Business Continuity Plan (BCP)
Prepared for :
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\[CLIENT\] |
Author:
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\[DATACOM CONSULTANT\] |
Datacom Payroll
March 2020Document Information
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Commercial in Confidence
This document contains intellectual property and proprietary information belonging to Datacom Payroll. The content of this document must not be copied, re-used or disseminated in whole or in part without the express prior permission of Datacom Payroll. All information is confidential and provided in commercial confidence.
Table of Contents
1 Purpose
2 Authorised Client Contacts
3 Deadlines
3.1 Time Restraints
4 Assumptions, Constraints and Risks
4.1 Assumptions
4.2 Constraints
4.3 Risks
Datacom Contact Information
5 Billing
6 Acceptance
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The purpose of this document is to clarify how the payroll is to be processed for \[COMPANY\] ("the Client") if the Client is unable to complete their usual processes due to unforeseen circumstances. The overall objective is to ensure there is the least amount of disruption to employees and their pay. Note that this is only initiated as a last resort after the Client has exhausted all options internally. As our payroll is cloud based, the Client can submit payroll from anywhere even if they have no access to their own offices or own server. We encourage at Clients have an internal BCP in place that covers Payroll submission to Datacom based on different events that could occur. This is a standard BCP and the Client is welcome to make changes based on their requirements and Datacom will edit the document once both parties agree on the changes made |
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The following individuals who are employed by the Client that can instigate the BCP.
Datacom always attempt to contact the usual payroll admins and the consultant will deal with them in the first instance. If they are unable to make contact, they will attempt to contact the following people:
The contact information below is listed in order of priority.
Name | Phone Number | |
NAME (POSITION/OCCUPATION) | EMAIL@CLIENT.CO.NZ | 000 000 0000 |
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The success of the BCP will depend on when Datacom is notified that BCP is being actioned. As Datacom have other BAU duties to perform the below deadlines must be met to guarantee pay runs are finalised on time.
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First contact | The clients authorised contact must notify Datacom through written confirmation that the BCP will be instigated by midday of the day prior to payment day. |
Authorisation | This BCP plan gives Datacom authority to finalise the payroll without the authorisation process |
Finalisation | Datacom will finalise on the day that payroll must be banked. |
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The assumptions and constraints are in place to certify that Datacom can pay the staff in the event that payroll cannot be sent to Datacom finalised by the Client's payroll team.
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- Online timesheets will imported in the state that they are ie only approved ones.
- The Client will send through Timesheet in the correct format from Time and Attendance provider if that is how the data is usually submitted to Datacom.
- Datacom will not process payroll indefinitely as this is only a BCP
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- Leave requests will be imported as they are (no adjustments
- Leave requests will only be processed if they have been approved.
- If client has already entered some changes online in payrun modifications, these will be actioned. However if any changes are not clearly understood my Datacom, these
will not be processed.Anchor _GoBack _GoBack - Reconciliations will not be completed by Datacom
- If the Client's current process is to upload the bank file themselves, the Client needs to have a plan for this in place and communicate to Datacom. Datacom can not process these bank files on behalf of the Client. If Datacom needs to email the bank file to an alternative authorised contact, this person must be provided as a contact in this BCP stating the role they will play.
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Risks | Mitigations |
Employees are not paid on time | Deadlines are in place to mitigate this and to give Datacom enough time to process the pay with short notice. |
Employees may not be paid correctly | The BCP is in place as a last resort. Any reversal and adjustments can be made upon the return of the payroll administrator |
Employees may not be paid | If there are timesheet employees whose hours were not approved online, they will not get paid |
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Below is the contact information listed in order of priority to contact first.
Name | Phone Number | |
NAME (Your Payroll Consultant) | EMAIL@DATACOM.CO.NZ | 000 000 0000 |
Team Leaders as escalations | EMAIL@DATACOM.CO.NZ | 000 000 0000 |
Maxine | EMAIL@DATACOM.CO.NZ | 000 000 0000 |
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Signatory (for client company) | Signatory (for Datacom Payroll) |
Name: | Name: |
Position: | Position: |
Signature: | Signature: |
Date: | Date: |