BPPS USER MANUAL - 090127 Arial half-size
Contents
1. The writer of this plan decides which paragraphs are to be included in the Plan and which are to be ignored The check boxes indicate which sections will be included in the copy of the Plan that you generate The program retains the selected status of the sections between runs By default all sections are marked for inclusion when the program is first run To change the selection status of a section simply click on the square beside the section name If the section is checked all sub sections will be toggled The check marks mean that a particular section will be included A gray check box means not all sub sections for that section are selected If no sections have been selected a message is presented and the plan generation is cancelled To change the name of any section or module first highlight the section name with the left mouse button then click again with the left button or click with the right button Either way will allow you to change the text Click enter to accept the new text Front Pages Introduction Things to Know Objective BPPS 5 5 2 Module Quick Reference This section has information that will be needed for a guick response to an immediate problem 5 5 3 Module Foundation This module explains the objectives and the nature of the pandemic planning process ME FOUNDATION Front Pages Disclaimer Introduction HOUSEKEEPING INTRODUCTION TO EMERGENCY PLANNING INTRODUCTION2. Resource Control Team Human Resources Team Payroll Team Administration Team NE a a LC BillingTeam S poi Ss a SS BPPS Physical Security Team Database Administration Restoration Team BPPS cre Call Center Restoration Team Facilities Maintenance Team Transportation Team Volunteer Coordination Team pe Records Salvage Team Building Facilities Salvage Team Manufacturing Salvage amp Restoration Team Plant Restoration Team ra Services Support Team Z o F F P o Lo BPPS ce BPPS APPENDIX 2 BACKING UP AND RESTORING BPPS PLANS You should ensure that the BPPS Plan is included in your regular computer backup plans Do not try and copy a plan while it is open in BPPS In addition to this backup you should make sure you have a copy of your license key and a copy of the appropriate BPPS install program e g XY ZBppsSetup msi in a safe place BPPS APPENDIX 3 Use this form to get each Team Leader to certify that their team is prepared TEAM CONTINUITY PLAN CERTIFICATION Business Team Date have provided the BCP coordination group with a current copy of my Team s continuity plan am satisfied that this version of our plan is complete accurate and up to date to the degree reguired for us to continue to execute our critical business processes in the event of a major disruption Plan Review Checklist Yes No This plan was
3. be activated the activation of your emergency response plan and the follow up and evaluation following a disaster response Recovery This module discusses the steps reguired to return to normal operations following a pandemic Team Tasks In this section you select the teams that will take part in the disaster Pandemic process For each team you determine what that team will do before during and after a disaster Recurring Tasks For the plan to be effective the plan must be exercised and staff must be trained The plan must also be maintained and updated and regular audits should be carried out These topics are covered in this section Appendices The appendices cover areas such as the methodology used in generating the plan the strategies used for dealing with various threats the establishment of an emergency command center and your observations and conclusions while creating this emergency response plan Resources This section references external documents and procedures which may be used during the preparation and maintenance of the plan or are reguired during execution of the plan This section also contains references to Binomial resources for use with BPPS Additional Material This section contains the essential lists of information you need for your plan It is also the area where you assign personnel to teams You do not need to replicate information stored in a secure and accessible offsite location here BPPS
4. Web Purchase or Renew Support 7 6 9 Help Purchase Register 7 6 10 Help Enter License Info 7 6 11 Help About BPPS OUTPUT TABLE OF CONTENTS SAMPLE DATA FINISHING YOUR PANDEMIC PLAN ADDITIONAL INFORMATION TO INCLUDE IN YOUR PLAN ADVANCED TOPICS 47 47 47 49 50 BPPS BREAK APART 50 DRAG AND DROP 50 COPY AND PASTE 50 14 TECHNICAL SUPPORT 52 APPENDIX 1 54 Teams 54 APPENDIX 2 57 Backing Up and Restoring BPPS Plans 57 APPENDIX 3 58 Team Continuity Plan Certification 58 APPENDIX 4 60 Installation Files What Is Installed Where 60 APPENDIX 5 61 Known Installation Issues 61 APPENDIX 6 62 Known Issues 62 APPENDIX 7 63 Troubleshooting 63 APPENDIX 8 64 Tips amp Tricks 64 BPPS 1 THE PHILOSOPHY The BPPS Binomial Pandemic Planning System program is used to create your Business Pandemic Plan by assisting you in the selection of planning content and in the generation of a fully formatted document All businesses depend heavily upon information and the ability to process and analyze this information These businesses increasingly depend on computer supported information processing and telecommunications Technology and automated systems are often used to process and analyze information and their disruption for even a few days could cause severe financial loss and threaten the very survival of the business This dependency will continue to grow with the trend toward decentralizing information t
5. made This feature can be used to bring in a complete plan written elsewhere Note that a maximum of 100 pages at a time will give better results DRAG AND DROP Sections can be moved in BPPS in two ways e To move a section to elsewhere in your Plan left click on the section heading and move the cursor to another section heading The moved section will be inserted in front of the target heading e To move a section to elsewhere in your Plan and demote it left click on the section heading move the cursor to another section heading and then to the right clear of any words Release the button and the section will be moved and shifted to the right A section can also be promoted by drop in on the senior heading e Note that all of these operations can happen within or across modules e Note also that there is no undo function in BPPS COPY AND PASTE Text can be copied just as you would normally do in Word Select a section Select edit section Close the panel Go to the target section Select edit section Paste the save text Save the changed section Select the desired text in the Word panel BPPS E A BPPS 14 TECHNICAL SUPPORT Should you reguire further assistance or experience any problems with this product Binomial International can be contacted at the following Mail Binomial International 812 Proctor Avenue Ogdensburg New York 13669 Phone 613 232 1200 Fax 928 441 4170 email
6. Keeping Communications Open and Frequent Alternative Work Arrangements za Psychological Counselling je Staff Travel Restriction Policies za E Business Travel E Personal Travel E Supplies Diaa wsntnl Maanda wnt n DIA nnn A Onta aan Plank AAA R A I DO BPPS 5 5 5 Module Prevention This module explains the steps necessary for preventing the transmission of disease and mitigating the effects of a pandemic MAE PREVENTION a Front Pages M E Description of this Stage fnan 4 E Trigger to activate this Stage oF M v E Prevention Tasks M E Roles and Responsibilities 4 E Assess and Confirm Required Response Level 4 E Communicate a za Pepa Preliminary Control Measures ees ahaa ides Gai Implement Social Distancing training program Prepare to provide higher levels of work place deaning Implement Travel advisories for travel to high risk areas Implement Increased Pandemic Situation monitoring Initiate Employee Sickness and Absenteeism Monitoring Minn wsntnl Maanda NIZ AD ZALIL A O Ata nn Plank AAA R A I DO BPPS 5 5 6 Module Response This module gives an overview of your response to a disaster including determining whether the emergency response plan should be activated the activation of your emergency response plan and the follow up and evaluation following a disaster response fA RESPONSE E Front Pages M E Description of this Stage 4 E Trigger to activate this S
7. down on the left of the page A EXECUTIVE SUMMARY PAE Quick REFERENCE HE FOUNDATION PAE PREPARATION PAE PREVENTION PAE RESPONSE OE RECOVERY PAE TEAM TASKS PAE RECURRING TASKS PAE APPENDICES PAE RESOURCES fA ADDITIONAL MATERIAL OJU Text for New Items or the buttons at the top of the page P THE NAME OF YOUR PLAN Binomial Pandemic Planning System File Edit View Tools Help Modules Executive Summary Quick Reference Foundation Preparation Prevention Response Recovery Team Tasks Recurring Tasks Appendices Resources Additional Material 5 2 SELECTING TEXT NOTE LOWER LEFT MAE Quick REFERENCE You select the text that you wish to Front Pages include in your plan by toggling the _ E OBJECTIVE of this MODULE check mark in front of each text section se Where to Find It When you toggle a major section all sub sections belonging to it are also toggled You can see this happening in the progress bar at the lower left corner of your screen Unchecked text is grayed out BPPS 5 3 INCREASING SCREEN WORKING AREA This version of BPPS has a feature to allow you to change your screen working area There is a spacer bar between the left side menu and the text Click on this spacer bar and drag it right or left to give as much space as possible for editing and inputting text This new sizing is maintained when the program is re started 5 4 AUTOMATIC RENUMBERI
8. reviewed within the last 30 days All members of my business team have a current copy of this plan New staff are briefed on the BCP and our team s specific plans Business characteristics processes and responsibilities have not materially changed since the last Business Impact Analysis Activities identified in our plan as Preparation tasks have been assigned to members of my team and are being maintained Dependencies on other teams assumed in our plan have been confirmed BPPS C IH Essential materials reguired by my team are safely stored off site and have been recently reviewed for completeness and currency For any of the items you have checked No please indicate your plans Team Leader s signature BPPS APPENDIX 4 Installation Files What Is Installed Where This information is intended primarily for use by system administrators By default BPPS installs a set of files under C Program Files Binomial International Inc Binomial Pandemic Planning System Microsoft Net libraries may also be installed during the installation process BPPS APPENDIX 5 Known Installation Issues The largest source of installation errors is truncated downloads from the Binomial website Check that the size of the file downloaded matches the size of the file specified on the download page During installation the install program may request that you install the Micro
9. the PLAN ma vl E DOES THE PLAN MAKE SENSE Minn wsntnl MawnAana wnt n AD LARA O Ata Plank AAA R A I nA BPPS 5 5 10 Module Appendices The appendices cover areas such as the methodology used in generating the plan the strategies used for dealing with various threats the establishment of an emergency command center and your observations and conclusions while creating this emergency response plan ME APPENDICES Front Pages 5 Response Stage Checklists Response Stage 1 Prepare Checklist Response Stage 2 Prevent Checklist Response Stage 3 Respond Checklist Response Stage 4 Recover and Return Checklist Critical Services List 5 Sample Iliness Assessment Forms Suspected Influenza Case at Work Influenza Contact List Notification Form Suspected Influenza Case at Work Sample Screening Checklist Sample Health Alerts Flyer Comparison of Common Cold and Influenza Symptoms Summary of How to Stay Healthy During the Pandemic Flu Sample Personal Hygiene Notices Summary of Influenza Protection Measures a Often a plan will rely on documents which are already maintained elsewhere For example you probably already have good documentation explaining how to backup and restore your accounting system You may already have checklists used to identify vulnerabilities in various systems Assuming such documents are already stored in a secure location which will be available in an emergency you should not attempt to replicate such docume
10. will start with a Sample Plan This plan will demonstrate some of the features of the software as it creates sample data BPPS 4 TO CREATE A PLAN 4 1 NEW PLAN To create a new plan select FILE NEW PLAN This command will open the new plan wizard and display the boxes as shown Fill in the information reguired and select OK BPPS will open and load the last plan that was open when you last closed the File name A NEW PLAN 7 program Saveastpe Pandemic Persp zl P Customize Your Plan x P Customize Your Plan xi Binomial Pandemic Planning System xi What is the formal name of the company or organization o What is the short or informal name of the organization Binomial This is the formal way of refering to your organization E g Acme Widgets Intemational Inc A cai oe ama Eg ACM Question 1 of 6 Previous Finish P Customize Your Plan x Binomial Pandemic Planning System sp o What is the organization s type e g company hospital department company This is used in the text to refer to your type of organization Start with a lower case letter E g company hospital department P Customize Your Plan E Binomial Pandemic Planning System m What is the location for which the plan is being prepared es Albert Embankment London SE1 7TP This is the address or location for which the plan is being prepared E g a ee ee Over aa J
11. wish to revisit the sections you omitted It is also a good idea to generate the whole plan the first time you use the procedures so that you can view it and decide which sections you may not need BPPS A good plan is one that is practical and maintainable and maintained Plan maintenance includes ensuring that all procedures in the plan are kept up to date BPPS 12 ADDITIONAL INFORMATION TO INCLUDE IN YOUR PLAN Additional information you should consider including in your plan Alternate work locations Useful external telephone numbers References to related company plans and procedures Always ask yourself if a piece of information would be readily accessible during a pandemic If it might not be then it should be included in the plan BPPS 13 ADVANCED TOPICS BREAK APART BPPS has the ability for importing existing plans from other sources or other information in Word format To do this ensure that the Word document has styled headings as this is reguired for the Break Apart methodology to properly divide your material into sections Create a new section Open this section with the Edit Section button When the section opens in Word paste the new Word document Save this document Highlight the new section s name Then right click on the name and select Break apart The new section will be broken apart with headings becoming appropriate sub sections There will likely still be hand corrections to be
12. 4 gt lt Not Assined gt xj EROLE MEMBER 5 gt KITEAM MEMBER 5 gt lt Not Assigned gt x EROLE MEMBER 6 gt lt ITEAM MEMBER 6 gt lt Not Assigned gt sd IROLE MEMBER 75 lt TEAM MEMBER 7 gt lt Not Assined gt xf ROLE MEMBER 8 gt KITEAM MEMBER 8 gt lt Not Assigned gt x 4 lt ROLE MEMBER 9 gt Team Member 9 lt TEAM MEMBER 9 gt lt Not Assigned gt Tip You only need to assign team members to team roles which are used in the plan Dinan wsnt nl ManAA nA RnR DIA RRR A O Ata a Plan AAA R A I AA 1a a imas sm BPPS BPPS 7 4 3 Tools Customize Plans This can be used to re run the original series of wizard dialogs shown when a new plan is created P Customize Your Plan x Binomial Pandemic Planning System What is the formal name of the company or organization This is the formal way of refering to your organization E g Acme Widgets Intemational Inc Question 1 of 6 Eeh 7 6 HELP MENU In the left of the upper toolbar this shows the name of the plan that you are working on P THE NAME OF YOUR PLAN Binomial Pandemic Planning System NNS This is name of the currently loaded plan You should always create a plan with a name that is meaningful to you In the lower right corner this tells you that this is a licensed copy of the program Licensed to Binomial International The name of the licensed purchaser of
13. About dialog box has a support button which shows a dialog with lots of information our technical support team may need to diagnose a problem The support information can be easily copied to the clipboard and pasted into an email or support form BPPS 8 OUTPUT All of the output from BPPS is through E the button See section 6 6 in this manual Print Export Module BPPS 9 TABLE of CONTENTS The Tables of Contents are generated automatically when you print each module 10 SAMPLE DATA When BPPS is installed the plan contains some sample data Personnel to aid in understanding the formats When you are familiar with the program you should either start a new plan or delete the sample data Personnel to avoid confusion 11 FINISHING YOUR PANDEMIC PLAN Now that you have generated the BPPS Pandemic Plan you need to finish it by customizing it for your situation This will involve the following e backing up your output files or copying them to another directory so that they are not inadvertently overwritten by a subsequent revision of the plan e reviewing the content of each of the sections you have included in the plan In attempting to satisfy the needs of a great many customers the BPPS sections may contain too much detail or may not present the information quite the way you would Feel free to update the content however you like This is your plan If you did not select all of the BPPS sections you may
14. BPPS Copyright The paragraphs information and documentation provided in this product are the property of Binomial International and as such are protected under international copyright laws The information stored on disk and the documentation may only be copied by the original purchaser of same and only for the purposes of backup However the plan and databases produced by this software may be for the use of the purchaser or for customers of the purchaser This means that you the purchaser may use this software for your own use or for the use of your customers but you are not permitted to give away the software because that would be piracy and piracy is subject to all the penalties provided for by law Copyright 2009 Binomial International 812 Proctor Avenue 5497 Colony Heights Road Ogdensburg New York USA 13669 Manotick Ontario Canada K4M 1A7 All rights reserved Version 2009 printed 2009 Copyright and Software License Issues for BPPS Users The BPPS Software License is a Single User License unless you have purchased one of our network versions This means that you CAN e Install the system only on your own computer e Use the software only on your own computer e Use the software to develop plans for your own company or department or for your own clients This means that you CANNOT e Share the software with friends colleagues or associates who have not purchased their own BPPS license 090121 1a m imas om TABL
15. DIX 7 Troubleshooting a Most installation problems are caused by incomplete Internet downloads Check the size of the installation file against the size displayed on the web site Many problems can be resolved by re installing the software Problems with screen updating can often be fixed by simply selecting a different section on the left hand side of the screen the reselecting the original section Some badly behaved Microsoft Word Add ins can cause problems with BPPS Try running Microsoft word with any add ins disabled to see if this cures the problem The Support Info button on the BPPS About Box dialog will list all the Word add ins detected by the program The Word Add Ins dialog can be used to disable add ins If this proves to be the problem check with the supplier of the add in to see if a more recent version is available If the above does not resolve the problem please contact us at b s support binomial com BPPS APPENDIX 8 Tips amp Tricks Some of these tips and tricks will probably only make sense once you are familiar with all the features of the program 1 Keep regular backups of your plan 2 If you wish to import a large document into BPPS create one or more sections to hold the document then copy and paste part of the document into each section You can then use the Break Apart function see right click context menu on the tree on the left hand side of the screen to create additional sect
16. E of CONTENTS THE PHILOSOPHY INSTALLING BPPS 2 1 Demo Version 2 2 Registration Dialog THE DESKTOP 3 1 The Opening Screen 3 2 BPPS Operation TO CREATE A PLAN 4 1 New Plan 4 2 Open 4 3 Delete 4 4 backup plan 4 5 MASTER PLAN TEXT MODULES 5 1 BPPS Text 5 2 Selecting text note lower left 5 3 Increasing Screen WORKING AREA 5 4 Automatic renumbering of sections 5 5 ModuleS 5 5 1 Module Executive Summary 5 5 2 Module Quick Reference 5 5 3 Module Foundation 5 5 4 Module Preparation 5 5 5 Module Prevention 5 5 6 Module Response 5 5 7 Module Recovery 5 5 8 Module Team Tasks 5 5 9 Module Recurring Tasks 5 5 10 Module Appendices 5 5 11 Module Resources 5 5 12 Module Additional Material 5 6 MODULE Teams 5 6 1 To Change the Name of a Team or Team Section 5 6 2 To Add a Team 5 6 3 To Modify a Team BPPS oO OD 10 11 12 13 2009 1a m imas om EDITING 6 1 Text Substitutions 6 2 Edit Section 6 3 EDIT Notes 6 4 Manage Personnel 6 5 Choose Team 6 6 Print Export Module MENU COMMANDS 7 1 FILE MENU 7 2 EDIT MENU 7 2 1 Text Substitutions 7 3 VIEW MENU 7 4 TOOLS MENU 7 4 1 Tools Manage Personnel 7 4 2 Tools Choose Team Members 7 4 3 Tools Customize Plans 7 6 HELP MENU 7 6 1 Help Menu 7 6 2 Help Getting Started 7 6 3 Help Online Manual amp Help 7 6 4 Help Web Tutorials 7 6 5 Help Web Resources 7 6 6 Help Web Support 7 6 7 Help Web Check for Updates 7 6 8 Help
17. Export Module f Print Export Module 6 1 TEXT SUBSTITUTIONS BPPS has the capability of exchanging set fields with pre determined information The set fields have the format lt ALL CAPS gt An example is lt ORGANIZATION gt When BPPS encounters this type of structure it searches through the text substitution table and makes the substitution to the name of your organization P Text Substitutions Macros lol xi m The text below will be substituted for macro lt NAME gt in the plan This is used on title pages to refer to the group or person sponsoring the plan Can b User This is the address or location for which the plan is being prepared E g DHead Offic LONG ORGANIZATION Binomial Intemational This is the formal way of referring to your organization E g 0 Acme Widgets Intemati ORGANIZATION Binomial Intemational This is the informal way of referring to your organization E g ACME ORGANIZATION TYPE company This is used in the text to refer to your type of organization Start with a lower case le PREPARER U Jeff Williams The name of the person or group responsible for preparing this plan used in module Minn wst nl Maanda wnt DIA RRR A O Ata II AL AAA A A I DO BPPS The ones that you will want to input are e the name of your organization e the name of the client for this plan e the long or official name of your organization e the short of common name of your organization e your loc
18. NG OF SECTIONS In the on screen menu the sections are not numbered as in a regular Plan This is because your numbers if you omitted any sections would not be in the correct order So to overcome this the program automatically numbers all of the section that have been selected when the Plan is generated BPPS 5 5 MODULES Each module contains information required in the development of the Plan You may modify any of the text you can delete some of these modules and you can easily add more modules All of the modules begin with z Front Pages Title Page Approvals 8 Distribution Contents The Title Page contains information on this module The method to edit this will be explained later in How to Edit Content The next section is Approvals 8 Distribution APPROVALS eee f DISTRIBUTION This lt MODULE module may have a restricted distribution lt PAGE BREAK This section is where to keep information on who has approved the content of this module and who has copies of this module The next section TABLE OF ONTENTS contains the table of contents for this module This table of contents will be automatically generated Minn went nl ManA A NIZ DIA RRR A O Ata II AAA A A I AA BPPS 5 5 1 Module Executive Summary This module has information to keep senior management informed El JL EXECUTIVE SUMMARY Front Pages Introduction Things to Know Scenario Objective m
19. O Question 4 of 6 m Who commissioned the plan within the organization Boos S COSSS This is used on title pages to refer to the group or person sponsoring the plan Can be left blank m Who is the person or group responsbile for preparing this plan Pandemic Planning Committee The name of the person or group responsible for preparing this plan used in module title pages Diaa wsnt nl Maanda nnn DIA nnn A Onta aan lanana AAA R A I AA 1a a imas sm BPPS BPPS 4 2 OPEN With BPPS you are able to manage several different plans This command is used to load the plan that you want to use 4 3 DELETE If you wish to delete a plan then delete it in Windows Explorer This is done to ensure that you really wanted to delete the plan Note that a plan that is currently open cannot be deleted 4 4 BACKUP PLAN It is important to back up your plan so that it isn t lost with a computer problem Make a copy of your plan using Windows Explorer 4 5 MASTER PLAN You may have a situation in which you wish to create multiple plans within your organization but start from the same basis To do this first create a master plan starting from our BPPS text then copy it to create a starting point for your own plans BPPS 5 TEXT MODULES All of the modules have detailed content supplied 5 1 BPPS TEXT This is the supplied text in the BPPS product To access these modules scroll
20. S MAE RESOURCES A Front Pages WHERE TO FIND MORE INFORMATION USA M El Federal State Agencies Dd Travel Advisories tej M WHERE TO FIND MORE INFORMATION CANADA fer Canada Federal ol Provincial and Territorial WHERE TO FIND MORE INFORMATION INTERNATIONAL List of Reference Documents z Link to Binomial Website Resources 5 5 12 Module Additional Material This module contains the essential lists of information you need for your plan It is also the area where you assign personnel to teams You do not need to replicate information stored in a secure and accessible offsite location here ME ADDITIONAL MATERIAL Front Pages Things to Know j Key Facts on Pandemic Influenza M E Ten things you need to know about Pandemic Flu ke Avian Influenza Bird Flu and Avian Influenza A H5N1 Virus Ten Steps Your Business Can Take E Financial Considerations z Risk and Insurance l Investing in Pandemic Preparedness Pandemic Preparedness as a Competitive Advantage M Legal Risks Diaa nmaianl Maanda NIZ DIARRA Onta aan II ALMA A A I AA BPPS 5 6 MODULE TEAMS The BPPS Teams Module contains textual information for inclusion in the Pandemic system This includes all of the teams that could be a part of the plan and the tasks that each team will perform before during and after a disaster AE TEAM Tasks E s kia kk kiksi V a A Front Pages EJ A MANAGEMENT TEAMS M Senior Management Tea
21. TO PANDEMICS Estimated Pandemic Influenza Impact on lt ORGANIZATION lt ORGANIZATION gt Business Continuity Planning Methodology The Planning Process Maintaining Critical Service Delivery during a Pandemic lt ORGANIZATION gt Pandemic Influenza Business Continuity Strategy Purpose of Pandemic Planning lt ORGANIZATION gt will be replaced with the name of your organization company hospital department etc when you generate the plan Minn wsntnl Maanda wn DIA RRR A O Ata nn Plank AAA R A I AA BPPS 5 5 4 Module Preparation This section covers the steps that must be taken to prepare for a disaster including vulnerability assessment preventative measures emergency communications administration and logistics AE PREPARATION H E Front Pages M E Description of this Stage E Trigger to activate this Stage E Planning Assumptions a Mo Preparation Tasks M E Roles and Responsibilities E Designation of Pandemic Oversight Continue Liaison Activities Possible Cessation of Services ma Determine Critical Service Levels a E Human Resource Issue Risks to Employees Risks to Employees Possible Responses M E Absenteeism Policies Absenteeism Policies Possible Responses 4 E Maintenance of Pay during an office dosure gt E Leave during an office dosure Temporary help agency personne and or Contractors Collective Agreements Safequarding Personal Information
22. Tasks WHO Stages 4 5 Pandemic Imminent Period Tasks WHO Stage 6 Full Pandemic Period Tasks Return to Normal Recovery Period Requirements Dependencies Assumptions Other Information EEEEEKE Ga Ga Ga si si 5 6 1 To Change the Name of a Team or Team Section To change the name of any team or team section first highlight the team name or team section with the left mouse button then click again with the left button or click with the right button Either way will allow you to change the text Click enter to accept the new text Minn went nl ManA A NIZ DIA RRR A O Attn II AAA R A I NA BPPS 5 6 2 To Add a Team By right clicking you have the option to add a team Be sure to position the cursor at the correct place in the plan 5 6 3 To Modify a Team To modify team text treat the sections as any other text BPPS 6 EDITING BPPS has been designed so that all editing is done in Microsoft Word The huge benefits of this are the comprehensive formating capabilities of Word The available actions are Actions El a Text Substitutions used to make macro Text Substitutions Substitutions of text b Edit Section used to edit the sections in the place Edit Section JE S l 4 This is where most of your editing will be done Add No c Add EditNotes used to add non printing notes ae shown in red on the screen Manage Personnel ft d Manage Personnel Choose Team e Choose Team Print
23. ation e the type of your organization company hospital government etc 0 In addition there are system defined fields that you should investigate as well P Text Substitutions Macros loi x M The text below will be substituted for macro lt NAME gt in the plan System Table of Contents The table of contents of the current module System 1 20 2005 Current date short format in your regional settings Add LANDSCAPE System Section Break Landsc Section break set the remainder of the document to landscape mode z LONG DATE System Tuesday January 20 20 Current date long format in your regional settings LONG TIME System 12 11 02 AM Current time long format in your regional settings MODULE System Name of current module The name of the current plan module Edit PAGE BREAK System Page Break Inserts a page break into the plan PLAN System THE NAME OF YOUR P Name of the current plan taken from the file name PORTRAIT System Section Break Portrait Section break set the remainder of the document to portrait mode PROGRAM NAME System Binomial Pandemic Plann The name of this program PROGRAM VERSION 1 0 3272 24711 The version of this program This is a very powerful tool that you will definitely want to use 6 2 EDIT SECTION The edit section tool is the way that text is edited in BPPS Select a section from the left side menu and it is displayed in the cent
24. bpps binomial com sales support binomial com support World Wide Web http www binomial com Note that depending upon the package you purchased you have either 30 days or 1 year of free support from the date of purchase We strongly recommend that you purchase the annual support package which provides you with unlimited support and all upgrades The cost is 15 of the current product price Within your company you should designate someone as being the single point of technical contact This is a requirement for multi user and site discounts In this way you will develop the technical expertise within your company and will only need to contact Binomial only for situations that exceed that expertise It helps to have the skills in house when an incident happens BPPS 15 NETWORK INSTALLATION To run BPPS on a network with each user sharing the same set of plans you need to perform the following steps 1 Install a copy of BPPS on each workstation on which it will be used Note that BPPS cannot be run directly from the server because this will not correctly register the components used You should be a system administrator when performing the installation Create a directory on your file server We suggest using the name BPPSData or BPPSPlan for this directory Enable sharing for this directory restricting access to those users you wish to be able to modify your emergency Pandemic plans Create a new plan using one
25. echnology to individual organizations within companies The increasing dependency on computers and telecommunications for operational support poses the risk that a lengthy loss of these capabilities could seriously affect the overall performance of the company lf your staff cannot be at their place of business because of the effects of a pandemic then you will not be able to continue your business unless you have planned for this eventuality A business pandemic plan gives your company a competitive advantage because you will still be in business BPPS is a menu driven system in Windows that helps you to produce a Business Pandemic Plan for your company You decide which topics to include in your Plan and which databases to include and BPPS will do the rest It is an automated system which will quickly and easily generate the components of your Pandemic Plan BPPS contains the information that you need to quickly prepare a Plan The advantages of BPPS are 1 speed of development of your Plan 2 comprehensive content right out of the box 3 low price and 4 easy to maintain your Plan After you have created the plan BPPS is used to continue to maintain the plan through modifying text and updating data BPPS 2 INSTALLING BPPS BPPS will self install Simply place the CD in your CD drive and close the door When you close the door on the CD the AutoRun program starts if your settings do not allow AutoRun to start then run t
26. er panel To edit the content select the edit selection from the right panel The section will then open in Word so that you can make your edits lo x File Edit View Insert Format Tools Table Help DEHB SYA ABB IS 9 C BFI Aq Normal Arial 2 Blu j ui This document has been assembled from established response procedures and q 75 Gikead JI iz EE YAB 7 i g M E bal iti amp lt gt lt PREPARER s experience as well as a variety of local national and international sources for the pumoses of developing a pandemic influenza business continuity plan for lt LONG ORGANIZATION lt ORGANIZATION The information contained in this plan is current as of the date of preparation Sla 5 su 4j Cancel Changes Diaa wsntnl ManAnanntn DIA nnn A Onta aan Plank AAA R A I OA BPPS Once your edits are done select either the save changes button or cancel changes button to save or abandon the edits All of your edits in each section and team will be made in this manner 6 3 EDIT NOTES This edit notes tool is used to add notes to any section in the plan These notes only show on the screen but not in print They are meant to record some information or guides to help in the development of the plan FOUNDATION This module explains the objectives and the nature of the pandemic Planning process These notes appear on the screen and do NOT appear in the pri
27. ese values into the following dialog box in order to enable BPPS Support Expires Friday October 30 2009 M Enter your license information Licensed To Serial Number Number of Users 1 License Key Save License Cancel The OK button only becomes enabled if the information is correct You can order your copy from e www binomial com pandemic planning or e by calling 1 877 246 6642 or e by calling 1 800 361 8398 e by faxing us at 928 441 4170 BPPS 3 THE DESKTOP 3 1 THE OPENING SCREEN P THE NAME OF YOUR PLAN Binomial Pandemic Planning System File Edit View Tools Help Modules Executive Summary QuickReference Foundation Preparation Prevention Response Recovery TeamTasks RecurringTasks Appendices Resources Additional Material will be seen at the top of the screen On the left of the screen you will see the various modules ig EXECUTIVE SUMMARY ME QUICK REFERENCE AE FOUNDATION ME PREPARATION AG PREVENTION ME RESPONSE FOE Recovery ME TEAM TASKS PAE RECURRING TASKS MAE APPENDICES ME RESOURCES ME ADDITIONAL MATERIAL OW Text for New Items Each of these can be expanded by clicking on the plus sign An example is seen here 1 05 1B 16 050 15 160 051 ZJU Quick REFERENCE H E FOUNDATION Minn wsntnl Manan nnn DIA nnn A O Ata a Plank AAA R A I AA BPPS 3 2 BPPS OPERATION Once BPPS is installed there wil
28. he file Setup exe file in the root directory of the CD and follow the installation instructions The setup program will then install BPPS on your computer i Binomial Pandemic Planning System Welcome to the Binomial Pandemic Planning System Setup Wizard The installer will quide you through the steps required to install Binomial Pandemic Planning System on your computer WARNING This computer program is protected by copyright law and international treaties Unauthorized duplication or distribution of this program or any portion of it may result in severe civil or criminal penalties and will be prosecuted to the maximum extent possible under the law Cancel You will have the option of selecting the directory into which BPPS will be installed The default directory is C Program Files Binomial International Inc BPPS but you can change this if you wish 2009 BPPS itz Binomial Pandemic Planning System Customer Information r Cee Bak lling the BP l ow When the prog p has finished insta ogram icon is displayed 7 Binomial Pandemic Planning System License Agreement BINOMIAL PANDEMIC PLANNING SYSTEM LICENSE Cc The paragraphs information and documentation provided in this product are the property of Binomial Intemational and as such are protected under international copynght laws The information stored on disk and the documentation may only be copied by the ong
29. ic Steering Committee m a is Operations Team laski Monthly Review Tasks WHO Stages 1 3 Pre Pandemic Period Tasks WHO Stages 4 5 Pandemic Imminent Period Tasks WHO Stage 6 Full Pandemic Period Tasks Return to Normal Recovery Period ka Reguirements E Assumptions M E Other Information a m E COMMUNICATIONS TEAMS l M i Communications Team M Webite Team PANDEMIC SUPPORT TEAMS M i Liaison Team M Alert Information Team V i Human Resources Team M Legal Team M i Logistics amp Supplies Team v i IT Coordination Team M i Physical Security Team M i Plan Development Team M i Exercise Management Team 8 8 8 E 8 6 E ii Teams are so important in your Plan that they are explained in greater detail in section 5 6 below DALA nl MawnAnannin AD ALI A O Ata az II ALNE A A I OL BPPS 5 5 9 Module Recurring Tasks For a plan to be effective the plan must be exercised and staff must be trained The plan must also be maintained and updated and regular audits should be carried out These topics are covered in this section TRAINING GENERAL EXERCISE RESPONSIBILITY gt E DATA COLLECTION 4 E TEST SUGGESTIONS MAINTENANCE MAINTENANCE LOG Me AUDITING M E AUDITING the PLAN 4 E COPIES of the PLAN STAFF TRAINING amp AWARENESS a OFF SITE STORAGE a EMERGENCY RESPONSE 8 RECOVERY TESTING amp EXERCISES H E MAINTENANCE of
30. inal purchaser of same and only for the purposes of backup 2009 BPPS T E i Binomial Pandemic Planning System f L C Program Files Binomial International Inc Binomial Pandemic Planni i iiz Binomial Pandemic Planning System 2009 _ DILALALIDADLLLALLI Plannin m our o N 3 1 oll BPPS i Binomial Pandemic Planning System Installation Complete Binomial Pandemic Planning System has been successfully installed Click Close to exit Please use Windows Update to check for any critical updates to the NET Framework Note that you need to have administrative privileges on XP Vista Windows 7 to install the software 2 1 DEMO VERSION BPPS is installed as a demo version To make it into a full version select Help Registration and enter the numbers requested there The correct numbers will complete the registration If you do not have the registration numbers these may be obtained by placing an order for the system We accept purchase orders from recognized companies and credit cards Visa MasterCard American Express 2 2 REGISTRATION DIALOG The demo version of BPPS enables you to view the Table of Contents of all of the plan and selected parts of the content but not to edit nor print any of the plan When you purchase BPPS all of the rest of the content will be unlocked You will be sent a serial number user count and registration BPPS code Enter th
31. ions with copies of the document content Try to eliminate unnecessary formatting and styles before importing the document for best results only leave the Word Normal and Heading n styles in the document and remove any section numbering 3 De select sections using the tick boxes rather than deleting them This excludes the section from the published plan but allows you to copy content from the excluded section or re select it at a later date Support 1 For fastest response use the forms on the Binomial website to request Support as these prompt you for all the information we need to handle your support request If you are able to use the program s Help Support menu item to access the website most of the required information will be automatically filled in The support URL is http www binomial com software support php
32. l be the BPPS icon ze on your desktop To run BPPS either click on the BPPS icon or follow the Start Programs Binomial Pandemic Planning System BPPS path The splash screen will be displayed briefly and the BPPS desktop will open behind the splash screen The plan is divided up into modules each of which can be published separately There are twelve areas to the BPPS desktop although you can add more Executive Summary The Executive Summary explains the nature of pandemics the motivation for pandemic planning and gives an overview of this plan Guick Reference This section has information that will be needed for a guick response to an immediate problem Introduction This section covers the rationale for emergency planning and your company s response Select or modify the sections you need based upon your analysis of the risks your company faces Foundation This module explains the objectives and the nature of the pandemic planning process Preparation This section covers the steps that must be taken to prepare for a disaster including vulnerability assessment preventative measures emergency communications administration and logistics Prevention This module explains the steps necessary for preventing the transmission of disease and mitigating the effects of a pandemic Response This section gives an overview of your response to a disaster including determining whether the emergency response plan should BPPS
33. m M ii lt ORGANIZATION gt Emergency Command Team M ji Pandemic Steering Committee m 7 peas Operations Team iska ka zb Other Information iz COMMUNICATIONS TEAMS a i Communications Team d i Webite Team E PANDEMIC SUPPORT TEAMS M Liaison Team M Alert Information Team V i Human Resources Team M Legal Team M i Logistics amp Supplies Team gl i IT Coordination Team M i Physical Security Team M i Plan Development Team M i Exercise Management Team tease nl Mana A RAR DIA RRR OO Attn II AL NM A A A I AN BPPS The Teams portion of the desktop is as shown above The user decides which paragraphs are to be included in the Plan and which are to be omitted The Teams window shows the sections in the Teams document The check boxes indicate which sections will be included in the copy of the Plan that you generate The program retains the selected status of the sections between runs By default all sections are marked for inclusion when the program is first run To change the selection status of a section simply click on the sguare beside the section name If the section is checked all sub sections will be toggled The check marks mean that a particular section has been included A gray check box means not all sub sections for that section are selected V dt Pandemic Operations Team Responsibilities Challenges Team Members Monthly Review Tasks WHO Stages 1 3 Pre Pandemic Period
34. nted plan loxi File Edit m Notes on FOUNDATION This module explains the objectives and the nature of the pandemic planning a process These notes do not appear in the published plan Save Cancel This example from the Foundation Module shows the notes in black as keyed in The notes in red show only on the screen 6 4 MANAGE PERSONNEL This feature is used to manage your personnel Key in the people who will be on your teams Minn wnt nl Maanda LI DIA RRR A O Ata az II AAA R A I DE BPPS loxi Name Department Work Phone Work Email Agee Philip Maintenance 999 123 4567 Ames Aldrich Infomation 999 123 4567 Blunt Anthony Maintenance 999 123 4567 Burgess Guy Engineering 999 123 4567 Hanssen Robert Information 999 123 4567 Hari Mata Maintenance 999 123 4567 MacLean Donald IT 999 123 4567 Pelton Ronald IT 315 123 4567 Philby Kim Communicat 999 123 4567 Walker John Information 999 123 4567 Wright Peter Administration 999 123 4567 Yurchenko Vitaly 999 123 4567 6 5 CHOOSE TEAM This feature has two functions The first is to decide what the roles of the team members should be The supplied roles are Team Leader Deputy Leader and Team Members but these may be changed The second function is to assign personnel who have been added in the above tool Manage Personnel to teams This selection process is done separately f
35. nts in your plan because you will then have to maintain two documents Instead you should include references to their location and content so that a person reading the plan during an emergency can identify and retrieve the appropriate documents For resources of a general nature this module is the recommended place to reference these documents in your plan If the documents are on a web server you should include the complete URL in the plan BPPS will recognize a complete URL e g http www example com and automatically Minn went nl ManA A NIZ DIA RRR A O Ata II AAA A A I N7 BPPS generate a link to the website This allows you to guickly check that links are correct Using file URLs you can also refer to documents on a file server For example to refer to the file binomial release testing txt use the URL file binomial release testing txt For resources specific to a team there is a trade off between ease of reference by the team during an emergency and ease of reference by the plan maintainer We recommend including the resource details in this module for centralized maintenance then referring to this section within the individual team plans BPPS 5 5 11 Module Resources This modules references external documents and procedures which may be used during the preparation and maintenance of the plan or are reguired during execution of the plan This section also contains references to Binomial resources for use with BPP
36. of the desktops on which BPPS is installed and save the new plan to the shared directory On each workstation run BPPS Open the plan in the shared directory from the File menu All the workstations will now share a common BPPS plan Note that for performance reasons each running copy of BPPS keeps a local copy of parts of the plan structure If more than one person is editing the plan the local copy could get out of sync with the plan on the server If this happens you will receive an error message asking you to refresh your local copy Use the Refresh menu item on the View menu to refresh the local copy of the plan APPENDIX 1 TEAMS PANDEMIC PLANNING 8 RESPONSE TEAMS Senior Management Team ___ O Z O Z Emergency Command Team CC Pandemic Steering Committee _ Pandemic Operations Team __ Corporate Communications Team WebsiteTeam O Z O Z S O LiaisonTeam O o Alert Information Team Human Resources Team O OZ O Z O Z LegalTeam 8 S O Logistics amp Supplies Team O Z O Z O Z o IT Coordination Team O O O S Physical Security Team O O O Z O o Plan Development Team v O O Z O Exercise Management Team TEAMS THAT YOU SHOULD ALSO HAVE AS PART OF YOUR BUSINESS CONTINUITY PLANS Plan DevelopmentTeam o __ Situation Inspection Team o Exercise Management Team
37. or each team Minn wsntnl Maanda NIZ AD ZALIL A O Ata nn Plank AAA R A I AD UP Edi Team Assignments oT Personne for Senior Management Team NA O oa EO Macro Job Title Macro Team Member lt ROLE LEADER gt Team Leader lt TEAM LEADER gt bed IROLE MEMBER 1 gt Team Member 1 lt TEAM MEMBER 1 gt lt Not Assigned gt x lt ROLE MEMBER 5 gt Team Member 5 lt TEAM MEMBER 5 gt _ lt Not Assigned gt FROLE MEMBERS Teon Meroe EMMER e oct oea Tip You only need to assign team members to team roles which are used in the plan Note that the last option on the Personnel drop down is lt Add New gt This can be used to add a person to the plan without using the Manage Personnel dialog 6 6 PRINT EXPORT MODULE This feature is how you will be able to print your plan Select a module from the left side menu by highlighting anywhere within the module Then select this option from the right side panel The entire module will be generated in Word and the table of contents will be automatically selected Note that only the topics that you selected will be included and that the sections within the modules will be numbered correctly in the table of contents Diaa wsntnl Maanda NIZ DIA nnn A Onta aan II ALMA A A I n7 BPPS 7 MENU COMMANDS These are the Title Bar commands Each is explained below File Edit View Tools Help 7 1 FILE MENU Recent Files Exit File Commands Description New Plan C
38. ore detailed explanation of this feature Diaa wsntnl Maanda LI DIA RRR A Ontan lanana AAA R A I AnA BPPS 7 3 VIEW MENU Select View Refresh and the current plan is re loaded This is mainly useful if multiple users are editing the same plan If one user changes the structure of the plan in a way that interferes with another user then the second user will receive an error message asking them to refresh their copy of the plan 7 4 TOOLS MENU Tools Help Manage Personnel Choose Team Members Customize Plan 7 4 1 Tools Manage Personnel P Manage Personnel OO O O O EH Manage Personnel j C SIDI x This is used to input the personnel who will ess y i 7 become team tet te MacLean Donald IT 999 12347 7 members Eee Tana eo ee Walker John Information 999 123 4567 Administration 999 123 4567 Yurchenko Vitaly Maintenance 999 123 4567 7 4 2 Tools Choose Team Members This is used to team a lols d b Personnel for Pandemic Operations Team roies ana member zgo 7 sa assignments l EROLE LEADER gt uenza Mana lt ITEAM LEADER gt lt Not Assigned gt ss KROLEDEPUTY gt JATEAMDEPUTY gt Not Assined gt x ROLE MEMBER gt KITEAM MEMBER 13 Not Assined gt x lt ROLE MEMBER 2 lt TEAM MEMBER 2 gt Not Assigned gt ts ROLE MEMBER 3 gt lt ITEAM MEMBER 3 lt Not Assined gt x J eROLE MEMBER 45 KITEAM MEMBER
39. reates a new plan Open Plan Opens an existing plan Close Plan Closes current plan Recent Files Displays backed up plans to restore Exit Exits BPPS 7 2 EDIT MENU Text Substitutions BPPS 7 2 1 Text Substitutions P Text Substitutions Macros This command permits you to automatically change text in the BPPS text Select Edit Text Substitutions and this menu is displayed In the BPPS text there are markers such as lt ORGANIZATION gt When the plan is generated this marker is replaced with the text you have in your MARKUP menu As shown this marker will be replaced LOCATION LONG ORGANIZATION ORGANIZATION ORGANIZATION TYPE PREPARER M The text below will be substituted for macro lt NAME gt in the plan Type Substitution Notes User J Bond This is used on ti User 85 Albert Embankment L This is the addre User Binomial Intemational This is the form User Binomial This is the informal User company This is used in th User J Plan Preparer The name of the User Defined Macros System Defined Macros C Al 3 Uns T a a E ui sA with Binomial You can add as many markers as you wish Any markers that are in the menu but not in the text are ignored In the example shown there is also a marker added to the text as lt LOCATION gt which would be replaced by Your Company Location at generation time See section 6 1 in this manual for a m
40. soft Net Framework A Url will be provided from which the framework may be downloaded and installed Minn wsntnl Maanda wn DIA RRR A O Ata nn Plank AAA R A I PA BPPS APPENDIX 6 Known Issues 1 If Microsoft Word has an open dialog when the program is started the program will not be able to communicate with Microsoft Word an error message will be produced and the program will shut itself down 2 On some Microsoft Word installations occasionally the main screen of the program will not redraw its display of the current section correctly Changing the selected plan section will refresh the display and clear this problem 3 The main screen may not always be redrawn when the program does not have input focus i e is not the program you are currently interacting with When you click on the program s window to return input focus the screen will redraw 4 The Break Apart command which allows you to break apart a section containing headings into multiple sections may encounter problems with very large sections more than 200 paragraphs This is due to a timeout problem with Microsoft Word If you need to import a large document into BPPS import parts of it into separate sections in BPPS rather than importing it as one large section 5 The Break Apart function will destroy the current contents of the Windows Clipboard Check the Read Me file included in your installation for the latest list of known issues BPPS APPEN
41. tage oF 2 7 El Response Tasks M E Roles and Responsibilities 4 E Assess and Confirm Required Response Level gt E Activate Emergency Communications Plan H E Communicate V E Activate Control Measures M E Implement Business Travel Restrictions U E Restrict Workplace Entry of People with Influenza Symptoms ka What are the Differences between Influenza and a Common Cold Increase Social Distancing Deploy Personal Protection Materials E Workplace Illness Monitoring and Control H E Isolation and Quarantine 7 FE Contact Tracing and Management sa M v E Contact Definition 4 E Contact Tracing Reallocate Work Resources to Maintain Critical Services a Possible Cessation of Services 5 5 7 Module Recovery This module discusses the steps reguired to return to normal operations IOMON a pandemic v E Response and Recovery Tasks M E Establish criteria and processes for Returning to Normal Business Levels H E Communication 4 E Manage the Return to Business as Usual process k na M Conduct a Full De briefing Process BPPS 5 5 8 Module Team Tasks In this module you select the teams that will take part in the disaster Pandemic process For each team you determine what that team will do before during and after a disaster ma TEAM TASKS Z E Front Pages Eh E iz E MANAGEMENT TEAMS M Senior Management Team M ii lt ORGANIZATION gt Emergency Command Team M ji Pandem
42. the program will be here Diaa wst nl Maanda NIZ DIA RRR A Ontan aan llana AAA A A I AO BPPS Click HELP on the toolbar for help contents index to help contents a link to the Binomial website and for registration of the program 7 6 1 Help Menu Help Getting Started Online Manual and Help Purchase Register Enter License Information About The Pandemic Planning System Getting Started Online Manual amp Help Web Tutorials Web Resources Web Support Web Check for Updates Web Purchase or Renew Support Purchase Register Enter License Info About BPPS Response Recovery Team Tasks Recurrir Tutorials Resources Support Check for Updates Purchase Renew Support Use the Help menu to obtain information about or access on line help for Display the on line help contents Display the search dialog for on line help Display the PDF version of this document Display in PDF beginning instructions Launches your web browser and points it to the Binomial web site Launches your email client and creates a new email addressed to us Displays the registration dialog where you can enter the codes that turn BPPS into a complete system Displays version information for BPPS Ma LANA ALLA MIA RRR O At a II NAA LA I AO 1a a imas sm BPPS 7 6 2 Help Getting Started Choose this menu item to display a point by point procedure for starting
43. your new plan 7 6 3 Help Online Manual amp Help Choose this menu item to get e help about the current dialog box e alist of available topics when there are multiple topics to choose from 7 6 4 Help Web Tutorials This will link to tutorials on our websites to help answer your questions about BPPS 7 6 5 Help Web Resources Choose this menu item to open your web browser and go directly to help areas with resource information on pandemics The Binomial website is at www binomial com 7 6 6 Help Web Support Use this menu item to visit the Binomial website to request technical support The program will automatically fill in the answers to some of the questions on the support form so this is the preferred method of obtaining technical support 7 6 7 Help Web Check for Updates This menu item visits our website to check if you have the latest version of BPPS installed 7 6 8 Help Web Purchase or Renew Support Choose this menu option to visit our website to purchase a copy of BPPS or to renew your support contract 1a a imas sm BPPS 7 6 9 Help Purchase Register Choose this menu option to visit our website to purchase a copy of BPPS or to renew your support contract 7 6 10 Help Enter License Info Choose this menu option to enter or check your license and support contract information 7 6 11 Help About BPPS This menu option displays an About dialog box with information about the BPPS program The
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