The recent outbreak of H1N1 flu (known as Swine Flu) in Mexico and certain other countries will be of increasing concern to our customers and suppliers. (updated 20/07/09)
Framework
Brakes has had a Pandemic Planning Framework in place and under continuous review for several months. The Framework applies to all Brakes Group companies and is based on the advice provided by government agencies, insurance organisations, Continuity specialists and on the specific needs of the food sector. It is integrated into the company’s Business Continuity Framework.
Employees
It has issued guidance to employees, provided instruction for hygiene and issued updated guidelines to all managers with regards to staff illness and absence.
A reporting process is in place for recording incidents of employees with suspected or confirmed Swine Flu. All staff follow government issued guidelines. At this time only a handful of employees have reported ill.
As at mid July 2009, Brakes has not experienced any significant disruption to its operations.
Communications
Regular briefings from the Civil Contingencies Committee and the Food Policy Unit are reviewed for relevance to current plans and checklists. A senior manager represented the company at the National Flu Advisory Briefing in late June.
The Executive Committee is regularly briefed and several Executive and senior managers are leading specific areas of response and monitoring. The management of a major response will be coordinated by Brakes Crises Control Committee which will draw on members of the Executive as required.
Communication channels are open with customers and suppliers and Brakes own suppliers in key higher risk areas and in haulage/storage have been contacted to ascertain their plans and contingencies.
Plans and Guidance
A documented set of plans or “handbooks” were approved by the Executive in April/May 2009 which updated the framework and outlines the likely areas of preparation and action. These are grouped into “Preparation and Prevention” and “Invocation and Recovery”
Both are based on the guideance issued above and for the Group cover the following areas
• Governance
• People and Policy
• Communications, Methods and Technology
• Customers and Suppliers
• Operations, Food Safety and Depots
• Cost management and Cash Flow.
Each of the above has been broken down into a series of actions, checks and options to deal with the most likely scenarios. However It is important to emphasise the fluidity of the situation, the current uncertainty of the degree of infection and severity of disruption. Therefore the plans are indicative of likely actions and actual decisions will depend on day to day information from depots and departments on absence levels, order levels, travel restrictions, product issues and transportation capacity.
Priorisation
Brakes’ policy is to follow any government advice regarding prioritisation if issued, but otherwise does not intend to enforce its own prioritisation unless absolutely necessary.
Stock Levels.
In the event of a real expansive threat becoming known Brakes will increase stock levels on key lines to ensure continuity of supply. This will be based upon our ‘Top 300’ products, which has been built to ensure maximum menu suitability.
Arrangements will be general across all customers dependent on the degree of disruption at depots, at customers (who may not have staff themselves to receive, order or consume stock), and government direction. Volumes requested from customers may well be lower than normal anyway.
Further updates will issued as necessary. If you have specific questions please contact your Sales Account Manager at Brakes or your Brakes Group Company.
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