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Sub-Postmaster Improvements &
Mediations
Weekly Steering Group
19* August 2013
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Agenda
1. Branch User Forum
2. Press release for launch of Mediation process
3. Review:
4. Budget
2. Plan
3. Legal
4. Risks
4. Next Meeting
Decisions for this meeting
1. Agree Branch User forum TOR
2. Agrees press release for mediation launch
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Actions from previous meetings
Define process for
6 subpostmasters to appeal
outside the line
Susan/
Angela 23-Aug ‘open
3. Contents of Horizon changes to Andy 30-Aug in
be shared with this group once progress
agreed with the business units
Chris to talk to Sarah Hall about 4. on going in
the treatment of costs progress
1 All members to forward All 20-Aug new
comments on the Working Party
TOR to Susan by next Tuesday
2 Mark to draft a communication Mark 20-Aug new
that will go to interested media
before the launch
3. Andy to talk to Charles Andy 29-Aug new
Colquhoun to determine our net
risk position regarding
compensation and update the
budget forecast accordingly
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Budget - Summary @
Budgeting assumptions/notes
1. Does not include cost for Post Office employees, unless backfill is required
2. Does not include any compensation costs, which is a potential outcome of mediation
3. Mediation costs are sensitive to the number of cases. Budgeting assumption is 75 cases
4. Does not include the £310k spent from April 2012-July 2013 (incl VAT)
5. VAT costs are at 20%
6. Alll actuals include VAT
7. Does not include the cost of implementing the recommendations of the improvements projects
Programme Forecast August 2013 - March 2014
Item £k incl VAT Comments
[Complete Cases (using Mediation) 962 1154 Costs associated with completing the cases. Assumption = 75 cases
Legal and Governance 334 401 _ Legal costs not specific to mediation, & governance costs (eg working party)
Improvement project 2 50 Cost for quick wins and gap analysis
lechnology 50 60___ Funding anticipated beyond the £100k Fujitsu funded costs
[Total 13881665,
Total Project costs April 2012 - March 2014 (incl VAT)
[2012/13 April-March Actual 184]
[2013/14 April - July Actual 126I
[2013/14 Aug-March Forecast 1,665]
[Total 1,976]
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Budget — Costs to Date (last FY and this FY to 1st August)
2012/13 Invoices received
a ee
Total 163.98 Total 14.00 Total 6
[Month invoice amount I [Month Invoice amount I [Month Invoice amount I
July 6 1200 Jan 12566/900772 37 Jan ail 24
Aug 65 1400 Nov a2ua1 72 April 842 24
sep 67 11.00 July —_13000/900772 31 July 874 42
oct 69 600
Nov 72 17.40
Dec 73 25.00
Jan 74 2688
feb 75 25.90
mar 76 2580
2013/14 Invoiced to 1st August 2013
3.6 126.29]
Total 119.59 Total 3.10 Total
[Month Invoice amount_] [Month Invoice amount I [Month Invoice _amount_]
April 72539 July 13000/900772 3.1 April a2 24
May 78 26.35 July ema 12
June 80 24.97
July 814288
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Budget — Forecast (Aug 2013 — March 2014)
[complete Canes sing Mediation) Tesimed amber of eae rs
Second St 1 Second Sght ot 25 per month (Aug-Decombe) 10d
Bacilforinteral resources & «9 15961 mont, Gmonthe
Mediators) 25 ‘Assumed parce - wil use a ations comeany
Mediator ere Fy travel, meting ooms, traning
Legal sunportcate reparation “BD 36 750" ase assume a eacs
Lega sunport- case advice Fy ‘400 per cate. asume al ces. EACDsthelrestimate for
simple cases, but we assume sme wil dropout this
‘oud average out
Lngslsuppor-medition mesting 150 {Bkperease- anu all cases: ould recital
staf to reduce cot?
Independent advisor for 2 Percate: £1.Skcae prep Elk mediation mestng
Subpostmasers Plas £50 conngenc for more complex ates aol sd
hota: compete Cases ssng Metion) 11st 07a)
[egal and Goverance
Genera Eterna Legs Advice-BD 120 'dvis on repring and agresing mdation process and
pacis of information for SPM. Engaging nd rifng
meat, tending working group meting
‘dvsng on electing canes; revising medi avon process)
/Advisingon Fujtsurelted matters E15K per month
Cae Review CK rr Includes QC, Bond Dickinson and Cartwright King 10
Kay inne Al Bates Fa 2e per mont upto)
Independant Car 2s °
[Total tngl and Governance 1 10 30)
improvement profeet
Gack forGalePeacockandAmn 2 Gack forSpeope to conduct the gap ans cons ao 2
Alaker te business oune
Contact Conte ° esr is em be Cina witicarart mous » a
fsc ° assumed ths en be done with arent resources 10x
[ot mproverant react so a0 3a]
fechntogy
Hotzon improvements Fy Funding needed beyond te £100Fujitsu funded costs °
[otal Technology oo °
Fer ies 16 a]
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Changes to the plan @
+ No milestone changes since last steering meeting.
+ Final version of Mediation will be completed on Weds.
+ TOR for Working Party will be completed this week.
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Key milestones
Milestone due for completion since the last meeting
Initial draft of Mediation pack (and two subsequent update versions) -- Susan 08/08
Complete
Working party agrees mediation pack — NOT Complete - this is taking Working Party 08/08
longer than expected due to the iterative nature of the feedback from Now 21/08
all parties. Now expected to complete 21/08
Key upcoming milestones
Select independent Mediator(s) ‘Susan 22108
Prepare paper on pros and cons of continuing to bring prosecutions Susan 28/08
Appoint independent Chair Susan 10/09
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Public Commitments- High level Plan @
Work Stream 2013 2014
Collaboratively A217 JA meeting to agree inyestigation sdope and appfoach
complete cases AJ 25107 First Working Party Workshop fo define Ways of WorkingI
[angela VOB _A. 15/08 Working Party sign off ways of working, mediation pack and comms:
peepee “6.10108 New ways of working fully implementda
Second Sent ‘AI 22108 Mecitor(s) appoinfed
‘I 24108 TOR tbr Monthly Ofersight Boat agreed
30/10 compfete first ca: 78102 All high priority
A dases completed
Monthly Ofersight Boatds A cy + a a a A a
Palutieston el hire TX 24[08 Define prpcess for appealing cased outelde the fre
cas A 10/09 Appoint an inkiependent figure to determhine how an Independent pafety net might be introdiced
avg VOR to adjileate In dlsfuted cases ifthe future
Susan orton ai review conjmences
10 Indepengent review makes reconfnendations
25110 Poss office impletents recomendations
Branch User Forum 12108 Ereate Draft FOR
[Angela VOB A 19/08 Start engagement witH stakeholder}
‘acca Ja 06/09 conjplete engagement with stakeholders,
‘A131 Issue fina fOR and ser} out invitations to first foam
‘A. 05110 Fst Branch Uber Forum
Brangh User Forurp meets regularly a a a a a
Notes: Version 007 20130815
Tasks added since last version in red.
‘ontrack Achieved Milestone A.Original Dato (not achieved) /\ Delayed (no impact) A At RisW/ Delayed A Issue / Delayed On
[J Nemes of critical resources. => Dependency {potential impact) (material impact)
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Legal - High level Plan @
Work Stream 2013 2014
Tegel
Aosio7 Tactical ways of working inplemented, ll cases reviewed individually
Sem Graton ‘A.}ei07 Agree Response tolcriminal cages review egmmission
pee A 01/08 Detihe route for prosecuted dases post dlclosure
Axrniy intiat sit cases completed and 4isclosure pfovided to defence, upto January 2040 by CK (cdftwrightking
I 430/08 CK review of cases complete
‘42808 prepae paper on pros and cae of contin to bring rosecuton
I—& 19/09 Fresent papef to ARC
2430107 Appoint QC to advise POL on $trategy andIprocess forlreviewing p4st/current ctiminal pros¢cutions
falven the fibdings of thd Second Sight Interim report dated
02108 initjal findings from QC shated with Post Office
‘A 09008 Jnitia findings trom ac discussed with CK
‘Ajs0108 TOR f9r full QC report agreed
450/09 Full Q¢ report complete
a a a a a a a a a
Morthiy Reportipg to Prografime Board
Notes: Version 007 20130815
Tasks added since last version in red.
‘ontrack Achieved Milestone A.Original Dato (not achieved) /\ Delayed (no impact) A ALRisW Delayed A Issue / Delayed GoI
[{] Names of critical resources: > Dependency (potential impact) (material impact)
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Improvements _- High level Plan @
Work Stream 2013 2014
a Aug Sep Oct Nov Dec aan Feb Mar Aer
Sosieims I 24107 Agrep Terms of Reference witl Sponsor (Aigela)
L\08!08 Adree approach to mappinglas-is procesp, scope, ang how it will He documenta
08/08 Agree TermsIof Reference with steering group
A 088 Identity rehource from pach area to pupport the mapping of tile “as-is
A 09/08 Identify process for capturing quick wins
30/08 Startfo Identify quick wins (from the mapping exercise
cr PPIRG
‘A. 05/09 Agree whichIquick wins should be implemented with Programmp Board
‘A. 06/09 Begin implémenting quitk wins
‘A 30108 Complete "as-is" bubposimaster journeyleperience with POL.
30109 Complete “as-is" frown colledgue r journey/experience with POL
‘A. 05/10 All “Quick Wing” implementtd
‘A [20/10 Complete “to-be” slibpostmastey journeylexperience withIPOL
‘A I20/10 Complete“ to-be" Frown colleague r journefiexperience with POL
‘A I20/10 Comphbte *to-be” rhultipte partrer r journeyifxperience with POL,
}11 Funding for proposal hpproved
11 Commepce implemestation projedts
494 implemen{ mechanismfo ensure allfprocesses afe regularly
reviewpd and contifue to be fit fr purpose
Culture Change
Note] Milestbnes tq be prgvided by Gayje/Ang@¢la by 15/08
Notes: Version 907 20130815
Tasks added since last version in red.
ia
AonTrack A Achieved Milestone AOriginal Date (not achieved) /\ Delayed (no impact) A. At Rist/ Delayed A Issue / Delayed Wy
[J Names ofertcal resources {potental impact (material impact)
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Communications - High level Plan @
Work Stream 2013 2014
‘Communications and 222107 Agree Approach with JA
MP engagement
AJAJJFSA, POL dnd SS to conhmunicate prpcess to MPsIand SPMRS.
Targa VOB
Mark Davies Prpactve laundh Mediation process (preds release)
[sete Eo Reactive to Media Aq cases are mbdiated presq and public qffairs team td be updated {for proactivg management)
Alotios post rice stat enfagement with MPs ~inaipdually expi{ining mediat}on process
IA.0110 Sth taking Mes through thgir actual casbs
4.31/10 Joint MP update meeting (follow on from JA jneeting)
DatpTBC A
Endagement
with MPs for 25,
invgatigetion
casbs complete
Notes: Version 007 20130815
Unclear if JA has communicated the process to MPS
‘ontrack Achieved Milestone A.Original Dato (not achieved) /\ Delayed (no impact) A At RisW/ Delayed A Issue / Delayed 2)
[{] Names of critical resources: > Dependency (potential impact) (materia! impact)
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Technology improvements- High level Plan @
Work Stream 2013 2014
Mm 7 op oa ter = ia Feb Wer We
Technology
Improved A\30107 praft improved Subpostmaster duidance for Horizon comrpunication line failure
vee ‘A\15108)Review guidtnce with NFBP
430/08 Issue guidance to branches
4.30108 Agred contents forIHorizon relehse 10
‘4430/09 Commercials agreqd for Horizor] release 10 4.15103 release 10 Ive
verents ), o2v08 oy CRwith Fuptsu
aes 20/08 AgreeIcommercialferms with Fjitsu ‘4.1504 new report}
‘provements covered ‘As0107 vetinelchanges
Suaipneney ‘A}0/08 Deliver changes:
Notes: Version 007 20130815
Draft status.
‘ontrack Achieved Milestone A.Original Dato (not achieved) /\ Delayed (no impact) A At RisW/ Delayed A Issue / Delayed 3)
[] Nemes of critical resources --~-} Dependency (potential impact) (materia! impact)
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Legal Update — Case Review
Statistics Fully
as at Reviewed
14/8/2013
To date
Remaining 70 16
Disclosure
recommend
ed
Discon
tinued
Comments.
The cases of J Patel, Brown, Wylie and
Knight have been terminated.
‘Samra has yet to be terminated.
Itis estimated that there are
approximately 70 sift reviews left.
This includes 37 RMG files from
archive, yet to be received and in the
region of 15 files from Northem Ireland
Itis not yet clear how many cases will
be cases will be received from Scotland
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Active cases @
Currently there are no active cases
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Risks @
An initial risk workshop was run on the 15'* August. At the workshop
we identified the key risks, their likelinood and potential impact.
The next workshop will document how we monitor and mitigate these
risks. Key risks will be tracked and presented at the weekly steering
board.
Below are the risks highlighted in the board paper 26" July 2013:
the reputational and brand risks that could emerge if we don’t handle the overall
resolution process carefully;
the risk to NTP if concerns around how we treat sub-postmasters leads to lower take-
up of the new models;
the opportunity cost arising from the significant amount of senior management time
that will be taken up in handling this process;
the potential destabilising impact on the NFSP, who are feeling exposed to the whole
issue because of accusations from some sup-postmasters that they failed to
represent their interests; and
the process re-engineering that may be required for our IT, training and support
systems will add further complexity and risk to the existing transformation programme.
Onn
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Next meeting
+ Next meeting is scheduled for Weds 28" at 1pm
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For reference:
Slides from previous 2 meetings
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Who is responsible for - our public commitments? (2)
Feonminens Towne]
1. The creation of a working party to work collaboratively to complete Angela
the review of cases started by Second Sight last year. This would
examine the themes identified by Second Sight and consider all
cases brought forward by the JFSA and MPs, together with any new
themes which emerge from these cases. The JFSA have been invited
to join this working party.
2. Areview chaired by an independent figure to determine how an Susan
independent safety net might be introduced to adjudicate in disputed
cases in the future. Again the JFSA and other stakeholders will be
invited to take part in this process.
3. Anew Branch User Forum to provide a way for sub-postmasters Angela
and others to raise issues and insights around business processes,
training and support, directly feeding into the organisation's thinking at
the highest level. A key task for this forum will be to review support
processes and training to ensure they meet the standards expected
of the Post Office.
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Roles and Responsibilities
Respons!
Paula Vennells .
Chris Day .
‘Susan Crichton .
Angela Van den Borgerd .
Lesley Sewell .
Andy Holt .
Mark Davies .
Steer the overall programme
Final point of issue escalation
Keep the Board informed
Delegate for Paula, in Paula's absence
Financial approval/oversight
Single Exco POC for the overall programme
Directly responsible for all related Legal activities, including case re
process, QC review of prosecution process and creating and
independent adjudication process (2"¢ commitment)
‘Complete the mediation process for all agreed cases
Establish a new investigation team, grow the team, gain credibility
Sponsor the improvement programme
Set up and run the branch user forum (3° commitment)
Deliver Technology improvements
‘Support the improvement programme when required
Support the Branch User Forum
Day to day programme management (eg tracking programme level
milestones, risks, reporting etc)
Preparation of Weekly Steering Board Pack
Chairing Weekly Steering Board
Defining the comms strategy
Delivering against the comms strategy, including MP engagement
views,
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Stakeholder Points of contact
Points of contact for key stakeholders
Stakeholder Post Office Point of Contact
Second Sight
James Arbuthnot and Janet
Walker
MPs except JA
Alice Perkins \ Board
Exco
Unions
JFSA
Media
Independent Chair
IT Suppliers
NFSP
BIS
RMG
Angela Van den Borgerd
Susan Crichton / Alwen Lyons
Mark Davies
Susan Crichton
‘Susan Crichton
‘Angela Van den Borgerd
Angela Van den Borgerd
Mark Davies
‘Susan Crichton
Main: Lesley Sewell
Press Office: Mark Davies
Angela Van den Borgerd
Susan Crichton
Jon Millage — Susan Crichton
Press Office — Mark Davies
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Governance and subgroups @
2
oS
=
=
Weekly Steering Group or Programme Board a
fe}
= oO
Working Line of Project Board
Gat Business
Mediation Legal Improvements
= £4
B8 SO}2s) fo fs 2y¢ ys Ie Ig ans)
Be ag — Ilz £2 se Wa aa
= 3 8 3 i= 3° Bs
[4 £ e 2 o 6
é z
=
@
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Mediation Process
Anorking
Party
not suitable
for mediation,
he Working
Party
determine how,
Post Office
input
Giaral awe
ifevon,f
{necessary give}
inoticeto the}
‘defendants
Hrawyerstor
{consideration}
Gubpostmaster registers case
Subpostmaster completes a form and submits
to Socond Sight They should also notify JFSA
{gad their MP
Second Sight conduct initial
assessment (2 weeks)
Second Sight review to determine ifthe case is
Suitable for mediation. Ifit the
Subpostmasters informed and asked to
Submit the full details oftheir case. I Second
Sight believe it isnt suitable, ts taken to the
Working Party to determine how best to take
Second Sight create case file (4-12
weeks)
Using the Subpostmastos detailed writen
explanation, interviews, ond nformeton trom
st Office Second Sight complete te case ie,
Mediation (4-8 weeks)
Mediation is run by independent, tained
mediator. Pack providing details of meeting sent
Feed into Post
Office Improvement]
Plan
Gubpostmaster appoints
independent advisor
(Once the Subpostmaster has been
informed that ther case will go through
‘mediation they can appoint an
Independent advise to assist them
Subpostmaster submit case details
(4 weeks)
Subpostmaster submits a written, detailed
explanation of ter caso.
ie;
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Second Sight Proposal @
Objectives:
+ Second Sight exit the investigation in the medium term
+ Retain the confidence of key stakeholders (JFSA, JA, other MPs and SS)
+ Reduce our investigation costs
+ Create an enduring capability for independent investigation
+ Keep aligned to the Parliamentary Statements
Proposal:
+ Augment Second Sight with Post Office employees who will work under the oversight of Second
Sight
+ Propose that at first this is Angela and two assistants, with the view to grow the team to meet
demand
+ Second Sight step back from the detailed work (hence less cost) and play an oversight role
+ The POL team establish a reputation for independence of mind, integrity, and thoroughness in their
investigations
+ Once credibility of the POL team is established Second Sight give them the seal of approval and
pass the baton on to them.
As a reminder some of The continued input of Second Sight is
the comments from the incredibly important, given its familiarity .
i 7 with the case so far and the fact that it tis important that any
Parliamentary debate : enjoys the confidence of many of those further work is not only
involved. independent, but seen to
be independent, and
wil setup o working party compte the evo cases gents Parent
started by Second Sight, and will consider all 47 cases brought ail
forward by the Justice for Subpostmasters Alliance Ls
Ga)
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