the engagement of companies in disaster … self-assessment questionnaire for “the engagement of...

The Engagement of Companies in Disaster ManagementSelf-Assessment Questionnaire

Committee for Assessment of Business Continuity and Disaster Management in Companies2nd edition – Japan – March 2007

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Self-Assessment Questionnaire for “The Engagement of Companies in Disaster Management”

2nd Edition

March 2007

Committee for Assessment of Business Continuity and Disaster Management in Companies

Director General for Disaster Management, Cabinet Office

JAPAN

1st Edition: Central Disaster Management Council “Expert Committee on Improving

Disaster Management through the Use of Forces of the Private Sector and the Market”

formulated by the Working Group on Company Assessment and Business Continuity

(2005)

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The Second Edition of the Self-Assessment Questionnaire for “The Engagement of Companies in Disaster Prevention” is a new version of the First Edition “Expert Committee on Improving Disaster Management through the Use of Forces of the Private Sector and the Market”, which was formulated in the Working Group on Company Assessment and Business Continuity, revised by the Committee for Assessment of Business Continuity and Disaster Management of the Cabinet Office 1. Purpose

The Second Edition of the Self-Assessment Questionnaire for “The Engagement of Companies in Disaster Management” (hereinafter “this Questionnaire”) was prepared for use by a variety of companies different in size and type of business in conducting self-assessment of the engagement of the company in disaster management. The aim is to provide reference data relating to the present situation, ongoing improvements, etc. of disaster prevention measures in companies.

Note: This questionnaire is based on present standards and is to be revised to adapt to changes in the future.

Features of this questionnaire are as follows:

■ In this questionnaire the term “Disaster Management” mainly refers to large-scale natural disasters

as earthquakes, storms and floods, etc. and fire disasters. It also implies protecting lives and properties, cooperating and contributing to local communities and business continuity.

■ This questionnaire does not specify the type of disaster. Rather, the questions were as much as

possible comprehensively formulated in order to cover all items that disaster prevention measures in companies generally have in common. Also, questions are categorized into three groups according to the degree of difficulty of each measure, respectively “mandatory,” “basic,” and “recommended”.

■ Furthermore, questions that do not meet the business features of a specific company may be customized (i.e., adapted for each user) by changing the text, excluding questions, etc.

In addition, we prepared the following explanations to facilitate the use of this questionnaire.

[Explanation 1] Relationship between Disaster Management and Business Contingency Plan (BCP) [Explanation 2] Damage by Storms and Floods [Explanation 3] Relationship between the Plan of Disaster Management and the Manager [Explanation 4] Customization [Explanation 5] Other methods to display data

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The Second Edition of the Self-Assessment Questionnaire for “The Engagement of Companies in Disaster Prevention” is a new version of the First Edition “Expert Committee on Improving Disaster Management through the Use of Forces of the Private Sector and the Market”, which was formulated in the Working Group on Company Assessment and Business Continuity, revised by the Committee for Assessment of Business Continuity and Disaster Management of the Cabinet Office 1. Purpose

The Second Edition of the Self-Assessment Questionnaire for “The Engagement of Companies in Disaster Management” (hereinafter “this Questionnaire”) was prepared for use by a variety of companies different in size and type of business in conducting self-assessment of the engagement of the company in disaster management. The aim is to provide reference data relating to the present situation, ongoing improvements, etc. of disaster prevention measures in companies.

Note: This questionnaire is based on present standards and is to be revised to adapt to changes in the future.

Features of this questionnaire are as follows:

■ In this questionnaire the term “Disaster Management” mainly refers to large-scale natural disasters

as earthquakes, storms and floods, etc. and fire disasters. It also implies protecting lives and properties, cooperating and contributing to local communities and business continuity.

■ This questionnaire does not specify the type of disaster. Rather, the questions were as much as

possible comprehensively formulated in order to cover all items that disaster prevention measures in companies generally have in common. Also, questions are categorized into three groups according to the degree of difficulty of each measure, respectively “mandatory,” “basic,” and “recommended”.

■ Furthermore, questions that do not meet the business features of a specific company may be customized (i.e., adapted for each user) by changing the text, excluding questions, etc.

In addition, we prepared the following explanations to facilitate the use of this questionnaire.

[Explanation 1] Relationship between Disaster Management and Business Contingency Plan (BCP) [Explanation 2] Damage by Storms and Floods [Explanation 3] Relationship between the Plan of Disaster Management and the Manager [Explanation 4] Customization [Explanation 5] Other methods to display data

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2. Structure of this questionnaire

■ Assessment items are organized into the following five broader categories.

I. Policy and Planning I-a. Policy I-b. Planning I-c. Organizational structure and chain of command

II. Concrete measures II-a. Ensuring protection of lives and safety confirmation II-b. Reduction of the impact of disasters on offices,

workplaces and facilities. II-c. Backup, resuming business and allowances II-d. Provision of information in disasters, cooperation with

local communities II-e. Mutual assistance and cooperation with other companies II-f. Information Disclosure/Social Contribution

III. Education/Training IV. Inspection/Review V. Improvement of products/services that contribute to Disaster Management

■ The assessment uses 3 types of tables as indicated below.

Questionnaire Table [format 1]

Use the Level Assessment Table below to assess the level of achievement of implementation of measures by marking the level column with ● for “mandatory”, ○ for “basic” and ☆ for “recommended”.

Level Assessment Table

Assess the level of achievement (0 to 3) by each item.

Table of Results [format 2]

Fill the table with the total response rate by each category of items (response rate/total number of items) and the number of responses by level.

Category

Mandatory Companies are expected to achieve at least level 1 in these items regardless of the type or size of the business or company. Most of these items are related to the protection of lives and compliance.

Basic These are items that most companies should comply with.

Recommended These items are related to proactive efforts that companies should make to achieve even better results in the assessment.

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Figure of the overall structure

I-c. Organizational structure and chain of command

II-b. Reduction of the impact of disasters on offices, workplaces and facilities.

Company

IV. Inspection/Review

I-a. Policy

I-b. Planning Human

resources Information Material

resources Capital

II-a. Ensuring protection of lives and safety confirmation

II-c. Backup, resuming business and allowances III. Education/ Training

Organization

II-d. Provision of information in disasters, cooperation with local

II-e. Mutual assistance and cooperation with other companies

II-f. Information Disclosure/Social Contribution

V. Improvement of products/services that contribute to Disaster Management

Local Community/Government Supply Chain

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Figure of the overall structure


II-b. Reduction of the impact of disasters on offices, workplaces and facilities.

Company


I-a. Policy

I-b. Planning Human

resources Information Material

resources Capital

II-a. Ensuring protection of lives and safety confirmation

II-c. Backup, resuming business and allowances III. Education/ Training

Organization

II-d. Provision of information in disasters, cooperation with local

II-e. Mutual assistance and cooperation with other companies

II-f. Information Disclosure/Social Contribution

V. Improvement of products/services that contribute to Disaster Management

Local Community/Government Supply Chain

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3. How to use the “Self-Assessment Questionnaire” Although this questionnaire was prepared to be used mainly for the self-assessment of companies, it

may also be used for other purposes. The main purposes are as follows: ■ Internal assessment of the company (verification of the situation inside the company, comparison

between departments, factories, etc.). ■ Setting a standard between business partners (liaison groups for disaster and crime prevention). ■ Setting a standard for business groups or sectors. The customization of the questionnaire (e.g. exclusion of items or questions) according to the needs

of each company is useful when using it to conduct internal assessment. Also, when using it as a standard for more than one company, make sure to have an agreement as to the purpose of use, the way of use and the customization (which items are to be excluded, etc.).

4. Process of the self-assessment

The method of conducting this self-assessment is as indicated below. In addition, “Details regarding assessment method” are indicated on page 6.

■ Verification of the applicability to the business (assessment of the need for customization of the questionnaire)

In case there are parts that are not appropriate for your business, make the necessary adjustments. ■ Answer to each question on the questionnaire table (referred to the Level Assessment Table). ■ Organize the results of the questionnaire on the Table of Results.

5. How to use and look at the assessment results

■ Assessment of the Questionnaire Table

・You can verify the level of achievement of disaster prevention measures specified in each item.

・You can check the differences in the level of achievement between disaster prevention measures by items, and use this information to determine the disaster prevention measures, by items, that you should give more attention in the next plan.

■ Assessment of the Table of Results

・You can easily check the distribution of level of achievement of all items (chapter I to IV) by

categories (● for “mandatory”, ○ for “basic”, ☆ for recommended)

・You can use the information regarding the balance of level of achievement among all the items in your company to determine to which items you should give more attention in the next plan.

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6. Disclosure of the results You are not obligated to disclose the results of this assessment. However, we think it is important that

you widely disclose information regarding the situation of disaster prevention measures in your company to all persons concerned through CSR reports, socio-environmental reports, environmental reports, annual reports, securities reports, disaster prevention reports (provisional name), etc.

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6. Disclosure of the results You are not obligated to disclose the results of this assessment. However, we think it is important that

you widely disclose information regarding the situation of disaster prevention measures in your company to all persons concerned through CSR reports, socio-environmental reports, environmental reports, annual reports, securities reports, disaster prevention reports (provisional name), etc.

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[Details regarding assessment method] ■ Verify the applicability of the questions (assessment of the need for customization) of the Questionnaire Table

to your company (or corporate group, etc.) [format to use: Questionnaire Table (format 1)]

・ If applicable: ⇒Use the questionnaire as it is.

・ If there are non-applicable parts: ⇒Prepare a modified version of the questionnaire.

■ Preparation of the modified version (customization of the questionnaire)

[Explanation 4] Refer to the customization on the Level Assessment Table 1. Review the Questionnaire Table. [Explanation 4- e.g. 1,2,3]

・Exclude non-applicable questions, and include new questions.

・Review the text and category of each question.

・Determine the weight of each question. 2. Review the Level Assessment Table [Explanation 4- e.g.4,5]

・Review the text of the (width) and the (depth) and the implementation level

・Review the values of achievement level (refer below). 3. Review the Table of Results

・Make the necessary changes to reflect the review results.

■ Determine the values of achievement level according to the Level Assessment Table and fill the Questionnaire Table. [Format to use: Level Assessment Table, Questionnaire Table (format 1)]

・Based on the Level Assessment Table corresponding to the question of the Questionnaire Table, choose the

level of implementation of the (width)scope and the (depth) implementation level according to the situation of measures implementation in your company.

・The value of the subdivision (cell) determined by the 2 levels of implementation, i.e. the (width) and the

(depth) you chose, is the value of the achievement level.

・Fill the level column of the Questionnaire Table with the level of achievement found and mark it with the

appropriate sign, i.e. ●, ○ or ☆.

■ Organize the results by items of the Questionnaire Table [Format to use: Table of Results (format 2)]

・Count the number of ●, ○ and ☆ corresponding to the level of achievement of each question/item (I.

Policy/Planning〜V. Improvement of products that contribute to disaster prevention) in the results of the

Questionnaire Table you filled, and fill the “Number of Responses by Level” Column on the right of Table of Results with the respective values.

■ Assessment of the Results of the Self-Assessment

Self-Assessment Questionnaire for “The Engagement of Companies in Disaster Management” 2nd Edition Questionnaire Table [Format1]

Company Name:

Category

Questions

Level Please refer to the Level

Assessment Table (p.12 ff.) to fill this form.

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0 13 1 I. Policy and Planning I-a. Policy

○ I-a-1. Are there any items relating to disaster prevention in the management policy established for the whole of the company?

I-b. Planning

○ I-b-1. Are there any items relating to disaster prevention in the management plan made for the company as a whole?

○ I-b-2. Measures of evacuation in case of emergency and conduction of evacuation drills are specified in the plan?

○ I-b-3. Measures regarding safety confirmation and respective drills are specified in the plan? ○ I-b-4. Measures to prevent secondary hazards and respective drills are specified in the plan?

○ I-b-5. Have you assessed the impact that a disaster likely to occur in the region where your company is located would have to your management?

○ I-b-6. Have you chosen which activities are more important and need to be prioritized and in how much time the respective activities are to be resumed in case of disaster?

☆ I-b-7. In preparing the plan for disaster management, have you considered multiple scenarios (according to types and extent of disasters)?


○ I-c-1. Is there a permanent department to supervise disaster management? If yes, are there any managers members of the respective department?

○ I-c-2. Is there a department that was clearly established to perform operations related to disaster management on a daily basis?

○ I-c-3. Have you secured personnel with the necessary know-how and experience regarding disaster management?

○ I-c-4. Is the chain of command in case of disaster clearly established? ○ I-c-5. Have you secured means of communication or contact to be used in case of disaster? ○ I-c-6. Have you established a chain of command for off-hours (night time, holidays, etc.)?

5 15 12 II. Concrete Measures II-a. Ensuring protection of lives and safety confirmation

● II-a-1. Are the safety measures and evacuation procedure/route clear to clients, visitors, local residents, executives and employees?

● II-a-2. Have you established a system of safety confirmation that includes an emergency contact network for executives/employees?

● II-a-3. Have you installed fire protection equipment as rescue tools in the facilities for which you are responsible in terms of fire protection management?

○ II-a-4. Have you secured personnel with emergency medical training that you can count on to come in case of disaster?

○ II-a-5. Have you established an emergency response system to prevent secondary hazards in case of disaster?

○ II-a-6. Have you stored daily goods (water, emergency food/provisions, etc.) that are immediately necessary in case of disaster?

☆ II-a-7. Have you implemented measures for safety confirmation of family members of executives/employees?

☆ II-a-8. Have you implemented measures concerning employees that are unable to return home (in case of disaster)?

Self-Assessment Questionnaire for “The Engagement of Companies in Disaster Management” 2nd Edition Questionnaire Table [Format1]

Company Name:

Category

Questions



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0 13 1 I. Policy and Planning I-a. Policy

○ I-a-1. Are there any items relating to disaster prevention in the management policy established for the whole of the company?

I-b. Planning

○ I-b-1. Are there any items relating to disaster prevention in the management plan made for the company as a whole?

○ I-b-2. Measures of evacuation in case of emergency and conduction of evacuation drills are specified in the plan?

○ I-b-3. Measures regarding safety confirmation and respective drills are specified in the plan? ○ I-b-4. Measures to prevent secondary hazards and respective drills are specified in the plan?

○ I-b-5. Have you assessed the impact that a disaster likely to occur in the region where your company is located would have to your management?

○ I-b-6. Have you chosen which activities are more important and need to be prioritized and in how much time the respective activities are to be resumed in case of disaster?

☆ I-b-7. In preparing the plan for disaster management, have you considered multiple scenarios (according to types and extent of disasters)?


○ I-c-1. Is there a permanent department to supervise disaster management? If yes, are there any managers members of the respective department?

○ I-c-2. Is there a department that was clearly established to perform operations related to disaster management on a daily basis?

○ I-c-3. Have you secured personnel with the necessary know-how and experience regarding disaster management?

○ I-c-4. Is the chain of command in case of disaster clearly established? ○ I-c-5. Have you secured means of communication or contact to be used in case of disaster? ○ I-c-6. Have you established a chain of command for off-hours (night time, holidays, etc.)?










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Category

Questions



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II-b. Reduction of the impact of disasters on offices, workplaces and facilities

○ II-b-1. Have you implemented measures for protection against earthquakes in your facilities (earthquake resistant structures)?

● II-b-2. Have you implemented measures for protection against fire in your facilities (fireproofing, etc.)?

○ II-b-3. Have you implemented measures for protection against storms and floods (measures against typhoons, floods, tsunamis, high tides, etc.) in your facilities?

○ II-b-4. Have you implemented measures for protection against earthquakes regarding equipment and machinery?

● II-b-5. Do you conduct safety inspection of disaster protection equipment and facilities on a regular basis?

☆ II-b-6. Have you implemented advanced earthquake protection technology (base isolation, mitigation of seismic motion, etc.) in buildings and facilities?

II-c. Backup, resuming business and allowances ○ II-c-1. Have you secured a backup office in case the head office is unable to operate? ○ II-c-2. Have you implemented measures concerning the backup of the enterprise system?

○ II-c-3. Have you implemented fail-safe measures for equipment and machinery (power generation devices, etc.)?

○ II-c-4. Are emergency procedures regarding restoration of facilities (machinery/systems) clear?

○ II-c-5. Have you prepared a system of allowances (insurance, loans, internal reserves, etc.) for cases of emergency?

○ II-c-6. Have you taken measures to keep important documents (including digital data) safe as keeping the original in fireproof safes and copies in places that are not affected by (the same) disaster?

☆ II-c-7. Have you established emergency procedures and measures for business continuity based on the business continuity planning (BCP) and made them clear?

II-d. Provision of information in disasters, cooperation with local communities

○ II-d-1. Have you made clear the means of communication to fire stations, local governments, and local residents in case of disaster?

○ II-d-2. Have you implemented measures to daily prevent explosions, spread of fire, leakage of toxic substances and other secondary hazards that may affect the surrounding area?

☆ II-d-3. Have you made any agreements or arrangements with local governments and other public entities relating to disaster management?

☆ II-d-4. Do you participate in any joint efforts of local companies, local residents, etc. regarding disaster management?

☆ II-d-5. Have you formulated a plan to assist local residents in case of disaster? II-e. Mutual assistance and cooperation with other companies

○ II-e-1. Have you established a mutual assistance system for disaster management with companies that are part of your supply chain (i.e., trade partners) as evacuation in case of emergency, prevention of secondary hazards, business continuity, etc.?

☆ II-e-2. Do you require business continuity planning as part of your terms and conditions of trade?

II-f. Information Disclosure/ Social Contribution

☆ II-f-1. Are you proactive in terms of disclosing information relating to disaster management as a whole?

☆ II-f-2. Do you conduct volunteer activities in case of disaster, etc.? ☆ II-f-3. Do you make any donations in case of disaster, etc.?

☆ II-f-4. Do you hold disaster management seminars for companies and citizens or disaster management lectures for schools, etc.?

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Category

Questions



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2 2 2 III. Education/Training

III-1. Have you implemented education/training measures regarding the procedure to follow in case of disaster?

● (1) About evacuation in case of emergency ● (2) About emergency contact/communication ○ (3) About prevention of secondary hazards ○ (4) About restoration of facilities (machinery/systems) ☆ (5) About business continuity based on business continuity planning (BCP)

☆ III-2. Do you instruct or assist executives/employees to take disaster management measures in their homes?

0 4 1 IV. Inspection/Review

IV-1. Do you conduct inspections/audits regarding disaster management as a whole on a regular basis?

○ (1) About the contents of the plan ○ (2) About the operational status ○ (3) About education/training

○ IV-2. Do you have managers review efforts relating to disaster management as a whole on a regular basis?

☆ IV-3. Do you have the whole of the disaster management of your company inspected by an independent inspector/auditor?

0 0 4 V. Improvement of products/services that contribute to Disaster Management

V-1. Do you make any adjustments to your products/services so they can contribute to disaster prevention?

☆ (1) Regarding earthquake resistance ☆ (2) Regarding fireproofing ☆ (3) Regarding other disaster prevention measures

☆ V-2. Do you conduct activities to spread products/services that contribute to disaster prevention?

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Category

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0 4 1 IV. Inspection/Review

IV-1. Do you conduct inspections/audits regarding disaster management as a whole on a regular basis?

○ (1) About the contents of the plan ○ (2) About the operational status ○ (3) About education/training

○ IV-2. Do you have managers review efforts relating to disaster management as a whole on a regular basis?

☆ IV-3. Do you have the whole of the disaster management of your company inspected by an independent inspector/auditor?

0 0 4 V. Improvement of products/services that contribute to Disaster Management

V-1. Do you make any adjustments to your products/services so they can contribute to disaster prevention?

☆ (1) Regarding earthquake resistance ☆ (2) Regarding fireproofing ☆ (3) Regarding other disaster prevention measures

☆ V-2. Do you conduct activities to spread products/services that contribute to disaster prevention?

Self-Assessment Questionnaire for “The Engagement of Companies in Disaster Management” 2nd Edition/ Table of Results [Format 2]

■Structure of the Table of Results and how to compile results of the questionnaire

[Structure]

The table of results is a table to compile the results in the level column of the questionnaire table by category. The table consists of the “Number of responses/ Total number of questions” column, which is filled with the number of responses according to the category of each question/item, and the “Number of responses by level” column, which is filled with the number of responses by the level value.

[How to compile results] From the level (0〜3) column of the Questionnaire Table,

(1) Count the number of signs (● for “mandatory”, ○ for “basic” and ☆ for “recommended”) by level of achievement (0〜3) of each question/item and fill the “Number of responses by level” column with the results.

(2) Add up the values for each level in the “Number of responses by level” and each category of question/item and fill the “Number of responses/ Total number of questions” column with the results.

[Example of compilation]

The figure below indicates an example of compiling results from the questionnaire table to the table of results. In this example, we compiled the results of the questions/items of item III. Education/Training.

Questionnaire Table [Format 1]

Category

Questions

Level Please refer to the Level Assessment Table (p.12

ff.) to fill this form.

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List of responses

Level 0 1 2 3

Questions/Items Number of responses/ Total Number of Questions

Number of Responses by

level I. Policy and Planning II. Concrete measures

III. Education/Training ●mandatory 2／ 2 1 1 ○basic 2／ 2 2

☆recommended 2／ 2 1 1 IV. Inspection/Review V. Improvement of products/ services that contribute to Disaster Management

Total

Total ●mandatory ／ 7 0 0 1 1 ○basic ／33 0 0 2 0

☆recommended ／21 1 1 0 0

Table of Results [Format 2]

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Self-Assessment Questionnaire for “The Engagement of Companies in Disaster Management” 2nd Edition Table of Results [Format 2]

List of responses Level

0 1 2 3



level

I. Policy and Planning

●mandatory －－

○basic ／13

☆recommended ／ 1

II. Concrete measures

●mandatory ／ 5

○basic ／15

☆recommended ／12

III. Education/Training

●mandatory ／ 2

○basic ／ 2



●mandatory －－

○basic ／ 4


V. Improvement of products/ services that contribute to Disaster Management

●mandatory －－

○basic －－


Total

●mandatory ／ 7

○basic ／34


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Self-Assessment Questionnaire for “The Engagement of Companies in Disaster Management” 2nd Edition Table of Results [Format 2]

List of responses Level

0 1 2 3



level

I. Policy and Planning

●mandatory －－

○basic ／13


II. Concrete measures

●mandatory ／ 5

○basic ／15


III. Education/Training

●mandatory ／ 2

○basic ／ 2



●mandatory －－

○basic ／ 4


V. Improvement of products/ services that contribute to Disaster Management

●mandatory －－

○basic －－


Total

●mandatory ／ 7

○basic ／34


Self-Assessment Questionnaire for “The Engagement of Companies in Disaster Management” 2nd Edition Level Assessment Table

13 ●●●: Mandatory items ☆☆☆: Recommended items

■ Structure of the Level Assessment Table and how to use it

[Structure]

The Level Assessment Table is made to assess the level of achievement of disaster management measures with level values that go from 0 to 3. The table is a matrix consisting of the (width) scope of implementation and (depth) degree of implementation of disaster management measures in its respective columns and rows. Level values that go from 0 to 3 are in the cells of the matrix, and the higher the value is, the better the level of achievement will be.

・There are 3 degrees of level of implementation for (width)scope of implementation, and the further to the right it is, the higher the level will be.

・There are 2 to 3 degrees of level of implementation for (depth)degree of implementation, and the lower in

the table it is, the higher the level will be.

[How to use]

Based on the situation of implementation of disaster management measures of the question,

(1) select the level of implementation for the (width) scope of implementation;

(2) select the level of implementation for the (depth) degree of implementation;

(3) the value (0 to 3) in the cell that was determined by the selection of the (width) and the (depth) will be the value of the level of achievement of the measure.

[How to look at the Assessment Table]

The figure below indicates how to check the value of the level of achievement in a simplified chart.

● In this case, the situation of implementation of measures was assessed as being middle level for (depth) and high level for (width), so the value of the level of achievement will be 2.

II-c-2. Have you implemented measures concerning the backup of the enterprise system? (note 38)

(Width) Scope of implementation It is implemented for only less than half of the enterprise system.

It is implemented for the most part of the enterprise system.

It is implemented for the whole of the enterprise system.

(Depth) Degree of

implementation

Such measures have not been implemented or such need has not been considered. 0 0 0 There is a specific place that has been secured, but the method of decision of the time to switch places, resume activities, etc. and switching procedures are not clarified.

0 1 2

There is a specific place that has been secured and procedures to switch places and resume activities have already been decided. Also, its effectiveness has been confirmed through respective drills.

0 2 3

Select the middle level for (depth) degree of implementation

Value of the level of achievement of measures⇒2

Select the high level for (width) scope of implementation



I. Policy and planning I-a. Policy I-a-1. Are there any items relating to disaster prevention in the management policy established for the whole of the company? (note 1)

(Width) Scope of the policy There are no items relating to disaster prevention included in the policy.

Items relating to business continuity (note 2) are not included but items relating to disaster prevention are.

Items relating to disaster prevention that include business continuity are included in the policy.

(Depth) Situation

Items relating to disaster prevention are not included in the management policy approved by the manager.

0 0 0

Items relating to disaster prevention are included in the management policy approved by the manager.

0 0 2

Items relating to disaster prevention are included in the management policy and it is open to the public. 0 0 3

(Note 1) It is hard to think of a “management policy” that has not been approved by the manager. On the other hand, if it is a text that has been approved by the manager and indicates the policy of the company as a whole, the name of said text does not matter. (Note 2) The meaning of business continuity is as follows: “ A management strategy to prevent the company from losing clients to rival companies, losing a share of the market, damaging its reputation due to an interruption of operations by not suspending specific operations or by restoring important functions within a set period of time in case of disaster. Particularly, it consists of implementing measures as establishing a backup system, securing a backup office, speeding safety confirmation, securing personnel, switching production facilities, etc.”

I-b. Planning

I-b-1. Are there any items relating to disaster prevention in the management plan made for the company as a whole? (note 3)

(Width) Scope of the plan that contains disaster management There are no items relating to disaster management included in the plan.

Items relating to disaster management are included only in a specific sector of the business.

Items relating to disaster management are included in all sectors of the business.

(Depth) Situation

There is not a management plan (note 4) that includes items relating to disaster management.

0 0 0

Items relating to disaster prevention are included in management plans in departments, but said plans are not approved by the manager.

0 1 2

Items relating to disaster prevention are included in a management plan that was approved by the manager.

0 2 3 (Note 3) The intention of this question is to verify the intention of implementing disaster prevention as part of the management plan and the degree of approval of said plan. (Note 4) In here, “management plan” means any plan that is part of the disaster prevention plan regardless of if the name the plan is “Disaster Management Plan”, “Crisis Management Plan” or “Management Plan”.

I-b-2. Measures of evacuation in case of emergency and conduction of evacuation drills are specified in the plan?

(Width) Scope of the plan Only part of the business sites (note 6/note 9) is included in the plan.

Almost half of the business sites (note7/note 9) are included in the plan.

Most of the business sites (note8/note 9) are included in the plan.

(Depth) Situation (note 5)

These measures have not been considered. 0 0 0 These measures are not in the plan yet but are being considered and will be stipulated within a set period of time.

0 0 1 These measures are stipulated in the plan. 0 2 3

(Note 5) In this question “depth” indicates the evaluation criteria of the current status of deliberation about the measures. This question intends to check the stage of achievement, i.e., if it is “not yet started”, “started”, “completed” and if it has the approval of the manager. (Note 6) “part”: about less than 1/3 of the total number. (Note 7) “almost half”: about more than 1/3 and less than 2/3 of the total number. (Note 8) “most”: about more than 2/3 of the total number. (Note 9) Usually business sites are used as a parameter, but if it is not appropriate for your company, you may use other parameters as the percentage of volume of business or of personnel.

I-b-3. Measures regarding safety confirmation and respective drills are specified in the plan?

(Width) Scope of the plan Only a part of the executives/employees is included.

Main executives and main departments/offices are included.

All executives/employees are included.

(Depth) Situation





I-b-4. Measures to prevent secondary hazards and respective drills are specified in the plan?

(Width) scope of the plan Less than half of the facilities that are at high risk of suffering secondary hazards (note 10) are included.

Most of the facilities that are at high risk of suffering secondary hazards are included.

All facilities of your company are included.

(Depth) Situation



(Note 10) In this question “facilities that are at high risk of suffering secondary hazards” are facilities that may cause secondary hazards as explosions, spread of fire, leakage of toxic substances, etc. It is desirable to take measures to prevent fires caused by circuit breakers left on (also called ‘tsuden-kasai” in Japan), even in other offices for which the company has no direct responsibility.

I-b-5. Have you assessed the impact that a disaster likely to occur in the region where your company is located would have on your management (note 11)?

(Width) Scope of the Business Impact Analysis (BIA) (note 12) Leading offices, factories, stores and facilities are not included.

Part of the leading offices, factories, stores and facilities is included.

All the leading offices, factories, stores and facilities are included.

(Depth) Degree of

implementation

Disasters likely to occur are unknown or the estimated damage (note 13) is unknown. 0 0 0 The estimated damage is assessed but the impact on the management is not (note 14). 0 1 2 Disasters likely to occur are known and the impact on the management assessed. 0 2 3

(Note 11) “Disaster likely to occur in the region”: since earthquakes of a considerable size (around lower 6 on the Japanese seismic scale) may occur anywhere in Japan, it is assumed that this size of earthquake is included in “disasters that are likely to occur”. In addition, Disasters (Volcanic eruptions, river floods, etc.) that are indicated in the risk map published by local governments, etc. of the region where the company is located are also included. (Note 12) Business Impact Analysis: procedure to assess the financial and operational impact of the interruption of business. In this analysis, the impact on business continuity is analyzed after identifying the most important operations/businesses/procedures and respective management resources. (Note 13) Estimated damage: it is the estimation of the damage caused by a specific disaster. In estimating damage, one needs to take into consideration the impact on a variety of factors as offices, factories, machinery, personnel, material resources, transportation, packing, clients, executives, employees, etc. (Note 14) Assessment of the impact on management: assessment of the impact that the interruption of business (due to material and non-material damages to facilities, suspension of supply of products and services, etc.) has on management by assuming that you suffered damages from a specific disaster. Assessment of the interruption of business is conducted by assessing the decrease of production, profit and losses, cost of damages, credit collapse (loss of customers), worsening of financial situation, etc. The method of assessment of business interruption does not need to be exact, and simplified assessments as those using the sales/volume of operations per day are also permissible.

I-b-6. Have you chosen which operations are more important and need to be prioritized and in how much time the respective operations are to be resumed (note 15) in case of disaster?

(Width) Scope of the selection of activities Leading offices, factories, stores and facilities are not included.



(Depth) Degree of

implementation

The company has not assessed which operations need to be prioritized in case of disaster.

0 0 0

The company has assessed which operations need to be prioritized in case of disaster, but has not set a time limit to resume said operations.

0 1 2

The company has assessed which operations need to be prioritized in case of disaster and set a time limit to resume said operations.

0 2 3

(Note 15) Time limit for resuming operations: it is time limit set by the company taking into consideration the assessment of the impact on management, relationship with administrative authorities and trade partners, duty towards the society, etc. and before which suspension of the most important operations of the company is deemed permissible. Companies that provide critical infrastructure are expected to resume operations in an early stage, financial companies need to stipulate a time limit because the stability of the financial system depends on them, IT companies need time limits to resume operations in concluding “Service Level Agreements (SLA)” with users, and when provided by contracts, law, ordinances, etc. the time limit is to follow the respective provision.



☆☆☆ Recommended items I-b-7. In preparing the plan for disaster management, have you considered (note 16) multiple scenarios (according to types and extent of disasters)?

(Width) Scope of scenarios Leading offices, factories, stores and facilities are not included.



(Depth) Situation

The company has not assessed any scenario. 0 0 0 The company has assessed only 1 scenario. 0 1 2 The company has assessed more than 1 scenario. 0 2 3

(Note 16) ”Considering multiple scenarios” means not only considering earthquakes of different sizes (upper 6, upper 5, etc.), different locations (Tokai earthquake, earthquake centered directly under the capital, etc.), but also disasters other than earthquakes as fires, floods, power outages, etc.

I-c. Organizational structure and chain of command I-c-1. Is there a permanent department to supervise disaster management? If yes, are there any managers (note 17) members of the respective department?

(Width) Scope of supervised disaster management Leading offices, factories, stores and facilities are not included.


The whole of the company is included.

(Depth) Degree of

implementation

The company does not have a department to supervise disaster management. 0 0 0 The company does have a department to supervise disaster management but there are no managers among the members of said department.

0 1 2

The company does have a department to supervise disaster management and there are managers among the members of said department.

0 2 3

(Note 17) Here “managers” refers not only the president of the company, directors of the company, executive officers, etc., but also to other employees (e.g. division managers, etc.) that are considered to have the same authority as them.

I-c-2. Is there a department that was clearly established to perform operations related to disaster management on a daily basis?

(Width) Scope of competence regarding disaster management There are only relatively small units inside each office, department, etc.

It has a wide competence (within each office, factory, store, facility, etc.) but it does not cover the whole of the company.

It has competence to plan/coordinate disaster management for the company as a whole.

(Depth) Degree of

implementation

The company does not have a department explicitly designed to deal with disaster management.

0 0 0 The company has a department explicitly designed to deal with disaster management but its quality and size are not sufficient (note 19).

0 1 2

The company has a department explicitly designed to deal with disaster management and its quality and size is sufficient.

0 2 3 (Note 18) ”Department that was clearly established to perform operations related to disaster management on a daily basis” refers to a permanent department, division, etc. that was approved by the manager and performs operations related to disaster management (crisis management). In case of corporate groups, contractors may also be included if there is a clear commitment to always assist taking the required measures in case of disaster. Also, the disasters assumed here are fires or earthquakes with an intensity of upper 6 on the Japanese seismic scale (according to the region, lower 6 earthquakes may be more appropriate) and not catastrophic disasters as earthquakes with intensity of 7 on the Japanese seismic scale. (Note 19) In here “the sufficiency of the quality/size” is determined by assessing whether the quality and size meet the expectations of employees and trade partners.

I-c-3. Have you secured personnel with the necessary knowledge and experience regarding disaster management (note 20)?

(Width) Scope of personnel skills Their knowledge about disaster management is not enough.

They have enough knowledge about disaster management but do not have knowledge about business continuity.

They have knowledge about the whole of disaster management including business continuity.

(Depth) Degree of

implementation

No. 0 0 0 Yes, but the quality/number of persons is not sufficient (note 19). 0 1 2 Yes, and the quality/number of persons is sufficient. 0 2 3

(Note 20) The purpose of this question is not to check the number of personnel with the necessary knowledge, rather if the personnel to deal with disaster management in the company are not enough, i.e. if the company has the ability to get things done or not. Note that the experience of disaster/accident does not need to be on-site (experiences within the company are also included). Also, “necessary knowledge” means the basic knowledge concerning emergency procedures and the ability to effectively conduct the respective procedures on-site.



I-c-4. Is the chain of command (note 21) in case of disaster clearly established?

(Width) Scope of chain of command Less than half of the leading offices, factories, stores and facilities have it clearly established.

Most of the leading offices, factories, stores and facilities have it clearly established.

It is clearly established in the whole of the company.

(Depth) Situation

The chain of command is not established or documented. 0 0 0 The chain of command is documented (note 22) but not widely-known/thoroughly established.

0 1 2 The chain of command is documented and widely-known/thoroughly established. 0 2 3

(Note 21) When a disaster occurs, emergency procedures/operations are required; therefore it is necessary to establish a chain of command that is different from the usual one and that includes the whole of the company. (Note 22) Here “Documentation” is only part of the process of “making it widely known,” and it is not deemed to be effective if all of the employees do not known it, therefore, “documentation” and “making it widely known” are distinguished as two different stages.

I-c-5. Have you secured means of communication or contact (note 23) to use in case of disaster?

(Width) Scope of facilities Less than half of the leading offices, factories, stores and facilities have secured it.

Most of the leading offices, factories, stores and facilities have secured it.

All the leading offices, factories, stores and facilities have secured it.

(Depth) Degree of

implementation

Means of communication/contact are no secured. 0 0 0 Means of communication/contact are secured, but alternative means are not. 0 1 2 Means of communication/contact including alternative means are secured. 0 2 3

(Note 23) ”Means of communication/contact to use in case of disaster” may include mobile phones, mobile-mail, e-mail, FAX, etc., but since these means of communication may be restricted during disasters, it is desirable to clearly specify emergency means of communication (satellite phones, trunked radio systems, etc.) to use together with usual means in advance.

I-c-6. Have you established a chain of command for off-hours (night time, holidays, etc.)? (note 24)

(Width) Scope of chain of command Less than half of the leading offices, factories, stores and facilities have established it.

Most of the leading offices, factories, stores and facilities have established it.

It is established in the whole of the company.

(Depth) Degree of

implementation

A chain of command for nighttime/holidays is not established. 0 0 0 A chain of command for nighttime/holidays is established. 0 2 3

(Note 24) This question intends to verify if the company is aware that it is necessary to establish a chain of command for off-hours and to conduct the respective training. In companies that are open for business 24 hours a day, usually the number of temporary employees from employment agencies, etc. is higher than regular employees, and even if the company is not open 24 hours, usually the number of people of the self-defense fire brigade of the company is not enough during the period of overtime work at night, therefore it is assumed that all companies need to consider a different chain of command for these periods.

II. Concrete measures II-a. Ensuring protection of lives and safety confirmation ●●● Mandatory items

II-a-1. Are the safety measures and evacuation procedure/route clear to clients, visitors, local residents (note 25), executives and employees?

(Width) Scope of facilities Less than half of the leading offices, factories, stores and facilities have it clear.

Most of the leading offices, factories, stores and facilities have it clear.

It is clear in the whole of the company.

(Depth) Degree of

achievement

The company has not done anything yet or its efforts are limited to documentation. 0 0 0 The company has documented and notified it, but has not made it widely-known (note 26). 0 1 2 The company has documented and notified it, and also made it widely known. 0 2 3

(Note 25) Local residents should be included only if a disaster striking your business may have some impact on them. (Note 26) ”Making widely known” means making sure that persons concerned have memorized respective contents and necessary documents can be found and verified whenever necessary.



●●●Mandatory items

II-a-2. Have you established a system of safety confirmation that includes an emergency contact network for executives/employees?

(Width) Scope of personnel It is not established or its scope is not clear.

Only for executives or a part of the executives and employees are included (also when only a specific department is included).

All executives and employees are included.

(Depth) Degree of

establishment

The company has not established it or its efforts are limited to documentation. 0 0 0 The company has documented and notified it, but has not made it widely known. 0 1 2 The company has documented and notified it, and also made it widely known. 0 2 3

●●●Mandatory items II-a-3. Have you installed fire protection equipment as rescue tools (note 27) in the facilities for which you are responsible in terms of fire protection management?

(Width) Scope of facilities It is installed only in less than half of the facilities.

It is installed in most facilities. It is installed in all facilities for which you are responsible in terms of fire protection management.

(Depth) Extent of

installation

It has not been installed or its quality/quantity is insufficient. 0 0 0 Only minimum required equipment is installed in said facilities (or environment). 0 1 2 Sufficient equipment is installed (assuming that minimum required equipment is installed). 0 2 3

(Note 27) ”Rescue tools” refers to crowbars, saws, shovels, hammers, bolt cutters, jacks, winches, ropes, ladders, dust masks, etc. II-a-4. Have you secured personnel with emergency medical training (note 28) that you can count on to come in case of disaster?

(Width) Scope of facilities It is secured only in less than half of the offices, factories, stores and facilities.

It is secured in most offices, factories, stores and facilities.

It is secured in the whole of the company.

(Depth) Degree of personnel training

There are no individuals that have emergency medical training in the company. 0 0 0 The company has some people that have emergency medical training (one person in a few dozens of people)

0 1 2

The company has enough people that have emergency medical training (more than 2 people in a few dozens of people).

0 2 3 (Note 28) For instance the emergency medical training provided by fire departments.

II-a-5. Have you established an emergency response system to prevent secondary hazards in case of disaster?

(Width) Scope of facilities Only less than half of the facilities that are at risk of suffering secondary hazards (note 29) are included.

Most of the facilities that are at risk of suffering secondary hazards are included.

All facilities of the company are included.

(Depth) Degree of

implementation

The company has not established it or its efforts are limited to documentation. 0 0 0 It is documented and notified but it is not widely known. 0 1 2 It is not only documented and notified but also made widely known. 0 2 3

(Note 29) In “facilities that are at risk of suffering secondary hazards”, the phrase “secondary hazards” is not limited to disasters of which the cause is inside the company as explosions, spreading of fire, leakage of toxic materials, etc. it also includes disasters as fires caused by earthquakes, etc. Therefore offices in general are also included in the “facilities”. In addition, making “widely known” in the (depth) includes informing people that they need to turn of the circuit breaker in case of emergency, etc.



II-a-6. Have you stored (note 30) daily goods (water, emergency food/provisions, etc.) that are immediately necessary in case of disaster?

(Width) Scope of facilities Only less than half of the leading offices, factories, stores and facilities have a stock.

Most of the leading offices, factories, stores and facilities have a stock.

The whole company has a stock.

(Depth) Quantity

The company does not have a stock or its quality/quantity is insufficient. 0 0 0 The company has a stock that is sufficient for the people of the company. 0 1 2 The company has a stock that not only is sufficient for the people of company and but also sufficient to provide it to the neighborhood.

0 2 3

(Note 30) ”Storing daily goods” is necessary not only for your own company, but also for contributing to regional revitalization and regional disaster management. Also, regardless of the sector of business, daily goods are necessary immediately after a disaster occurs, and are especially indispensable for employees that are unable to return home in metropolitan areas. Furthermore, it is usually recommended to store daily goods for at least three days, but this may not be necessary if employees live close to the workplace. Note, however, that you may have to store it for a longer time (e.g. 7 days) if the regional government where your company is located has an ordinance providing for measures to enhance regional disaster management against the Tokai earthquake, etc.

☆☆☆ Recommended items

II-a-7. Have you implemented measures for safety confirmation of family members of executives/employees?

(Width) Scope of personnel There are no measures of the scope is not clear.

Only the families of executives, of only a specific department or of only part of the executives and employees are included.

The families of all executives and employees are included.

(Depth) Degree of

implementation

Such measures are not established or they are only documented. 0 0 0 They are documented and notified, but not widely known. 0 1 2 They are not only documented and notified but also widely known. 0 2 3


II-a-8. Have you implemented measures concerning employees that are unable to return home in case of disaster (note 31)?

(Width) Scope of personnel There are no measures or the scope is not clear.

Only executives, only a specific department or only part of the executives and employees is/are included.

All executives and employees are included.

(Depth) Degree of

implementation

Such measures have not been implemented or they are only documented. 0 0 0

Such measures have been implemented, documented and notified, but are not widely known.

0 1 2

Such measures have not only been implemented, documented and notified, but also made widely known.

0 2 3

(Note 31) Here ”measures concerning employees that are unable to return home” means ①preparing maps to return home and ② storing goods for employees that are unable to return home after identifying which employees cannot go back home on foot.

II-b. Reduction of the impact of disasters on offices, workplaces and facilities II-b-1. Have you implemented measures for protection against earthquakes in your facilities (earthquake resistant structures, see note 32)?

(Width) Scope of facilities It is implemented only in less than half of the leading offices, factories, stores and facilities.

It is implemented in most of the leading offices, factories, stores and facilities.

It is implemented in the whole of the company.

(Depth) Degree of

implementation

Evaluation/enhancement of seismic resistance has not been implemented or the present situation is unknown.

0 0 0 Evaluation of seismic resistance has been conducted. Also, measures to enhance seismic resistance of structures are been considered and will be implemented within a set period of time.

0 1 2

Seismic resistance of structures is being enhanced or has already been enhanced. 0 2 3

(Note 32) The level of seismic resistance is evaluated by two criteria: life protection and business protection.



●●● Mandatory items

II-b-2. Have you implemented measures for protection against fire in your facilities (fireproofing, etc.)?




(Depth) Degree of

implementation

Measures required by law (note 33) have not been implemented or the present situation is unknown.

0 0 0

Measures required by law have already been implemented. 0 0 1 Implemented measures include, but are not limited to, those required by law (note 34). 0 2 3

(Note 33) Here “law” means the Fire Service Act, etc., and “measures required” are the mandatory items that are provided for in the Fire Service Act. The company should obviously meet these requirements; therefore, the intention here is to conduct a reexamination to expose overlooked problems. Also, “measures not limited to those required by law” in the level of implementation of the (depth) refers to the most advanced technologies of fire prevention, etc. Refer to the URL of the Fire Service Act below. URL: http://law.e-gov.go.jp/htmldata/S23/S23HO186.html (Note 34) In assessing the degree of implementation, it is assumed that the company has implemented all measures required by law in the whole of the company.

II-b-3. Have you implemented measures for protection against storms and floods ‘measures against typhoons, floods, tsunamis, high tides, etc.) in your facilities? (note 35)




(Depth) Degree of

implementation

Such measures have not been implemented or the present situation is unknown. 0 0 0 An implementation plan has already been formulated. 0 1 2 Such measures are being implemented based on the implementation plan, or have already been implemented.

0 2 3 (Note 35) Every company has the risk of suffering damage by inundations, tornados, etc. that are caused by floods and storms. However, if your company does not include the risk of damage by floods and storms in the estimations of the disaster management policy/plan, you may exclude or ignore this question.

II-b-4. Have you implemented measures for protection against earthquakes regarding equipment and machinery (note 36)?




(Depth) Degree of

implementation

Such measures have not been implemented or the present situation is unknown. 0 0 0 An implementation plan has already been formulated. 0 1 2 Such measures are being implemented based on the implementation plan, or have already been implemented.

0 2 3 (Note 36) This not only includes the equipment and machinery of factories, but also measures to prevent computers, cabinets, lockers, etc. of offices from falling, measures to prevent window glasses from falling, ducts and pipes from being damaged, etc.

●●● Mandatory items

II-b-5. Do you conduct safety inspection of disaster protection equipment and facilities on a regular basis?




(Depth) Degree of

implementation of measures

Safety inspections that are required by law are not being conducted or the present situation is unknown.

0 0 0

Safety inspections that are required by law are being conducted. 0 0 2 Safety inspections that include, but are not limited to, those required by law are being conducted (In this case, it is assumed that they are being conducted in the whole of the company).

2 3 3




II-b-6. Have you implemented advanced earthquake protection technology (base isolation, mitigation of seismic motion, etc.) in buildings and facilities?



It is implemented in all the leading offices, factories, stores and facilities.

(Depth) Degree of

implementation of measures

Such technologies have not been implemented. 0 0 0 Implementation is being considered and an implementation plan has already been formulated.

0 1 2 Such technologies have already been implemented. 0 2 3

II-c. Backup, resuming business and allowances II-c-1. Have you secured a backup office in case the head office is unable to operate?

(Width) Designated space (note 37) It is not secured or insufficient. It is secured to a certain degree. It is sufficiently secured.

(Depth) Degree of

implementation

There is no specific place that has been secured or such need has not been considered. 0 0 0 There is a specific place that has been secured, but the method of decision of the time to switch places, resume activities, etc. and switching procedures are not clarified.

0 1 2


0 2 3

(Note 37) The phrases regarding the (width) level of implementation of measures to secure a place have the following meanings: “Insufficient”: at a level in which, based on the room needed for the necessary employees and machinery to resume important operations within the set period of time, the company is not able to continue to conduct important operations; “to a certain degree”: at a level in which the company is able to continue to conduct important operations, but not within the set period of time, because there is not enough room for employees and machinery; “sufficiently”: at a level in which the company is able to continue to conduct important operations within the set period of time according to the plan.





(Depth) Degree of

implementation


0 1 2


0 2 3

(Note 38) The phrase “enterprise system” in the question refers to the most important information system to conduct the business of the company. It is needless to say that the system is different according to the type or sector of business, so interpret it as “distribution system”, “ordering system”, etc. according to the features of your business. Also, this question concerns to preventive measures against damage to the machines of the enterprise system in a disaster (doubling the number of server devices, etc., copying data, software, etc.). In order to ensure these backup measures, in the (depth) degree of implementation, we ask about the disaster response system of the company.

II-c-3. Have you implemented fail-safe measures for equipment and machinery (power generation devices, etc.)?



It is implemented in all leading offices, factories, stores and facilities.

(Depth) Degree of

implementation

Such measures have not been implemented or such need has not been considered. 0 0 0 There is a specific place that has been secured, but the method of deciding the time to switch places, resume activities, etc. and switching procedures are not clarified.

0 1 2


0 2 3



II-c-4. Are emergency procedures regarding restoration of facilities (machinery/systems) clear?

(Width) Scope of facilities It is clear only in less than half of the leading offices, factories, stores and facilities.

It is clear in most of the leading offices, factories, stores and facilities.

It is clear in all leading offices, factories, stores and facilities.

(Depth) Degree of

implementation

There are no response measures or procedures, or such procedures have been only documented.

0 0 0 Such procedures have been documented and notified to people that need to be notified, but are not widely known.

0 1 2 Such procedures have been documented and not only notified to people that need to be notified, but also made widely known.

0 2 3

II-c-5. Have you prepared a system of allowances (insurance, loans, internal reserves, etc.) for cases of emergency?

(Width) Scope of allowances Your system of allowances covers only material damage.

Your system of allowances covers material damages but does not cover operational costs in case of emergency.

Your system of allowances covers both material damages and operational costs in case of emergency.

(Depth) Degree of

implementation

Such system has not been prepared. 0 0 0 Some kind of system has been prepared. 0 1 3

II-c-6. Have you taken measures to keep important documents (including digital date) safe as keeping the original in fireproof safes and copies in places that are not affected by (the same) disaster?

(Width) Scope of businesses You have not taken these measures even for main businesses or businesses to which it is highly necessary.

You have taken these measures only for main business or business to which it is highly necessary.

You have taken these measures for all businesses.

(Depth) Degree of

implementation

Such measures have not been implemented. 0 0 0 Such measures have been implemented but only for part of the important documents. 0 1 2 Important documents have been specified and all of them are within the scope of such measures.

0 2 3

☆☆☆ Recommended items II-c-7. Have you established emergency procedures and measures for business continuity (note 39) based on the business continuity plan (BCP) and made them clear?

(Width) Scope of documentation You have not documented it. You have clarified part of the

procedure of the business continuity plan.

You have clarified all the procedure of the business continuity plan.

(Depth) Degree of

implementation

Such procedures and measures have not been established or have only been documented.

0 0 0

Such procedures and measures have been documented but are not widely known. 0 1 2 Such procedures and measures have been documented and are widely known. 0 2 3

(Note 39) Business continuity based on the business continuity plan (BCP): Business continuity planning (BCP) is a plan of business continuity created to ensure that the company is able to resume important operations within a set period of time (see note 15) based on a management strategy for business continuity (see note 2). It refers to a concrete plan of action in case of disaster (concrete measures and procedures for business continuity as clarifying the chain of command, ensuring operations of the headquarters and other important sites, transmitting and sharing information to people outside of the company, backing up the information system, supplying products and services, etc.) stipulated in the BCP.



II-d. Provision of information in disasters, cooperation with local communities (note 40) (Note 40) “Leading offices, factories, stores and facilities” in the (width) of the questions II-d-1〜3 is not limited to the manufacturer. Interpret it according to the features of the measures to prevent secondary hazards in the sector of your business of your company. E.g. In the wholesale business, dangerous goods in the inventory as sulfuric acid and hydrochloric acid are also included.

II-d-1. Have you made clear the means of communication to fire stations, local governments, and local residents in case of disaster (note 41)?

(Width) Scope of facilities It is clear only in less than half of the leading offices, factories, stores and facilities.

It is clear in most of the leading offices, factories, stores and facilities.

It is clear in all leading offices, factories, stores and facilities.

(Depth) Degree of

implementation

Means of communication and the person in charge (corporate structure) have not been specified.

0 0 0

Means of communication and the person in charge (corporate structure) have been specified but are not widely known. 0 1 2 Means of communication and the person in charge (corporate structure) have been specified and have been made widely known through respective drills.

0 2 3

(Note 41) Here “in case of disaster” includes fires, etc. and is not limited to earthquakes and other disasters that have an impact in a wide area. In case of fire and other smaller disasters, from the perspective of the social responsibility of the company, it is important to inform fire stations, local governments and local residents. Therefore, regardless of the size of the company or business, it is important to clearly determine the means of communication and how to communicate in case of emergency. Also, clarifying the means of communication is effective to avoid confusion in the communication.

II-d-2. Have you implemented measures to daily prevent explosions, spread of fire, leakage of toxic substances and other secondary hazards that may affect the surrounding area?

(Width) Scope of facilities It is not implemented even in less than half of the facilities that are at high risk (note 10).

It is implemented in most facilities that are in high risk.

It is implemented in all facilities of the company.

(Depth) Degree of

implementation

No, or the present situation is unknown. 0 0 0 An implementation plan is being formulated. 0 1 2 Sufficient measures have been implemented. 0 2 3

☆☆☆ Recommended items II-d-3. Have you made any agreements or arrangements (note 42) with local governments and other public entities relating to disaster management?

(Width) Scope of entities No. Part of the main business sites

(note 43) have agreements, etc. with local governments, etc.

More than half of the main business sites have agreements, etc. with local governments, etc.

(Depth) Degree of

implementation

No, or the present situation is unknown. 0 0 0 Such agreements/arrangements are being negotiated but have not been concluded yet. 0 1 2 Such agreements/arrangements have already been negotiated and concluded. 0 2 3

(Note 42) Making agreements or arrangements with local governments, etc. to contribute to regional revitalization is important for business continuity. Clarifying what the company can do for regional revitalization, what it can expect from local governments, or how it can cooperate with them is also useful for setting the time limit to resume operations, improving the effectiveness of the business continuity plan of the company, etc. (Note 43) Meaning the most important sites for each company, sites with a large number of people, etc. E.g.: For distributors, the stores, for manufacturers, the factories are the “main offices”.


II-d-4. Do you participate in any joint efforts of local companies, local residents, etc. regarding disaster management?

(Width) Scope of cooperating parties No. Part of the main offices

participates in said joint efforts of local residents.

More than half of the main offices participate in said joint efforts of local residents.

(Depth) Degree of

implementation

The company does not participate or the present situation is unknown. 0 0 0 The company participates, but its participation is not continuous. 0 1 2 The company continuously participates. 0 2 3




II-d-5. Have you formulated a plan to assist local residents in case of disaster? (note 44)

(Width) Scope of local residents No. Part of the main offices has

formulated a plan to assist local residents.

More than half of the main offices have formulated a plan to assist local residents.

(Depth) Degree of

implementation

Such plan has not been formulated or the present situation is unknown. 0 0 0 Such plan is being considered or formulated. 0 1 2 Such plan has already been formulated. 0 2 3

(Note 44) From the perspective of business continuity, we may say that contributing to regional reconstruction is a matter of life and death for businesses that are closely related to a specific region. In the occasion of the great Hanshin earthquake, some companies have provided shelter and medical facilities, so we would like you to consider taking these measures. Also, it is recommended that companies that possess hospitals, hotels, terminals, etc. and other facilities that may be used as a place for medical treatment or shelter prepare themselves for interruption of electricity, gas, water and other public services in a large area by securing power generator devices, private water supply, alternative fuels, etc.

II-e. Mutual assistance and cooperation with other companies II-e-1. Have you established a mutual assistance system for disaster management with companies that are part of your supply chain (i.e. trade partners) as evacuation in case of emergency, prevention of secondary hazards, business continuity, etc.? (note 45)

(Width) Scope of the system It is established only in less than half of the leading offices, factories, stores and facilities.

It is established in most of the leading offices, factories, stores and facilities.

It is established in all leading offices, factories, stores and facilities.

(Depth) Degree of

implementation

Such system has not been established or the present situation is unknown. 0 0 0 Such system is being considered or negotiated with trade partners that need to be in close cooperation, or such agreement has already been concluded with 1 or more companies.

0 1 2

Such agreement has already been conclude with more than half of the trade partners that need to be in close cooperation.

0 2 3 (Note 45) Indeed, when the company has a large number of trade partners, it may be difficult to make an agreement and build a mutual assistance system with all the companies that are part of your supply chain (trade partners). However, we would like you to start with what you can do.

☆☆☆Recommended items

II-e-2. Do you require business continuity planning as part of your terms and conditions of trade? (note 46)

(Width) Scope of applicability It is required only in less than half of the leading offices, factories, stores and facilities.

It is required in most of the leading offices, factories, stores and facilities.

It is required in all leading offices, factories, stores and facilities.

(Depth) Degree of

implementation

It is not required or the present situation is unknown. 0 0 0 It is being considered or will be required within a set period of time. 0 1 2 It is required. 0 2 3

(Note 46) This question does not intend to have you require it for all contracts and from all trade partners, only when it is necessary to require business continuity planning as part of the terms of trade in contracts, etc. with companies that are part of your supply chain and may become a bottleneck to continue your business.

II-f. Information disclosure/Social contribution ☆☆☆ Recommended items

II-f-1. Are you proactive in terms of disclosing information relating to disaster management as a whole? (note 47)

(Width) Scope of disclosed information There is no information about disaster management in disclosed information.

There is information about disaster management in disclosed information, but no information about business continuity.

There is information about disaster management including business continuity in disclosed information.

(Depth) Degree of

implementation

Information about disaster management is not being disclosed or the present situation is unknown.

0 0 0

Information about disaster management is being disclosed, but not on continuously or on a regular basis.

0 1 2 Information about disaster management is being disclosed continuously or on a regular basis.

0 2 3

(Note 47) “Disclosing information” means disclosing information about the engagement in disaster management in business reports, home pages, etc. facilitating communication with local residents, trade partners, shareholders, investors and other persons concerned, etc.




II-f-2. Do you conduct volunteer activities (note 48) in case of disaster, etc.?

(Width) Scope of departments that implemented and persons for whom it was implemented

No. Only surrounding areas of offices are within the scope.

The scope is wide and not limited to surrounding areas of offices.

(Depth) Degree of

implementation

No, or the present situation is unknown. 0 0 0 Implementation is being considered. 0 1 2 Yes, or the company is structured to conduct it whenever needed. 0 2 3

(Note 48) ”Volunteer activities in case of disaster, etc.” is a question about the actual situation of implementation of said activities in normal and emergency times. Therefore, we recommend that you consider creating a volunteer vacation system to send employees to conduct volunteer activities in areas disaster areas and increase the autonomy of employees in terms of disaster prevention.

☆☆☆Recommended items

II-f-3. Do you make any donations (note 49) in case of disaster, etc.?

(Width) Scope of departments that made donations and persons to whom it was made

No. Only surrounding areas of offices receive donations.

The scope of areas that receive donations is wide and not limited to surrounding areas of offices.

(Depth) Degree of

implementation

The company has never made a donation or the present situation is unknown. 0 0 0 The company has made a donation before. 0 1 2 The company makes donations on a regular basis. 0 2 3

(Note 49) I.e. donations to areas affected by disasters. ☆☆☆Recommended items

II-f-4. Do you hold disaster management seminars for companies and citizens or disaster management lectures for schools, etc. (note 50)?

(Width) Scope of implementation The company does not hold seminars or lectures about disaster management.

The company holds seminars or lectures for the surrounding areas of offices.

The scope of seminars that are hold by the company is wide and not limited to the surrounding areas of offices.

(Depth) Degree of

implementation

No, or the present situation is unknown. 0 0 0 The company has held such seminars/lectures before, or it is being planned.

0 1 2 The company has already held such seminars/lectures and intends to continue to hold them.

0 2 3

(Note 50) Here, “schools, etc.” means schools, kindergartens, boy scouts and other local social groups. III. Education/Training (note 51)

(Note 51) The level of implementation of the (width) and (depth) in the questions of the item “Education/Training” depends heavily on the type of the main operations of the company, so the expected scenario and the content of the training differ from company to company. Therefore, each company needs to determine the degree of implementation, the levels, etc. that are appropriate for them.

●●●Mandatory items III-1. Have you implemented education/ training measures regarding the procedure to follow in case of disaster? (1) About evacuation in case of emergency;

(Width) Scope of facilities Only in less than the half of the company.

In the most part of the company. In the whole of the company.

(Depth) Degree of

implementation

Such measures have not been implemented. 0 0 0 Such measures have been implemented but executives do not participate in them. 0 1 2 Such measures have been implemented and executives participate in them. 0 2 3



●●● Mandatory items III-1. Have you implemented education/training measures regarding the procedure to follow in case of disaster? (2) About emergency contact/communication;

(Width) Scope of facilities Only in less than half of the company.

In the most part of the company. In the whole of the company.

(Depth) Degree of

implementation


III-1. Have you implemented education/training measures regarding the procedure to follow in case of disaster? (3) About prevention of secondary hazards;

(Width) Scope of facilities Only less than half of the facilities that are at high risk of suffering secondary hazards (note 10) in included.

Most of the facilities that are at high risk of suffering secondary hazards are included.

All facilities of the company are included.

(Depth) Degree of

implementation


III-1. Have you implemented education/training measures regarding the procedure to follow in case of disaster? (4) About restoration of facilities (machinery/systems);

(Width) Scope of equipment It is implemented only in less than half of the leading offices, factories, stores and facilities.


It is implemented in all leading offices, factories, stores and facilities.

(Depth) Degree of

implementation


☆☆☆ Recommended items III-1. Have you implemented education/training measures regarding the procedure to follow in case of disaster? (5) About business continuity based on business continuity planning (BCP).

(Width) Scope of education/training No. Part of the necessary training is

implemented in the business continuity planning.

The whole of the necessary training is implemented in the business continuity planning.

(Depth) Degree of

implementation


☆☆☆ Recommended items III-2. Do you instruct or assist (note 53) executives/employees to take disaster management measures in their homes (note 52)?

(Width) Scope of personnel Not at all or almost not. Part of the executives/employees

receives instruction or assistance. Most executives/employees receive instruction or assistance.

(Depth) Degree of

implementation

No. 0 0 0 The company provides information about disaster prevention measures as enhancing seismic resistance or stocking up. 0 1 2 The company not only provides information about disaster prevention measures as enhancing seismic resistance or stocking up but also assists and instructs.

0 2 3

(Note 52) Examples of “disaster management measures in one’s home” are earthquake-proofing/fireproofing the roof, fixing furniture to prevent it from falling, verifying the location of shelters, keeping disaster prevention equipment, storing daily goods, etc. (Note 53) Examples of “instructing or assisting in disaster management measures” are distributing domestic emergency kits, holding meetings about domestic disaster management, creating a consulting service, etc.



IV. Inspection/Review IV-1. Do you conduct inspections/audits regarding disaster management as a whole on a regular basis? (1) About the contents of the plan;

(Width) scope of inspections/audits Matters related to disaster management are not included.

Matters related to disaster management but not to business continuity are included.

Matters related to disaster management including business continuity are included.

(Depth) Degree of decision making

Such inspections/audits are not conducted. 0 0 0 Such inspections/audits are being conducted but results are not reported to managers. 0 1 2 Results of such inspections/audits are reported to managers. 0 2 3

IV-1. Do you conduct inspections/audits regarding disaster management as a whole on a regular basis? (2) About the operational status;




(Depth) Situation


IV-1. Do you conduct inspections/audits regarding disaster management as a whole on a regular basis? (3) About education/training.




(Depth) Situation


IV-2. Do you have managers review efforts relating to disaster management as a whole on a regular basis?

(Width) Scope of the review Matters related to disaster management are not included.



(Depth) Situation

It is not reviewed or managers do not review it. 0 0 0 It is reviewed by managers on a regular basis or not, but less than once in a year. 0 1 2 Managers review it on a regular basis and more than once in a year. 0 2 3


IV-3. Do you have the whole of the disaster management of your company inspected by an independent inspector/auditor (note 54)?

(Width) Scope Matters related to disaster management are not included.



(Depth) Degree of

implementation

The company is not inspected by an independent inspector/auditor. 0 0 0 The company is inspected by an independent inspector/auditor on a regular basis or not but less than once in a year. 0 1 2 The company is inspected by an independent inspector/auditor on a regular basis and more than once in a year.

0 2 3

(Note 54) ”Inspection by an independent inspector/auditor” includes inspections/audits by consulting firms, auditing corporations, etc. voluntary inspection/instruction conducted by fire departments. Also, “audit” refers to the advisory method of audit used in information security audits, etc., not requiring guarantee from a third party as auditing corporations, etc.



V. Improvement of products/services that contribute to Disaster Management ☆☆☆ Recommended items

V-1. Do you make any adjustments to your products/services so they can contribute to disaster prevention? (1) Regarding earthquake resistance (note 55);

(Width) Scope of products/services You have no such products/services.

You have only one type, or several types, of such products/services in few sectors of business.

You have a considerable variety of such products/services, in a number of sectors of business.

(Depth) Degree of

implementation

No, or the present situation is unknown. 0 0 0 There is a plan to implement seismic resistance technology or it is being developed.

0 1 2

The company already offers products with disaster prevention technology. 0 2 3

(Note 55) Here “earthquake resistance” means, for instance, the following measures: Service provided by moving companies to prevent furniture from falling, development of base isolated houses, enhancement of earthquake resistance of products (use of a device to prevent televisions from falling), earthquake-proof beds, etc.


V-1. Do you make any adjustments to your products/services so they can contribute to disaster prevention? (2) Regarding fireproofing (note 56);




(Depth) Degree of

implementation

No, or the present situation is unknown. 0 0 0 There is a plan to implement fireproofing technology or it is being developed. 0 1 2 The company already offers products with disaster prevention technology. 0 2 3

(Note 56) “regarding fireproofing” refers to efforts as the following ones. Use of flame retardants in the interior of nursing homes, use of non-combustible materials in daily goods, sockets that automatically shut down in case of an earthquake with an intensity of 5 on the Japanese seismic scale, etc. Note that measures of fireproofing required by the Fire Service Act and other laws are not included.

☆☆☆ Recommended items V-1. Do you make any adjustments to your products/services so they can contribute to disaster prevention? (3) Regarding other disaster prevention measures (note 57).




(Depth) Degree of

implementation

No, or the present situation is unknown. 0 0 0 There is a plan to implement disaster prevention technology or it is being developed.

0 1 2

The company already offers products with disaster prevention technology. 0 2 3

(Note 57) ”regarding other disaster prevention measures” refers to efforts as the following ones. A commercial building that is able to supply electricity from kerosene for 72 hours in case the natural gas pipes of the building are damaged by an earthquake, a residential building that has built an emergency toilet and kitchen within its premises, a cash register of a convenience store that provides information about disasters, vending machines that sell products for free in case of disaster, beverage vending machines that displays information about disasters, etc.


V-2. Do you conduct activities (note 58) to spread products/services that contribute to disaster prevention?




(Depth) Degree of

implementation

Such activities are not being conducted or the present situation is unknown. 0 0 0 Such activities are being conducted but not in a proactive manner. 0 1 2 Such activities are being proactively conducted. 0 2 3

(Note 58) Here, “activities to spread products/services” means using products/services related to disaster prevention to the company, introducing them to employees and trade partners, etc. Note that your company selling products or providing services related to disaster prevention is not to be counted as an activity.

29

Explanation [Explanation 1] Relationship between Disaster Management and BCP

Even if the company does not have a systematic Business Continuity Plan (BCP) for the whole of the company, the use of this table will clarify which aspects of BCP the company has already achieved and which aspects the company has not achieved yet. It is recommended for each company to set a goal to formulate and implement a BCP, and continue to do the necessary changes to the BCP.

Note that, as a recent trend, the Companies Act that came into effect in May 2006 provides that “crisis management of damages” is to be implemented. In addition, the Ministry of Economy, Trade and Industry is clearly defending the need (of the private sector) to “take on responsibility for disaster management” and recommending that companies engage in Business Continuity. [Explanation 2] Damage by Storms and Floods

Measures against damage by storms and floods are categorized into measures against water (e.g. raising the level of the floor to prevent flooding, preparing the soil, installing waterstop plates, etc.) and measures against wind (reinforcement of the gable of the roof, reinforcement of windows, formulation of rules regarding the use and driving of crane trucks, etc.).

Note that flooding caused by intense rainfall when the capacity of the sewerage system is not enough to dispose the water and the water overflows to streets, etc. may occur anywhere in Japan. Make sure to take the necessary precautions even if you are not close to a river. [Explanation 3] Relationship between the Plan of Disaster Management and the Manager

If the manager clearly has the intention of systematically implement disaster management measures as part of the management plan of the company, it does not matter what name you give to the plan or if it is a plan about risk management or crisis management that includes disaster management; nor if it is included as a part of the management plan. The important thing is assessing if disaster management is treated as a matter of management and if it is placed as an important subject approved by managers. For instance, even when there are disaster management plans in each office, if these plans are not perceived as a matter of management, it is hard to believe that said plans will develop into planned investments in disaster prevention, efforts related to business continuity, etc. in the future. Also, since each company has its own tradition of how to make documents, it is impossible to assess it by the name of a specific document; therefore it should be assessed based on the relationship with the management of the company and the approval of managers, regardless of the name of the plan.

30

[Explanation 4] Customization

When you customize the questionnaire, make sure to adapt all the three tables to the changes. For instance, if you have excluded an item from the Questionnaire Table, you need to exclude 1

question from the total number of questions of the Table of Results and the respective table in the Level Assessment Table. [Example 1] Excluding/Adding questions

If there are any items in the questionnaire that are not appropriate for your company, exclude them, and if there are any items that are missing, add them. The examples below show how to exclude and add items respectively.

・Excluding a question: in a chain store of food/daily goods, where the daily goods that you need to store are in your inventory, exclude the item II-a-6.

・Adding a question:

(1) Adding “Restoration of office equipment” as a measure/procedure in case of disaster to item III-1.










Exclusion of II-a-6





Add “Restoration of office equipment” between (3) and (4).

30

[Explanation 4] Customization

When you customize the questionnaire, make sure to adapt all the three tables to the changes. For instance, if you have excluded an item from the Questionnaire Table, you need to exclude 1

question from the total number of questions of the Table of Results and the respective table in the Level Assessment Table. [Example 1] Excluding/Adding questions

If there are any items in the questionnaire that are not appropriate for your company, exclude them, and if there are any items that are missing, add them. The examples below show how to exclude and add items respectively.

・Excluding a question: in a chain store of food/daily goods, where the daily goods that you need to store are in your inventory, exclude the item II-a-6.

・Adding a question:

(1) Adding “Restoration of office equipment” as a measure/procedure in case of disaster to item III-1.










Exclusion of II-a-6





Add “Restoration of office equipment” between (3) and (4).

31

(2) Adding the question “Have you built a disaster management system that includes consolidated companies?” The level assessment table of this question is as shown below.

Have you built a disaster management system that includes consolidated companies?

(Width) Scope of the disaster management system Disaster management systems are only built separately inside each unit.

There is a disaster management system built within the scope of the consolidate accounts of subsidiaries, etc.

There is a disaster management system that includes not only consolidate subsidiaries, etc., but also other trade partners that are not part of the consolidated group.

(Depth) Degree of

implementation

Consolidated companies are not included. 0 0 0 There is a disaster management system that consists mainly of an emergency plan for life protection, etc.

0 1 1

There is a disaster management system that includes measures for business continuity.

0 2 3

(3) Adding the question “Have you secured multiple means of transport to procure and sell goods in

case of disaster?” The level assessment table of this question is as shown below.

Have you secured multiple means of transport (note 1/2) to procure and sell goods in case of disaster?

(Width) Scope of facilities It is only secured for around half (note 3) of the main offices, factories, stores and facilities.

It is secured for most (note 4) of the main offices, factories, stores and facilities.

It is secured for all of the main offices, factories, stores and facilities.

(Depth) Degree of

implementation

No. 0 0 0 Alternative means of transport have already been decided, but the time to switch from a means to another not, and the effectiveness of each of them have not been verified yet.

0 1 1

Both the means of transport ant the time to switch them have already been decided and its effectiveness verified.

0 2 3 (Note 1) This means preparing alternative routes for places that are likely to be affected by floods, landslides and other disasters, making a plan to change carriers or using rail transportation, etc. (Note 2) Usually business sites are used as a parameter, but if it is not appropriate for your company, you may use other parameters as the percentage of volume of business or of personnel. (Note 3) “Around half”: meaning from 1/3 to less than 2/3. (Note 4) “Most”: meaning more than 2/3 of the total number.

(4) Adding the question “Have you conducted a quantitative assessment of the cost and efficiency of

disaster management measures for the company as a whole?” The level assessment table of this question is as shown below.

Have you conducted a quantitative assessment (note 1) of the cost and efficiency of disaster management measures for the company as a whole?

(Width) Scope of the quantitative assessment The company has not conducted such assessment.

It is conducted only for a specific sector of the business.

It is conducted for all sectors of the business.

(depth) Degree of

implementation

The company has not considered that yet. 0 0 0 Only the cost or the efficiency has been assessed. 0 1 2 Both the cost and the efficiency have been assessed. 0 2 3

(Note 1) Assessing the cost of and investments in disaster management, etc. (e.g. the value of investments in earthquake resistance, disaster prevention equipment, disaster prevention measures, measures against damages by floods and storms, devices to prevent equipment and machinery from falling, etc.). There is not a consolidated or specific method of calculating it, but there are some pioneering efforts (account of disaster management, etc.) that refer to environmental account, results by application, etc. to calculate it.

32

[Example 2] Changing the text/category of questions

・Changing the text of a question: make this change if it is easier to understand the text using the names

that are used in your company. In the following example we altered the text of the question II-c-2 by replacing the phrase “the enterprise system” by “the ordering system”.

・Changing the category of a question: change the category if the disaster management measure in a

question does not match how much importance said measure has in the disaster management of your company. In the following example we changed the category of the question II-d-2 from “basic” to “mandatory” (the company prioritizes preventing secondary hazards because it has dangerous goods in its stock).


○ II-d-1. Have you made clear the means of communication to fire stations, local governments, local residents in case of disaster?




☆ II-d-5. Have you formulated a plan to assist local residents in case of disaster?

○ “basic” ⇒● “mandatory”





(Depth) Degree of

implementation


0 1 2


0 2 3

the enterprise system ⇒the ordering system

32

[Example 2] Changing the text/category of questions

・Changing the text of a question: make this change if it is easier to understand the text using the names

that are used in your company. In the following example we altered the text of the question II-c-2 by replacing the phrase “the enterprise system” by “the ordering system”.

・Changing the category of a question: change the category if the disaster management measure in a

question does not match how much importance said measure has in the disaster management of your company. In the following example we changed the category of the question II-d-2 from “basic” to “mandatory” (the company prioritizes preventing secondary hazards because it has dangerous goods in its stock).


○ II-d-1. Have you made clear the means of communication to fire stations, local governments, local residents in case of disaster?




☆ II-d-5. Have you formulated a plan to assist local residents in case of disaster?

○ “basic” ⇒● “mandatory”





(Depth) Degree of

implementation


0 1 2


0 2 3

the enterprise system ⇒the ordering system

33

[Example 3] Weighing questions We did not determined a weight for the questions of this questionnaire, but you can determine it if

necessary.

The following figure shows an example of how to weigh questions. In this example, we set the degree of difficulty of the implementation measures in the item “Information Disclosure/Social Contributions” between 10 to 50 points, in a total of a hundred points.

Weight

10 30 10 50

II-f. Information Disclosure/ Social Contribution

☆ II-f-1. Are you proactive in terms of disclosing information relating to disaster management as a whole?

☆ II-f-2. Do you conduct volunteer activities in case of disaster, etc.? ☆ II-f-3. Do you make any donations in case of disaster, etc.?

☆ II-f-4. Do you hold disaster management seminars for companies and citizens or disaster management lectures for schools, etc.?

34

[Example 4] Review of the level of implementation

The review of the level of achievement of (width) and (depth) will be substantially different according to the difference in the gradual efforts of each company to achieve the goals set for the questions. Make the review according to the stage of the efforts of your company.

The figure below shows an example of a review of the “(width) scope of implementation”. This

example shows a case in which the company makes the review by setting 3 steps (respectively 50%, 75% and 100%) to achieve the goal of implementing backup measures in all the servers of the enterprise system.

(Width) Review of the scope of implementation of measures

50% of the implementation is concluded.


The whole of the implementation is concluded.





(Depth) Degree of

implementation


0 1 2


0 2 3

34

[Example 4] Review of the level of implementation

The review of the level of achievement of (width) and (depth) will be substantially different according to the difference in the gradual efforts of each company to achieve the goals set for the questions. Make the review according to the stage of the efforts of your company.

The figure below shows an example of a review of the “(width) scope of implementation”. This

example shows a case in which the company makes the review by setting 3 steps (respectively 50%, 75% and 100%) to achieve the goal of implementing backup measures in all the servers of the enterprise system.

(Width) Review of the scope of implementation of measures



The whole of the implementation is concluded.





(Depth) Degree of

implementation


0 1 2


0 2 3

35

[Example 5] Review of the level of achievement

Change the level of achievement of a measure in a question by assessing the difficulty of the (width) and (depth).

The following figure shows an example of a review of the level of achievement. In this example,

the company changed the level range from “0 to 3” to “0 to 5” because it considered that the difficulty of the “width” is the same for all steps, but, in the “depth”, it is difficult to go from the intermediate level to the top level.

Note that you need to keep the balance between the questions by considering the influence that the change will have in the results as a whole.

0 0 0

0 1 2

0 3 5





(Depth) Degree of

implementation


0 1 2


0 2 3

Review of the level of achievement

36

[Explanation 5] Other methods to display data

・Radar Chart Method

Radar Charts are used to verify the degree of variation in the situation of implementation of each item. It is effective for clarifying which items are progressing and which are not in the plan as a whole. However, you have to arrange the weight of the questions so that the total number of points will be the same for every item. The disadvantage of displaying the data on radar charts is that the difference in the weighing between each item may not appear in the chart. Make sure to discuss with the concerned persons about how you should divide and weight the items that you intend to display.

[Example of a Radar Chart] The table below shows an example of how to display the annual changes (performance in the previous FY, performance in this FY, mid-to-long term goal) in the engagement in disaster management of a company according to a mid-to-long term plan.

This example shows a radar chart of a case in which the results of the level of achievement by items in the previous FY, the present FY and the mid-to-long term goal that were obtained after arranging the weight of the items so that the total of points will be a hundred for all of them is as shown in table 5-1.

Note that regarding the total of points by items (level of achievement), we explain how to arrange each question contained in the items using “V. Disaster Management Services” as an example in the following [Additional information].

Table 5-1. Example of annual changes in the engagement in disaster management.

Items Previous FY (Performance)

This FY (Performance)

Mid-to-long term (Goal)

I. Policy and Planning 58 77 90

II. Concrete measures 42 71 85

III. Education/Training 24 38 76

IV. Inspection/Review 42 70 82

V. Disaster Management Services 16 48 91

[Additional information: example of how to arrange each question using “V. Disaster Management Services"]:

Here we explain how to set the weight, the level value and the level of achievement of four questions of the item “V. Disaster Management Services” to create the radar chart below.

・Weight: the weight of each question of an item is determined by what the company prioritizes in each item and ,in this example, the weights of Earthquake resistance, Fireproof, Prevention of other disasters, Implementation of dissemination activities are respectively 0, 40, 70 and 100(%).

・Level value: the level value is determined by the difficulty, etc. of implementation of the width and

depth, and, in this example, the level values for the levels 0, 1, 2 and 3 (uniform among all the question) are respectively 0, 40, 70 and 100(%).

36

[Explanation 5] Other methods to display data

・Radar Chart Method

Radar Charts are used to verify the degree of variation in the situation of implementation of each item. It is effective for clarifying which items are progressing and which are not in the plan as a whole. However, you have to arrange the weight of the questions so that the total number of points will be the same for every item. The disadvantage of displaying the data on radar charts is that the difference in the weighing between each item may not appear in the chart. Make sure to discuss with the concerned persons about how you should divide and weight the items that you intend to display.

[Example of a Radar Chart] The table below shows an example of how to display the annual changes (performance in the previous FY, performance in this FY, mid-to-long term goal) in the engagement in disaster management of a company according to a mid-to-long term plan.

This example shows a radar chart of a case in which the results of the level of achievement by items in the previous FY, the present FY and the mid-to-long term goal that were obtained after arranging the weight of the items so that the total of points will be a hundred for all of them is as shown in table 5-1.

Note that regarding the total of points by items (level of achievement), we explain how to arrange each question contained in the items using “V. Disaster Management Services” as an example in the following [Additional information].

Table 5-1. Example of annual changes in the engagement in disaster management.

Items Previous FY (Performance)

This FY (Performance)

Mid-to-long term (Goal)

I. Policy and Planning 58 77 90

II. Concrete measures 42 71 85

III. Education/Training 24 38 76

IV. Inspection/Review 42 70 82

V. Disaster Management Services 16 48 91

[Additional information: example of how to arrange each question using “V. Disaster Management Services"]:

Here we explain how to set the weight, the level value and the level of achievement of four questions of the item “V. Disaster Management Services” to create the radar chart below.

・Weight: the weight of each question of an item is determined by what the company prioritizes in each item and ,in this example, the weights of Earthquake resistance, Fireproof, Prevention of other disasters, Implementation of dissemination activities are respectively 0, 40, 70 and 100(%).

・Level value: the level value is determined by the difficulty, etc. of implementation of the width and

depth, and, in this example, the level values for the levels 0, 1, 2 and 3 (uniform among all the question) are respectively 0, 40, 70 and 100(%).

37

・Level of achievement: calculated by multiplying the weight value by the level value. An example of the transition of annual plans concerning the questions in “V. Disaster Management Services” is shown on Table5-2.

Table5-2 Transition of annual plans concerning the questions in “V. Disaster Management Services”

Question (Weight value)

Performance in the previous FY

(Level of Achievement)

Performance in this FY

(Level of Achievement)

Mid-to-long term goals (Level of

Achievement) Earthquake resistance (30)

Level 0 (0)

Level 1 (12)

Level 3 (30)

Fireproof (40)

Level 1 (16)

Level 2 (28)

Level 3 (40)

Prevention of other disasters (10)

Level 0 (0)

Level 0 (0)

Level 2 (7)

Implementation of dissemination activities (20)

Level 0 (0)

Level 1 (8)

Level 2 (14)

Level of achievement of disaster management services

16 48 91

[Result of the Radar Chart: Graph Below]

(Note) Not only the number of questions for each item indicated by roman numerals is different, but also the importance of each item varies according to the type of business, the situation of the management, etc. Furthermore, in some cases, according to how you weigh each question, the development of the important items may not directly appear on the chart.

0

100 I

II

III I

V

Performance in the previous

Performance in this

Mid-to-long term goals

the engagement of companies in disaster … self-assessment questionnaire for “the engagement of...

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