Software Manual

Software Guide

SBR Recovery & Continuity Software
(Business continuity and disaster recovery plan)
version 1.0

Contents

1. Software product license…………………………………….................................…3
2. System requirements……..................................................................5
3. Starting the application………………………….............................................5
4. SBR Recovery & Continuity Software……...................................…………..6

General overview.......................................................6
Employees Form........................................................6
Salvage Teams Form..................................................8
Personnel Lists Form.................................................10
Suppliers Form.........................................................10
Key Contacts Form....................................................11
Critical Business Functions.........................................12
Recovery Locations Form............................................12
Vital Records............................................................13
Critical Telephone Numbers Form.................................14
Supplies Form...........................................................15
Leased Assets Form...................................................16
Equipments/Machinery/Vehicles Form............................17
Computer Equipment and Software Form.......................18
Voice/Data Communications Form................................19
Miscellaneous Resources Form.....................................20
Vulnerability Analyzes Form........................................21
Plans Form...............................................................22
Additional forms.......................................................22
Reports...................................................................23

System Requirements

SBR Recovery & Continuity Software has been used successfully on Windows 98, XP, 2000 Pro and Millennium.

To use BC&DR Plan Creator, you must have access database “BCR.mdb” in the same folder where the program is located .

Starting the application

To start SBR Recovery & Continuity Software, simply run the BCRPlanCreator.exe file. Enter your login and password in the login window and press “Login”:

Note: Only the administrator has the rights to manage all users. If you fail to login, please contact your administrator.

Using SBR Recovery & Continuity Software

General overview

The application allows the manual entry of data into various forms and printing of different reports based on input data. The general look of the application is:

Employees Form

You will use this form to gather information on each employee (and the business owner) so each person can be contacted 24 hours a day. After you have entered all your employees, assign a number to “Call Order” so that employees are called in the desired order.

The person designated as “1” should be the one responsible for the phone tree and any distribution of responsibility for calls by fellow employees. You can always return to each record to enter or change the “Call Order” number.

To open Employees Form, go to People menu and then click on Employees:

Employees Form:

Use buttons “First”, “Previous”, “Next” and “Last” to navigate the employees’ records.
To search an employee, press “Search” button, enter your search parameters in the search window and press “Search”:

To add/delete an employee, use Add/Delete buttons.
To edit the information about an employee, press Edit button.

Note: You’ll have to fill additional forms “Jobs” and “Departments” before using “Employees” form. “Jobs” form contains all jobs list being used in your company, “Departments” form contains all departments that are being used in your company.

Salvage Teams Form

Use this form to create salvage teams based on your employees. For example, let’s create Salvage Team 1:

Step 1. Open the form. Go to main menu People -> Salvage Teams
Step 2. Enter “Add” button on “Salvage Teams” form.
Step 3. Enter salvage team name in the “Name” field.

Step 4. Go to “Employees” item and select the employees you want to include to this team.

Step 5. Press “Save” button.

Note: You have to fill “Employees” form before using this form.

Personnel Lists Form

Use this form to create your own personnel lists based on your employees. To open this form, go to main menu People -> Personnel Lists. The usage is the same as “Salvage Teams” form usage.

Suppliers Form

Use this form to record information about your current suppliers and ones you could use as an alternate choice. Disaster-induced operational problems are not always connected to property damage. They include disruptions in the flow of supplies and in the ability to ship those goods or deliver services. Your ability to resume operations also relies on the ability of your suppliers to deliver what you need on time.

To open this form, go to main menu People -> Suppliers.

Use buttons “First”, “Previous”, “Next” and “Last” to navigate the suppliers’ records.
To search a supplier, press “Search” button, enter your search parameters in the search window and press “Search”.

To add/delete a supplier, use Add/Delete buttons.
To edit the information about a supplier, press Edit button.

Key Contacts Form

Use this form to list the key contacts for administration of your business. Key contacts consist of those you rely on for administration of your business, such as your bank, your creditors, your insurance agent, accountant, etc.

They also include services in the community you need to help you resume operations, such as utilities, emergency responders, media outlets, business partners and business organizations.
Your key customers are an essential part of this list. If you have more than 20 key customers, you should use the Vital Records form instead of listing each one here to avoid making your business continuity plan too bulky.

Nevertheless, you still may want to include some of your major customers or clients in Key Contacts, as they could be involved with one or more of the critical business functions you identify for your recovery plan.

To open this form, go to main menu People -> Key Contacts.

The usage of this form is the same as “Suppliers” form usage.

Critical Business Functions

Use this form to identify what business functions are critical to your survival. The following are some key questions to help you decide what they are:

• What are my most critical and time sensitive business functions?
• How much down time can I tolerate for each business function?
• Which business functions are necessary to fulfil my legal and financial obligations and maintain cash flow?
• Which business functions are essential to maintain my market share and reputation, or to strategically adjust to changed circumstances?

To open this form, go to Business Functions -> Critical Business Functions menu.

Note: You have to fill “Employees”, “Critical business functions types”, “Suppliers”, “Key Contacts”, “Activities” forms plus at least one form from “Assets” menu before using this form.

Recovery Locations Form

Use this form to provide information on your recovery location, that is, where you will conduct business operations following an event. It could be at an alternate site, at a similar business through a mutual aid agreement, your own home, or if you are location dependent, at your primary place of business.

Note: If you have not secured a recovery location at the time you are starting to develop this business continuity plan, create an imaginary name, address, etc., so you can continue with the planning process. You can still select which staff will be assigned to the recovery location and which business functions will be performed there, and then move on to the following forms. When you have finalized all arrangements for the recovery site, return to this record and enter the actual name and address of the location.

To open this form, go to Plans -> Recovery Locations menu.

Note: You have to fill “Employees” and “Critical business functions” form before using this form.

Vital Records

Use this form to identify records that are vital to perform your critical business functions. Use “Media” to indicate if the record is print version, on a CD, diskette, etc.

To open this form, go to Plans -> Vital Records menu.

Note: You have to fill “Critical business functions” form before using this form.

Critical Telephone Numbers Form

Use this form to list telephone and/or fax lines that are critical to the survival of your business. Enter what each is used for and think about whether it is essential that this number be continuously available. Then, select a solution for how to keep the number operational or an alternative to meet the need.

To open this form, go to Plans -> Critical Telephone Numbers menu.

Note: You have to fill “Critical business functions” form before using this form.

Supplies Form

Use this form to list supplies needed to fulfil your critical business functions. A supply is anything you have not listed in previous forms. It should have an order number and should include items essential to keep equipment or work processes functioning, e.g. special fluid for a machine, special forms and/or checks.

If you do not have the supplier recorded on the supplier/vendor form, go back to the form to add the information.

Note: Do not include basic office supplies, e.g. pens, paper, stapler. Do not include office furniture either, e.g. filing cabinets, mail bins, desks or chairs, as they all should be listed in Miscellaneous Resources.

To open this form, go to Plans -> Supplies menu.

Note: You have to fill “Suppliers” and “Critical business functions” form before using this form.

Leased Assets Form

Use this form to list all leased assets. For examples, equipment, buildings etc.
To open this form, go to Assets -> Leased Assets menu.

Note: You have to fill “Asset types”, “Suppliers”, “Recovery locations” and “Critical business functions” forms before using this form.

Equipments/Machinery/Vehicles form

Identify the key equipment/machinery necessary to perform your essential business functions, i.e. the equipment or machinery that would shut you down or severely curtail production of goods or services if it failed. This could include tools and spare parts vital to operation of equipment. You may also want to list company-owned vehicles.

When there is adequate warning about an event, such as a hurricane, you might decide to take some of your equipment or machinery that can easily be moved to a safe place, so that it could be used at your recovery location.

In that case, you would want to list equipment or machinery you currently own or lease. Some disasters occur without warning, though, so you want to be sure you have alternatives available.

Note: Computer equipment should be listed in the Computer Equipment and Software form; telecommunications equipment in the Voice/Data Communications form; and office furniture for your recovery location in the Miscellaneous Resources form.

To open this form, go to Assets -> Equipments/Machinery/Vehicles menu.

Note: You have to fill “Suppliers”, “Recovery locations” and “Critical business functions” forms before using this form.

Computer Equipment and Software form

Use this form to list the computer equipment, hardware and software you will need to fulfill your critical business functions.

If you go to a recovery location, it is likely you will need to lease or purchase computer equipment and replace your software. You may use the form to list what you would order, and in the “ Title & Version or Model No.”, write “Unknown,” or similar words, if you do not yet have that information. Be sure to explain in Recovery Notes. The important thing is that your final plan includes what you need to perform your critical business functions. If you plan to order multiple items of the same type - e.g. keyboards or mouses - you can condense the information into one record. You can list relevant details in Recovery Notes.

When there is sufficient warning about an event, such as a hurricane, you might decide to move some of your computer equipment and software to a safe place, so that it could be utilized at your recovery location. In that case, you would want to list equipment you currently own or lease and/or software that you would take, and in the Status field check “Currently in use.” Some disasters occur without warning, though, so be sure you have alternatives available.

If you currently own/lease the item, choose the supplier/vendor(s) based on which one(s) you would use to replace the item if it were damaged in a disaster. It is always advisable to have an alternate vendor, though, in case your primary vendor is not available.

To open this form, go to Assets -> Computer Equipment and Software menu.

Note: You have to fill “Suppliers” and “Recovery locations” forms before using this form.

Voice/Data Communications Form

Use this form to list your voice and data communications needs. Communication with employees, vendors, customers, emergency officials and other key contacts is vital to your ability to resume business operations following a disaster event. This form should be used to determine what telecommunications equipment you need to help you with that communication. If you go to a recovery location, it is likely you will need to lease or purchase telecommunications equipment. You may use the Voice/Data Communications form to list what you would order, and in the “Description & Model No.” field, write “Unknown,” or similar words, if you do not yet have that information. Be sure to explain in Recovery Notes.

If you plan to purchase or lease multiple items of the same type - e.g. telephones - you can condense the information into one record. List relevant details in Recovery Notes.

To open this form, go to Plans -> Voice/Data Communications menu

Note: You have to fill “Suppliers” and “Recovery locations” forms before using this form.

Miscellaneous Resources Form

Use this form to list the basics to make your recovery site operational, such as office furniture, safes, mail bins, and other items needed for the recovery location. Consider any unique recommendations for people with special needs

To open this form, go to Assets -> Miscellaneous Resources menu

Note: You have to fill “Suppliers” and “Recovery locations” forms before using this form.

Vulnerability Analysis Form

Use this form to make vulnerability analyzes based on different emergency types.

Note: You have to fill “Emergency types” form before using this form.

Plans Form

Use this form to develop recovery plans for your business. Your plan may include a salvage team, personnel list, vulnerability analyze and some phase. Specify business functions related to your plan.

Note: You have to fill “Vulnerability Analyze”, “Save Phase”, “Salvage Team”, “Personnel List” and
“Critical Business functions” forms before using this form.

Additional Forms

Additional forms have to be filled first. These forms are:
1. Jobs
2. Departments
3. Activities types
4. Activities
5. Business function types
6. Business function characteristics
7. Asset types
8. Emergency types

For example, forms “Jobs” and “Departments” are being used in “”Employees” form.

Reports

“Reports” menu allows you to build and view the report you need. Available reports are:
1. Assets reports
2. Activities reports
3. Business functions reports
4. Plan reports
5. Vulnerability analysis reports
6. Employee reports.

Example:
To view “Employee List” reports,
1. Go to Reports -> Employee -> Employee List menu.
2. Choose the fields that need to be sorted:

3. Press “Preview” :

To print a report, press “Print” button at the top of the report window: