Smart Business Resumption Plan - Report - I TO ACCELERATE DIGITAL TRANSFORMATION - VERMEG
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I TO ACCELERATE DIGITAL TRANSFORMATION Smart Business Resumption Plan – Report Avril 2020
Contents
I. VERMEG “SMART BUSINESS RESUMPTION PLAN”................................................................................. 3
1.1 Introduction ........................................................................................................................................................ 3
1.2 Organizational strategy ..................................................................................................................................... 3
1.3 Alignment to government measures ................................................................................................................ 3
1.4 Management of the possible risks of a second wave of the epidemic.......................................................... 3
1.5 Objectives and chronology of the Business Resumption Plan (BRP) ............................................................ 4
II. PREPARATION OF THE BUSINESS RESUMPTION PLAN (BRP) .............................................................. 4
2.1 Identification of critical activities ..................................................................................................................... 4
2.2 Resource identification ...................................................................................................................................... 4
2.3 Planned On-site Safety Measures .................................................................................................................... 5
III. HEALTH REQUIREMENTS IN HOST COUNTRIES ..................................................................................... 5
IV. VERMEG BRP MODALITIES......................................................................................................................... 5
4.1 Health and safety controls at the entrance to the enterprise ....................................................................... 5
4.2 Actions related to suspect Covid-19 cases ......................................................................................................6
4.3 General health and safety protective measures ..............................................................................................6
4.4 Measures relating to the cleaning of premises................................................................................................ 7
4.5 Measures to reduce the number of employees on site................................................................................... 7
4.6 Measures relating to transport ......................................................................................................................... 8
4.7 Human Resources: Key Personnel Management ............................................................................................ 8
4.8 IT .......................................................................................................................................................................... 8
4.9 Communication .................................................................................................................................................. 9
4.10 Employees well-being ........................................................................................................................................ 9
V. TERMS AND DEFINITIONS .........................................................................................................................10
VI. REFERENCES ................................................................................................................................................11
Public document Version 1.1 Page 2 of 11I. VERMEG “Smart Business Resumption Plan”
1.1 Introduction
VERMEG is adopting a “Smart Business Resumption Plan”, based on a principle of “intelligent
deconfinement”, a mix between progressive deconfinement and selective deconfinement.
The strategy of the Smart BRP is based on VERMEG’s Business Continuity Plan (BCP):
Our BCP focuses on sustaining the organization’s functions during, and after an incident for a specified
period of time. It addresses a return to Business-As-Usual and covers interim requirements to continue
operations immediately following the incident.
In accordance to worldwide public health responses and as a response to the fast spreading pandemic
(Covid-19), VERMEG launched a specific BCP including health awareness communication, travel
restrictions, work from home plan and several actions to prevent on-site infections. Deloitte
consultants were included to support the monitoring of the action plan implementation.
1.2 Organizational strategy
VERMEG puts the protection of the health and well-being of its employees at the top of its priorities.
The Smart Business Resumption Plan aims to keep employees safe following the deconfinement, by
identifying potential risks and implementing preventative measures.
Taking advantage of its successful Covid-19 BCP, VERMEG Smart BRP, will guarantee more agile mode
of working, adoptable to any pandemic risky situation, while ensuring entirely the continuity of business
upon customers’ expectations.
1.3 Alignment to government measures
VERMEG ’s strategy is fully adapted to the deconfinement measures that will be taken by governments
and will act according to each location’s laws. Note that this does not mean that VERMEG will return
to the office as soon as restrictions are lifted. VERMEG will make local decisions taking local factors
into consideration.
1.4 Management of the possible risks of a second wave of the epidemic
I VERMEG must be ready to face new waves that may be more acute than the first
I Anticipate and organize the work to be implemented in order to deal with possible subsequent
waves (possible absenteeism)
I Gradually operate a return of employees on site: 10% of the workforce, then 20% …etc.
I Attendance will be alternated within the same teams, in order to limit the risk of cross-infection
for the same activity
Public document • Version 1.2 • Page 3I During the first deconfinement period, most work will be done remotely. We will have a limited
number of staff present on-site
1.5 Objectives and chronology of the Business Resumption Plan (BRP)
In the case of a pandemic crisis like that of the Covid-19, VERMEG has and will continue to adopt
strategies based on sound scientific principles:
Launched our existing BCP early providing Work From Home (WFH) authorization in early – mid March
2020 in all offices globally
I Provided tools to ensure optimal conditions for remote working
I Meet customer requirements without delays
I Safeguard employee and customer health
I Modify planned timelines & strategies for the return to work on-site to take into account local
conditions and lessons learned. “Patience”, “persistence” and “due care” are key words
II. Preparation of the Business Resumption Plan (BRP)
2.1 Identification of critical activities
According to VERMEG Business Continuity Plan, a Business Impact Analysis (BIA) process was
executed analysing the impact of a disturbance or even a shutdown of activities based on specific
criteria:
I Impact type
I Evolution of impact over time
I Maximum tolerable period of disruption (MTPD)
Logistics & IT are the first areas impacted by the return to the offices. We have identified internal
dependencies for the resumption of certain other activities in the offices.
2.2 Resource identification
VERMEG ’s Business Continuity Plan (BCP) specifies key resources of the company. The BRP focuses
on our workforce resource as they are the top safety priority. Employees whose activities have been
identified as benefiting most from being on-site at the office will be prioritized as the first to return.
Public document • Version 1.2 • Page 42.3 Planned On-site Safety Measures
I Acquisition of washable fabric masks (available, reusable, economical and provide sufficient
protection). These masks must meet the technical specifications established in each country. The
quantity will be 4 masks per employee
I It is mandatory for front line employees & other office visitors (i.e. When authorized to access to
VERMEG premises) to wear masks and visors (e.g. security & cleaning personnel)
I Acquisition of disinfectant gel: Small format to be distributed to employees and large format for
common spaces, meeting rooms …etc.
I Control of the number of staff who will be allowed to work in the office at any one time.
I Seating assignments will be changed to allow wider separation of employees
I Face-to-Face meetings will be limited, and where necessary, will be limited to a max of 4 people.
Meeting rooms must have adequate ventilation (Air ventilation for 15 minutes between meetings
is mandatory)
III. Health requirements in host countries
Before launching the BRP, VERMEG must ensure that the measures taken by the authorities in each
location are satisfactory:
I Wide availability of rapid screening for Covid-19
I Possibilities of individual tracing, isolation of infected people and follow-up of their contacts
I Hospitals are not saturated
I Containment is strictly maintained in active households, where the risk of contagion is high
IV. VERMEG BRP modalities
4.1 Health and safety controls at the entrance to the enterprise
I Mandatory wearing of face protection masks
I Masks are to be worn even out of the office for protection
I Employees will be requested to monitor their temperature (using Infrared thermometer twice a
day)
I Watch for other symptoms: (cough, fever, loss of smell or taste, abnormal aches and
pains, difficulty breathing, muscle fatigue…)
Public document • Version 1.2 • Page 54.2 Actions related to suspect Covid-19 cases
I Allow high risk / vulnerable people to identify themselves and exempt them at the start of
deconfinement (people suffering from respiratory problems, hypertension, diabetes, pregnant
women, those living with high risk individuals etc.). Note that there will not be a requirement for
employees to share personal / health related information.
I Employees suffering from chronic diseases should return to the office only after medical
authorization
I Employees will be actively encouraged to monitor their health state and if they have any
suspicious symptoms e.g. fever +38.5°C / 101°F and/or cough and/or difficulty breathing), they
should seek medical advice and not return to the office until cleared to do so
I Either when an employee has been in close and/or prolonged contact with a person who has
been tested positive, the employee will be requested to seek medical advice so that he or she
can take appropriate action (e.g. work from home / self-quarantine)
I Employees will be encouraged to share with Human Resources if they have been tested positive
or suspect that they might be. Note that in some jurisdictions this cannot be mandated
4.3 General health and safety protective measures
I Social distancing:
I Respect the rule occupied seat / empty seat, 1.5 m between workstations, in order to ensure
an adequate separation distance between people
I Always respect “barrier gestures”:
I Wash hands very regularly
I Cough or sneeze in elbow even when wearing masks
I Greet without shaking hands, avoid kissing
I Use single-use tissues
I Avoid using lifts (where possible)
I Air conditioners: Where possible, natural ventilation is preferred. Air conditioner units will be
maintained, and filters changed regularly. In some location’s AC units will be turned off. This
precaution measure will be evaluated and adjusted according the impact on employees' well-
being vs. any protection gained against possible infection.
I Employees will be advised to use disinfecting gel systematically after touching electricity buttons,
door handles directly, vending machines and any other commonly touched surfaces
Public document • Version 1.2 • Page 6I Avoid all non-essential entrances & exits from the premises (outside breaks, restaurants, etc.):
Eat on site, bring meal from home, …etc.
4.4 Measures relating to the cleaning of premises
I Disinfection of premises several times per day. Especially those with the most traffic: building
entrance, break rooms, meeting rooms
I Disinfect floors and surface and regular disinfection of the most common contact surfaces and
all common points of contact between employees (door/windows handles, stairs handrails,
counters, keyboards, telephones...)
I Provide employees with necessary tools for disinfection of individual desks/workspace
I Put towels soaked in bleach at the entrance of the sites to clean soles before entering the office
I Employees requested to disinfect toilets after their own use. Materials will be made available
I Sufficient quantities of disinfectant products will be available and periodic inventory checks will
be performed
I Specific protection for cleaning staff, receptionists and guards who are on the front line, e.g.
masks, gloves will be provided
4.5 Measures to reduce the number of employees on site
I In the early stages of return to work on site, we will strictly control the restricted number of
people who can be in the office on any particular day. This will vary by location, depending on
physical office size and other facilities. As the situation improves, we can increase the number
of people allowed into the office
I Implementation of a flexible work regime with teams spread over different working hours.
Adjustment of working hours, upon the following possibilities (i.e. The local VERMEG
management will take the best option upon each country specificities): Flexible on-site working
hours could include the following options:
I Work on premises the morning / WFH the afternoon. (Has the advantage of limiting providing
for less busy commute times, makes it easier to get lunch at home – avoid restaurants)
I Day on / Day off basis (Has the advantage of allowing people a return to a more ‘normal’ work
routine)
I Week on / Week off basis (Has the advantage of providing time for the virus to ‘die’ over the
weekend and provides time for a more thorough disinfection of the office over the weekend.
This should help to reduce the risk of cross infection.)
Public document • Version 1.2 • Page 7I Break times could be managed within teams so the number of people taking a break at the same
time is reduced
I Avoid gatherings at the cafeterias, break rooms
I Avoid social games (snookers, table soccer, video games etc.)
I Limitation of physical meetings: Always favor videoconferences. Otherwise, if a physical meeting
is necessary, respect always the following rules:
I Occupied seat / empty seat
I 1.5m between attendees
I Limit the number of people present to maximum 4
I Mandatory air ventilation for 15 minutes between meetings is mandatory
I Rotate teams to avoid a large number of the same team on site (risk collective contagion)
I Where applicable, VERMEG can distribute part of the teams between the fallback site (s) (e.g.
Tunis & Sousse).
4.6 Measures relating to transport
I Individuals not dependent on public transport will be amongst the first to be invited to return the
office
I In some locations, VERMEG may rent buses for employee transportation:
I A disinfecting solution dispenser will be installed at the entrance to each bus
I Each employee (and the bus driver) will be required to wear a protective mask
I A 1.5m minimum distance between employees will be maintained
I Each bus will be disinfected after each trip
I Business trips during the first periods of the deconfinement will be avoided
4.7 Human Resources: Key Personnel Management
I Key personnel and their backups must not be present on site at the same time
4.8 IT
I On return to the office IT actions that are not feasible / difficult in telework mode will be
prioritized
Public document • Version 1.2 • Page 8I Laptops will be disinfected before and after being handled by IT teams, or alternatively,
disposable transparent cellophane will be used to cover keyboards and then removed before
delivery to users
I Staff will be advised to bring laptops and chargers home daily
I Ongoing monitoring of tools required for remote working will be enhanced
I Increased focus on IT security, including VPN, has been and will continue to be maintained
I Maintain ability to return to a 100% remote working capability within 24 hours.
4.9 Communication
I Maintaining the crisis management team
I Continuous communication: Maintain daily contact with all colleagues and inform them of the
practical arrangements for returning to normal
I Perform awareness sessions before deconfinement to remind of precautions and ask for
cooperation
I Physical security: Remind employees of the importance of carrying their access cards. Request
employees to notify HR in advance before deconfinement in case of badge loss
I Daily reminder of the necessary measures to maintain awareness: information posters / signs,
prominent placement of hand sanitizer etc.
I Hang posters with relevant advice e.g.:
I Avoid touching surfaces unnecessarily
I Wash hands regularly, particularly before eating and after touching particular surfaces – e.g.
door handles / railings
I Reminding of mandatory mask wear
I Guidance on use of masks
I Disinfecting toilets after each use
I Communicate instructions for external visits
I Send daily emails communicating and reminding of important information/ precautions
4.10 Employees well-being
I VERMEG CSR, HR and Management are reminded to respect and consider employee
psychological health
Public document • Version 1.2 • Page 9I Acknowledge that staff may react differently to the crisis and experience levels of anxiety, stress,
and anger, caused by the long duration of confinement and risk of illness)
I We will work with employees who express a preference for continuing to work from home,
especially in the early stages of return to work on site. In some cases, a doctor's note confirming
the necessity of continuing to work from home may be required. In some jurisdictions, a company
doctor may be selected as the final arbiter
V. Terms and definitions
I Suspect Covid-19: Anyone with clinical signs of acute respiratory infection (cough or difficulty
breathing) with a fever without other etiology that fully explains the clinical picture and has
travelled or stayed in a risk exposure area within 14 days prior to the clinical sign start date OR
Any person who in the last 14 days has had close contact with a confirmed case of Covid-19 OR
On a case-by-case basis, cluster cases of Acute Respiratory Infection (IRA) and clusters (large
chain of transmission) with or without travel or contact with a confirmed case of Covid-19 should
be considered suspect OR any person, without any notion of contact with a confirmed Covid-19
case or travel or stay in a risk-1 exposure area within 14 days prior to the clinical sign start date
showing symptoms of Covid-19 infection
I Covid-19 confirmed: Anyone, symptomatic or not, with confirmation of Covid-19 infection
Public document • Version 1.2 • Page 10VI. References
I ISO 22301:2019 (Security and resilience — Business continuity management systems —
Requirements)
I Covid-19 Health Safety Protocol for Industrial Continuity
I World Health Organization (WHO) recommendations
I Covid-19 scientific research reports (i.e. Harvard university, etc.)
I Governments health requirements in host countries
I Model countries experiences (e.g. South Korea)
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