A Practical Tool for Business Continuity During a Flu Pandemic

1. A Practical Tool for Business Continuity During a Flu Pandemic Uwe Reischl, PhD, MD College of Health Sciences Newell Gough, PhD, MBA College of Business and Economics Boise State University Boise, Idaho

2. Does your organization have a comprehensive disaster preparedness plan in place? A. Yes B. No If yes, does your plan address “business continuity” and recovery of your health department or organization? A. Yes B. No Question

3. Question How many pages does your preparednessplan have? A.10–20 pages B. 20–40 pages C. 40+ pages D. Don’t know

4. Learning Objectives • Understand the logic and framework of the business continuity planning tool • Recognize the potential applications of the tool to pandemic preparedness planning • Visualize the impact of absenteeism on an organization • Appreciate the power of simplicity in disaster preparedness plans By the end of this presentation you will

5. Overview • Project background • Design requirements • Key components of tool • Steps for using tool • Example • Conclusions

6. Background • Health Department funded project • Multidisciplinary approach • Local businesses participated in effort

7. Requirements • Simple • Flexible • Transparent • Participatory • Inexpensive

8. Tool Components • Graphic description of organization • Company functions • Specific tasks • Critical tasks • Audit of employees • Employee skills and qualifications • Task assignments • Staffing requirements • Current staffing situation • Minimum staffing required

9. Graphical Description Imperial Motors Service Department = High priority Departmental Functions Personnel Specific Tasks Current Staff Min.Req. Priority Category 1 1 2 A Scheduling Admin. Services 1 1 B Customer Services Van C Billing Records 2 1 2 1 2 A Purchasing Parts B 1 Disbursing 1 C 1 Inventory Control 1 A Fluids and Filters 7 3 3 B 4 2 Points and Plugs C Mechanical 1 Radiators and AC 4 A 1 4 Exhaust System B 2 1 Tires, Rims, Alignment C 1 Brakes, Pads, Rotors 3

10. Employee Qualifications and Task Assignments Imperial Motors Employee Qualifications Additional Cross Training Employee Code Number Employee Initials Employee Qualification 4 1A, 1C, 2A EH 2B, 2C 5 JG 2B, 2C 1A, 1B, 1C, 2A 6 JGO 2B, 2C 1A, 1B, 1C 7 2B, 2C CS 3A, 3C, 3D, 3F 3A, 3B, 3C, 3F 8 1B ,2B, 2C MM 9 3A, 3C, 3D JR 3A, 3C, 3D JM 10 1B, 2B, 2C 3A, 3C, 3E 1B, 2B, 2C 11 3A, 3C, 3E CT 12 1B, 2B, 2C RM 3A, 3B, 3D MQ 2B, 2C 13 3A, 3B, 3D, 3F

11. Let’s Play theGame! Example • Newell’s Car Dealership: Service Department

12. TheGame Steps • Define basic organizational functions. • Specify tasks associated with each function. • Determine number of employees needed for each task. • Match each task with specific employees. • Simulate random absenteeism. • Identify tasks with inadequate staffing. • Incorporate redundancy where needed.

13. Service Department: Function One Imperial Motors Service Department Departmental Functions Personnel Specific Tasks Current Staff Min.Req. Priority Category 1 1 2 A Scheduling Admin. Services 1 1 B Customer Services Van C Billing Records 2 1 = High priority

14. Service Department: Function Two Imperial Motors Service Department Departmental Functions Personnel Specific Tasks Current Staff Min.Req. Priority Category 2 1 2 A Purchasing Parts B 1 Disbursing 1 C 1 Inventory Control 1 = High priority

15. Service Department: Function Three Imperial Motors Service Department Departmental Functions Personnel Specific Tasks Current Staff Min.Req. Priority Category A Fluids and Filters 7 3 3 B 4 2 Points and Plugs C Mechanical 1 Radiators and AC 4 A 1 4 Exhaust System B 2 1 Tires, Rims, Alignment C 1 Brakes, Pads, Rotors 3 = High priority

16. Roll the Dice! • Roll the dice to simulate random absenteeism (10%, 20%, 30%, 40%, and so on). • Keep rolling the dice until desired absenteeism rate is reached. • Dice numbers represent individual employees (#) who are count as ill as a result of bird flu. • For example, if you have 10 employees: • 10% = 1 employee absent • 20% = 2 employees absent • 30% = 3 employees absent • 40% = 4 employees absent

17. Affected Employees at 40% Absenteeism Imperial Motors Employee Qualifications Additional Cross Training Employee Code Number Employee Initials Employee Qualification 4 1A, 1C, 2A EH 2B, 2C 5 JG 2B, 2C 1A, 1B, 1C, 2A Employees #6 #9 #11 #4 6 JGO 2B, 2C 1A, 1B, 1C 7 2B, 2C CS 3A, 3C, 3D, 3F 3A, 3B, 3C, 3F 8 1B ,2B, 2C MM 9 3A, 3C, 3D JR 3A, 3C, 3D JM 10 1B, 2B, 2C 3A, 3C, 3E 1B, 2B, 2C 11 3A, 3C, 3E CT 12 1B, 2B, 2C RM 3A, 3B, 3D MQ 2B, 2C 13 3A, 3B, 3D, 3F

18. Absenteeism Impact: Reduction in Staffing Imperial Motors Service Department = High priority Departmental Functions Personnel Specific Tasks Current Staff Min.Req. 1 1 2-1 A Scheduling Admin. Services 1 1 B Customer Services Van C Billing Records 2-1 1 2 1 2-1 A Purchasing Parts B 1-0 Disbursing 1 C 1-0 Inventory Control 1 A Fluids and Filters 7-5 3 3 B 4 2 Points and Plugs C Mechanical 1 Radiators and AC 4-2 A 1 4-3 Exhaust System B 2-1 1 Tires, Rims, Alignment C 1 Brakes, Pads, Rotors 3

19. Applications • Cardboard models are OK. • Employees can participate using “chips.” • Game doesn’t take long to play. • It’s fun!

20. Limitations • In a small/medium sized organization: • Input from all employees is easy • Summary of employee tasks is simple • Rolling dice is practical (1– 4 dice needed) • In a large organization • Input from all employees is difficult • Summary of employee tasks is complex • Rolling dice is difficult (too many dice needed)

21. Conclusions • Tool is practical (easy, cheap, quick, and fun). • Tool can be used in many different scenarios. • Tool can foster organizational teamwork. • Preparedness can be demonstrated graphically. • Preparedness plan requires only few pages.

22. Summary • Project background • Design requirements • Key components of tool • Steps for using tool • Example • Conclusions

23. Do you think this tool would be useful for a health department to plan its business continuity? If yes, how? If not, what other tool might be used? Question A. Yes B. No

24. Resources • US Government • http://www.pandemicflu.gov/index.html • CDC • http://www.pandemicflu.gov/plan/workplaceplanning/index.html • WHO • http://www.who.int/csr/disease/avian_influenza/en/ • Canadian Government • http://www.safecanada.ca/pandemic/index_e.asp

25. Thank you!