DOCUMENT OWNER: BOARD OF DIRECTORS
DOCUMENT NO: 2023/0112
VERSION NO: 1
REVIEW DATE: 2023/12
PUBLISH DATE: 2024/03
PURPOSE AND SCOPE
The purpose of this implementation plan is to outline the conditions, methods, and procedures for fulfilling Ekmob Mobil İş Sistemleri ve Teknolojileri “Ekmob”’s obligations to its customers and third parties in emergency and unexpected situations. It sets the general principles of the Emergency and Business Continuity Plan.
Business Continuity Plans are prepared to create a safe environment for Ekmob employees, customers, and company resources (technology, equipment), to be prepared for emergencies, to define actions to be taken during and after an incident, and to ensure processes continue with minimal disruption.
Emergency: Any unforeseeable event that is likely to prevent Ekmob from operating for 24 hours or more and requires the decision to perform its functions in a different office environment, such as fires, earthquakes, floods, terrorist activities, information system outages, etc.
Emergency Coordinator and Assistant: The Emergency Coordinator (Company General Manager) is responsible for implementing the emergency plan, managing emergency teams and critical process teams, and is the chairperson of the Emergency Management Committee. The Emergency Coordinator Assistant (Company Technology Department Head) is the person who deputizes for the Emergency Coordinator.
Emergency Management Committee: A committee that supports the Emergency Coordinator in the coordination and decision-making process. It is responsible for creating a Crisis Desk, managing customer and media relations during crisis and recovery activities, and providing communication support to staff and customers. The Emergency Management Committee consists of the Emergency Coordinator, the Coordinator Assistant, and the Finance Department Head.
Rescue, Security, and Administrative Team: The team that intervenes first in the affected environment; responsible for first aid, evacuation if needed, protecting all assets in the area according to the disaster’s severity, performing administrative services, and executing the Building Emergency Plan. This team is formed by the Emergency Management Committee and serves the Company. This team is also responsible for office renewal activities, including creating temporary office environments, repairing or reconstructing damaged areas, and relocating personnel to the newly established working environment.
Information Technologies Team: This team is responsible for solving hardware, software, and other information system issues in the affected environment, as well as preparing backup office information systems infrastructure. The team is formed under the SLA framework by the Ekmob Technology Department and serves the entire company.
Critical Processes: Operational activities that must be continued during an emergency in the company.
IMPLEMENTATION
The Emergency and Business Continuity Plan is prepared to outline a management framework for events that may disrupt normal operations. The plan aims to minimize disruptions and damages in all emergency situations, ranging from minor events to major disasters. Therefore, while specific sections of the plan are used when needed, the entire plan can be activated if necessary. The plan is based on two different categories and management plans. This structure is as follows:
- Emergency Plan: Includes emergency measures to ensure the safety of employees, physical environment, and infrastructure in the first minutes and hours following events that prevent the continuation of the Company’s normal operations.
- Business Continuity Plan: In the case of interruptions to normal operational activities during an emergency, this plan involves recovering products, processes, and services that would lead to significant damage in terms of finance, customer relations, legal obligations, and reputation.
Emergency and Business Continuity Management
The goal of Emergency and Business Continuity Management is to restore essential/critical operations as quickly as possible at a level that the customer can accept. This plan assumes a maximum two-day period of inactivity in the worst-case scenario, and that the desired level of business continuity will be achieved within a maximum of 15 business days after the event. Following an event, the strategy to be followed will be based on the following goals:
• Protecting employees and addressing physical losses,
• Identifying and evaluating the risk,
• Evaluating the emerging issues and their consequences,
• Activating temporary operations as quickly as possible,
• Mobilizing internal and external communication channels.
Business Continuity Policy
The Company’s Business Continuity policy is to continue meeting customers’ needs even under the most adverse conditions. In this context, operations and services are carried out with the highest value placed on the safety of employees, public and employee health, environmental protection, and protection of property.
The implementation, currency, testing, and coordination of all preparations for the Emergency and Business Continuity Plan are the responsibility of the Emergency Coordinator appointed by the Board of Directors.
The main copy of this plan is kept by the Emergency Coordinator. The plan is made available to all employees for information and access. All plans and procedures related to Business Continuity, as well as training-related documents and information, are shared with relevant departments and teams.
Information Systems Backup
To ensure the operation of the Company’s information systems infrastructure and applications in case of an emergency, Ekmob’s central office located in Istanbul Yıldız Teknopark is used as an alternative site. Additionally, the Justwork office area in Meydan AVM, Istanbul, is kept ready for emergencies.
Communication
Ekmob establishes all necessary communication lines, including alternative communication channels, with its customers and employees. The operability of these communication lines is tested and continuity is ensured. In the event that customers cannot reach the Headquarters and/or Online Platforms, they can contact Ekmob through the backup phone lines established at Justwork.
Customer Communication
In case of disruption to Business Continuity and the activation of Business Continuity plans, the Sales Team and Success Team are responsible for informing and maintaining communication with customers. Notifications to customers include information about how transactions will continue, access to alternative locations, contact details, etc.
Revision and Testing
The Emergency and Business Continuity Plan is kept up to date with periodic tests involving business units. Emergency Teams conduct annual planned emergency drills and inform the Emergency Management Committee of the results. Drills to test the plan are regularly conducted.
Effects of Emergency on Third Parties and Termination of Activities
In cases where communication cannot be established with customers due to an emergency or where contractual obligations with customers cannot be fulfilled, the Company takes necessary actions in cooperation with customers to inform them and resolve the situation.
The purpose of the Emergency and Business Continuity Plan is to ensure the continuity of the company’s operations with minimal disruption and damage, even under the most adverse conditions, and to ensure that services are carried out with the highest value placed on the safety of employees, health, environmental protection, and property.
All these measures and the established infrastructure aim to ensure the continuity of Company activities. However, if the Board of Directors decides that the Company cannot continue operations due to an emergency or unforeseen situation, employees and customers are notified, and necessary actions are taken in collaboration with customers.
Effects of Emergency and Termination of Activities
General Principles
In the first minutes and hours following an event that prevents the continuation of the Company’s normal operations, emergency measures for the safety of employees, the physical environment, and infrastructure are included. The following actions are taken:
• Evacuation and calling emergency services,
• Securing and closing the location,
• Damage assessment and first aid,
• Ensuring transportation,
• Communication.
Threats such as fire, earthquake, bomb threats, kidnapping, terrorist attacks, storms/floods/snow, civil unrest, workplace violence, building occupations, power outages, and mail attacks are reasons for activating the emergency action plan.
The primary objective of the Emergency Plan is to ensure that safety measures for employees’ lives are taken in incidents requiring intervention. The company keeps necessary first-aid equipment ready in case of an emergency. The follow-up of emergency training (First Aid, Fire, etc.), the preparation of the Emergency Risk Analysis File, and the organization of processes are the responsibility of the Board of Directors. This team assesses the disaster and its effects on the Company and reports to the Emergency Coordinator. The Emergency Coordinator informs the staff through the company’s communication chain. Depending on the threat, the evacuation of employees is carried out, and essential first aid is provided to the personnel with the company’s basic first-aid materials until professional teams arrive.
All employees are responsible for complying with the Emergency Coordinator’s directives in potential situations. Once the security of the location is ensured, the Emergency Coordinator evaluates the situation and informs the relevant parties whether daily operations can continue at the incident site, and coordinates with the Emergency Management Committee if necessary. Senior Management will assess the situation and…
4o mini
Şunu dedin:
devam et
ChatGPT:
ChatGPT
… make decisions regarding the next steps, including whether it is necessary to temporarily or permanently relocate operations to an alternative office space or other safe locations.
Restoration of Business Continuity
The Emergency and Business Continuity Plan is designed to quickly restore normal operations after an emergency. The goal is to continue business operations with minimal disruption and financial impact. The following procedures are taken into account during the recovery process:
- Assessment of Impact:
After the event, an assessment is made to determine the extent of the disruption to business operations, including damaged assets, technology infrastructure, and critical services. The recovery efforts focus on addressing the most critical processes and services first, ensuring they are restored to a functional state as quickly as possible. - Alternative Locations and Resources:
In case the primary office location is unusable, alternative locations are activated to ensure continuity. These locations have the necessary infrastructure, including IT systems, equipment, and communications, to support business operations. Temporary offices may be established based on the severity of the event. - Communication Strategy:
Throughout the recovery period, effective communication with employees, customers, and stakeholders is vital. Updates on recovery progress, alternative contact methods, and changes to service availability are communicated regularly. This helps maintain trust and manage expectations. - Backup Systems and Data Recovery:
IT systems, including databases and customer records, are restored using backup data stored in alternative locations. The priority is given to systems that are crucial for customer service, financial transactions, and other essential operations. - Return to Normal Operations:
Once critical operations are restored and the risks of further disruption are minimized, the company transitions back to normal operations. A thorough review is conducted to assess the response to the emergency and identify areas for improvement.
Post-Emergency Review and Analysis
After the recovery process is complete, a thorough review and analysis of the emergency response are conducted. This review focuses on evaluating how effectively the Emergency and Business Continuity Plan was executed and identifying areas for improvement.
- Performance Evaluation:
The performance of all involved teams, including the Emergency Coordinator, IT support, and customer communication teams, is evaluated to identify any gaps or shortcomings in the emergency management process. - Plan Updates and Refinement:
Based on the findings of the post-emergency review, the Emergency and Business Continuity Plan is updated and refined to address any weaknesses or inefficiencies. The company ensures that lessons learned from the event are incorporated into future preparedness activities. - Training and Drills:
Employees and teams are provided with regular training and drills to ensure they are well-prepared for future emergencies. This includes simulations of various scenarios to test the effectiveness of the plan and ensure that all employees know their roles and responsibilities in an emergency situation.
Continuous Improvement
The company is committed to continuous improvement in its emergency preparedness and business continuity efforts. Regular reviews, updates, and drills ensure that the company is ready to respond to any unforeseen events and can resume normal operations as quickly as possible. The company also evaluates the potential impact of emerging threats or risks and updates its plans accordingly.
The Emergency and Business Continuity Plan will be reviewed annually or after any significant emergency to ensure that it remains up to date and effective. The company will continue to monitor new risks and potential vulnerabilities that could impact business continuity, implementing measures to address them as necessary.
Conclusion
The Emergency and Business Continuity Plan is an essential part of Ekmob’s risk management strategy, ensuring that the company can continue operations and meet its obligations to customers and stakeholders, even in the face of unforeseen events. By having a clear, structured approach to emergency situations, the company can minimize the impact of disruptions and ensure that it remains resilient and responsive in the event of a crisis. This plan represents the commitment of Ekmob’s leadership and employees to safeguard the company’s assets, operations, and most importantly, the safety and well-being of its employees and customers.