1. Purpose

The purpose of this policy is to minimise the risk that staff shortages, unplanned absences, or the loss of key personnel will adversely affect the confidentiality, integrity, availability, and support of Timetabling Solutions' products and services.

This policy forms part of the Information Security Management System (ISMS) and supports the organisation's business continuity objectives.

2. Scope

This policy applies to all employees, contractors and consultants who perform work on behalf of Timetabling Solutions.

3. Policy Statement

Timetabling Solutions recognises that maintaining appropriate staffing levels and reducing dependence on individual employees is essential to the continued delivery of secure and reliable services.

The organisation is committed to maintaining appropriate knowledge, documentation and succession planning to ensure that critical business operations continue during planned or unplanned staff absences.

4. Objectives

Timetabling Solutions will:

  • reduce reliance on individual staff members for critical business functions;
  • maintain sufficient documentation to support operational continuity;
  • ensure appropriate knowledge transfer between team members;
  • maintain appropriate resourcing to support customers;
  • regularly review key-person dependencies; and
  • support employee wellbeing to promote workforce stability.

5. Knowledge Management

To minimise operational risk, Timetabling Solutions will:

  • maintain documented procedures for critical operational and technical processes;
  • maintain documentation for systems, infrastructure and customer support procedures;
  • encourage knowledge sharing across technical and operational teams;
  • provide appropriate training and professional development; and
  • review documentation regularly to ensure it remains accurate.

6. Cross-Skilling and Succession Planning

Where practical, critical responsibilities will be shared across multiple team members.

This includes:

  • cross-training staff in key operational areas;
  • identifying critical business roles;
  • planning for succession of key personnel;
  • maintaining appropriate handover procedures; and
  • documenting specialist knowledge where practical.

7. Use of Contractors

Where additional capability is required, Timetabling Solutions may engage appropriately qualified contractors or specialist consultants to assist with operational, technical or customer support activities.

Contractors are required to comply with the organisation's Information Security Management System, confidentiality obligations and applicable security policies.

8. Workforce Planning

Management will periodically review staffing levels to ensure sufficient capability exists to:

  • support customers;
  • maintain security operations;
  • respond to incidents;
  • deliver projects; and
  • meet contractual obligations.

Potential staffing risks will be considered as part of business planning and risk management activities.

9. Employee Wellbeing

Timetabling Solutions recognises that employee wellbeing contributes to operational resilience.

The organisation supports:

  • reasonable workloads;
  • flexible working arrangements where appropriate;
  • professional development;
  • leave entitlements; and
  • a safe and respectful workplace.

10. Business Continuity

Critical business functions are supported through the organisation's Business Continuity Plan and Disaster Recovery Plan.

Where significant staff shortages occur, management will prioritise activities necessary to:

  • maintain information security;
  • restore critical services;
  • communicate with customers;
  • protect customer data; and
  • meet contractual and regulatory obligations.

11. Roles and Responsibilities

General Manager

The General Manager is responsible for:

  • ensuring appropriate staffing and succession planning;
  • monitoring key-person dependencies;
  • approving contingency arrangements; and
  • reviewing staffing risks.

Managers

Managers are responsible for:

  • maintaining appropriate documentation;
  • facilitating knowledge transfer;
  • identifying skills gaps; and
  • supporting cross-training activities.

Employees and Contractors

All personnel are responsible for:

  • documenting work where appropriate;
  • participating in knowledge sharing;
  • completing required training; and
  • promptly reporting issues that may affect operational capability.

12. Monitoring and Review

Staffing risks are reviewed periodically as part of the organisation's risk management and business continuity processes.

This policy will be reviewed annually or following any significant organisational, operational or security-related change.

Related Documents

  • Information Security Policy
  • Business Continuity Plan
  • Disaster Recovery Plan
  • Human Resources Policy
  • Risk Management Policy
  • Information Asset Register
  • Supplier Security Policy

Contact

Questions regarding this policy should be directed to:

General Manager
Timetabling Solutions
support@timetabling.com.au