Skanska Utilities South. Business Continuity Plan Swine Flu

Skanska – Utilities South

Business Continuity Plan Swine Flu

Produced by: Reviewed by: Approved by: Date: Revision No.

A Crossley P Thompson J Shelvey 1

Contents

Review/Revision log

1.0 Introduction 2.0 Scope of plan 3.0 Risk levels 4.0 Governance

4.1 Flu coordinator

4.2 Crisis Management Team (CMT) 5.0 Communications

6.0 Hygiene

7.0 Employee guidance 8.0 Process

8.1 Risk level – Green 8.2 Risk level – Amber 8.3 Risk level - Red 9.0 Office and project operations 10.0 Customers and suppliers 11.0 Post pandemic review

Appendices

Appendix 1 – Swine Flu Notification Form

Appendix 2 – General Communication, Swine Flu

Appendix 3 – Current Government Advice

Review/Revision log

This plan is to be reviewed when a change in Government guidance or World Health Organisation phase of pandemic alert occurs.

This document must not be amended unless the originator has given authority and/or the Project Health & Safety Manager. Any amendments undertaken must be reflected, records of all reviews and revisions to be logged below:

Rev. No. Date: Review By: Comments

1 P Thompson Initial Review

Action Plan

1.0 Introduction

This document provides planning and other relevant information to be used should an outbreak of Swine Flu impact upon this business unit.

The objective of these preparations is to limit the effects of an outbreak of Swine Flu on the well being of our people, customers and suppliers and to minimise the commercial consequences on our business.

Preventative measures include:

 Swine flu notification form Appendix 1;

 Sourcing hand sanitizers for all offices and sites;

 Information posters on notice boards, and

 Communication with our supply chain in regard of their own action plans and how they can communicate notification of any suspected cases to Skanska.

2.0 Scope of plan

This plan is to be implemented when a Swine Flu infection arises in any of Skanska Public’s project locations or Maple Cross.

The overall responsibility for this plan rests with the Project Director if an incident occurs on site or MD if the incident occurs at Maple Cross.

Project Directors or members of the Management Team are responsible for ensuring this plan is communicated to all workers, either directly employed or otherwise, based at their respective locations.

3.0 Risk levels

The risk level have been rated as follows

Green No cases of swine flu reported, business as normal

Amber Low incidences of infection reported, similar to normal flu season

Red High incidence of infection.

Senior management will continue to monitor the situation and raise the risk

levels as is deemed appropriate.

4.0 Governance

4.1 The Flu Coordinator for Skanska - Scotland is Adam Crossley and will be responsible for:

 Collating information received on the Swine Flu notification form from all sites regarding the incidence of confirmed or suspected cases, and information from HR;

 Reporting to the MD and across to other OU Flu Coordinators, and

 Will deal with internal communications for the OU.

4.2 To ensure the effective co-ordination and control of any occurrence of Swine Flu all Projects should establish a Crisis Management Team (CMT), they are responsible for:

 Implementing the processes within this plan and ensure the continued operation of their project;

 Identifying roles and responsibilities during the outbreak;

 Providing regular situation communications to all members of their respective teams, suppliers and clients, and

 In the event of an outbreak to report to the Senior Management Team daily.

T h e

5.0 Communications

 Information regarding the current situation and updated advice will be communicated to all employees via the intranet and email;

 For those staff with no access to the intranet information will be communicated through staff briefings, Tool Box Talks to the supply chain, posters on the notice boards and leaflets made readily available, and

 Liaison with supply chain in both directions.

Crisis Management Team (CMT)

Name Role Mobile

Ian Edwards Managing Director 07768 558289

Paul Thompson H&S Manager 07854 712175

Adam Crossley Bus Imp Manager 07971 933772

Jane Shelvey HR Manager 07879 608740

6.0 Hygiene

 All projects to increase the number of hand sanitizers at each of their offices and sites and where they do not currently exist, they should be installed as soon as possible;

 Toolbox talks to be given to site staff to remind of good hygiene, and

 All projects to increase the cleaning levels of hard surfaces.

7.0 Employee guidance

All staff to be issued with a “General Communication – Swine Flu” document Appendix 2 which as well as reiterating both government and Skanska advice answers some simple frequently asked questions, also directs employees on the correct reporting procedures should they become infected with Swine Flu.

All construction sites must inform the OU Swine Flu co-ordinator using the

notification form.

8.0 Process

Based upon the information received concerning levels of infection the CMT will either raise or reduce the risk ratings and implement the actions below:

8.1 Risk level

8.2 Risk level

Green

Amber

8.3 Risk level

Red

High reported levels of Swine Flu among staff impacting upon business

capability

Senior Management Team make decision to

run office / site on skeleton staffing levels

CMT to meet daily to review risk levels

Minimal essential staff to remain in the offices /

sites

Infection levels return to AMBER status Ongoing monitoring

Individual projects Directors to liaise with

MD on Project level decisions in respect of staff working from home

& effective staffing levels to meet contract

requirements Staff who can work from

home instructed to do so to reduce the risk of

infection spread

Infection levels return to GREEN status CMT disbanded

9.0 Office and Project operations

 All projects to review working from home facilities and identify staff who are able to work from home during a pandemic and ensure that these staff have access to Skanska intranet at home, installation of VPN for those staff without a Company laptop;

 All projects to put in a place a contingency plan for holding non – physical (video or teleconferencing) or off-site meetings, and

 Project specific or satellite office plans to be put in place.

10.0 Customers and Suppliers

All projects to put in place contingency plans for workforce shortages and delivery of critical goods and services.

11.0 Post Pandemic review

 Hygiene requirements to remain in place until any possibility of a second wave have been discounted, and

 Review effectiveness of plan documentation.

Appendix 1 - Swine Flu notification

Sites must notify Jeanette Warran using this form, when any employee has a confirmed or suspected case of Swine Flu.

Email to jeanette.warran@skanska.co.uk

Employee name Employee number

Company

Site / Location Line Manager

Date site notified Site notified by (e.g. employee, wife etc.)

Please give an accurate account of the information received from the employee

What impact does this individual’s absence have on the contract?

Completed by:

Date:

Appendix 2 - General Communication

The number of swine flu cases is increasing at a multiple rate on a daily basis.

Pandemic flu is different from ordinary flu because it’s a new flu virus that appears in humans and spreads very quickly from person to person. Due to it being a new virus, no one will have immunity to it and everyone could be at risk of catching it. This includes healthy adults as well as older people, young children and those with existing medical conditions.

It is important to remember that the virus will affect people in different ways and levels of severity, whilst some people may not be aware that they have had the virus others may take longer than the average 7 days to recover from it.

Whilst in the majority of cases, the effects have not been severe, it is important we reduce the potential spread of transmission.

The following Q&A will hopefully alleviate any questions you may have had about the virus and what the business is planning to do during this time.

.

Key message

Whilst at this time the virus has not affected our business greatly we ask for you to all consider your own responsibilities and take the extra preventative measures as per the government advice guidelines.

National Pandemic Flu Service: www.direct.gov.uk/Pandemicflu

The company will be introducing extra hygiene facilities over the next few weeks through the introduction of hand sanitizers.

Should the current outbreak start to impact upon our ability to function as a business unit the Business Continuity Plan – Swine Flu (Skanska – Public) will be implemented.

Skanska contact details

HR Direct: 01923 423600 hrdirect@skanska.co.uk

If you have any questions, please email question@skanska.co.uk at any time

Frequently asked questions

How can I prevent the spread of the disease?

The government has launched a major campaign to inform everybody about the prevention of transmission of the virus.

To reduce the likelihood of infection it is important that we promote good basic hygiene.

The key prevention messages are:

 Always carry tissues;

 Use clean tissues to cover your nose and mouth whenever you cough or sneeze;

 Bin tissues after one use;

 Wash your hands often with soap and hot water or a sanitizer gel, and

 Take notice of the government phase – Catch it, bin it, kill it.

For further information please refer to the government advice leaflet

http://www.nhs.uk/news/2009/04April/Documents/Swine%20Flu%20Leaflet_

Web%20Version.pdf or on the Company Intranet http://info.skanska.co.uk/flu

What if I have been in contact with somebody who has been diagnosed with Swine Flu?

You can come to work as usual if you have been in contact with a suspected or confirmed case. It is only when you become symptomatic that it is advisable that you need to stay at home and take further investigatory steps.

Symptoms include a fever over 38 degrees and two or more of the following:

*A Cough *Runny Nose *Diarrhoea *Vomiting

*Headache *Limb or joint pain *Sore Throat

What happens if I think I have swine flu?

The incubation period of the virus ranges from one to four days, with people being at their most infectious soon after they develop symptoms. Individuals can continue to spread the virus i.e. coughs and sneezes for up to five days.

If you are diagnosed with swine flu it is important that you refrain from work and take the appropriate medication as prescribed by your GP or NHS direct.

It is important to remember you must follow the normal Company reporting procedure when informing of an absence from work. If you fail to comply with the company’s sickness absence reporting procedures, then your absence will be treated as unauthorised and you may be subject to disciplinary

proceedings under the Company’s disciplinary policy.

Your line manager will ask you to provide details as to when you were

diagnosed you and whether you have been supplied with a course of anti-viral drugs such as Tamiflu. They will also ask for a brief account into the advice you have been provided to help us to establish how long your period of absence may be.

Whilst we are mindful as to the reasons for your absence, it is necessary that we inform your colleagues as the reasons for your absence due to the

contagious nature of swine flu and our ongoing Business Continuity Plan – Swine Flu.

What do I do if I cannot attend work as my child’s school has been closed due to an outbreak of swine flu? Even though my child and I are not infected with swine flu I can not attend work, as I have no childcare. Is it ok to take time off? If so, will I be paid?

All employees have a statutory right to a reasonable amount of unpaid time off to deal with an emergency involving a dependant. A dependant includes a spouse, partner, child, parent or a person who lives with the employee (but is not their lodger).

In these circumstances you may wish to exercise this right. The amount of time is not fixed however, it is intended to allow you to deal with an

immediate problem and put other care arrangements in place. With regards to

the above question this may be for a couple of days to arrange alternative child

care arrangements but, not for the duration of the school closure.

Can I refuse to come to work for fear of catching the virus?

It is important to remember that fear of contracting the illness is not in itself a sufficient reason for not attending work. However those who have underlying health issues such as chest problems or are undergoing medical treatment or may be pregnant should their HR manager for further guidance.

If you refuse to come to work, your line manager could consider taking disciplinary action for unauthorised absence in accordance with the Company’s disciplinary procedure.

What happens if I am contacted by a member of the media?

It is company policy that all employees are forbidden to communicate with the press, or any other media on any matter. If a representative of the press or media approaches any employee, they must make no comment and must refer the representative to Tanya Barnes; Head of Communications in the first instance.

Tanya.barnes@skanska.co.uk Tel: 01923 423905