Your Proposal:
Business Continuity Program

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.

The Policy will define the implementation and management approach for Forte Health's Business Continuity Program and align it with best practice standards or guidelines.

The framework will include:

• A methodology for implementing Business Continuity
• Key roles and responsibilities for managing the Business Continuity Program
• Required processes and templates for information gathering
• A schedule of key Business Continuity activities

A clear understanding of your key priorities and dependencies are essential to build effective business continuity strategies.  To achieve this, Fixinc will develop a Business Impact Analysis (BIA) through the facilitation of consultative interviews with business unit representatives.

For each area of the business that undertakes the BIA, outcomes of the BIA process will include confirmation of:

• All mission-critical functions
• Allowable outages and recovery timeframes for each critical function
• Resource requirements and critical dependencies

As part of the BIA process, Fixinc will also facilitate a threat assessment using our proprietary threat forecasting tools to assess relevant business continuity vulnerabilities and plausible disruption scenarios that may impact critical business functions, as identified in the BIAs. This will include:

• Prioritise the organisation’s products and services by determining the MTPD for each.
• Prioritise the process or processes required to deliver the organization’s most urgent products and services, including identification of the activities that make up those processes, if required.
• Prioritise the activities that deliver the most urgent products and services, and determine the resources required for the continuity of these activities following an incident, as well as their interdependencies.
• Perform a final analysis or consolidation of analyses which should lead to the determination of business continuity requirements.
• Identification and categorisation of disruption related threats.
• Review of likely causes, existing controls and potential impacts.
• Prioritisation of all identified risks based on likelihood and impact ratings.
• Grouping and prioritisation of risks into key disruption scenarios.

The business continuity plans will include simple and easy-to-use documentation in the form of action plans covering business recovery and resumption considerations for all relevant disruption scenarios. Plans will also closely align with existing crisis management, emergency management, risk management, IT and operational measures to ensure an integrated outcome.

‍This will deliver a standardised and integrated protocol for dealing with business disruptions and will include:

• Establishment of required command and control structures, including management roles and responsibilities.
• Communication strategies and supporting templates.
• Incident Assessment tools to measure the severity of an event.
• Impact assessment tools to measure the scale and nature of damage to business operations.
• Practical checklists for immediate operational tasks and escalation procedures to aid with decisions.
• Staff management plans to assist with relocations and recovery of work priorities.
• Resource management plans to effectively coordinate recovery efforts.
• Identification of alternate accommodation and process workarounds.
• Recovery strategies in the form of highly practical checklists, supported by reference procedures.
• Resumption strategies to resume business as usual operations.
• Other supporting tools, documents, and reference materials.

Suitable for staff with overall business continuity management responsibilities. The 3-hour modular Leadership Program is an industry first management course specifically designed to build awareness, critical skills, and incident leadership capabilities of your team using the latest experiential learning techniques and real-world case studies. Fixinc’s Learning and Development division will organise all pre-training bookings for Forte Health and complete training participant records for all sessions.

Exercise Planning

Fixinc, in collaboration with Forte Health, will hold a planning session to determine the extent of the scenario exercise, establish exercise goals, and review critical performance metrics. This will guarantee that the exercise program meets the expectations of stakeholders and provides benefits to everyone involved.

‍After the planning meeting, Fixinc will draft an exercise plan for Forte Health 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 Forte Health's 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, maximising participant involvement and offering a comprehensive yet practical learning opportunity. Fixinc will provide Optus 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 Optus 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, which may include digital social media injects, phones calls, emails and SMS.
• Provide structure and formality to the exercise process, ensuring teams remain focused and on task.
• Monitor and record the efficacy of Networks response and recovery procedures.
• Document all relevant issues as they arise during the exercise.
• Discover any discrepancies or gaps in Networks 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.