TABLE OF CONTENTS C… · Web viewSony Pictures Entertainment (SPE) Risk Management. BUSINESS RECOVERY PLAN. PREPARED BY: Janel Clausen. APPROVED BY: May 2013. CONFIDENTIAL Risk

Sony Pictures Entertainment(SPE)

Risk Management

BUSINESS RECOVERY PLAN

PREPARED BY: Janel Clausen

APPROVED BY:

May 2013

CONFIDENTIAL

Risk Management Business Recovery PlanTable of Contents

Risk Management BUSINESS RECOVERY PLAN

TABLE OF CONTENTS

SECTION 1: INITIAL INSTRUCTIONS.................................................................................1

WHILE AT WORK......................................................................................................... 1

WHILE AWAY FROM WORK....................................................................................... 2

CALL-OUT LIST............................................................................................................ 3

ALTERNATE COMMUNICATIONS.............................................................................4

SECTION 2: BUSINESS RECOVERY INFORMATION.......................................................5

CRITICAL FUNCTIONS LIST......................................................................................5

CRITICAL TASKS & PROCEDURES........................................................................11

TEMPORARY WORK LOCATION REQUIREMENTS............................................18

OFF-SITE RECOVERY TOOLS................................................................................19

EMPLOYEE REDEPLOYMENT INFORMATION....................................................20

EXTERNAL CONTACTS AND EMERGENCY CONTRACTS................................21

SECTION 3: VITAL RECORDS............................................................................................. 23

VITAL RECORDS INVENTORY................................................................................23

VITAL RECORDS RESTORATION PROCEDURES..............................................24

SECTION 4: ASSETS............................................................................................................. 25

ASSETS INVENTORY AND SPECIAL INSTRUCTIONS.......................................25

APPENDIX A: EMERGENCY CONTACT INFORMATION...............................................26

This document contains proprietary and confidential information of DSPN and/or its clients. Any disclosure or unauthorized use of this document or information is prohibited. © DSPN

Risk Management Business Recovery Plan Section 1INITIAL INSTRUCTIONS

SECTION 1: INITIAL INSTRUCTIONS

WHILE AT WORK

ACTIONRESPONSIBLE INDIVIDUAL(S)

1. If you are required to evacuate, take available cell phones, keys, and/or laptops, if time permits, then immediately evacuate the building via the nearest exit, as instructed by the floor warden team.

Entire Department

2. Go to the designated assembly area and assemble staff. Entire Department

3. Notify the floor warden or any SPE emergency responder of any injured or missing employees.

Entire Department

4. Instruct all employees to remain at assembly area until further instructions are given.

Janel Clausen

5. Refer to Section 2, Critical Functions, to determine which staff must remain to perform critical functions if employees are released for the day.

Janel Clausen

6. If employees are released, maintain a record of all Department employees as they leave the assembly area.

Janel Clausen

7. If the Department has critical functions that must be performed within the first 24 hours following the event, assemble the Department Recovery Team.

Janel Clausen

8. Coordinate the workspace and equipment requirements for your Department Recovery Team with the appropriate support teams.

Janel Clausen

9. Ensure that the Department Recovery Team is performing all critical functions. Schedule a progress meeting with the Department Recovery Team members as needed.

Janel Clausen

May 23, 2023This document contains proprietary and confidential information of DSPN and/or its clients. Any disclosure or unauthorized use of this document or information is prohibited. © DSPN

1


WHILE AWAY FROM WORK

ACTIONRESPONSIBLE INDIVIDUAL(S)

Account for and notify department members after discussing with alternate.

Vice President:Name Janel ClausenHome: 626-449-7170Cell: 818-384-0667Alternate, if Vice President is injured or not available:Name Dawn LuehrsHome: 562-597-9884Cell: 714-747-6374

1. If you are away from the office and able to perform your assigned functions, and it is during work hours, contact your alternate to obtain a status of situation.

Janel Clausen

If it is after work hours, use the Call-Out List on the next page to notify appropriate Department staff.

Janel Clausen


2


CALL-OUT LIST(SEE APPENDIX A FOR CONTACT INFORMATION)

CONTACT LEAD WHO TO CONTACT COMMENTSJanel Clausen Kate Calabrese See Appendix A

Aaron Au

Dawn Luehrs Donna TetzlaffDouglas HastingsBritianey Barnes


3


ALTERNATE COMMUNICATIONS

EMERGENCY HOTLINE: 310-244-CARE (310-244-2273)

This number will provide employee reporting information and other pertinent information at the time of an event.

You may also receive updates via SPE’s Emergency Employee Notification System.

CONFERENCE CIRCUITS: Global Crossing 1-800-549-7669 International 1-303-248-96922444226 Chairperson code: 13822444236 Chairperson code: 1411

OTHER COMMUNICATIONS:


4

Risk Management Business Recovery Plan Section 2BUSINESS RECOVERY INFORMATION

SECTION 2: BUSINESS RECOVERY INFORMATIONREVISED: 11/19/2010

CRITICAL FUNCTIONS LIST

ACTION WHO WILL DO ITWARNING STAGEAccount for and notify department members Janel ClausenNotify Insurance Companies/Brokers Donna Tetzlaff,

Dawn LuehrsNotify All Active Productions Dawn Luehrs,

Britianey BarnesRemove Sony issued laptop Janel ClausenRemove any work-in-progress projects Entire DepartmentDAY 1 – 3Incoming new claims (Worker’s Compensation, Production, Property, Automobile, General Liability)

Douglas Hastings, Kate Calabrese, Aaron Au

Production support for certificates of insurance and contract review. Dawn Luehrs, Britianey Barnes, Aaron Au

Facility Admin support. Contract review and insurance placement for special requirements for services needed during emergency event.

Donna Tetzlaff, Britianey Barnes

Cast insurance placement for productions. Dawn Luehrs, Britianey Barnes

Bond placements reporting to SCA and Marsh. Britianey Barnes, Donna Tetzlaff.

DAY 4 – 7Process insurance premiums. Kate Calabrese,

Aaron AuProduction budgeting and reporting. Dawn Luehrs, Kate

CalabresePolicy renewal and binding. Janel Clausen,

Donna TetzlaffOngoing production support. Contract review and insurance placement for special insurance needs of productions for Motion Picture and TV.

Dawn Luehrs, Britianey Barnes, Aaron Au

DAY 8 – 21Ongoing Contract, Lease, Insurance requirement and placement review for Corporate Finance, Corporate Procurement, Corporate Legal, Studio Facilities and Admin, Corporate Real Estate, SEHS, Studio Operations, Corporate Treasury, Studio Post Production, FEARnet, Transportation, Marketing & Publicity, SPT International, SPC & Worldwide Acquisitions

Donna Tetzlaff, Britianey Barnes, Kate Calabrese


5


CRITICAL TASKS & PROCEDURES(HOW THE FUNCTION WILL BE PERFORMED)

RESTATE CRITICAL FUNCTION FROM LIST:

Claims Reporting (Workers’ Compensation)

Day 1 – New Claims

ACTION IT APPLICATION

NEEDED

TEAM RESPONSIBLE

1. Send claim form (DWC-1) to injured party and fill

out the Employer’s report (5020) over the phone.

Medgate, Adobe

Acrobat Pro

Aaron Au

2. Report the claim to ESIS by phone (866-789-

3747) or by e-mail ([email protected]) or

by fax (866-300-8206).

Outlook, Adobe

Acrobat Pro, MS

Word, Medgate

Aaron Au

3. Authorize medical treatment for injured worker.

Sony Medical (310-244-5560) and Robert

Thompson at ESIS (818-428-3691) can assist.

Aaron Au


6

mailto:[email protected]




Claims Reporting (Property)

Day 1 – New Claims


NEEDED

TEAM RESPONSIBLE

1. Contact Tom Tracy (951-680-0800 x. 21) If not

available, contact Tim Useted at Lockton (646-

572-3921)

Outlook, Adobe

Acrobat Pro, MS

Word

Janel Clausen,

Douglas Hastings


7




Claims Reporting (Automobile or General Liability Loss)

Day 1 – 3 New Claims


NEEDED

TEAM RESPONSIBLE

1. Report claim to Tokio Marine Fire & Nichido

Insurance Company (800-862-2832). If not

available, contact Tim Useted at Lockton (646-

572-3921)

Outlook, Adobe Acrobat Pro, MS Word

Douglas Hastings,

Kate Calabrese


8



RESTATE CRITICAL FUNCTION FROM LIST:Claims Reporting (Production) Day 1 – 3 New Claims

ACTION IT

APPLICATION NEEDED

TEAM RESPONSIBLE

1. Report claim to Steve Ledeecke at Hyperion (213-

247-0250 x. 13) with copies to Ian Galloway at

Fireman’s Fund (818-972-3336) and Juliana

Selfridge at AON (818-742-0760)

Outlook, Adobe

Acrobat Pro, MS

Word

Douglas Hastings,

Dawn Luehrs

2.


9



RESTATE CRITICAL FUNCTION FROM LIST:Certificates of Insurance and Contract Review (Production)Day 1 - 3

ACTION IT

APPLICATION NEEDED

TEAM RESPONSIBLE

1. Review vendor contract from production

highlighting insurance needs.

Adobe Acrobat

Pro

Dawn Luehrs,

Britianey Barnes,

Aaron Au

2. Create certificate of insurance and distribute. If

unable, contact:

a. Corp Prop/Liability - Doris Jurado at

Lockton (646-572-3931)

b. Executive Risk – Derek Lakin at

Lockton (646-572-7365)

c. Production Package - Michael Glees

at AON (818-742-0574)

d. Canadian GL/AL/Prop- Amanda

Shyhinskyj at HMKB (416-597-4018)

e. Watercraft – Mona Lindahl-Babcock

at Lockton (415-568-4088)

f. Aircraft – Linda Auch at Aon (213-

630-1308)

Outlook, Adobe

Acrobat Pro,

Choices, NetCert

Dawn Luehrs,

Britianey Barnes,

Aaron Au

3. If liability certificate needs a special endorsement

or enhanced insurance, contact Tim Harper at

Lockton (646-572-7332) who will contact Tokio

Marine for the endorsement language and

purchase of needed enhancement.

Dawn Luehrs,

Britianey Barnes,

Aaron Au


10




Facility Admin support. Begin contract review and insurance placements of special requirements for emergency event.

Day 1 – 3 New

ACTION IT

APPLICATION NEEDED

TEAM RESPONSIBLE

1. Review contracts from Facilities, Corporate

Procurement, Corporate Legal and Corporate

Real Estate for equipment and temporary space

needs caused by event.

Outlook, MS

Word, Adobe

Acrobat Pro,

Choices, SPiDR

Donna Tetzlaff,

Janel Clausen

2. Review incoming certificates and/or issue

certificates to 3rd parties.

Outlook, MS

Word, Adobe

Acrobat Pro,

Choices, SPiDR

Donna Tetzlaff,

Janel Clausen

3. Purchase any additional insurance needed for

emergency event.

Outlook, MS

Word, MS Excel,

Adobe Acrobat

Pro, Choices,

SPiDR

Donna Tetzlaff,

Janel Clausen


11




Cast Insurance placement

Day 1 – 3 New and Updated


NEEDED

TEAM RESPONSIBLE

1. Production will send list of new cast names and

their roles for reporting.

Outlook, Adobe

Acrobat Pro

Dawn Luehrs,

Britianey Barnes

2. Call Michael Glees (AON) or Daniel Jacobson

(AON) to declare the cast.

Outlook Dawn Luehrs,

Britianey Barnes

3. When cast medical is received by an approved

physician from the production, fax or email copies

to AON or Fireman’s Fund.

Outlook, Adobe

Acrobat Pro

Dawn Luehrs,

Britianey Barnes

4. Save electronic copies of cast medicals to the

Risk Management Cast Medical drive and into

SPiDR.

Adobe Acrobat

Pro, SPiDR

Dawn Luehrs,

Britianey Barnes


12




Bond Placements

Day 1 – 3 New


NEEDED

TEAM RESPONSIBLE

1. Bond notices received from Sony business

partners, Interactive Solutions, and/or West Coast

Marketing. Bonds could be required for

emergency event activities.

Outlook Donna Tetzlaff,

Britianey Barnes

2. Send approval request for the bond to Mary Jo

Green at SCA (212-833-6915).


Britianey Barnes

3. When approval is received, send bond request to

Barbara McArthur at Marsh USA (404-995-2776)

who will issue the bonds back to Risk

Management.


Britianey Barnes

4. When bonds are received by Risk Management,

they must be signed by Janel Clausen and

notarized by Britianey Barnes or other available

Notary.

Janel Clausen,

Donna Tetzlaff,

Britianey Barnes

(Notary)

5. Original bond is sent to the requesting company

and copies are made and filed.

Donna Tetzlaff,

Britianey Barnes


13




Process Insurance Premiums

Day 4 – 7 New and Existing


NEEDED

TEAM RESPONSIBLE

1. Receive invoices from Brokers Outlook, Adobe

Acrobat Pro

Kate Calabrese,

Aaron Au

2. Verify and approve premium is correct per policy

contract adding the correct account and vendor

coding along with department stamp for the

business partner.

Kate Calabrese,

Aaron Au

3. Send invoices to Alex Mock at Accounts Payable

for processing. A/P will log and scan and prepare

for SAP.

Outlook Kate Calabrese,

Aaron Au

4. Receive invoices back from A/P through SAP for

coding and approval.

Outlook, SAP and

Ariba

Aaron Au

5. Code invoices for final approval and payment. SAP and Ariba Aaron Au


14




Production Budgeting & Reporting



NEEDED

TEAM RESPONSIBLE

1. Receive the budget top sheet from Production

and prepare the Insurance Estimate Worksheet

that follows the production.

MS Excel, Risk

Management

Shared Drive

Access, TView,

Drop Zone,

SPiDR

Dawn Luehrs,

Kate Calabrese

2. Send completed estimate back to Production

Accountant.

Outlook Kate Calabrese

Dawn Luehrs

3. When production finalizes the accounting

numbers, create Final Worksheet for submission

to Daniel Jacobson (AON) along with:

Declaration

Final Insurance Estimate Worksheet

Top sheet

One-line schedule

Day Out of Days Report

MS Excel, Risk

Management

Shared Drive

Access, TView,

Drop Zone,

SPiDR

Kate Calabrese

Dawn Luehrs


15




Ongoing Production Support



NEEDED

TEAM RESPONSIBLE

1. Continue with communication to all productions

for all their needs, which includes contract review

for insurance requirements and language,

certificate of insurance issuance and

endorsements. Purchase of additional insurance

if new or enhanced insurance is required.

Outlook, Adobe

Acrobat Pro,

Choices, SPiDR,

Contact cards

Dawn Luehrs,

Britianey Barnes,

Aaron Au, Janel

Clausen


16




Ongoing Contract, Lease, Insurance requirement and placement review for Corporate Finance, Corporate Procurement, Corporate Legal, Studio Facilities and Admin, Corporate Real Estate, SEHS, Studio Operations, Corporate Treasury, Studio Post Production, FEARnet, Transportation, Marketing & Publicity, SPT International, SPC & Worldwide Acquisitions



NEEDED

TEAM RESPONSIBLE

1. Continue with communication to all Corporate

Clients for all their needs, which includes

contract review for insurance requirements

and language, certificate of insurance

issuance and endorsements. Purchase of

additional insurance if new or enhanced

insurance is required.

Outlook, Adobe

Acrobat Pro,

Choices, SPiDR,

MS Word, MS

Excel

Donna Tetzlaff, Janel Clausen

2. See Attachment 1 (Donna’s Contact List)

3. SPC & Worldwide Acquistions support for

contract and certificate of insurance review

and issuance.

Kate Calabrese


17


TEMPORARY WORK LOCATION REQUIREMENTSDAYS

AFTEREVENT

TOTAL NUMBER OF

WORK-STATIONS NEEDED

COMPUTER EQUIPMENT(# & TYPE OF PC, PRINTERS,

OTHER HARDWARE)

TELECOMMUNICATIONS EQUIPMENT

(PHONE, FAX, MODEM)

1 - 3 Days 4 3 desktop computers, 1 network printer, network connectivity for 1 laptop

4 phones (international capability), fax machine,

4 - 7 Days 7 6 desktop computers, network printer, network connectivity for 1 laptop

7 phones (international capability) fax

8 - 21 Days 7 6 desktop computers, network printer, network connectivity for 1 laptop, network color printer


22+ Days(Full workforce

count)

7 6 desktop computers, network printer, network connectivity for 1 laptop, network color printer


Can the work be performed at home if employees are equipped with laptops/VPN? Yes

How many of your employees already have laptops/VPN? 1

What alternate work location within the company is your preference, if space is available?Near or close to the EOC.

OTHER REQUIREMENTS AT ALTERNATE LOCATION:

CHOICES SOFTWARE Installer CD.Must call Choices Support at 781-592-0711 and give them 310-244-4236 as an ID. They will walk through the steps for re-installation. There is no serial number. Will need to contact IT for administrative rights to each computer. Choices is not IT supported.


18


OFF-SITE RECOVERY TOOLS(TO BE STORED AT ALTERNATE WORK LOCATION IN ADVANCE)

SPECIAL FORMS

EQUIPMENT UNIQUE SUPPLIES

DOCUMENTATION OTHER

DWC-1 (Work Comp

Claim Form)

Emergency

Contact List

Facts for Injured

Workers (ENG &

SPN)

Cast Insurance

Medical Forms

Production

Declaration Forms

Insurance Estimate

Budget Worksheet

Final Estimate

Budget Worksheet

Risk Management

Manual

Bond Application

Blank Certificate

Template


19


EMPLOYEE REDEPLOYMENT INFORMATIONTIME AFTER

EVENTNAME

(OR BUSINESS UNIT) SKILLS CONTACT INFORMATIONNONE


20


EXTERNAL CONTACTS AND EMERGENCY CONTACTS

COMPANY(PURCHASE ORDER#)

CONTACT NAME/ PHONE NUMBER

ADDRESS COMMENTS

LOCKTON 10047194

LOCKTON MARINE10055282

HKMB/HUB INTL10054462

Roger Deberardine646-572-7321 (o)917-301-8405 (c)

Tim Useted646-572-3921 (o)914-299-3576 (c)

Derek Lakin646-572-7365 (o)203-945-9129 (c)

Michael Lombardi646-572-3923 (o)816-352-8613 (c)

Mona Lindahl-Babcock415-568-4088 (o)415-215-9183 (c)

Amanda Shyhinskyj416-597-4018

1185 Avenue of the Americas, Suite 2010New York, NY 10036-2601

Two Embarcadero CenterSan Francisco, CA 94111

595 Bay Street, Suite 900Toronto, ON M5G 2E3

Property & Casualty Claims Broker

Executive RiskInsurance Broker

InternationalInsurance Broker

Marine Insurance Broker

Canada Property & Casualty Broker

AON/Albert Ruben10009490

AON AVIATION10009503

AON UK50598

Paul Jones818-742-1403 (o)310-466-3260 (c)

Juliana Selfridge818-742-0760 (o)818-205-7528 (c)

Michael Glees818-742-0547

Linda Auch213-630-1308 (o)

Rhona Alsworth44 (0)2070863123 (o)44 (0)0447714902250 (c)

15303 Ventura Blvd., Suite 1200Sherman Oaks, CA 91403

707 Wilshire BoulevardLos Angeles, CA 90017

Production Insurance Broker

Aircraft Insurance Broker

United Kingdom / International Production Insurance Broker

ESIS10012285

Robert Thompson818-428-3691 (o)661-255-2558 (h)

Chatsworth, CA Worker’s Compensation Claims Adjuster

VERICLAIM Tom Tracy951-680-0800 x.21 (o)951-334-1724 (c)

7177 Brockton Street, #447Riverside, CA 92506

Property Claims Adjuster

ACCESS RISK SERVICES Garret Mathieson203-542-7300 (o)917-924-5142 ©

500 W. Putman AvenueSuite 400Greenwich, CT 06830

President/Client Advisor for Lockton

TOKIO MARINE10000410

Toni Meade626-568-7753

Mark Fitzgerald626-568-7752

800 Colorado Blvd.,Pasadena, CA 91101

Auto & General Liability Claims Adjuster

Litigated Claims

FIREMAN’S FUND Ian Galloway 2350 W. Empire Ave Production Claims Adjuster


21


EXTERNAL CONTACTS AND EMERGENCY CONTACTS

COMPANY(PURCHASE ORDER#)

CONTACT NAME/ PHONE NUMBER

ADDRESS COMMENTS

818-972-3336 (o)424-832-4445 (c)

Suite 200Burbank, CA 91504

CLAIM SPECIALISTS INTERNATIONAL100000164

Steve Leedecke213-374-0250 x. 13714-746-5800 (c)

Shawn Coyne 44 (0)2072368888 (o)44 (0)7973405464 (c)

818 West 7th Street, Suite 900Los Angeles, CA 90017

Production Claims Adjusters

MARSH USA Barbara MacArthur404-995-2776 (o)404-660-8103 (c)

3560 Lenox Rd., N.E. #2400Atlanta, GA 30326

Bonds

CHOICES SOFTWARE 781-592-0711 200 Broadway, Suite 203Lynnfield, MA 019940

Certificate of Insurance software support


22

Risk Management Business Recovery Plan Section 3VITAL RECORDS

SECTION 3: VITAL RECORDS

VITAL RECORDS INVENTORY

VITAL RECORD LOCATIONDUPLICATED?

(Y/N) OFF-SITE LOCATIONHistorical Insurance Policies prior to 2005-2006 policy year.

Various Iron Mountain locations

N Iron Mountain


23

Risk Management Business Recovery Plan Section 3VITAL RECORDS

VITAL RECORDS RESTORATION PROCEDURES

VITAL RECORD RESTORATION PROCEDURESHistorical Insurance Policies prior to 2005-2006 policy year.

Place call to Records Management and have pertinent records pulled from Iron Mountain. 310-244-3366


24

Risk Management Business Recovery Plan Section 4ASSETS

SECTION 4: ASSETS

ASSETS INVENTORY AND SPECIAL INSTRUCTIONS

ASSET LOCATIONSPECIAL

INSTRUCTIONS

NONE


25

Risk Management Business Recovery Plan Appendix AEmergency Contact Information

APPENDIX A: EMERGENCY CONTACT INFORMATION

(INSERT EXCEL SPREADSHEET OR PERSONNEL REPORT)

Janel Clausen360 Wenham Ct. Pasadena, CA 91107 [email protected] C: (818) 384-0667 H: (626) 449-7170

Douglas Hastings707 S. Azusa Ave, Unit EAzusa, CA 91702 [email protected] C: (626) 808-3355 H: (626) 804-3557

Dawn Luehrs4835 E Anaheim St., #109, Long Beach, CA 90804 [email protected] C: (714) 747-6374 H: (562) 597-9884

Donna Tetzlaff29404 Fenway Ct., Castaic, CA 91384 [email protected] C: (310) 972-9522 N/A

Kate Calabrese9433 Trebert Place, Tujunga, CA 91042

[email protected] C: (818) 259-6366 H: (818) 352-0265

Britianey Barnes5101 Verdun Ave. Los Angeles, CA 90043 [email protected] C: (323) 209-7192 H: (323) 291-1068

Aaron Au 4329 Ostrom Ave., Lakewood, CA 90713 [email protected] C: (562) 483-3632 H: (562) 421-2590


26









Documents

TABLE OF CONTENTS C… · Web viewSony Pictures Entertainment (SPE) Risk Management. BUSINESS RECOVERY PLAN. PREPARED BY: Janel Clausen. APPROVED BY: May 2013. CONFIDENTIAL Risk