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Sub-Postmaster Improvements & Mediations
Weekly Steering Group
15th August 2013
Litog Weg NG
Wd0=' 7
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Agenda (2)
Actions from previous meetings
Agree Working Party TOR
Agree Communications Strategy
Agree Stakeholder Points of Contact
Review Budget
Update:
1. Plan
oa fF OND SB
2. Legal
3. Risks
4. Active Cases
7. 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 @
Actions from meeting 01/08/2013
1 Produce a TOR for Working Susan 15-Aug complete
Party/independent Chair
3 ‘Contents of Horizon changes to. Andy 1 30-Aug iin
‘be shared with this group once progress
‘agreed with the business units
5 Ensure working party have as Susan 15-Aug complete
part of their remit the obligation
to ensure funds are used
Actions from meeting 08/08/2013
', Chris to talk to Sarah Hall about . I 15-Aug!
‘ ‘Chris . inew
ithe treatment of costs
{Review and sign off the \All ; 15-AugI “new
2 ‘improvement project TOR ‘ i
Include finance template slidein Andy/Simo 15-Aug complete
3 future slide decks n
Include list of active cases in Andy/Simo — 15-Aug complete
4 slide deck as reference n
Include list of stakeholders and Simon 15-Aug complete
5_their Post Office owner
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Agree Working Group TOR (2)
¢ 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 (92)
¢ 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
Angela Van den Borgerd
Susan Crichton
Mark Davies
Susan Crichton
Susan Crichton
Unions Angela Van den Borgerd
JFSA : : Angela Van den Borgerd
Media Mark Davies
Independent Chair Susan Crichton
IT Suppliers Lesley Sewell
NFSP. Angela Van den Borgerd
BIS 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
I 8. Mediation costs are sensitive to the number of cases. Budgeting assumption is 75 cases.
I 4. Does not include the £310k spent from April 2012-July 2013 (incl VAT)
I 5. VAT costs are at 20%
I 6. All actuals include VAT
_ 7. Does not include the cost of implementing the recommendations of the improvements projects
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Programme Forecast August 2013 - March 2014
Item £k cl VAT Comments
: ete Cases (using Mediation) 962 1154 _ 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 a 42 50 Cost for quick wins and gap analysis
Technology 50 60 Funding anticipated beyond the £100k Fujitsu funded costs
Total 1373 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 1,958}
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2012/13 Invoices received
Budget — Costs to Date (last FY and this FY to 1st August)
2nd Sight Ii Millnet me Kay Linnell I [Total
163.98 . Total 14.00 Total 6 I 183.98}
iInvoice jamount ]__ [Month Invoice - amount ia [Month Invoice amount L a
85) 12.00. Jan 12566/900772 3.7 Jan Te ee
_.14.00;_ :Nov 12141 7.2 April 842 24)
11,00: ‘July __ 13000/900772 3.1; July _ 87 12),
6.00, .
17.40!
25,00!
2013/14 Invoiced to 1st August 2013
2nd Sight I] Millnet I I Kay Linnell I Frotar
i 119.59. Total 3.10 _Total 3.6 126.29
\Invoice amount ] : [Month Invoice amount I [Month Invoice amount I
25.39 July 13000/900772 3.1 April 842 24
duly oo 874 2
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Budget — Forecast (Aug 2013 — March 2014)
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Item £k — éktotal incVAT comment Board Paper Board
net VAT @ 20% low Paper hgh
Complete Cases (using Mediation) ‘Assumed number of cases: : 75
Second Sight 25 Second Sight at 25k per month (Aug-December) __ 100 150)
Back fill for internal resources & 90 15k per month, 6 months
extemal assistance 7 oe
Mediator(s) 25 Assumed 3k per case - will use a national company
Mediator Expenses _. 80 travel, meeting rooms, training etc .
Legal support case preparation-BD 56 £750 per case assume all cases
Legal support - case advice 28 £400 per case. assume all cases. £400is their estimate for
simple cases, but if we assume some will drop out this
. should average out.
Legal support-mediation meeting 150 £2k per case - assume all cases - could recruit internal
staff to reduce costs?
Independent advisor for 238 Per case: £1.5k case prep +£1k mediation meeting.
Subpostmasters Plus £50k contingency for more complex cases 350559
{Total: Complete Cases (using Mediation) 962 1154 450 700
Legal and Governance ceee ee ee . meee
General External Legal Advice-BD 120 Advice on: preparing and agreeing mediation process and
packs of information for SPMRs. Engaging and briefing
mediators, attending working group meetings (ie.
advising on rejecting cases; revising mediation process).
Advising on Fujitsu related matters. £15K per month
_ Case Review - CK 175 Includes QC, Bond Dickinson and Cartwright King 100 300)
Kay Linnell/ Alan Bates 14 £2k per month (up to)
Independant Chair 10 0 19
[Total_Legal and Governance 319 383, 100__ 310]
Improvement project __ we a _-
Back Fill for Gayle Peacock and Ann 42 Back fill for 5 people to conduct the gap analysis across 20020
Allaker the business groups
Contact Centre ; 0) assumed this can be done with current resources 40 = 4
FSC 0 assumed this can be done with current resources 100 100)
Total: Improvement project 4250 340340]
Technology
Horizon improvements 50 Funding needed beyond the £100k Fujitsu funded costs 0 q
Total: Technology 5060 0 Q la
Total 1373 _1647 g90] 1350 (9)
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 I 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 22/08
Prepare paper on pros and cons of continuing to bring prosecutions Susan 28/08
Susan 10/09
Appoint independent Chair
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Public Commitments- High level Plan ©
Work Stream : 2013 2014
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr
Collaboratively A\22/07 JA meeting to agree investigation sdope and apptoach
complete cases ‘A 25107 First Working Partly Workshop {o define Ways of Working
Angela VDB _£\ 15/08 Working Party sign off ways of working, mediation pack and comms
oo eenerton _A19/08 New ways of working fully implemented
Second Sight AI 22/08 Medidtor(s) appointed
‘Al 24/08 TOR fpr Monthly Oversight Boafd agreed
‘Al 30/10 complete first cas¢ 48/02 All highipriority
A dases completed
Monthly Olersight Boatds A A A A A A A A
Adjudication of future A 24/08 Define process for appealing caseg outside the line
cases A 10/09 Appoint an independent figure to determine how an Independent afety net might be introduced
Angela VDB to adjudicate in disputed cases in the future
Susan Crichton A 15/09 IndependerIt review commences
A 19/10 Indepentient review thakes recon{mendations
AI 25/10 Post Office Implements recommendations
Branch User Forum A 12/08 Create Draft FOR
‘Angela VDB ‘A. 14/08 Start engagement with) stakeholders
Lesley Sewell
& 06/09 ai engagement with stakeholders,
A 13//99 Issue final TOR and send out invitatipns to first forum
A 05//10 F)rst Branch User Forum
Brandh User Foruth meets regularly & A A A a A
(frequeihcy_agreed in TOR))
Notes: ; a Version 007 20130815
Tasks added since last version in red.
Aon Track A\achieved milestone A Original Date (not achieved) \ Delayed (no impact) A. AtRisk/Delayed A Issue / Delayed ee
[1 Names of critical resources. ----> Pevensey (potential impact) (material impact)
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Legal - High level Plan
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-A30/08 CK review of cases complete
\—A 19/09 Rresent paper to ARC.
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30/07 Appojnt QC to adyise POL on strategy andI process forI
given the findings of the Second Sight interim report dated
4\02/08 Initjal findings from QC shated with Post Office
A “ne initial findings from QC discussed with CK
130/08 TOR fpr full QC report agreed
AB0/09 Full Q¢ report complete
A] 28/08 prepafe paper on pros and corjs of continuing to bring
Work Stream 2013 2014
Jul Aug Sep Oct Nov Dec Jan Feb Mar I° Apr
Legal
AA0s/07 Tactical ways of working implemented, i" cases reviewed individually
Susan Crichton 2\36/07 Agree Response toICriminal cages review commission
Hugh Flemington :
Rodric Williams * /\ 01/08 Define route for prosecuted dases post disclosure
BD Support
17/7 Initial Sift pf cases completed and disclosure pfovided to defence, up to}
reviewing pi
prosecution:
January 2010 by CK (cartwrightking
ist/current climinal prosecutions
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A A A A A A A A A
Monthly Reporting to Prograinme Board
Notes: . Version 007 20130815
Tasks added since last version in red.
Aon Track A\achieved Milestone A Original Date (not achieved) A Delayed (no impact) AA At Risk/ Delayed A Issue / Delayed ey
[] Names of critical resources ---~-> Dependency
(potential impact) {material impact)
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Improvements - High level Plan @
Work Stream 2013 2014
Jul ‘Aug Sep Oct Nov Dec Jan Feb Mar ‘Apr
All Streams A\I 24/07 Agrep Terms of Reference witH Sponsor “pr
£\ 06/08 Agree approach to mappingjas-is process, scope, and how.it will he documented
A\08/08 Agree TermsIof Reference with steering group
A 09/98 Identify resource from pach area to bupport the tpapping of the "as-is"
A\ 09/08 Identify process for ene quick wins
30/08 StartIto identity quick wins tren the mappihg exercise)
A 05/09 [Agree whichIquick wins should be implemented with Programmp Board
A 06/09 Begin implementing quitk wins
30/09 Complete “as-is" subpostmasIer journey/eyperience with POL
30/09 Complete “as-is" Crown colledgue r journey/experience with POL
30/09 Complete “as-is” multiple partner r journeyfexperience with POL
‘A 05/10 All“Quick Wing” Implemented
A I20/10 Complete “to-be" shbpostmaster journey/experience withIPOL
‘A I20/10 Complete " to-be " Prown colleague r journey/experience with POL
A [20/10 Complete * to-be” rultiple partrier r journey/experience with POL
A 15/11 Funding for proposal approved
A1//11 Commence implementation proje¢ts
15/4 implement mechanism fo ensure allIprocesses afe regularly
reviewed and continue to be fit fpr purpose
Culture Change
Note} Milesipnes tq be provided py Gayje/Angela by 15/08
Notes: ;
Tasks added since last version in red. k~
a4)
Adon Track A\achieved Milestone A Original Date (not achieved) A Delayed (noimpact) A At Risk/ Delayed A Issue / Delayed
(potential impact) (material impact)
[J] Names of critical resources . ~---> Deveney
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Communications - High level Plan
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Work Stream 2013 2014
Jul ‘Aug Sep Oct Nov Dec Jan Feb Mar Apr
Communications and 2/07 Agree Approagh with JA
MP engagement
A JAJJFSA, POL and SS to con}municate prpcess to MPsIand SPMRs
Angela VDB
Mark Davies A —Ptpactive laungh Mediation process (pregs release)
Seend ht Reactive toMedia —_Ag cases are mpdiated presg and public dffairs team td be updated [for proactivg management)
Alo1/09 Post Gffice start engagement with MPs — individually explaining mediation process
A01/10 Start taking MPs through their actual casps
A3t/10 Joint MP update nesting (follow on from JA meeting)
Datp TBC A
Engagement
with MPs for 25
investigation
casps complete
Notes:
Unclear if JA has communicated the process to MPs
Version 007 20130815
Aon Track A\achieved Milestone A Original Date (not achieved) /\ Delayed (no impact) AA At Risk/ Delayed
[1 Names of critical resources -~~~> Dependency
(potential impact)
A Issue / Delayed (45)
(material impact)
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Technology improvements- High level Plan @
Work Stream 2013 2014
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr
Technology
Improved 4N30/07 Draft improved Subpostmaster guidance for Horizon comrpunication lirfe failure
gucenee A\15/08IReview guidance with NF8P
30/08 IssueIguidance to branches
mass te Assos Agreq contents forI Horizon rele}
Provemens) Ld + 30/09 Comnjercials agreq 15/04 release 10 Ive
Reporting
improvements \ 02/08 raisk CR with Fujitsu A.15/04 new report:
30/09 AgreeIcommercial terms with Fujitsu .
as Panne ~ LL eee Ie ----- L---- available_____
Improvements delivered N30/07 Detinel changes
through ref datal A}30/08 Deliver changes
Notes: Version 007 20130815
Draft status.
Aon Track A\achieved milestone A Original Date (not achieved) \ Delayed (noimpact) A AtRisk/ Delayed AM Issue / Delayed RY
[J Names of criticalresources 9 --~-> Deveney, (potential impact) (material impact)
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Legal Update — Case Review ©
Statistics
Fully Disclosure I Discon I Comments
as at Reviewed I recommend I tinued
14/8/2013 ed
To date 155 27 9 4 The cases of J Patel, Brown,Wylie and
Knight have been terminated.
Samra has yet to be terminated.
Remaining 70 16 It is 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 Northern Ireland.
It is 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
A risk 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
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systems will add further complexity and risk to the existing transformation programme.
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Next meeting @
¢ Next meeting is scheduled for Tuesday 20% at 4pm
e Andy Holt will prepare the slide pack and chair the
meeting
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