS.
ALL PREMISES MUST BE RISK ASSESSED ANNUALLY AND PROVISION MADE FOR OFFICE
ELECTRICAL EQUIPMENT TO BE PAT (portable appliance tested) TESTED BY SUITABLY
QUALIFIED PERSON AGAINST AN AGREED SCHEDULE.
4.0 BCP Objective 4 – Identification of Key Personnel
Key Personnel required to respond to emergency situations are identified in point 2.0 above.
In the event of an emergency occurring either identified within this document or deemed to
be significant by the ERC then the Chairman of the Board (Ch) must be contacted
immediately. The Treasurer should be made aware of any finance related emergency.
5.0
BCP Objective 5 – Training of Staff in Emergency Response
All staff will be trained and re-trained every year to ensure they are aware of emergency
response procedures.
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Welsh Boxing BCP May 2015
Risk Matrix
1 = Little or none
2 = low
Scenario
3 = medium
4 = high
Power failure
Risk to
Business
3
Probability of
occurring
2
Building fire
4
2
Unable to access / leave building
Loss of telecommunications
2
2
1
3
Building flood
4
2
Evicted from building
Theft of equipment/money
3
1
2
2
Terrorism
1
1
Staff unable to get to work
All staff sickness
4
2
3
2
2
1
Risk of Staff harm
4
1
Staff Succession planning
1
1
Emergency affecting board
members
Death
Staff mass departure
1
1
4
4
1
1
5
Action
Immediate evacuation - staff are mobile and can work
from alternative premises
Immediate evacuation - staff to follow building Health
and Safety procedures. All staff/visitors to be roll called
by OL. Staff to work from home
Await instructions from Building Manager
All staff have access to mobile phones and can work
remotely
Immediate evacuation - staff to follow building Health
and Safety procedures. All staff/visitors to be roll called
by OL. Staff to work from home
Staff to temporarily work remotely from home
Security measures in place never to leave doors
unlocked during daytime. Risk surrounding out of hours
access to office for cleaners etc. Concern to be
expressed to SW management. All equipment insured.
Office carries significant cash in the Safe and small
amounts of petty cash.
Staff to follow building health and safety procedures
Overseas squads – follow advice of host country
security services/ UK Foreign and Commonwealth
Office. Crisis management plan to be applied.
Staff all able to work remotely and access IT
Inform Chair – communicate to key partners temporary
disruption
Impact on staff morale. Low probability. Staff to report
any incidences of harm to Chair or if in immediate
danger to emergency services.
Officers are able to multi-task and cross over into other
work areas until post replaced.
Board are able to multi-task and cross over into other
work areas until post replaced.
Impact on staff morale. Low probability if at all.
Board emergency meeting
Welsh Boxing BCP May 2015
IT system failure
4
3
IT internet theft – electronic
banking
4
3
IT Hacking
3
1
Athlete harm
4
1
Athlete abuse
4
3
Theft of cash outside of office
1
2
Catastrophic funding cuts
4
2
Negative media coverage
3
3
Catastrophic event
4
2
Risk of participant harm/abuse
4
2
Server checked daily under contract – currently no
back up to server. Financial information held separately
by Treasurer and updated monthly. All staff carry
laptops with information stored remotely from office.
Apply guidance from Company bankers. No response to
unsolicited requests over internet regarding account
information. All staff to advise Chair prior to purchase
of services over internet
Risk of confidential materials being accessed contrary
to Data Protection Act. Action to mitigate risk to
company/brand reputation and individual information
held on net.
Little or no probability of occurrence but high impact in
terms of athlete/s morale, brand/company reputation.
Practise safe sport through qualified sessions led by
appropriate staff, athlete/staff code of conduct, fair
play principles, overseas codes, competition protocols
Always potential for sport to be targeted. Welfare
policies applied, DBS, training, safeguarding sport
flowchart application. High impact on athlete/s,
company/brand reputation.
Staff do carry cash. No regular routines for carrying
cash – e.g. weekly timetables. Cash for travelling
squads ‘split’ between staff or where possible travellers
cheques. Daily monitoring sheets used for cash
handling
Board to approve reserve policy to provide for
redundancy payments
Potential to damage company/brand reputation. Board
to co-opt Marketing expert to mitigate against risk and
respond to emergencies
Welsh Boxing deliver National Championships. Ensure
event organiser has undertaken risk assessment to
mitigate against risk. Company /brand reputation at
risk.
Ensure event organiser has undertaken risk assessment
to mitigate against risk. Company /brand reputation at
risk.
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Welsh Boxing BCP May 2015
Key Personnel Contact information
Emergency Response Coordinator
Organisation
Name
Name:
Staff
Mobile
Alternate
mobile
Office
E mail
IT
Electric
Phone
Insurance
Effective
Communication
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Welsh Boxing BCP May 2015