Institute of Hospital Engineering Australia

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Institute of Hospital Engineering Australia
PD No 3 Business Continuity Management Plans Case
Study RMH FM
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Business Continuity Management Plans for
Facilities Management.

• Melbourne Health undertook and internal audit
  (Delloites) of Shared Services the
  recommendation was to create Business Continuity
  Management Plans (BCMP) to compliment our
  Critical Hospital Operating Contingency plans
  (CHOC). I was given the role to coordinate BCMPs
  for the following services
• Food Services, Supply, Retail, Engineering,
  Fleet / Transport (all multi-site shared
  services)
• Communications, Security, Environmental
  Services, Clinical Assistants, Clinical
  Engineering, Royal Park Campus, Contracts
  Capital Works.
• (Royal Melbourne Hospital services)

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Part One Roles Responsibilities

• Ø     Who owns the BCMP?
• Ø   Who is the BC Manager / Coordinator?
• Ø      Who is the Recovery Site Manager?
• Ø      Who is the Administration coordinator?
• Ø Who are the Operational Team Members?

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Part Two - Business Overview Structure

• Statement of Purpose
• Budget
• Organisation Charts (Structure)
• Location of Facilities
• Staffing Structure
• Staffing contact details
• External Dependencies Table
• Contractor Details
• Internal Dependencies
• Recovery Site
• Employee / Staff Responsibilities

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Part Two - Business Overview
STATEMENT OF PURPOSE FOR FOOD SERVICES The Food
Service was established to cater for the needs of
the Acute Hospitals within the Northern, Western
and Royal Melbourne Health Units and to provide a
bulk cook chill meal service for the affiliated
Aged Care and Psychiatric Annexes within the
respective organisations.   The purpose of the
Melbourne Health Infrastructure Services Group -
Food Service Department is operate a service
delivery model for five different campuses within
the group and at the same time, deliver a bulk
meal service to each of the 22 affiliated Annex
sites.   The key element in the areas where Food
Service has responsibility for the service
delivery model is to get the Right meal to the
Right patient at the Right time and the Right
temperature. The key element in the bulk
delivery service to the affiliated Annex sites is
the get the Right order to the Right site at the
Right time and Right temperature.
BUDGET (2006 / 2007)   q       RM - R2540 Food
Service Administration 1,527,624   q       RM
- R2541 Meal Production 7,359,373   q      
RM - R2542 Meal Transport
190,273   q       RM - R2544 Royal Melbourne
Hospital 2,613,341  
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Part Two Staffing Structure
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Part Two External Dependencies
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Part Two Internal Dependencies
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Part Two Employee Responsibilities
Name of Employee Bill Sloan   Position
Title Food Services Manager   Critical
duties of this position            Implement
an annual business plan for the scope of services
provided to and on behalf of the Northern
Melbourne Western Health Shared
Services          Ensure that the Nutritional
Guidelines as specified are achieved in
accordance with Dietary requirements         
To ensure the Food Services are provided within
a strategic framework of continuous quality
improvement, meeting industry standards in terms
of efficiency and quality          To oversee
the development and implementation of an
effective staff development program, providing
effective communication, leadership and team
building for all Food Services Staff.         
To develop and implement service level
agreements and evaluate the scope of the service
provided on a programmed basis          To
maintain a safe work environment for all Food
services employees of the northern Melbourne
Western Shared Support Services          To
develop and monitor a performance management
system to measure the achievement of Food
Services goals          To control costs at all
sites for Food and Labour consistent with the
agreed Annual Food service Budget          To
liaise with clinical stakeholders and other
health professionals in an effort to gauge the
effectiveness of the food services provided
         Ensure the Service Level Agreements
for the supply of patient/resident foods are
place and operable Who is the backup employee
for this position?   Brendan Ridley Betty
Yeung
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Part Three Business Risk Framework Plans

• Ø      Assessment Framework (AS/NZ 43601999)
• Ø      Business Impact Analysis Framework
• Ø      Key Business Function
• Ø      Continuity Plans for Key Business
  Functions

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Part Three Business Functions
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Part Four Continuity of Emergency Plans
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Part Five Activation Event Logs

• 1.  Call Director of Facilities Management
  regarding authorisation to Activation Recovery
  Plan
• Note the time __________________
• Brief Recovery Site Team Managers and BCMP
  Administration coordinator
• Ensure you have your Business Continuity Folder
  with relevant documentation
• Activate BCMP

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EVENT LOG  
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Part Five Business Continuity Position
Replacement Template

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Part Six - Certificate of Compliance

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Part Seven Issue Register
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CONCLUSION

• BCMP as a over-arching plan with designated roles
  responsibilities, gives a strong understanding
  of succession planning as it breaks it down to
  who does what who back up who.

Because a successful business continuity plan
needs the expertise from within the organisation
which is the people that understand the
organisation, its business, processes business
risks.