Fire Department Guide

Creating and Maintaining

Business Continuity Plans (BCP)
 Business Continuity Planning Components

Index:

Introduction

Getting Started Section 1

1. Assign departmental business continuity responsibilities.
2. Department mission and business functions/processes.
3. Identification and evaluation of scenarios, risks, events and threats.

Developing the Plan Section 2

4. Sample of basic BCP template.
5. Document recovery plans to recover critical functions for each scenario.
6. Determine details to complete tasks.
7. List contact information.
8. List necessary resources and reference materials.

Maintaining the Plan Section 3

9. Train personnel on the plan.
10. Test (validate) the plan.
11. Maintain the plan.

2009 1
Introduction

The Office of the Fire Marshal is promoting business continuity within the fire services in New
Brunswick. We are encouraging all fire departments to develop a plan in order to maintain
essential services within their community. In conjunction with our partners, we have
prepared this document that can be used as a guide to prepare your own Business Continuity
Plan (BCP).

The Department of Public Safety, Emergency Measures branch (EMO) has implemented
plans and programs to protect the community during emergencies. In partnership with local
first responders, health organizations, social services, utilities and volunteer groups, EMO
strives to improve its level of preparedness. Continuous testing, training and updating ensure
that plans are capable of addressing any emergency that occur in our communities.

To deal with community emergency situations, public servants along with members from key
areas of our communities have been organized into eight EMO Districts. In the event of a
community emergency, the EMO District Coordinator and team are dispatched to the
communities Emergency Operations Center, where the emergency situation is strategically
managed to assist the on-scene emergency responders.

But what happens if the emergency responders upon whom we have become so dependant
upon are not available to us in the case of a community emergency? It is our hope that each
fire department within New Brunswick has asked them selves that same question. And as a
result, have found the need to develop a solid Business Continuity Plan.

Business Continuity Plans (BCP) are sometimes referred to as Disaster Recovery Plans
(DRP) and the two have much in common. However a DRP should be oriented towards
recovering after a disaster whereas a BCP shows how to continue doing business until
recovery is accomplished. Both are very important and are often combined into a single
document for convenience.

Business continuity is the process of planning so that your department can cope with the un
expected. It ensures that, when faced with disruption or disaster, you can carry on or resume
emergency operations with minimum delay. A well thought out plan should be transferable to
any case scenario whether it is the loss of human resources (pandemic) or the loss of your
building including your emergency equipment (fire).

This guide is intended to provide information to help fire departments begin, refine and
maintain individual BCP Plans. We must first plan our own strategies in order to be ready
during the event of a community wide emergency.

2009 2
 Getting Started

Section 1

2009 3
1. Assign fire department business continuity responsibilities.
Fire Department Business Continuity Coordinator

{Include Business Continuity Coordinator responsibilities here.}

The purpose for selecting a Business Continuity Coordinator is to designate a single person with appropriate backup to serve in a
coordination capacity for the fire department. Responsibilities of the Business Continuity Coordinator can include liaison with the local
emergency operations center, coordinate fire department efforts during plan development and recovery, and have delegated authority
to execute recovery procedures.

Name Telephone Number Alternate Number Other E-mail

Business Continuity
Coordinator
1st Alternate

2nd Alternate

Fire Departmental Business Continuity Committee

{Include Departmental Continuity Committee responsibilities here.}

The purpose for assembling a Committee should be to ensure that various interests (equipment, communications, human resources,
record keeping) within the fire department are represented within the continuity planning process with focus on ensuring that developed
plans promote a successful recovery effort.

Name Title or Areas represented

2009 4
2. Fire department mission and business functions/processes.
Departmental Mission

Our department mission is the following (example)

The __________Fire Department protects lives, property and the environment from fire and exposure to
hazardous materials, provides pre-hospital emergency medical care, offers programs which prepare our
residents for emergencies and provides non-emergency services, including fire prevention and related
code enforcement, to residents and visitors of ________ (Town, Village etc.)

Department Critical Functions/Processes

We have identified and prioritized the following as critical functions or processes.

Departmental Internal External Other Notes

Business Dependencies Dependencies Considerations
Function/Process1
ƒ Fire suppression (firefighters, (water supply, gas
apparatus, drivers, station, dept. of
operators) transportation for
clearing of roads)

1
Critical Function/Process – Core services to the fire department’s mission or have been designated as an essential service for the
community.
2
Maximum Allowable Outage – The amount of time caused by disruption in operation before significant impact is incurred.
3
Impact – Include a brief description of the impact of discontinued operations past the maximum allowable outage. Impact should take
into consideration in both non-monetary and monetary outcomes. Impacts can be measured with respect to human resources
and staff safety or morale, department reputation, loss of critical etc
4
Dependencies – Internal or external resources or inputs necessary for fire department business function/process to operate

2009 5
Other Fire Department Functions/Processes

The fire department also has the following functions/processes. While important, the delay of these services would not cause
significant impact with respect to the fire department in achieving its mission.

Functions/Processes Allowable outage Impact

Fire Prevention Education 3 months Low
Fire Inspections 3 months Low

2009 6
3. Identification and evaluation of scenarios, risks, events and threats.
The following are sample scenarios that were identified based on the likely hood of event.

Scenario, risk or Description Impact on Mission Mitigating Additional General Strategy Does
threat (Specific details of Critical Activities/Strategies Activities/ Strategies Options for scenario
(Likely events, event.) Functions/Processes (Impact on resources To Be Considered Recovery warrant
both internal and (Impact on resources necessary for a process business
external, that could necessary for a process to function.) continuity
disrupt operations to function.) plan?
of our department.) (Yes/No)
Human Resources HR reduced by 30% ƒ Reduction in ƒ Mutual Aid ƒ Implement ƒ Potential to Yes
due to illness response time ƒ Auxiliary members process to place relocate
ƒ Loss of expertise ƒ Retired members mutual aid & equipment
(pump operator, auxiliary on ƒ Exercise
drivers) etc. stand by emergency plan
ƒ Reach to retired to staff
members coverage area
Fire leading to a Isolated building loss Examples include: ƒ Mutual Aid from ƒ Implement a ƒ Relocate Yes
loss of building and near by community process to personnel
contents ƒ Equipment Loss ƒ Reallocation of perform a backup resources.
ƒ Information loss apparatus and restoration ƒ Exercise
ƒ 90% reduction in equipment from ƒ Establishment of emergency plan
service (due to nearby community a temporary fire for command
multiple service station center to restore
locations) departmental
ƒ Halt of all operating
operations (all capacity to
services provided 20%.
within same area)
Other examples Case specific Case specific ƒ Back up ƒ Maintain Based on case Case specific
may include: generators documentation of scenario
flooding, and ƒ Manual work backup generator
storms that lead to around procedures testing centrally
the loss of utilities,
loss of network,
etc.

2009 7
 Developing the Plan

Section 2

2009 8
 Business Continuity Plan (BCP)

4. Outline of a basic BCP template:

People:
Name Duty/Position Skills Replacement
Source
Captain Boudreau Driver ƒ Air break ƒ Within dept.
endorsement ƒ Mutual Aid
ƒ (Class 5) ƒ Community (truck
driver)
Lieutenant Ross Pump Operator ƒ Specialized ƒ Within dept.
training ƒ Mutual Aid
Firefighter Laroche Attack Team ƒ Specialized ƒ Within dept.
training ƒ Mutual Aid

Places:
Primary Needs (seasonal) Alternate 1 Alternate 2
Fire Station Minimum of 2 bays Joe’s Service Station Franks Trucking
during winter months
Communications Radios, chargers, cell Community Center Local ambulance
Room phones, phone bay, school

Things:
Equipment / Source for Alternate 2 Alternate 3
Services Replacement
Fire apparatus Neighboring depts. Suppliers Government (DNR)
Power Generator Suppliers
Heat Propane heaters Suppliers Government

Business Continuity Coordinator:

Contact information: Telephone –
Cell Phone –
e-mail –
Date:
Updated:
Electronic Filename & location:
Hard copy (stored offsite) location:
Copy to Regional Fire Marshal

2009 9
 Recovery Summary
5. Document recovery plans to recover critical functions for
each scenario.
General Recovery Strategy
This is a high level statement of the solutions determined to recover fire department’s business
function to a predetermined operating capacity.

Relocate to identified alternate facility and restore operations to 20% capacity within 2
days.

Recovery Tasks
The following tasks will need to be performed to accomplish our strategy:

Provide a simple list of tasks such as:

ƒ Notification
ƒ Contact backup site
ƒ

Recovery Day Day Day Day

Tasks 1 s 2- s 4- 8 Criticality Responsible
3 7 Person
Business Continuity
Notification X 1
Coordinator

Detail for each Recovery task is included in a Detailed Process Task located at _______.

Assumptions
List assumptions made regarding scenario and the related planning. Examples include:
• Workspace and required resources are available.
• All fire department members or personnel with equivalent skills are available.

Assumption 1
Assumption 2
Assumption 3

2009 10
 Detailed Process Task
6. Determine details to complete tasks.
For each task listed within the Recovery Summary, list the details and applicable information
necessary to carry out that task. Each task should be provided on a separate page.

Task Name
The name should be the same name listed within the Recovery Summary.

Team Lead
Insert name of firefighter who will be the team lead of each specific task.

Task Summary
Provide a brief description of major steps involved within the task and the desired
results when the task is completed.

Skills
Required Skill Set Description
Provide general Include detailed knowledge and access requirements.
knowledge requirements
for completion of the task
in the event backup
personnel are required.

Dependencies
Internal Dependencies External Dependencies
Personnel Written Mutual Aid Agreement

Recovery Tasks
The following steps will need to be performed to accomplish our task:
Recovery Day Days Days Day Team
Steps 1 2-3 4-7 8 Member
Responsible

Resource Matrix (Optional)

Include summary of resources that may be needed depending on the level of recovery.
Workload People Workspace Computer(s) Printer(s) Phone(s) Other
20%
40%
60%
80%
100%

2009 11
 Contact Information
7. List contact information.

Fire Chief
Home
Contacted Recover Phon Office Addres
Y/N Name y Role Cellular Pager e-mail e Phone s Skills Notes

Deputy Chief (calls Alternate Team Leaders/ Captains)

Home
Contacted Recover Phon Office Addres
Y/N Name y Role Cellular Pager e-mail e Phone s Skills Notes

Captain (calls lieutenants)

Home
Contacted Recover Phon Office Addres
Y/N Name y Role Cellular Pager e-mail e Phone s Skills Notes

Lieutenants (calls firefighters)

Home
Contacted Recover Phon Office Addres
Y/N Name y Role Cellular Pager e-mail e Phone s Skills Notes

Mutual Aid Services

Comments
Representative/ Alternate (account
Dept. Contact Address Phone Phone’s e-mail number, etc)

2009 12
 Resource Appendices
8. List necessary resources and reference materials.
Facility Requirements
Infrastructure requirements Number-descriptions
Phone lines
Network connections
Fax
Electrical requirements Number of outlets, special voltage requirements
Fire Service Equipment

Alternate Fire Service Locations (where will we temporarily set up shop)

Address/ Building Name Phone Number Alternate Phone Contact Person
Number

Equipment Requirements
List, phones, copiers, and immediate requirements for emergency set up.
Qty Description Comment (vendor name, Day needed
purpose, etc.)
1 Phone lines
10 Radio chargers
etc.

Software/System Application Requirements

Qty Description Version Comment Day needed

2009 13
Supplies-
Qty Description Comment Day needed

Forms
Form Description Revision Minimum Current Storage Contact Printer Day needed
# Date Needed Inventory location information information
Comment

Vital Records
Description Storage Media Record Type Storage Comment
Site (disc, (original, Frequency
fiche, duplicate) (D, W, M, Q, S, Y)
etc)

Procedures
Insert or attach existing procedures for daily procedures and procedures or checklist for process that will be unique to the
recovery process.

2009 14
 Maintaining the Plan

Section 3

2009 15
9. Train firefighter personnel on the plan.
Include information about how the components of this plan will be communicated to the staff
(meetings, access to electronic copy on intranet site, etc.). Include timeframes needed to train staff.

BCP Communication Log:

Date Member Signature

10. Test (validate) the plan.

Departmental Business Continuity Test Log

Type of Portion of plan

Date Comments
exercise tested

2009 16
11. Maintain the plan.

The (Department Name) business continuity plan has been reviewed and tested. The
procedures provided in this plan meet the department’s expectations for business continuity
under the assumptions which have outlined in this plan.

___________________________ ________________________
Fire Chief Date

___________________________ ________________________
Fire Department Coordinator Date

2009 17