One to One Meeting Record
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1 I Personal Details
Name Gary Thomas
Line Manager: Jason Collins
Date of meeting:
20! August 2010
One to One period covered:
5% July 2010 to 20% August 2010
Next 1-2-1 date/location
Future scheduled 08/09/10, Team Meeting Swindon?
Update - Priorities for coming months & quarter
Evidences which
Behaviours
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> 7 cases currently on-hand (2 x On-going, 1 x Liaison, 1 x Interviewed, 3 x Prosecution,)
> Priorities: All cases listed, in order of priority, giving brief account of required/recommended action
1. Over Wallop — Submitted case to Criminal Law Team. Summons advised now.
2. Bradwell — Trial cancelled from W/C 19" July 2010. now scheduled for W/C 15'" November 2010.
3. Town Common - Police liaison case. Assisted with interview, looking like closure.
4. Riverhead - Very complex statement requested by Diane Chan (Council). Submit multiple GS208' s for all witnesses on multiple form
nearer to trial date of December 2010.
5. Multiple Offices - Redirections Fraud. Spoken to Kelly Samuels and identified person at one office processing applications as the
Postmistress. Spoken to all Postmasters regarding fraudulent applications. Continuing on-going monitoring through Royal Mail
before consideration of closure due to no internal involvement.
6. Other — i) Fraud Risk commitment regarding “Whistleblower” project. Engagements with stakeholders recently made and future
meetings to be set up now. Meetings with Grapevine & Rick Griffin also to be arranged in coming weeks. New Speak Up policy
launched and John Scott to advise way forward in next week or two.
ii) Assisting Andy Rekesius (RM Sec) — Suspicious RMSD letters from Trowbridge PO — Horizon analysis obtained (currently no
case)
iii) Attend Fraud Risk Team Meetings for ongoing development and knowledge share to South Fraud Team.
iv) Continue to be part of the Swindon Stock Centre Fraud Risk Group.
v) 1am involved with the Strategy Group looking at Mission / Vision etc led by Nigel Viles & coordinated by Chris Knight.
vi) Following the Security Conference I am part of the Strategy Group looking at Truly Celebrating Success led by Tony
Newman.
vil) Continue with my CAM / BM engagement following recent presentation through
WTL sessions and plan high profile visits.
vili) Look at options to increase sign up to Grapevine & contact Loss Prevention Manager Ray Winter (Rymans) and other
Multiples.
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3. Line Managers comments & Comments on Line Manager Quarterly
Performance
Marking-to date
[X = 1, 2n¢, 36,
Comments on Line Manager
> Jason continues to support me as and when required, although I believe I am generally capable of working with little supervision
necessary.
Line Manager Comment
Fo eeecteessseeseneensnee
4. Progress against Personal Objectives (To identify issues which may hinder successful completion and corrective action required,
highlighting changes from last 1:1 in achievement, progress against milestones and issues)
Objective Progress since last meeting Next milestone Status (G. A. R)
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Participate in the creation of and the deployment in a
Fraud Risk / Counter Fraud Strategy:
Be an inclusive part of a cross strand initiative to deliver
acomprehensive fraud strategy that will define an end
to end approach to managing fraud, to include.
e Assist in the strand reviews of current operating
processes
e Seek the identification of gaps / areas for
improvement
¢ Consideration and inclusion of other strands /
wider stakeholder needs / requirements
e Deployment of the Strategy with continuous
provision of feedback
Assisted Mike Wilcox on
the correct Programmatic
Approach regarding his
recent Field Support
Advisor presentations.
Project Manager for
“Whistleblowing"
Policy adhering to new
Programmatic Approach
policy.
Part of Nigel Viles
Strategy Group dealing
with Mission & Vision etc.
Part of the Strategy
Group looking at Truly
Celebrating Success led
by Tony Newman
Ongoing meetings planned
ktc. Will be presenting an
update on “Truly Celebrating
Success” along with Tony
Newman at the Security
Conference on 25" Aug 2010
land giving award to the 1%
Quarter Winner.
Green
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Seek to maximise the commercial returns on the
Grapevine portfolio of services by strand engagement:
Demonstrate synergy with the Grapevine portfolio
service and evidence that Strand operational goals are
being supported and enhanced by the full utilisation of
Grapevine support.
Through 2010/11 demonstrate a minimum of three
examples of either resource saving, crime risk
minimisation or commercial advantage achieved by
utilising Grapevine.
Visit Grapevine in next 3
months to develop
engagement and how we
can support them.
Target individual
multiples for sign up.
Andrew Daley doing PID.
Look at plurist offices
and use sign up forms to
Grapevine especially if
clerk is not
Subpostmaster.
Contact Ray Winter Loss
Prevention Manager
Rymans. Sell fact nil cost
to join
Communicate to
Contracts Managers and
re-iterate to try to sign up
new appointments or
even temps.
Contacted Ray Winter
(Rymans) and obtained
Grapevine sign up agreement.
Posted applications and
awaiting return now. (14/8).
Sent communication to all
Contract Managers (15/7) and
received feedback from
several individuals.
Other wok restricted by T&S
embargo.
Green
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Full implementation/deployment of the Fraud Strand
Customer Engagement Plan
Improve the Fraud Strand’ s customer engagement
activities and gain a deeper understanding of the Fraud
strand’ s customer requirements and expectations.
e Participate in the review of Fraud Strand
Stakeholder/Customer list
e Test customer requirements / expectations
e Implement customer engagement plans,
ensuring customer expectations are considered
and addressed
e Communicate plans / Continuous review.
Identification of
Stakeholders, who they
are and how do we
contact them or meet
with them to achieve their
expectations.
Confirm there preferred
engagement and
expectations and request
for information format.
Following Recent CAM
presentation awaiting
feedback form created to
gauge customer
expectations & views.
Green
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Contribute to the overarching aim of improving
Security Team performance across the six focus areas:
Know and Manage Our Customers’ Expectations:
As a Security, Fraud Strand member contribute to the
successful achievement of improvements across the
focus areas; demonstrate enhanced competency around
the six and deliver both personally tasked focus area
along with peer group support as per the security
development plan.
Part of Strategy Group
looking at. “Truly
Celebrating Success” .
Part of Strategy Group
looking at “Mission /
Vision" .
Delivered Security
presentation to CAM area
being rolled out
nationally to BM’ s.
Assisted Fraud Risk Team
this year and Project
Manager for
“Whistleblower” .
Will be presenting an update
on “Truly Celebrating
Success" along with Tony
Newman at the Security
Conference on 25" Aug 2010
and giving award to the 1"
Quarter Winner.
Obtained details of recent
“Mission / Vision” strategy
meeting.
Awaiting further
Whistleblower development
following launch of “Speak
Up".
Green
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Role model all impacting behaviours to support both
culture shift, maximisation of resource within Security
Team and PO Ltd operational targets:
Visible outputs to include (not exhaustive): inter Strand
activity support, Crown Office cover, product support
day participation, adherence to all elements of
programmatic approaches and adherence to all
impacting personnel processes...
To assist the Crown Office
Network on ad hoc basis
through volunteering or
when network requests
support.
“Embrace” and use
CAM area for support for
everything Security!
Support other strands
through volunteering or
by request as with
Physical Security at Ashley
Road
Adherence to all elements
of Programmatic
Approaches with
“Whistleblower” Policy
and completion of P.I.D.
P.P P.LLR. Communication
& Training of colleagues
in this approach on their
programmes.
Assisted Basingstoke Crown
(Office with Summer Travel
Campaign.
Green
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Financial Target:
e Reduce losses in the Post Office by 10% (through
continuing analysis and security / fraud
management intervention).
Delivered Security
Presentation, to CAM
area being rolled out
nationally, aimed at
reducing losses in Crown
Office’ s. Ongoing
engagement and support
through monthly
analysing and through
WTL sessions and high
profile visits.
Maximise Casework
recoveries through
persuasion and
identification of realisable
assets.
Increased Grapevine sign
up may help mitigate
future trend losses
Due to Swindon Stock
Centre Program
involvement Transactional
Corrections will be
apparent on stock
discrepancies for first time
in at least 7 years which
should improve many
financial targets going
forward.
Recently Secured a £25,614.45
full recovery in “Over
Wallop” case through
persuasion.
Obtained Grapevine sign up
from Rymans.
T/C’ s now being issued
following the successful
introduction of the Swindon /
Chesterfield ACL system.
Green
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Personal Objective 1: Qualitive
Increase Security Team support & visibility following
Cam Presentation
Working collaboratively with individual CAM & Branch
Managers through a series of high profile visits & WTLM
sessions at a minimum of 6 Crown Offices. Output being
improved Security visibility.
¢ Potential reduction of losses and deployment of
consistent processes / guidelines.
e Build in measurement of success (360 feedback
BM’ s) (Seek to reduce better than 10% reduction
year on year losses).
Unfortunately no opportunity for
progression due to T&S
restictions.
Green
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Personal Objective 2: Performance.
“Whistleblower Project”
The aim of this Project is to introduce a business wide
Whistleblower point of contact accessible to everyone
including directly employed Post Office Ltd Staff,
Franchisee’ s, Sub-Postmasters & their respective staff.
The Project objective is to achieve a single point of
contact business wide to “Whistle Blow" by reporting
crime and prevent it in helping to protect our business.
The principles set out within the policy will apply to all
employees, whether part-time or full time, temporary or
permanent and all other stakeholders, and sets out
arrangements for members of staff to raise serious
concerns about malpractice or serious wrongdoing in
ways which will protect them from reprisal.
e By successful achievement / implementation of
program in meeting timeline of program.
Progress is continuing especially
with Stakeholder engagements
although project on temp hold
at present due to recent RUG
Policy launch on 10" Aug 2010
called “Speak Up” . John Scott
to feed back following a meeting
next week with Susan Crichton.
Green
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5. I Personal Development (progress against PDP / Performance Standards and new learning experiences planned or identified)
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Action
Consider Leadership Development
Program which supports the Post
Office key priority to improve
performance through development
and communications, and offers a
series of workshops around each of
the six leadership behaviours.
. To continue to attend Fraud Risk
Team meetings for the remainder of
2010/11 and retain the
“Whistleblower” program whilst
supporting other Fraud Risk Programs
(Swindon) when workload allows.
. Visit Grapevine in Manchester to
better understand their roles and
knowledge share with South Team
Discussed as possible team meeting
between Sept — Dec 2010.
. Attend 2-day Crime prevention
Course
Progress
1) Agreed this action at 1-1 and
subsequently applied for a place on
TI" & 12th October 2010 through
PALMS. Now on waiting list as all
places taken at present.
2) Diarised all future planned Fraud Risk
Team Meetings and leading on Fraud
Risk 2 Day Team Building event in
Sept 2010.
3) Plans to visit by end December 2010
4) Course booked 13" & 14!" Sept 2010
1)
Next milestone
October 2010. Re-apply if not on October
Course.
On-Going. To discuss with Andy Hayward
how best this can be measured possibly
through the progress and success seen
from Andy to me.
December 2010
Deal with any pre-coursework once
received.
Recognition (personal/team/other colleagues) & Team issues (top performer, who needs most development, how are you motivating
and coaching your team)
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> None this month!
7. Review of Behaviours, identify a behaviour to discuss and provide examples (choose two from the following, I create value for
customers, I own performance, I take action, I work with others to win, I engage and involve, I support, develop and challenge)
Behaviours example: “Recently entered Directly onto Word Document For Quarterly PDR”
> ICVFC-—
> ITA-
>» IOP-
> IWWOTW -
> IEAI—
> ICTMTB-
8. Personal Concerns or Issues (workloads & priorities, problems, risks and successes, performance issues, own morale, domestic issues
if relevant, annual leave and accumulated hours)
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> Own Morale - Generally ok although have ongoing concerns about the continued Security Team’ s approach to Behaviours / PDR /
Recognition / MAD Survey, OD2 etc.
> Risks — Possible Whistleblower project slippage.
> Successes —
o Over Wallop — Full recovery of £25,614.45.
o Whistleblower Project — Successful engagement with key Stakeholders.
o Swindon Stock Centre - ACL program now up and running and T/C’ s issued for first time in 7 years regarding stock.
> Annual Leave — 24 Days Remaining 2010/11.
> Accumulated Hours —- More Manageable now at 14 hrs
> Other — None this month
e Request for information — Still awaiting confirmation of Andrew Perkins outcome & interested in Grapevine cost to external retailers.
9. Summarise action points and items for discussion at next 121
Date Action Timescale Owner Update Complete
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