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Sub-Postmaster Improvements &
Mediations
Weekly Steering Group
15 August 2013
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Agenda
ie
QaaPrpen pa
Actions from previous meetings
Agree Working Party TOR
Agree Communications Strategy
Agree Stakeholder Points of Contact
Review Budget
Update:
1. Plan
2. Legal
3. Risks
4. Active Cases
Next Meeting
Decisions for this meeting:
1. Agree to sign off the Working Party TOR
2. Communication strategy
3. Agree Stakeholder
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Actions from previous meetings
1 Produce a TOR for Working Susan 15-Aug complete
Party/independent Chair
3 Contents of Horizon changes to Andy 30-Aug in
be shared with this group once progress
agreed with the business units
5 Ensureworkingpartyhaveas Susan 15-Aug complete
part of their remit the obligation
to ensure funds are used
Chris to talk to Sarah Hall about m 15-Aug
Chris new
the treatment of costs
Review and sign off the All 15-Aug
2 improvement project TOR ben
Include finance template slidein Andy/Simo 15-Aug ‘complete
3 future slide decks 0
Include list ofactivecasesin Andy/Simo 15-Aug complete
A slide deck as reference i)
Include list of stakeholders and Simon 15-Aug complete
5 their Post Office owner
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Agree Working Group TOR
+ Working Party TOR distributed to the Working Party for
approval
+ Approval also required from the Weekly Steering Board
+ The TOR will form the basis for the Independent Chair's
job description
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Communication strategy review
* Steering Board to agree communications strategy
* This will be presented at the meeting
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Stakeholder Points of contact
Proposed points of contact for key stakeholders
Stakeholder Post Office Point of Contact
Second Sight
James Arbuthnot and Janet
MPs except JA
Alice Perkins \ Board
Exco
Unions
JFSA
Media
Independent Chair
IT Suppliers
NFSP
BIS
Angela Van den Borgerd
Susan Crichton
Mark Davies
Susan Crichton
‘Susan Crichton
‘Angela Van den Borgerd
‘Angela Van den Borgerd
Mark Davies
‘Susan Crichton
Lesley Sewell
Angela Van den Borgerd
‘Susan Crichton
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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) 9621154 Costs associated with completing the cases. Assumption = 75 cases
Legal and Governance 319 383 _Legal costs not specific to mediation, & governance costs (eg working party)
Improvement project 42 50 Cost for quick wins and gap analysis
[Technology 50 60___ Funding anticipated beyond the £100k Fujitsu funded costs
[Total 73-1647
Total Project costs April 2012 - March 2014 (incl VAT)
[2012/13 April-March Actual 184]
2013/14 April - July Actual 126
2013/14 Aug-March Forecast 1,647)
[Total 19%
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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 Care (using Mediation) Terumed numberof eee Fa
Second Sight 125 Second Sight at 254 per month (Aus December) 100159
Sackilforintemal resources & $0 25k permonth, 6 months
extemal sistance
Mediators) 2s ‘Assumed 3 peas wl use a national company
Mediator Expenses 50 travel, meeting rooms training ete
legal supportcase preparation 8056 {750 percaseasume al eses
Legal support case advice 2 ‘400 per cas. assume ll cases. E400 thelr estimate for
simple cases, butt we assume some will drop out this
should average out
Legal support mediationmecting 350 ‘2k por cace-aesume all cases could vert interal
staff to reduce cots?
Independent avisorfor za Percase: £15k cate prep +k mediation mecting
Subpostmasters Plus Ek contingency for more complex cases sso sed
‘Total: Complete Cases (using Mediation) 962 11s4 450 700
Tegal and Governance
General ternal tegal Advice 80120 ‘Advice on: preparing and aprecing mediation process and
packs of information forSPMRs. Engaging and rifing
mediators, attending working group meetings (ie.
vsing on ceecing cases revising mediation process).
Advising on Fujitsu related mates. £35K per month
Case Review cK Fr Includes 0, Bod Dickinson and Canweht King 10
ay Linnell Alan Bates Pr {Bk per month upto)
Independant chair 10 ° a
[at tage nd Governani wo 100 319]
Improvement poieet
Sack Fill forGayle Peacockend Ann 42 Bak il fr people bo canductibe gp anal acess 20d
Asker the business groups
Contact Centre ° ‘ssumedthis can be done with curent resources o a
sc ° essed this canbe done wth arent resources 10 10d
‘ota: improvement project 2s uo 34d
Technology
Horizon improvements FA Funding needed beyond the 00k Fujitsu funded costs o q
ota: Technology 060 °
Fata Bn ier w]_ 50
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Changes to the plan @
+ Comms plan updated, no other added or changed milestones
+ Working Party has taken longer than expected to sign off the Mediation pack
Draft TOR for Working Party complete — to be agreed with Working Party
+ Improvements project progressing according to plan
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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 15/08
all parties. Now expected to complete 15/08
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 _&. 15/08 Working Party sign off ways of working, mediation pack and comms:
peepee 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
oro ‘A. 1908 start endagement wit 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.
On
Montrack A achieved Milestone A Original Date (not achieved) /\ Delayed (no impact) A At Risk/ Delayed A Issue / Delayed
[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 3)
[{] 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.
@
ontrack Achieved milestone Original Date (not achieved) /\ Delayed (no impact) A At Risk’ Delayed A Issue / Delayed ww
[[ ] Nemes of critical resources -- (potential 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 65)
[{] 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 Onn
[] 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 @
Arisk workshop is scheduled for 15"" August. At the workshop we will
identity the key risks, their potential impact and mitigation plans. They
will be tracked each week 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 Tuesday 20" at 4pm
* Andy Holt will prepare the slide pack and chair the
meeting
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