The Government has plans in place for its own response in the event of a flu pandemic. This is particularly important in the context of the risk of an influenza pandemic in the medium term.
Planning Activities
The following is a checklist of key risks to continuing your business operations in the event of a flu pandemic and the preparedness measures that can be taken to respond. Instructions for completing the checklist are available in Section 2 of this publication, and illustrative case studies of how similar organizations are preparing are available in Section 3.
Business Issues to Address
Measures to Underpin Continuity
Responding to Workplace Risks in a Pandemic
- Establish responsibility for planning and preparedness
- Obtain information on pandemic influenza
- Consult within the company and with staff labour representatives
- Consult with suppliers
- Assess ‘High Level’ impact on your business and attach appropriate priority to the planning process
- Develop a plan
- Establish authorities, triggers and procedures for implementing plan
In the event of a pandemic, a company's ability to operate may depend on employees' confidence in its response. This is expected to provide a financial assessment of the impact of the pandemic and propose strategic priorities for operations in the event of a pandemic, as well as an indicative budget for the development and maintenance of the business continuity planning process.
World Health Organisation Influenza Pandemic Alert Framework
Once the plan is developed, consider using it as a starting point for a business continuity plan that addresses a broader range of risks. There should be clarity about the circumstances under which the plan will be triggered and terminated.
EU and Irish Alert Levels (subdivisions of WHO Level 6 – Pandemic)
- Test plan in exercises
- Share best practice with other businesses
- Revisit Plan Periodically
- Issues to Address
- Identify critical activities and the employees and inputs required to maintain them
- Consider the possible impact of employee absences
- Consider the possible impact of disruption to the supply of inputs Identify your key suppliers. For each key supplier
- Examine the likely impact of a pandemic on your market and on your customers’
- Identify and agree strategic imperatives
- Understand the business need for face-to-face meetings during a pandemic
- Understand the special needs of some employees during a pandemic Your employees will not all be affected in the same way by a pandemic
- Consider the issues for business related travel during a pandemic
- Consider the financial management implications of a pandemic
- Examine the extent to which others will be dependent on your business in the event of a pandemic
- Consider the circumstances under which you might decide to scale back or suspend operations during a pandemic
- Nominate deputies
- Cross-train, and identify alternative sources of labour Consider introducing or extending cross-training to
- Communicate with staff in a manner appropriate to the current state of pandemic alert Disseminate information to the workforce that is appropriate to the current state of pandemic alert
- Prepare emergency communications plan
- Plan for increased take-up of employee welfare services
- Prepare policies on sick leave and compassionate leave during a pandemic
- Prepare policies on foreign travel during a pandemic
- Plan for the needs of staff overseas
- Make arrangements to assure supplies in the event of a pandemic Consider taking action to assure continuity of supply in the event of a pandemic
- Consider the possibility of changes to your product, your service, or your interaction with customers, during a pandemic, and plan for any changes you consider appropriate
- Review insurance coverage
- Planning in Response to Workplace Risks in a Pandemic
- Prepare policies on hygienic employee behaviour during a pandemic
- Plan to provide for hand washing, hand hygiene, tissue disposal and other facilities You should plan to provide adequate facilities and materials for hand hygiene, hygienic tissue
- Plan for frequent and effective cleaning of the workplace
- Prepare policies on attendance by employees who are infected, or are suspected to be infected, with influenza
- Plan measures to reduce face-to-face contact with customers/suppliers and between employees from different sites
- Identify work organisation measures that can be taken to reduce potential for employees who are in the workplace to infect each other
- Provide ICT infrastructure to support teleworking and remote customer interaction If your business has facilities for teleworking, assess whether it should develop its facilities further
It is likely that there will be very significant employee absences in the event of a pandemic. Consider whether demand for your product is likely to decrease in the event of a pandemic. Consider whether demand for your product is likely to increase in the event of a pandemic.
In the event of a pandemic, people in key positions may be unavailable for work for periods of time. Consider preparing notices on topics such as respiratory hygiene to be used in the event of a pandemic.
Business Continuity Planning for an Influenza Pandemic
Case Study from a Food Processing Company
- Planning Activities
- Issues to be Addressed
- Measures to Underpin Continuity
- Response to Workplace Risk
Based on the WHO's 'alert framework', the project team identified trigger points to be included in the plan. The project team contacted this agency for details of expected continuity plans in the event of a pandemic, and assurance that the cleaners have the necessary knowledge and training to cater for a pandemic. This plan will be presented to the project team for review and inclusion in the overall plan.
The project team has contacted this agency for details of expected continuity plans in the event of a pandemic and assurance that the contract cleaners have the necessary knowledge and training to respond to a pandemic. The project team recommended that some internal staff also receive training in proper cleaning techniques.
Challenges of Planning for a ’Flu Pandemic
After obtaining appropriate medical advice, the project team has developed policies for returning to work after infection and for those who show symptoms while at work. It has also developed policies to facilitate working from home where appropriate, including costs associated with phone calls and broadband installation. This is based on the collection of contact telephone numbers and email addresses of all staff for use in an emergency.
Good Foods' insurance company has been asked to review all policies and advise on any necessary changes to account for a pandemic. Policies have been developed to reduce face-to-face contact internally, particularly on the Good Foods production floor and in its open plan administration.
Conclusion
Case Study from an IFSC Financial Services Company
Introduction
Background
The business has systematically prioritized different parts of the work it does, and will be able to apply these priorities in the event of a pandemic. A substantial stockpile of materials has been established for cleaning and hand hygiene (including alcohol-based washes) in the event of a pandemic. The business purchased disposable face masks to be available for use by employees in the event of a pandemic.
Agreements have been made to change workplace cleaning patterns in the event of a pandemic. The company has considered the possibility of stockpiling anti-viral drugs for staff to use in the event of a pandemic.
A Case Study from an Engineering SME
Mulroy's suppliers, including logistics service providers, have been contacted to request details of their business continuity plans in the event of an influenza pandemic. In case of absence of employees, the number of teams will be reduced and the continuity of production will be maintained. All are aware of the threat and, like Mulroy, are involved in the business continuity planning process for a flu pandemic.
As for fairs, they are not expected to take place in the event of a pandemic. The process of business continuity planning for a company so dependent on external agencies for essential supplies and logistics services in the event of a flu pandemic has been challenging.
Case Study from a Software Company
The Human Resource Manager considered the activities within the company that are critical to business continuity. Unplanned delays in obtaining a return on its investments in product development and sales may force the company to seek more financing, which may not be successful, and which in any case will dilute the founders' shareholding. The company already has the necessary infrastructure, and most staff have broadband access at home.
Business continuity requires that the company's customer support and IT systems are kept in operation. It will be a challenge to maintain continuity in these areas in relation to staff absences and changed customer behaviour.
Case Study from a Retailer
The owner-manager was assured that it had thought through how to manage the continuity of supply. The owner-manager believed that in the event of a pandemic he could not guarantee being able to continue to offer this service. The owner-manager decided to provide home delivery to customers where they signed up in the event of a pandemic.
The owner-manager has agreed with a local GP that he will advise any staff who are likely to be at high risk in the event that a flu pandemic is imminent. The owner/manager has arranged for training to be provided to all staff for appropriate hygiene standards and practice during a pandemic.
Case Study from a Medical Devices Company
It is possible that staff shortages in the event of a pandemic could lead to a reduction in available sterilization capacity. It would be possible to suspend most international travel in the event of a pandemic without major disruption. The business will introduce hygienic behavior guidelines for employees in the event of a pandemic.
A stockpile of hand cleaning and hygiene materials (including alcohol-based washes) has been created in the event of a pandemic. It is considering how it can manage shift work in the event of a pandemic, in order to reduce the numbers present.
Case Study from a Computer Printing Services Sub Supply Company
The Director of Finance prepared a job description, including responsibilities and a provisional budget for the preparation and implementation of the plan, for approval by the board. Based on the WHO's "Alert Framework", it identified the trigger points to be included in the plan. The Finance Director identified critical activities for business continuity in the event that 40% of staff are unavailable.
Persuading his managers and suppliers to take seriously the threat of an influenza pandemic was, and still is, a major challenge facing the finance director in preparing the plan. CPSL is convinced that the investment it makes in planning for a flu pandemic is essential to support the future of the business.
Case Study from an Accountancy Practice
The key issue likely to affect these in the event of a pandemic is the availability of staff and partners. The practice is organized on the assumption that at least one of the two partners will be in the office during each working day, available to report to work, supervise and make decisions. In contrast, many other accounting practices work long hours at busy times of the year, which will leave them exposed in the event that a flu pandemic wave coincides with the period leading up to an important return filing date.
It is anticipated that the practice will require information on the survival of viruses of pandemic strains on paper in the event that a pandemic appears imminent. The systems will be serviced in the near future to ensure the filters are in good working order and advice will be obtained on how often they should be serviced in the future.
Case Study from a Milling/Animal Feed Company
Tirhomin Milling's suppliers include numerous farmers who supply grain on a seasonal basis, a supplement ingredient supplier and a packaging supplier. Unless the pandemic hits mid-harvest, Tirhomin Milling does not expect it to disrupt these supplies. Tirhomin Milling's insurance company was asked to review all policies and advise on any necessary modifications to allow for a pandemic.
Based on advice from the various information sources, a policy was developed to reduce personal contact internally, especially in Tirhomin Milling's open-plan administrative office. Tirhomin Milling operates in a sector where disease (albeit among livestock) is a known business issue, having been affected by BSE and FMD in recent years.
Case Study from a Third Party Logistics Service Provider (3PL)
And, as with internal resources, the project team assumed that available transportation resources would be able to handle the reduced volume. The project team has contacted key customers and asked them about their business continuity plans regarding continuity of supply. The project team has identified employees with special needs (eg elderly or asthmatics) to receive special medical advice.
With appropriate medical advice, the project team developed policies for returning to work after infection, and for those showing symptoms while at work. The project team contacted this agency for details of expected continuity plans in the event of a pandemic and assurance that the contract cleaners have the necessary knowledge and training to cater for a pandemic.
Challenges of Planning for an Influenza Pandemic
Responding
