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Business Continuity Management

Continuity Planning System Automation, Data Integration, Reporting & Analytics
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What is Business Continuity Management (BCM)

Definition: A holistic management process that identifies potential threats and their impacts to the business operations of an organization. It examines what the impacts of those threats are if they are realized, on the organization and provides a framework to ensure organizational resilience with built-in capabilities, prepared to effectively safeguard the interests of stakeholders, brand reputation, and other value-defined activities.

Business continuity management, is a specific type of the overall risk management process designed to address the threat of disruptions to business activities or processes. It combines the various disciplines of:

  • Emergency Response,
  • Crisis Management,
  • Disaster Recovery (technology continuity) and
  • Business Continuity (organizational/operational relocation).

BCM involves the creation and validation of business continuity plans (BCPs) to ensure your organization is capable to respond to and recover from potential threats as efficiently and effectively as possible.

Maintaining BCM ensures an acceptable level of service throughout a disruptive incident that helps to preserve corporate reputation, and ultimately, revenue.

By demonstrating that effective business continuity measures are in place, can impact an organizations insurance premiums and provide new contract opportunities.

USE CASE: BCM / BIA

Proactive compliance

Our process methodology and support for business rules and risk/control management allows for effective process design that has all the appropriate checks and balances.

Create portable process manuals / BCPs

Ability to generate a complete output of your processes and all related information that is ready for print. This makes for an excellent collaborative tool and allows your agents to share information more widely.

Ensure transparency

Know where resources are being used and maintain efficient work habits by planning well in advance.

Implement standard methodologies

Avoid the need for continual trial and error in improving your agency’s operational efficiency; get a head start by taking advantage of industry standards.

Encourage collaboration

By uniting goals and creating a common framework for your agents, they will be able to cooperate at a previously unattained level.

Manage workflow

Integrate your people, processes, and technology by taking advantage of our workflow engine to deliver work to where it is needed and keep all employees up to date with the most important priorities.

Process Management

At the core of Enterprise Process Center® is a centralized repository that stores and manages processes and related information within a user-friendly and intuitive environment. EPC links together all complex artifacts of an enterprise: objectives, processes, procedures, employees, departments, customers, suppliers, systems, policies, documents, rules, risks, controls, capabilities and performance indicators and ties them all together as puzzle pieces forming a 360 degree blueprint of the organization’s architecture.

Key Features:

  • Analysis – The goal is to gain an understanding of how things are done and if the results are aligning with the business expectations.
  • Definition – Involves scoping, prioritizing, and mapping business processes. 
  • Monitoring – Key performance indicators need to be established (often in the process definition phase) so metrics can be tracked against them.
  • Optimization – Using process management tools in identifying process bottlenecks, resource issues, etc. and finding ways to improve the process on a regular basis.

Role and Asset Management

Controlling the operation (e.g. acquisition, ongoing maintenance) as well as renewal and future disposal of organizational assets are all part of the role & asset management process. The benefit to any organization is in the improvement of delivery potential of all assets, while minimizing both costs and risks involved. Competent maintenance and efficient deployment of systems, personnel and processes, using the asset management process, will result in a positive capital overview of the asset lifecycle.

By using the RASCI-VS matrix to assign responsibilities, individuals can better understand what is expected from them and see which assets have been made available to them. This will increase employee accountability.

Key Features

  • Recurrent Notifications
  • Process Subscriptions
  • Read Confirmations
  • Automated revision cycles

Business Impact Analysis (BIA)

Business Impact Analysis (BIA) is usually a core requirement for proactive business continuity planning (BCP), not only to understand the key risks and functions of your organization but also to set the priority of systems to bring back to full recovery in case of a disaster. EPCs BIA solution provides a comprehensive proactive multi-factor process impact analysis.

The full scope of BIA covers much more than that and can be extended to include any of your own attributes. EPC supports User-defined attributes (UDAs) that can be used to extend any module.

Key Features:

  • Keys Processes – Documenting processes and procedures are required to ensure the fully operational functioning of the organization in case of disaster.
  • Systems & Assets – This includes physical equipment such as laptops but also hardware such as server.
  • Documents – Maintaining an archive of your most important documents in an easily retrievable and secure spot is a sure way to ensure business continuity
  • Applications – Key applications may include your CRM, ERP, or other systems that are critical in the continuity of your operations
  • Key Controls and Regulatory Requirements – Risk mitigation strategy can permeate through your policies and procedures.
  • Enterprise Risk Management – Risk policy, identification, assessment, treatment.
  • Direct Financial impact – business revenue losses

  • In-direct Financial impact – reputation, market share

  • Disaster types – natural (e.g. fire, flood, earthquake, tornado) financial, technology security, medical (e.g. pandemic)

Business Continuity Planning (BCP)

BCPs are a vital part of any organization. Disruptions and threat impact businesses with major losses in revenue and higher costs that will negatively impact profitability. Relying solely on insurance will not work as it will not cover all costs related to operations and customers who move to your competition. BCPs are created in advance for this purpose and involve key stakeholders and personnel.

From minor to catastrophic, business are prone to a variety of potential disasters. Business continuity planning’s purpose involves assisting company’s to continue to operate in the event of major disasters (fire, flood, financial or system breach, pandemic etc.). BCPs are not the same as disaster recovery plans (DRPs). A DRP is focused on IT systems recovery after a crisis only, while a BCP involves addressing disaster loss mitigation and recovery for the entire organization.

 

 

Key Features:

  • Risks and potential business impact

  • Planning an effective response

  • Roles and responsibilities

  • Communication plan in terms of continuity

  • Identifying set of action items

  • Prioritizing processes and assets

BCPs and Disaster Recovery Plans: Simulation and Execution

Disaster simulations are an excellent way to validate disaster recovery procedures and resources in order to return to a successfully recovered state. This includes recovery sites and backup systems allocated for business continuity work and disaster recovery.

These simulations will involve running a wide variety of disaster scenarios potentially possible in each location. The goal is to restart the technologies necessary to maintain business operations quickly and effectively. This process will also determine if staffing levels will meet the DR plan’s proper execution.

 

Disaster recovery simulation and execution checklist

  • Run simulation of your continuity and recovery plans
  • Run multi-factor scenarios
  • Activate relevant actions based on the scenarios, systems & stakeholders affected
  • Filter your executable actions per Disaster type, Locations and /or Categories
  • Notify relevant stakeholders of actions that will be taken during the execution (or simulation)
  • Automatically collect all results for the simulation or execution

Action Item Management

In management, an action item is a documented event, task, activity, or action that needs to take place. Action items are discrete units that can be handled by a single person.

Action items are usually created during a discussion by a group of people who are meeting about one or more topics and during the discussion it is discovered that some kind of action is needed. The act required is then documented as an action item and usually assigned to someone, usually a member of the group. The person to whom the action is assigned is then obligated to perform the action and report back to the group on the results.

Key Features:

  • Designate the set of actions necessary for your recovery and continuity plans
  • Identify clear ownership to any actions to automatically notify the right owners in case of execution
  • Assign relevant applicability for your actions per Disaster type, Locations and /or Categories
  • For DR actions, you can track RTO, and RPO on your DR actions as well

Mass Notification Management

Notification Management helps you ensure accurate delivery of important information to the right person at the right time, without depending on employees to take action.

Key Features:

  • Choose to Notify Groups, Users, Roles
  • In-App Notification
  • Email Notification
  • SMS Notification

Risk Management

Enterprise Process Center® (EPC) facilitates organizations to be proactive vs. reactive when it comes to risk control and process risk management strategies. Not only is risk management important to protect against disaster striking, but by integrating controls into daily operations you can ensure that quality standards are met and customer satisfaction is maintained. Additionally, there is nothing greater than the cost of “non-compliance”, hence, comprehensive risk and process transparency is a necessity to comply with laws and regulatory requirements such as Sarbanes Oxley, Basel III, IMF, HIPAA, FDA, ISO 15000, among others. 

Key Features:

  • Detailed risk library including identifier, description, type, category, responsible resources (via RASCI-VS)
  • Customizable risk matrices including risk likelihood, impact, score, percentage, color and priority
  • Import/export risk details via Excel
  • End-to end process visibility associated with risks
  • Filter, search, & report risks by attributes
  • Reusable risks & controls
  • Trigger CAPA based on process & task risk analysis
  • View the cause & effect of risks to track critical risk information; risk managers analyze and prioritize risk mitigation

  • Extended risk editing (gross risk per process, net risk per control on process, specific controls per process, override roll-up calculation per process)

  • Detect a risk’s occurrence; automated risk roll-up algorithm for risk scoring

  • Residual risk provides realistic view of potential impact

  • Risk matrix visualizes 5 different levels of risks residing in processes

Control Management: Risk Mitigation Strategies

EPC offers within a single collaborative platform an area where analysts can identify, assess and prioritize risk mitigation plans, and auditors can schedule then execute control audits and implement corrective action plans based on test results. Furthermore, by identifying key risk and control indicators and quantifying threshold limits; management can monitor measures to ensure policies are enforced and standards are maintained.

Key Features:

  • Monitor controls through audits
  • Recurrent audit scheduling
  • Implement CAPAs based on test results
  • COSO Cube ERM framework
  • General analysis, critical path analysis & high-risk path analysis generated in a dynamic manner
  • General controls and risks report & custom report
  • Reusable key risk & control indicators (KRIs, KCIs) for more than one source
  • Target threshold setting for continuous improvement

Documents & Records Management

It is nothing short of a challenge, if not near impossible, to maintain a paper-based ISO compliant document system today. Cumbersome, error prone and time-consuming would be the systems feature-set. Your productivity would increase significantly by automating all repetitive tasks associated with QMS document management. EPC’s BCM adds clear visibility into the document lifecycle and will proactively monitor your organizations workflow status while equally improving the quality system efficiency.

Teams dispersed geographically, are now able to connect, collaborate, co-author, proof-read, revise, comment and sign documents – all done electronically and securely within the system. Auto email notifications and read receipts support the systems expediting distribution process throughout the organization. Automatic document retention, printing, periodic reviews, and archiving are all in full compliance and controlled using USFDA 21 CFR part 11 encryption, making audits and quality inspections worry free.

Additionally, your BCM solution provides the secure storage, and management required to maintain accurate and up-to-date Business Continuity Plans that are electronically approved using eSignature; with all documents being downloadable as files.

Key Features:

  • Adding new Documents
  • Unique IDs and tags by document
  • Version control by document
  • Archive, move and delete existing documents
  • Structure document in a hierarchy, folders
  • Creates templates for Records and ability to reuse the workflow template
  • Audit log / trail on changes to metadata
  • Workflow for approvals, reviews
  • Electronic signature on approvals
  • Delegation on reviews, approvals
  • Notifications, emails for workflows
  • System check for publications and approvals
  • Collaborate and raise change requests
  • Multi-lingual support – UI, Metadata translation suggestions & Documents

Powerful Document Search by:

  • Document Name
  • Document ID
  • Organizational Unit
  • Full Text
  • Meta data (Type, Categories, Attributes)
  • Filterable columns
  • Last modified data
  • Last modified by
  • Any user-defined attributes (UDAs)

Business Continuity Management and Compliance

We understand that the requirements placed on organizations in terms of compliance are very high and that ISO9000, ISO13845, ISO17025, ISO27001, and SOC 2 for example, is an essential part of that program. By using our Integrated Management System BCM solutions, your company gains the preparedness, accountability and consistency that will give you a cutting edge over your competition.

Our tools ensure full visibility and tracking from end-to-end, all the way from the creation and amendment of a regulation to the approval and revision of the content through to the update and retraining of employees for standard operating procedures (SOPs). We see the full lifecycle management as moving parts of a complete ecosystem providing a unique approach that combines regulatory requirements, documents, processes, work instructions, and governance.

ISO 27000 Compliance

Our approach can help with all regulations and compliances related to business continuity planning and disaster recovery (such as ISO 27001 among others).

Manage Content

Manage the individual pieces of information, assign owners, and ensure governance through approval cycles, and change requests.

Digital Signature

We fully support digital signatures of all IMS repository content to ensure that the audit trail of all content is secure, time-stamped, with accurate and complete copies of records available for inspection throughout the retention period.

Ensure Transparency

Full visibility to understand where records are used and their applicability. You can also maintain digital content with clear accountability, including roles and responsibilities.

Conduct Impact Analysis

Analyze your records for downstream impacts, and analyze the potential impacts on policies, SOPs, business units and related records.

Digital SOPs

Generate complete customizable output of processes and related records such as regulations in a ready-to-print and exportable Word format. You no longer need to manage SOP on paper! The digital SOP is in-sync all the time.

Approval and Governance Workflow

Integrated and embedded approval workflows to ensure strict control over the change of your records, including validation of changes, evaluation of impacts and highlighting changes.

Encourage Collaboration

By uniting goals and creating a common framework for your teams, they will be able to cooperate strategically, create change requests, and assign tasks to implementers.

ISO 27001 Cloud-solution

As part of our ongoing commitment to compliance and ensuring that our clients meet their regulatory requirements, we are always on the lookout for ways to help our clients attain and maintain full compliance. Interfacing is ISO 27001 certified and we are partnering with Amazon Web Services (AWS) for cloud-hosting since their commitment to compliance is proven, with global data centers compliance to SOC 1 Type II and ISO 27001. For more information on AWS compliance for ISO 18345, FDA QSR and GxP, please refer to their compliance program.

Why Interfacing?

Your Interfacing team of professionals has a deep understanding of what is involved in Business Continuity Management.  The creation and validation of business continuity plans (BCPs) ensures your organization will be capable to respond to and recover from potential threats as effectively as possible.

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Life Science & Pharmaceutical

By adopting a strong, process-centric culture, your company can smoothly transition from chaotic and ad hoc management systems to a smooth running regulatory compliant operation.

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Medical Device Technology QMS

Every aspect of the medical technology process must be controlled and monitored as per ISO 13845 and US FDA QSR requirements. Read more here.

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Gain Agility with the Digital Business Platform

Interfacing’s Low-Code Rapid Application Development software solution provides all the tools to create and deploy  Custom, Scalable, Secure and Mobile ready Applications in days vs. months!

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Read Our Blogs 

Take a moment to read blogs about GXP, Regulatory Compliance, today’s trends, and much much more!

Discover how your organization benefits from an Interfacing Business Continuity Management  focused solution.

A key differentiator of Interfacing to other digital and business transformation consulting firms is that Interfacing offers its own innovative technology solution in support of transformation programs. Interfacing’s BCM supported solutions deliver the transparency required to reduce complexity, improve execution and facilitates agility and change.

Interfacing’s flagship integrated management system solution is a one-stop-shop for managing transformation programs. We know it’s a very competitive environment out there. It is for that reason our strength is in our commitment to maintain flexibility throughout the project lifecycle whether it is in our innovative products or in our team of experts.

Try It Now For Free!

Document, improve, standardize, and monitor your business processes, risks and performance with Interfacing’s Business Process Management Software (BPM Software) the Enterprise Process Center®!