Delivery Kite Logistics

IHD DELIVERY – KITE LOGISTICS BUSINESS CONTINUITY PLAN

PURPOSE: To enable the distribution of pharmaceutical products following a disaster.

In the event of a disaster proceed immediately to Section 5.2 and perform actions as listed

Team Name KITE LOGISTICS TEAM

Produced for INTERNATIONAL HEALTHCARE DISTRIBUTORS (Pty) Ltd.

By MGX Business Continuity Solutions (Pty) Ltd.

Revision No. 0.1

Date of Issue 23 JUNE 2004

Box 2638  +27 11 315 2910 Midrand  +27 11 315 1870 1685 [email protected]

DOCUMENT NAME REVISION ISSUE DATE PAGE IHD-Delivery (Kite Logistics BCP) 0.1 2018 年 5 月 7 日星期一 1 of 9 TABLE OF CONTENTS PAGE 1. INTRODUCTION AND SCOPE...... 3 2. OBJECTIVES...... 3 3. SCENARIOS...... 3 4. FUNCTIONS...... 4 4.1. TEAM LIST...... 4 4.2. PLANNING FUNCTIONS...... 4 4.3. DISASTER FUNCTIONS:...... 4 5. ACTIONS TO BE FOLLOWED...... 5 5.1. DISASTER PREPARATION ACTIONS...... 5 5.2. DISASTER ACTIONS...... 5 5.3. PROCEDURES...... 8 5.3.1. DELTA DOWN...... 8 5.3.2. DEMAG DOWN...... 8 5.3.3. LINBRO PARK WAREHOUSE NOT AVAILABLE...... 8 5.3.4. KITE LOGISTICS PREMISES NOT AVAILABLE...... 9 6. REFERENCES...... 10 7. BATTLE BOX CONTENTS...... 10 8. OUTSTANDING ACTIONS...... 10

DOCUMENT NAME REVISION ISSUE DATE PAGE IHD-Delivery (Kite Logistics BCP) 0.1 2018 年 5 月 7 日星期一 2 of 9 1. INTRODUCTION AND SCOPE

The Linbro Park Warehouse Delivery (Kite Logistics) Business Continuity Plan is an integral part of the overall Business Continuity Plan (BCP) for IHD. The complete BCP, which identifies and includes all component BCP’s, is held by the Business Continuity Co- ordinator. This document describes the actions and procedures that must be followed by the Kite Team to minimise the consequences of a disaster affecting the sorting and delivery of parcels. The BCP also contains a set of procedures to enable lost data identification and recovery, emergency working procedures, and lists of resources required to enable the above.

2. OBJECTIVES

 To continue delivery of pharmaceutical products in the event of a disaster.  To resume normal operations once the DELTA system is recovered.  To identify and re-enter lost data  To process the data backlog.

3. SCENARIOS

Business Continuity Plans for the Delivery operation address each of the following potential disasters at Linbro Park:  Loss of the DELTA system  Loss of the Van der Lande sorting / conveyor system  The warehouse is inoperable  Kite Logistics’ premises are unusable Separate BCP’s address disaster situations at the regional distribution centres.

DOCUMENT NAME REVISION ISSUE DATE PAGE IHD-Delivery (Kite Logistics BCP) 0.1 2018 年 5 月 7 日星期一 3 of 9 4. FUNCTIONS

4.1. TEAM LIST

KITE LOGISTICS NAME DESIGNATION CELL/PAGER NO. HOME NO. Trix Tredoux Team Leader 082 805 4884 Willem Straus Deputy 082 805 4883 Corne Pienaar Team Member 082 801 0232

Preggy Pillay Team Member 082 787 8755 Johan van Rooyen Team Member 082 653 1331 Justice Biyela Team Member 072 147 0430

4.2. PLANNING FUNCTIONS

 Participate in Testing Recovery.  Review and update this plan after each test.  Agree authority levels.

4.3. DISASTER FUNCTIONS:

 Perform critical functions during a period of downtime.  Identify lost data.  Recover lost data.  Recover backlog.

DOCUMENT NAME REVISION ISSUE DATE PAGE IHD-Delivery (Kite Logistics BCP) 0.1 2018 年 5 月 7 日星期一 4 of 9 5. ACTIONS TO BE FOLLOWED

5.1. DISASTER PREPARATION ACTIONS

Action Pre- Resp. Start End Actions requisite KDL REVIEW EMERGENCY OPERATING 050 PROCEDURE Review the Emergency Operating Procedure to be implemented in a disaster situation. Aim to retain data for subsequent input, and gather data ‘lost’ between the last backup and the disaster. KDL TRAINING 100 Participate in Testing emergency procedures. KDL BATTLE BOX 150  Prepare and maintain a Battle Box contents list for minimum emergency requirements.  Ensure that the Battle Box is populated with a copy of the contents lists and the required emergency supplies.  Set up off-site storage for the Battle Box

5.2. DISASTER ACTIONS

Action Pre- Resp. Start End Actions requisite KDL RECEIVE DISASTER ALERT 200 The Business Continuity Coordinator will inform you of a possible disaster affecting the warehouse, and the likely course of action to be adopted. Ensure course of action is understood. Establish whether you are required to proceed to the command centre. KDL CHECKPOINT ONE 250 Disaster Alert. KDL OPTIONAL - CONTACT TEAM MEMBERS 300 If required at this stage contact members of the team. Use the cascade method of calling and ensure each person is contacted. Explain what has happened and course of action. KDL FURTHER NOTIFICATION 350 Wait for notification that a disaster has been

DOCUMENT NAME REVISION ISSUE DATE PAGE IHD-Delivery (Kite Logistics BCP) 0.1 2018 年 5 月 7 日星期一 5 of 9 Action Pre- Resp. Start End Actions requisite declared. KDL DISASTER NOTIFICATION 400 The Business Continuity Coordinator will inform you that a disaster has been declared. If the Kite warehouse is operational and the DELTA system is available process parcels following KITE SOP T01 as usual, the disaster does not affect Delivery. If the DELTA system is not available CHECKPOINT TWO is applicable. If the Van der Linde sorting / conveyor system is not operational personnel will hand sort parcels. If the Kite warehouse is not operational, delivery will be relocated to the Receiving area in the main warehouse. If the main warehouse is inoperable, irrespective of the condition of the Kite warehouse salvageable stocks will be transferred to regional distribution centres, and possibly an alternate warehouse. KDL CHECKPOINT TWO 450 Disaster declared and emergency processes to be started. KDL CONTACT TEAM MEMBERS 500 Contact members of the team. Use cascade method of calling and ensure each person is contacted. KDL IMPLEMENT EMERGENCY OPERATING 550 PROCEDURE Implement procedure to process parcels manually either from the Kite warehouse or from the receiving bays. KDL ACCUMULATE DATA BACKLOG 650 Accumulate data backlog (POD’s) ready for processing when access to DELTA is restored. KDL RECOVER LOST DATA 700 Transactions, i.e. recording completed deliveries or returns, which have occurred during the previous 30 minutes, may have been lost, and these must be identified and resubmitted when the DELTA system is restored. KDL ONGOING EMERGENCY PROCESSING 750 Carry on with emergency processing until notified that systems are operational and live again.

DOCUMENT NAME REVISION ISSUE DATE PAGE IHD-Delivery (Kite Logistics BCP) 0.1 2018 年 5 月 7 日星期一 6 of 9 Action Pre- Resp. Start End Actions requisite KDL RECOVERY SUCCESSFUL NOTIFICATION 800 Receive notification of successful restoration of the DELTA system. KDL CHECKPOINT THREE 850 DELTA System restored KDL RECOVER LOST DATA 900 Re-enter lost data, ref KDL 700 above. KDL INPUT BACKLOG DATA 950 Input delivery data from the POD’s. KDL CHECKPOINT FOUR 1000 Normal operations have been successfully resumed, notify the BCC.

DOCUMENT NAME REVISION ISSUE DATE PAGE IHD-Delivery (Kite Logistics BCP) 0.1 2018 年 5 月 7 日星期一 7 of 9 5.3. PROCEDURES

Refer to Standard Operating Procedures, which will be available in the Battle box.

5.3.1. DELTA DOWN

If DELTA is not available, then the following procedure steps need to be followed.

5.3.1.1. Emergency Processing Procedure . Parcels will be manually sorted into specific routes, as the Van der Lande system will not be operational. Note that labels on parcels will have a routing code hand written by IHD Manifesting. . Despatch parcels following Section A of Kite SOP T01. Note that a copy of IHD’s pro-forma invoice serves as the POD note. . Parcel information will be entered into Kite’s Tracking system . When the delivery vehicle returns the copy of the pro-forma used as the POD is sent for indexing, scanning and entry into the DELTA system when it is restored.

5.3.1.2. Identification of Lost Data It is possible that when the DELTA system is restored that any deliveries or returns recorded during the last 30 minutes of DELTA system availability will have been lost. The last Proof of Delivery Notes and return instructions processed must be checked against the DELTA system and re-entered if they are not recorded in the system.

5.3.1.3. Backlog Recovery Procedure Once the lost data, if any, has been re-entered the pro-forma invoice Proof of Delivery copies, created while the DELTA system was unavailable, are to be captured into the system.

5.3.2. DEMAG DOWN

If DEMAG is down but the DELTA system is available, parcels will be moved manually on the belts to KITE Logistics after being hand scanned as leaving IHD. If the Van der Lande system is operational the normal delivery procedure is then followed, if it is not operational parcels will be manually sorted but then processed as usual via the DELTA system.

5.3.3. LINBRO PARK WAREHOUSE NOT AVAILABLE

Delivery will take place from regional distribution centres and possibly an alternative warehouse in Gauteng.

DOCUMENT NAME REVISION ISSUE DATE PAGE IHD-Delivery (Kite Logistics BCP) 0.1 2018 年 5 月 7 日星期一 8 of 9 5.3.4. KITE LOGISTICS PREMISES NOT AVAILABLE

If IHD is fully operational the Receiving area will be used for manual sorting of parcels, and subsequent delivery through the receiving bays. A number of terminals and hand scanners in the area will be designated as Kite Logistics equipment. Normal delivery procedures will then be followed, and POD’s submitted to IHD security until scanning equipment is obtained.

6. REFERENCES

For a list of references please consult the Common Data document.

7. BATTLE BOX CONTENTS

NOTE: The contents of the Battle Box are for business continuity Description Responsibility Date Included The “BATTLE BOX” itself, ideally a lockable (padlock acceptable) metal trunk Inventory of Battle box contents Business Continuity Plan Kite Standard Operating Procedures Writing paper, pens, pencils

8. OUTSTANDING ACTIONS

NOTE: The deployment of this business Continuity plan may be compromised whilst the following outstanding actions remain incomplete. Description Resp. Start End Person Date Date Emergency operating procedures Inventory of Battle box contents

DOCUMENT NAME REVISION ISSUE DATE PAGE IHD-Delivery (Kite Logistics BCP) 0.1 2018 年 5 月 7 日星期一 9 of 9