Your Proposal:
Business Continuity Program

Engagement Meeting

At Fixinc, we understand the importance of a solid foundation for every program we initiate. That's why we prioritise an Engagement Meeting, facilitated by our experienced Program Manager. This meeting is a crucial first step to ensure alignment and set clear expectations for all parties involved.

Meeting Details

Facilitation:

Your Program Manager will lead the Engagement Meeting, ensuring a structured and productive session. The meeting can be conducted virtually via Teams, Zoom, or Google Meets. In-person meetings can be arranged if preferred and feasible.

Attendees:

The meeting should be attended by yourself and any key program sponsors. These are individuals who will be significantly involved in the program's roll-out and success and colleagues you expect us to have a high degree of interaction with. In some scenarios, clients invite a member of an executive team should it be valuable to ensure this person is confident in the implementation plan (a great way to get initial buy-in).

Duration:

The Engagement Meeting typically lasts one hour, providing ample time to cover all essential topics.

The Agenda will include:

1) Introduction:

• Welcome and introductions
• Overview of Fixinc and the program's purpose

2) Discussion Points:

• Scope of Work: A detailed discussion on the scope of the program to ensure clarity and mutual understanding.
• Priorities and Responsibilities: Identifying and assigning key priorities and responsibilities to ensure a smooth workflow.
• Approximate Timescales: Reviewing the tentative timeline for program milestones and deliverables.
• Client Portal Review: A walk-through of the Client Portal, highlighting its features and how it will be used for program management and communication as well as setting up your accounts.
• Program Outcomes and Objectives: Confirming the desired outcomes and objectives to ensure alignment with the client's vision.
• Next Steps: Outlining the immediate next steps following the meeting to maintain momentum.

3) Q&A Session:

• Dedicated time for questions and answers to address any concerns or uncertainties.

Logistics

Timing:

The Engagement Meeting is scheduled within 7 days of accepting the proposal. This prompt scheduling helps maintain momentum and ensures a timely start to the program.

Rescheduling:

We understand that schedules can change. Therefore, there are opportunities to reschedule if necessary, ensuring all key participants can attend.

Follow-Up:

Minutes from the meeting will be meticulously documented and shared via the Client's Portal. Additionally, the call will be recorded using the chosen meeting software for future reference, all found via the Implementation section of your Client Portal.

Conclusion

The Engagement Meeting is designed to establish a strong foundation for the program, ensuring all parties are aligned and ready to proceed. With clear communication, defined objectives, and a dedicated time for questions, we aim to set the stage for a successful collaboration.

Risk Forum Workshop

As part of our engagement, we will participate in your upcoming Risk Forum workshop to provide specialist insight into global risks and their potential implications for the energy sector in New Zealand. Our contribution will draw on current intelligence across geopolitical, environmental, technological, and economic domains, highlighting how emerging global trends could cascade into local operating environments. 

We will tailor our input to ensure the discussion is directly relevant to your organisational context, linking global risk scenarios to their potential impact on energy generation, distribution, and customer trust. 

Staff should have a basic understanding of the business continuity procedures in place and the process required in the event of an incident. This intensive vurtula 60 minute session will provide information for staff and an opportunity to ask questions about the program. 

Course content includes: 

Introduction to Business Continuity (BC)

Understanding Risks and Impacts

•  Risk Assessment: Discuss the types of risks the organization faces (natural disasters, cyberattacks, power outages, etc.).
• Impact Analysis: Explain the potential impacts of these risks on operations, finances, and reputation.

Business Continuity Plan Overview

• Plan Structure: Provide an overview of the BCP, including key sections and components.
• Activation Criteria: Describe the conditions under which the BCP would be activated.

Roles and Responsibilities

• Individual Roles: Outline specific roles and responsibilities of staff members in the event of a disruption.
• Team Roles: Explain the roles of different teams or departments within the organization.

Communication Protocols

• Notification Procedures: Detail how employees will be notified in the event of a disruption.
• Internal and External Communication: Explain how communication will be managed with stakeholders, including customers, suppliers, and the media.

Exercise Planning

 Validating a Response Plan and Procedures is essential to:

• Confirm the Recovery procedures are accurate.
• Confirm timeframes regarding the restoration of Critical Business functions and recovery of systems.
• Build familiarisation with staff roles, responsibilities, processes and available tools.
• Identify practical program improvement.
• Provide a high level of stakeholder confidence in the organisations recovery capability.

Exercise Plan 

After the planning meeting, Fixinc will draft an exercise plan for the organisations that outlines all necessary information for the exercise program, including:

• Exercise objectives
• Exercise methodology
• Exercise scope and scale
• Communications
• Roles and responsibilities
• Resource requirements
• Timeframes and timescales
• Internal exercise participants
• Performance criteria

‍Exercise Development

Fixinc will establish and arrange all necessary components for the organisations exercise program, including:

• Selection and development of the preferred exercise scenario.
• Creation of exercise schedules that outline all inputs and interactions during the exercise.
• Involvement of both internal and external participants in the exercise.
• Selection and briefing of exercise volunteers.
• Conducting briefings for participants in the exercise.

Exercise Delivery

Fixinc will design a scenario-based exercise that is event-driven and realistic, maximizing participant involvement and offering a comprehensive yet practical learning opportunity. Fixinc will provide the organisation with dynamic injects that utilize proven exercise resources within a managed exercise setting.

On the day of the exercise, Fixinc will have a lead facilitator oversee the program, with support from additional Fixinc staff, in coordination with representatives from the organisation and other relevant parties. The role of Fixinc during the exercise will be to:

• Manage the flow of information and inputs related to the exercise scenario.
• Provide structure and formality to the exercise process, ensuring teams remain focused and on task.
• Monitor and record the efficacy of organization's response and recovery procedures.
• Document all relevant issues as they arise during the exercise.
• Discover any discrepancies or gaps in the organisation's Incident response processes.
• Conduct immediate debriefings with participants in the exercise.

‍Post Exercise Activity

After the conclusion of the exercise program, Fixinc will deliver:

• A full exercise report that details the key activities conducted, evaluations against established criteria, and recognition of crucial shortcomings to be addressed.
• Advice on ways to enhance the program even further.
• Follow-up and implementation assistance as necessary.