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Sparrow
Weekly Steering Group
11t September 2013
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Agenda
1. Specific Agenda items
1. Independent Chair
2. Update from JA meeting
2. Programme update:
1. Work streams highlights
2. Budget (no updates since last meeting)
3. Risks (not updates since last meeting)
3. Next Meeting planned for Tuesday 17° September at 4pm.
Decisions for this meeting
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Public Commitments - work stream updates
a sm
Initial Complaint
Review and
Mediation
Scheme
(Complete Cases)
Adjudication of
future cases
Branch User
forum
Briefing day for pane! advisors went well with 21 potential advisors
attending. We shared information on the scheme, made them familiar
with the Post Office branch processes and explained how the case
study process works including what would be expected of them.
Panel Advisors:
© Atthe end of the session about a third of the advisors publicly
‘said they were happy to be on the panel with others are going
‘away to decide.
‘An Agreement will be sent to advisors this week so we start
signing them up more formally. We will also start filing any gaps
that arise in the panel e.g. geographically - Wales and
professionally lawyers - if Shoosmiths decline.
‘Common agreement reached on majority of Working Party TOR, the
voting right issue will be resolved this weet
20 Applications have been submitted, first WG meeting to review this is
on Thursday.
Meeting planned next week to review/agree ways of working with SS.
Candidates , JD and briefing to be sent to Paula
Once on board the Independent Chair will review the future process
post March 14-this work stream will then be re-planned.
Updated the plan: moved initial branch forum meeting later so that it
aligns with output from the Improvement work stream
Amber
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Other work stream updates
Legal (criminal
cases)
Improvements &
Culture change
Communications
Technology
_ a
'* Conference with Brian Altman 9" September, he was positive about
current process already completed by criminal lawyers.
Recommended a way forward with the difficult issue of continued
disclosure,
TOR to be finalised post meeting
'* Scottish cases review completed with procurator fiscal new ways of
working established.
Issue re appointment of academic as IT expert: Criminal lawyers
progressing, approval from PO Board will be required. View of QC and
criminal lawyer was that this was necessary to deal with challenges in
criminal court.
Current plan stil to be reviewed following QC steer.
Defining the “As is” process work is on track to deliver by 30" Sept.
From the 80 gaps/issues recorded so far there are common themes
‘emerging: Training, Comms, Processes, Products, Horizon, Support,
Systems, Ownership and Leadership.
‘Quick wins have been identified and whilst these are low level issues
they will have a positive impact on in-branch users and will reduce
effort/duplication with the supportcentral functions. The relevant
business owners have taken ownership of these quick wins and will
deployrimplement from 9" Sept onwards.
‘Stakeholder inputfengagement continues with the project on track to
complete the recommended future state by 20" Oct.
No updates since last week.
Meeting with Fujitsu to review/confirm 5 changes scheduled for 9®
September - NFSP also attended.
NFSP brought and additional 8 changes - further analysis work and
prioritisation required.
Green
Green
Green
Amber
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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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Appendices
High level milestones
+ Public commitments — slide 8
+ Legal -—slide 9
+ Improvement — slide 10
* Communications — slide 11
* Technology — slide 12
Budget
+ Overview — slide 13
+ Actual to August 2013 — slide 14
+ Planned to Mar 2014 — slide 15
Risk
+ Risk map and descriptions — slides 17 to 18
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Public Commitments- High level Plan @
Work Stream 2013 2014
wa m8 Se on Nov Dee en Feb we ae
Mediation Scheme 22/07 JA meeting to Agree I tlon scope and appfoach
Colaberivey, ia] 2507 Five WorkRERRIAEL a nop > dorine wane of Working
{A 18103 working Paty sgn off lays of workitg, mediation pack and cofams
a A lew wayp of working fully implemanted
BO and Paralegal ‘Al 22108 Mediator{s) appointed
Secand Sort I]. eaiostrortor monfniy WorkingIroup
‘Al 30710 complete first case
‘A. 18/17 All-applicatiops submit
Mchthiy Working Group Boafds I la a a a a ala
‘Aaladication of future 76i08)befihe procebs for appealing cases outside the ine
caso 1] 10109 Appoint an inlependent igure to detenhine how an lndependent hafety net might be ntrodiced
[Angela VOB to adjifdicate in disquted cases if the future
/Susen Crichton I. 15109 Ind} review conjmences
10 Indepenfent review makes reconfmendations
25110 Post office impletnents recompuendations
Branch User Forum ‘4 1200 bo
arg VOB A. 1408 ftartengpgentent wit stakeholder
paaset ‘Al 08/09 ¢omplete enghgement with stakeholderp,
_A 19/09 Issue finpl TOR and send out invitdtions to firstforum
‘A10171 First Branch {ser Forum
Brand Ur For mes reguaty a a a a a
Notes:
Version 007 20130815
Tasks addediamended since last version in red.
(3)
ontrack achieved milestone Origine! Date (not achieved) /\ Delayed (no impact) A AtRish/ Delayed (A Issue / Delayed NE?
[{] Names of critical resources: > Dependency (potential impact) {material impact)
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Legal - High level Plan @
Work Stream 2013 2014
wa As Sex _[_ on Nov De en Feo wer her
Legal
Aosio7 Tactical ways of working inplemented, il cases reviewed individually
Sem Graton ‘A.}ei07 Agree Retponse tolcriminal cages review e}mmission
Pgh Perington
Roce Wise
Spc A 01108 DetiheFoute for prosecuted dases post dlclosure
As1717 initial sitt bt bases conppleted and fisclosure pfovided to dffence, up toIJanuary 2040 by CK (caftwrightkingh
I_I ___A 30h8 ck intial review of cases complete
‘A\I24/08 prepate paper for ARC on progress to datelwith input fHom QC
{a 19/09 Aresent pape} to ARC
‘A\30107 appolnt 2c to adie POL on strategy and] process forfeviewing pdst/current cjiminal prosecutions
[alven the fibdings of thd Second Sight interim report dated
02108 Intafindings from Qc shafed with Post Office
A 09108 jntia finaings from Qc discussed wth CK
09/09 TOR for full @C report agheed
‘Aboi09 Full a¢ report compete
Al; I a a a a a a a
‘Mortthly Reportitg to Programme Board
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Montrack A Achieved milestone AOriginal Date (not achieved) /\ Delayed (no impact) A. ALRisW/ Delayed A Issue / Delayed
[] Names of critical resources. => Dependency (potential impact) (material impact)
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Improvements _- High level Plan @
Work Stream 2013 2014
a As Sep Oat Nov Dee Jen Feb Mar aor
Sosieims Al 24107 agrep Telms of itt] Sponsor (Ajgela)
‘A\08i08 Adree ich to njapping)as-is proces, scope, and how it will He documented
Avosiog Agrep Terms}of Reference with steering group
A 09/98 Identity from Pach area to bupport the mapping of the "as-is"
A 09/08 identity for capturing quick wins
A 30/08 startko idgntity quick wins (from the mappitg exercise)
05/09 JAgret whichIquick wins should be implemented with Programmp Board
aN
Begin impgmenting quik wins
‘30/98 Complete “as-is” bubpostmasfer journeyleyperience with POL
‘30/99 Complete “as-is Frown colledgue r journeyiexperience with POL
30/98 Complete “as-is” nuttiple parther r journeylexperience yith POL,
‘A. 45/10 Al “Quick Wing” implemented
‘A [20/10 Complete “to-be” slibpostmastey journeylexperience withIPOL
‘A [20/10 compte to-be“ Frown colleague r journefiexperience with POL
‘A I20/10 Comphbte *to-be” rhultipte partrer r journeyifxperience with POL,
‘A. 1911 Funding for proposal ppproved
‘A111 Commence implemeftation projedts
494 implemen{ mechanismfo ensure allfprocesses afe regularly
reviewpd and contifue to be fit fr purpose
Culture Che a I. Pa
ame tionsIintd revi¢ws. Nex steps will follow ih output from revil
Note: Building q
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ontrack Achieved milestone Original Date (not achieved) /\ Delayed (no impact) A At Risk’ Delayed A Issue / Delayed wy
[{] Names of critical resources: > Dependency (potential impact) {material impact)
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Communications - High level Plan @
Work Stream 2013 2014
[
‘Communications and 222107 Agree Approadt with JA
MP engagement
A JA) FSA, POL anid SS to confmunicate process to MPsIand SPMRs
Targa VOB
Mark Davies Prfactive launch] Mediation process (preds release)
[sete Eo Reactive to Media" Aqbases are mpdiated presq and public dffairs team td be updated {for proactivg management)
A\ [91109 Post Office start engagement with MPs - indifidually expiqining mediatjon process:
‘A1104 Aice P ana ba meeting
A.01710 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
caops complete
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Unclear if JA has communicated the process to MPS
‘ontrack Achieved Milestone Arigna Date (not achieved) /\ Delayed (no impact) AL AL Risk Delayed A. Issue / Delayed G1)
[J Nemes of critical resources. => Dependency {potential impact) (material impact)
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Technology improvements- High level Plan @
Work Stream 2013 2014
Mm 7 a oa ter = = Fee Wer mer
Technology
Improved A\30107 pratt impr juidance for Horizon comrpunication line failure
Lees A ts0sevi °
to branch
ry [for Horizon felease 10
Jercals agredd for Horlzoy release 10 (4.15904 release 10 Ive
verents ho: bu
aes oommercial ferme with Fjtsu ‘4.1504 new report}
Iprovererts dred pepoceraa bet
Trough tcl 10 Deliver dnanges (relehse 8 dependant)
Notes: Version 007 20130815
Draft status.
‘ontrack Achieved Milestone A.Original Dato (not achieved) /\ Delayed (no impact) A At RisW/ Delayed A Issue / Delayed 2)
[] Nemes of critical resources --~-} Dependency (potential impact) (materia! impact)
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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
=
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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Risk map @
£100m F7R20f
High
250m
Med
10m
Impact if Risk Realised
Low
Unlikely Possible Probable
Likelihood of Risk Realising (16)
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Risks
‘sk thal resolution not achievable becauee
siakeholder interests in confit with POL
objectives
20 Risk that potential franchisees lack confidence
in system and are reluctant to engage in CTP.
18 Risk that engagement for NTP is ower
22 Risk hat ancillary systems & processes have
related or similar issues as yet unquaritieg
——aas
Note :
These will be updated following a session booked for 17‘ Sept.
This will document how we will monitor and mitigate these risks.
Key risks will be tracked and presented at the weekly steering
board.
5 Risk thatthe integrity of te brand is damaged
‘and clentsleustomer rust damaged
10 Loss of confidence with existing/uture cents
14 Risk that MPs may cal for further action &g,
public inquiry
21 Risk hat POL cant alford to complete this
‘rocess (confit with cost savings agends)
24 Lack of confidence in SPMRS tat POL
commitment lo sort oul sues
28 Risk hat SPMRG with unexplained losses wal
‘fuse to provide service unt investigation
ete
30 Risk het weaknesses in “as is" processes.
leads to increased pressureicost on network
@
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