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Northern NHS Estates Training Advisory Group (TAG)

Estates TAG Review- Business Continuity / Emergency Planning

(Can you survive a catastrophic loss of services, systems and facilities?)

Review of the one-day Business Continuity/Emergency Planning Conference held on Wednesday, 29th April 2009 at the Conference Centre, Wrightington Hospital.

The aim of the conference was to review the requirement to design and write protocols for business continuity planning, develop an holistic approach to business continuity, develop strategic partnerships to support the organisation in a crisis, management of risks and optimising resilience in the supply chain, assess the risk and building risk management into the Business Continuity strategy, producing, implementing and reviewing respective service contingency plans.

The day was an outstanding success with 81 delegates attending the event.

Howard Jackson - Chair of the Estates TAG, opened the day and outlined the format of the conference.

Ian Francis, Managing Director of Absolute Business Continuity presented the first session and provided an excellent grounding for the whole day. Ian gave an ‘Executive’ overview to Business Continuity Management (BCM) from outside the NHS and set the scene for the following speakers.

Ian stated that each organisation should have a policy in place which ensures there is ‘buy in’ at the most Senior Management level within the organisation. He went on to stress that the Executive (Chief Executive Officer) must be aware they are accountable for overall ownership of the BCM in their entire organisation, and in the event of something going wrong they would be held accountable. Ian also highlighted the need to consider outsourcing various organisational services, rather than shouldering the burden in the organisation’s Business Continuity Plan and the need to review the reliance and dependency on suppliers.

On the point of BCM, Ian suggested that exercises should be an environment for learning, and should be fun. If pressure is on, things get hidden, and therefore would not be a real test of the plan.

The second speaker scheduled was Phil Storr, Programme Manager, NHS Resilience Project Emergency Preparedness Division, Department of Health. Unfortunately Phil was unable to attend due to prior commitments. However, Frank Whiteford, Associate Director of Health Service Resilience, NHS North West kindly attended and covered Phil’s presentation, which linked to his own scheduled presentation very well.

Frank gave an excellent presentation and suggested to the delegates that from a funding point of view, BCM should be the largest budget in the organisation, and the Executive should buy into this resource. He explained the challenges to NHS Resilience, i.e. engagement of stakeholders (internal and external). To identify conflicts between NHS BCM and other policy areas, collating and identifying lessons from recent incidents, and testing resilience through exercises. Having a good BCM usually means that the Organisation often provides a good service.
After a welcomed coffee break, where many delegates took the opportunity to network and discuss their own progress with BCM, Frank continued with his very informative presentation and practical view of the NHS on ‘Resilience in the North West NHS’. He went on to discuss Emergency-planning models including Chemical, Biological, Radioactive, Nuclear – Explosive (CBRN-E) and the requirement to have BCM as a standard entry in every business case and that this should not be an after thought.

Emphasis was made on design, i.e. consider why do we have generators, possibly our only source of power, placed below ground, which could be prone to flooding.

One of Frank’s key points was BCM having a voice in organisational reconfigurations.  As money is always being trimmed BCM is likely to loose out.  Therefore, someone should be the voice of BCM to ensure it is not demised or lost.

Franks final word:
Fail to Plan – Plan to Fail

Trevor Loftus – Head of Physical Risk and Emergency Preparedness gave a presentation on an Acute Trust perspective to BCM.  He asked the question, “Are we prepared?  One of Trevor’s key points was that Estates and Facilities are key to any BCM in that they are the ‘drive shaft’. He also advised of the need for a champion at board level, to drive through the issues at most senior levels within the organisation. Trusts should not work off a risk assessment only approach. He went on to explain how LTHTR approached BCM in the first instance, with Facilities and Services producing the first structure and action cards. He advised how the Trust recognised the coloration between risk management and BCM, the engagement of a consultancy to guide and co-ordinate efforts as quickly as possible, and finally to produce a critical dependency matrix of whom each area depended upon (High, Medium or Low dependency) and to address 6 scenarios of most likely business/ function failure.

Trevor explained the importance of having a trained Logiest recording factual and accurate data that may be used later in a court of law. The Logiest must be able to challenge what is being said, to confirm the decision, and confirm what they are recording. Trevor demonstrated how processes are practically applied and gave delegates some thought provoking issues.

Ian Francis, Managing Director of Absolute Business Continuity presented the fourth presentation on (BCM) BS 25999. Ian advised that this should be used as guidance and for recommendations, as it set the standards/ best practice for BCM. He suggested that similar organisations could audit each others BCM, based on the guidance, as it would be more cost effective than using an independent private consultant. In part 2 of BS 25999, Ian explained in detail the approach to the Business Continuity Management System - Plan, Do, Check and Act.  Further details on BS 25999 can be found on the BSI website.

Ian’s last point was to discuss protecting the reputation of the organisation and to ensure that only people trained in handling the media should make comment. It is best for staff to make no comment and refer to the Press Officer.

James McAlister – Business Continuity Co-ordinator, Merseyside Police gave an excellent comprehensive and extremely interesting session, with very practical advice.  James is a full time Police Officer and compared the similarities between the Police and the NHS.

James believes that business continuity is deemed to be the best thing that ever happened in business, as it demonstrates the resilience of the business if BCM is not current practice, and then it needs commitment. James described the necessity for a strategic and tactical capability of the organisation, to plan and respond to incidents and business disruption, in order to continue business operations of an acceptable pre defined level, also the need for generic plans that cover a multiple of courses. James suggested that Suppliers are ‘hassled’ to confirm resilience of BCM by organisations.

In summary the day was extremely successful, with a significant number of delegates rating the event very highly.

The conference reviewed the design and writing of protocols for business continuity planning, developing a holistic approach to business continuity, developing strategic partnerships to support the organisation in a crisis, managing risk and optimising resilience in the organisations supply chain, assessing risk and building risk management into the organisations Business continuity strategy

It was recognised, and commented upon by many of the speakers, that in the present climate business continuity has never been more important. Speakers emphasised that BCM entails a sophisticated and complex process, which involves identifying potential impacts that could threaten the organisation and by implementing robust BCM, it will provide the framework for building resilience and ensuring the business is on track with minimal disruption.

Brandon Morgan
Estates Project and Assurance Manager - Lancashire Teaching Hospitals NHS Foundation Trust

Details

BUSINESS CONTINUITY / EMERGENCY PLANNING

held on

WEDNESDAY, 29TH APRIL 2009

at

THE CONFERENCE CENTRE,
Wrightington, Wigan and Leigh NHS Trust,
Wrightington Hospital, Hall Lane, Appley Bridge, Near Wigan.

CAN YOU SURVIVE A CATASTROPHIC LOSS OF SERVICES, SYSTEMS AND FACILITIES?

How would your organisation handle any one of the many threats to your systems and the critical operations they support? Without an effective, proven recovery plan, any significant loss would shut down delivery of service to your customers.

In an increasingly hazardous, technology driven world where services are delivered from multiple, dependent sites, can you afford not to be prepared?

BUSINESS CONTINUITY HAS NEVER BEEN MORE IMPORTANT

Its management entails a sophisticated and complex process that involves identifying potential impacts which could threaten the organisation, and provides a framework for building resilience and getting the business back on track.

The conference will look at the requirement to the design and writing protocols for business continuity planning, developing a holistic approach to business continuity, developing strategic partnerships to support your organisation in a crisis, managing risk and optimising resilience in your supply chain, assessing risk and building risk management into your Business Continuity strategy, producing, implementing and reviewing your respective service contingency plans, etc.

The cost of attending the conference is £100.00 per person.  This includes attendance at the Conference, a certificate of attendance, course handouts, coffee/tea & bacon roll on arrival, mid morning coffee/tea, 2-course buffet lunch and afternoon tea/coffee.

PROGRAMME

8.45am Registration. Coffee/Tea/Bacon Roll

9.15am WELCOME AND INTRODUCTION

Chairman – HOWARD JACKSON
(Chairman of the Estates TAG)
Assistant Director – Estates Operations, Lancashire Teaching Hospitals NHS Foundation Trust

9.30am EXECUTIVE OVERVIEW OF BUSINESS CONTINUITY

Presenter – IAN FRANCIS
Managing Director, Absolute Business Continuity

• Executive Accountability
• Developing the Programme
• End to End Overview of BCP
• Protecting your Reputation

10.15am  RESILIENCE IN THE NHS

Presenter – FRANK WHITEFORD
Associate Director of Health Service Resilience, NHS North West

• Business Continuity
• Emergency Preparedness (including CBRN)
• Resilience in Reconfigurations
• Resilience in Business Cases

11.00am Mid Morning Coffee and Tea

11.15am MAINTAINING RESILIENT HEALTHCARE – THE COMPLEXITIES OF THE SUPPLY CHAIN

Presenter –PHIL STORR
Programme Manager, NHS Resilience Project Emergency Preparedness Division, Department of Health

This presentation explores the complexities of maintaining a resilient healthcare system and its associated supply chains

11.45am BS25999

Presenter – IAN FRANCIS
Managing Director, Absolute Business Continuity

• Where it Originated
• How to use the Standard
• Overview of the Components
• How it fits in with other Processes

12.45pm BUFFET LUNCH

1.45pm BUSINESS CONTINUITY MANAGEMENT – THE MERSEYSIDE POLICE APPROACH

Presenter – JAMES McALISTER
Business Continuity Coordinator, Merseyside Police

A case study of the successes and difficulties of implementing business continuity management within the police service

2.30pm BUSINESS CONTINUITY - AN ACUTE TRUST PERSPECTIVE

Presenter – TREVOR LOFTUS
Physical Risk Manager, Lancashire Teaching Hospitals NHS Foundation Trust

An overview of the methods adopted by a Foundation Trust with a diverse range of acute services; in meeting its obligations to provide those services during predictable internal emergencies

3.15pm QUESTION & ANSWER SESSION

3.30pm CLOSE OF CONFERENCE.

Afternoon Tea and Coffee

SAFE JOURNEY HOME

ABOUT THE SPEAKERS

HOWARD JACKSON
Chairman of the Estates TAG and Assistant Director – Estates Operations, Lancashire Teaching Hospitals NHS Foundation Trust

Howard is Assistant Director – Estates Operations for Lancashire Teaching Hospitals NHS Foundation Trust.  He has been employed in the Health Services since 1974.  Howard is a member of both the Chartered Management Institute and British Institute of Facilities Management and is registered with the Engineering Council.  He is the Chairman of the Northern NHS Estates Training Advisory Group and is also an active member of the Northern NHS Facilities Management Training Advisory Group and member of the Professional Advisory Group.

IAN FRANCIS
Managing Director, Absolute Business Continuity

In his senior roles as an area manager of the Orange mobile network and as head of a project delivery department, Ian quickly began to appreciate the need to have effective and tested Business Continuity Plans (BCP) in place. On Ian’s promotion to Head of Business Continuity Planning for Orange UK, he successfully developed and implemented strategies, plans and testing programmes that enabled the company to achieve ISO 17799 in 2003. This success led to a global role as leader of the international business continuity programme for the Orange Group, a post he held for two years. Ian started his working career serving a three year apprenticeship with the Royal Air Force. As avionics trade manager and as the leader of aircraft crash teams he gained first hand practical experience in incident management principles. Now with his own business, providing consultancy and training, he shares his experience and methods. This support enables companies to develop their own Business Continuity strategies, plans and tests. Recent assignments include roles in a multinational broadband company, credit card, banks, charities and Government organisations. As a BCI approved instructor and certified Prince II and ITIL he supports all aspects of BCP including Disaster Recovery (DR), Incident Management and Information Security.

FRANK WHITEFORD
Associate Director of Health Service Resilience, NHS North West

Frank Whiteford is the Associate Director of Health Service Resilience at NHS North West one of the largest Strategic Health Authorities in the country.  He has been in the NHS for 32 years and spent 30 of them with the Ambulance Service in Greater Manchester and Lancashire.  He has been involved in Emergency Preparedness for the past 20 years. He has taught Emergency Preparedness in Brazil, Kuwait and Spain as well as the UK both to civilian and military personnel.  He chairs the SHA Emergency Preparedness Leads Group and is the Regional Flu Pandemic Lead.

PHIL STORR
Programme Manager, NHS Resilience Project Emergency Preparedness Division, Department of Health

Phil Storr is head of the NHS Resilience Project at the Department of Health in London, developing Business Continuity Management policy for the NHS. The project is part of the Emergency Preparedness Division (EPD), which deals with crisis and response management to a wide range of risks to the healthcare system. Phil’s previous role was managing national cross-government policy on Mass Casualties as part of the UK Resilience capabilities strategy. Having initially studied engineering at college, Phil trained as a paramedic before holding various management posts at divisional and control level as well as working in Regional Public Health. Phil has also been a Course Director at the Emergency Planning College leading on NHS projects including strategic crisis management, chemical decontamination and safety at large crowd events. Operationally, Phil has been involved in the management and response to several major and complex incidents at national, regional and local levels and has a Masters of Science degree in Emergency Planning & Disaster Management, and is a Member of the Institute for Emergency Management.

JAMES MCALISTER
Business Continuity Coordinator, Merseyside Police

James McAlister is a serving police officer with 25 years experience in Firearms, Public Order, Emergency Planning and Business Continuity (BC). He has advised and contributed to many policing operations throughout the UK including major sporting events, VIP visits, counter terrorism operations and the G8 Conference at Gleneagles. Whilst seconded to the National Centre for Policing Excellence he wrote the Police National Mobilisation Plan and developed/delivered a Critical Incident Command Course, for the United Arab Emirates Police. In 2005 James was chosen by the Cabinet Office to become a member of the European Union Civil Protection Team and was the first UK member to be deployed on an international mission - China Earthquake 2008. He has a Masters Degree and Diploma in Business Continuity Management and is a BC Lead Auditor for the BSI. James is also a member of the BC Institute and Chairs the Police North West Region BC Manager Group.

TREVOR LOFTUS
Physical Risk Manager, Lancashire Teaching Hospitals NHS Foundation Trust

Trevor is a relative newcomer to the health service, having spent twenty-six years in the Royal Air Force and latterly six years as a health and safety advisor in industry. On leaving the service he became health and safety advisor to a large engineering company in Preston before moving to the same post for a company who install electronic security systems in such diverse areas as: nuclear power stations, motorway tunnels and bridges and railway systems. This is Trevor’s second career, having spent twenty six years in the Royal Air Force, most of which was spent in the RAF Mountain Rescue Service where he commanded a Rescue Team and became involved in accident investigation for both aircraft crashes and mountaineering incidents of all types. So now when the phone rings at three o’clock on a freezing January morning, it will be a wrong number and not the call to go and spend several hours or days in awful weather looking for an aeroplane or missing person. Later he became the RAF specialist advisor on the carriage of dangerous goods by road before finishing his RAF career teaching leadership and management. He holds a Masters Degree in Health and Safety Law and in Environmental Law, is a corporate member of the Institution of Occupational Safety and Health and is a Registered Safety Practitioner.

Further Information :-

VENUE:

THE CONFERENCE CENTRE,
THE LECTURE THEATRE,
WRIGHTINGTON, WIGAN AND LEIGH NHS TRUST,
WRIGHTINGTON HOSPITAL, HALL LANE,
APPLEY BRIDGE, NEAR WIGAN, WN6 9EP

Wrightington Hospital is located ½ mile from Junction 27 of the M6 on the A5209 towards Parbold.