Current Actions and Decisions Log
ExCo Meeting 23 April - Actions and Decisions
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23/04/13
Action 2
Risk
e Redefine TOR for RCC to cover FS risk
e Consider the training necessary for the RCC with heightened
awareness for FS as the Business moves into Current
Accounts
e Define compliance in FS and the relationship with the bank.
Update 27/06/13: Ongoing - in progress.
sc
SC/FH/NK
SC/NK
End Oct
23/04/23
Action 7
Explore the opportunity using the Alarm response centre to
provide care for customers; possibly as part of the home
insurance market.
Update 07/08/13 — currently in discussion — NK to be involved
HC to meet with SC
Update 08/11/13 - Alarm monitoring — discussions can take place
once contracts have been signed with the selected vendor for the
provision of Grapevine and alarm monitoring services as part of
the separation from RMG. This is likely to be April 2014.
HC/MM (PB)
Ongoing
ExCo 18 June - Actions and Decisions
18/06/06
Action 1
Information Security
Policies need to come back to ExCo for review and agreement
with solutions for areas where compliance is difficult. eg
acceptable use policy. Update 25.02.2014 — Acceptable use
policy presented at 13 Feb ExCo. Exceptions to be
discussed at ARC.
Ls
Complete
ExCo 23 July - Actions and Decisions
23/07/16
Action 2
Forecast
After decisions are taken on 1 August, announce the big
decisions about cost reduction and changing the business, small
central function (ways of working — new HQ), then position the
cost reductions which will affect people e.g. Christmas stamps.
Update: 30/10 in progress — ongoing.
MD/FH/CD
Ongoing
Series of
comms
underway
(MD 17/10)
ExCo 20 August - Actions and Decisions
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20/08/17
Action 1
ExCo Cascade
Put in place a process for cascade of ExCo decisions and update
on discussions.
Update: 30/10 in progress — ongoing.
MD/AL/AR
Ongoing
ExCo 16 September — Actions and Decisions
16/09/23
Action 3
Strategy & Funding
Need to start to reconsider targets for this year STIP & LTIP —
because of the delay in getting agreement. Start to communicate
this with Will & Tim.
- Also need to consider communication to colleagues for STIP.
ME/FH/CD/SB
Closed
ExCo Meeting 22 October
- Actions and Decisions
22/10/06
Action 4
Maypole
Need to return to ExCo for final sign off of the approach and
delivery plan. Use the ExCo subgroup for governance.
Update: DWP have advised that they would like to make a
joint announcement in December although BIS are pushing
for an earlier announcement.
Discussions with DWP about the future of POca have
moved on since the presentation to ExCo in the autumn.
DWP decision-making was slower than expected and POL
did not receive feedback on its proposed approach until a
meeting of officials in January. At this meeting, DWP
confirmed a replacement service (“POca2”) was needed and
Post Office Ltd was asked to develop a costed proposal to
be presented to DWP on 20" March. A subsequent meeting
of DWP Secretary of State (SoS) with BIS SoS and the Chief
Secretary to the Treasury took place in late January and
was inconclusive (although the need for a future service
was acknowledged).
A degree of scepticism has emerged from discussions with
NK, KS
Ongoing (on
ExCo agenda)
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DWP and in particular HMT officials about whether NS&I will
truly offer the best ‘value for money’ (this is obviously
surprising given that NS&I is an executive agency of HMT).
In addition, our state aid discussions have recently
commenced and it is clear that scrutiny of how the future
service is procured will extend to our suppliers. These
issues may affect our decision to appoint NS&I directly with
the implication that Post Office now needs to plan for
possibility of having to run a public procurement for the
new supplier.
The Maypole Project is continuing to focus on developing a
proposal for DWP by the 20 March deadline, taking due
consideration of the procurement risks outlined. As agreed
with the Board, the ExCo sub-group is being used for
governance and will be the approval route before
submission.
22/10/08
Action 6
Maypole
Carry out a contract comparison between the existing POCA
contract and FOCS contract to assess any implications and
risks.
Update: Work in progress.
KS/CA
Mid Nov
22/10/25
Action 5
Horizon
Include a risk assessment of introducing the local’s model in the
process improvement work being undertaken as staff
subpostmaster relationships may be different.
Update 5” Feb: All post office operating models are included in
the Business Improvement Programme considerations. Each of
the 9 work streams that make up BIP will detail their future state
implementation and milestone plan by end of Feb 2014. A
further update can be given in March.
Update 12th March - the milestone plans have been
developed to include all post office models. These plans
will be reviewed in detail over the next few weeks to ensure
the new ways of working accommmodate the variances of
each of the models.
AVDB
Mid March
ExCo Meeting 19 November - Actions and Decisions
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19/11/02
Action 2
Update on Horizon
Develop a comms strategy regarding the expectation gap
MD
10 Dec
19/11/04
Action 4
Update on Horizon
Conclude legal advice on obtaining documents from SS
Update: Chris Aujard has formally written to SS requesting
disclosure. We are waiting for their formal response.
CA
Completed
19/11/13
Action 2
Project Wave
Produce a case for the additional resource for an experienced
programme manager and additional resource to deliver and
manage Wave and bring back to ExCo to sign off.
MG
Mid Jan (on
MARCH 18
Agenda)
19/11/14
Action 3
Project Wave
Produce a more detailed sales model, including payments options
for customers, and including branch role. 2 or 3 options with what
we need to believe to deliver each option, e.g. no. of referrals
required, fallout. Expectations from crowns, mains and locals.
Work with Michael Larkin.
MG
Update at next
ExCo
19/11/16
Action 2
Subpostmaster survey
Look back at the communications and strategy questions in the
survey at the time of forward 5to11 to see if we can learn from
what went well
MD
Jan
ExCo Meeting 8 January 2014- Actions
08/01/05
Action 2
Energy Proposition
ExCo subgroup of MG, NK, KG, CD to agree the strategic
principles including the operating model & sales model and then
discuss with PV before returning to the ExCo in March for sign off.
MG/PB
In progress (on
MARCH
Agenda)
08/01/07
Action 3
Energy Proposition
Ensure contract proposals include:-
Protection on price (benchmarking other providers)
Exit clause if POL wants to hold its own energy licence.
MG/PB.
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08/01/09
Action 1
Subpostmaster Engagement Satisfaction Measure
Set up a programme approach as part of culture change and
mutual ways of working.
MD/FH
End of Feb
ExCo Meeting 14 January 2014- Performance Update - Actions and Decisions
14/01/01
Action 1
Easy to do Business with
Stuart Fox Mills to provide the analysis to show what issues are
driving the results — to then discuss with ExCo members who own
each area being measured to agree on the actions to be included
in the plan.
ExCo paper on customer measures being taken to 13"
February ExCo to inform business scorecard discussion.
This includes the current understanding that the branch
queuing experience, staff attitude and salience and digital
awareness and experience continue to be the most
significant drivers. A refreshed view of easy to business with
drivers will be presented by the end of February.
PB/SFM/ALL
Ongoing
14/01/02
Action 1
Employee Engagement Index
ExCo members to discuss functional results with their HR
Business Partner — to understand what is affecting individual
scores and agree what actions will be taken.
ExCo
End Jan
ExCo Meeting 13 February - Actions and Decisions
13/02/03
Action 2
Project Sparrow (Business Improvement Process)
Report back to ExCo on the effectiveness of HORice pilot
AVDB
June ExCo
13/02/06
Action 5
Project Sparrow (Business Improvement Process)
Discussion on future ExCo agenda on the cash ownership and
business model for the network.
AL
July
13/02/08
Action 2
Project Sparrow (Prosecutions Policy)
Introduce a new management metric to measure the
Business — losses
Support — spmr engagement
Programme — efficiency cost
AVDB
June
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Possibly covering To report to ExCo every quarter
13/02/14
Action 2
Business Transformation
Provide an internal communications and external stakeholder
management plan for strategic sourcing — recognising the timing
of the general election, refer to the Board paper.
MD
End March
13/02/17
Action 5
Business Transformation
Identify the key 6-8 people necessary to deliver the project, and
bring back to the ExCo discuss privatisation of projects including
NT, CT, Sparrow and IT.
LS/FH
13/03
13/02/19
Action 7
Business Transformation
Invite guest to ExCo who has delivered this change to share their
journey.
Ls
13/03
13/02/22
Action 1
Business Scorecard 2014/2015
Martin George, Nick Kennett and Kevin Gilliland to recommend
the customer measure to Paula Vennells for Sign off.
Update 12" March. In progress
MG, NK, KG
Ongoing
13/02/26
Action 1
NFSP Agreement
Dispute resolution process and framework termination to be
presented to the ARC to fulfil an earlier action point. Include to
effect of the change in legal status of the NFSP.
Update 12" March - In Progress
CA/KG
Ongoing
13/02/27
Action 1
CTP
Analysis of additional open plan or FS rooms to be taken offline.
KG/MG/NK
End Mar
ExCo Meeting 18 February - Actions and Decisions
18/02/01
Action 1
Financial Report
SH to send a note to ExCo members whose teams need to make
decisions on accruals, before the year end.
Update 12/03/14: Finance team dealing directly with
directorates as required.
SH
Closed
18/02/03
Action 3
Financial Report
Produce a Comms plan to feed into the brief for NFSP conference
and report and accounts with the ‘story’ of new product
opportunities to strengthen the top line next year.
AR/MD
End March
18/02/04
Action 4
Financial Report
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Produce a communication update on the Business Scorecard and I AR/MD End Feb
likely outturn for key performance measures and the effect on
bonus payments and a plan for communication.
18/02/06 Action 1 Transformation Board
Communicate to SLT the new Governance structure and their role I AL/AT/MD End March
in holding ExCo to account.
18/02/07 Action 2 Transformation Board
Network Transformation check the 12 — 24 month Mains as they HC End Feb
look out of kilter - are these 21 offices a problem — HC to
investigate.
18/02/11 Action 4 Independence & Separation MG End March
Martin G to instigate a group to focus on the RM relationship, and
its effect on separation, mails preference, finance and
communication.
ExCo meeting 13 March — Actions and Decisions
13/03/01 Action 1 Business Transformation All 18/03
ExCo to feed in comments on the 2020 transformation vision
document_to Martin Edwards
13/03/02 Action 2 Business Transformation ME 18/03
Circulate a copy of the vision document to the team working on
Bus Tran
13/03/03 Action 3 Business Transformation All End March
All to consider the questions which need to be answered to make
the ‘journey to June’ clear and feed into MG and ME
13/03/04 Decision 1 I Business Transformation
Set up an ExCo subgroup for Bus Trans (CD, NH,MG, PV [MD &
CA when required
13/03/05 Action 4 Business Transformation
Presentation changes:-
e Need new titles for slide 4 categories
Ls
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e Refine slide 6 to align with the visions and ensure it relates
to the Public purpose statement
e Rewrite slide 8 to include the new PO models and the
different skills required in a transactional and
relationship business
e Slide circulated with options and saving, add in the current
run-rate including any saving in the budget, to show
where we would be without Bus Tran
e Market engagement slide — if using this slide consider
removing option 3 as it isn’t really an option
e Produce a communications timeline and stakeholder
engagement slide for the pack
MG/ME
ME
Ls
Ls
AR/MD
13/03/06
Action 5
Business Transformation
Produce an appendix to slide 5 to show the dependencies and
influences on the process to bring back to the Business Trans sub
group BTSG
LS/AT
13/03/07
Action 6
Business Transformation
Need to be clear about what the Transformation Partner delivers
and who owns the transformation, who is responsible for
designing and delivering
BTSG
LS
13/03/08
Action 7
Business Transformation
Produce a narrative to explain the Target Operating Model (TOM)
to the Board. A paper with 6 to 8 slides showing the CORE
Business/TOM and the amended circulated slide with the different
options and savings relating back to the visions 2 page document
ME/CD
18/3
13/03/09
Action 8
Business Transformation
Need to identify the risks in the paper and take to BTSG
LS/CA
13/03/10
Action 9
Business Transformation
Need to be able to respond to the issues raised by Tim Franklin
and explain why option 5 is not the preferred ExCo option, not for
Ls
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inclusion in the Board pack but available to answer questions.
13/03/11
Action 10
Business Transformation
Discuss strengthening the team with Neil Hayward and take back
to BTSG
LS/NH
13/03/12
Action 11
Business Transformation
Paula to discuss with Richard Callard at their next meeting
PV
13/03/13
Action 1
IR update
Provide a Board paper, to be signed off at the next ExCo setting
out the offer, its relation to the existing mandate, how it helps with
the journey to breakeven, and explaining next steps
™
17/03
13/03/14
Action 1
Corporate Governance
Circulate the Internal NEDs Job Description for comment
AL
17/03
13/03/15
Action 2
Corporate Governance
Include in committee TOR information requirements to and from
other committee and risk reporting requirements
AL
End of March
13/03/16
Action 3
Corporate Governance
Produce a calendar for all ExCo committees and meetings to
ensure information and reports flow effectively
AL
End of March
13/03/17
Action 4
Corporate Governance
AL to meet with KG and MG to decide on the future of the
‘operating Board’
AL/KG/MG
13/03/18
Action 5
Corporate Governance
Change the R&CC TOR to include it being a filter for the Audit
plan and to monitor against the RAG audit findings.
CA
End of March
13/03/19
Action 6
Corporate Governance
CA to share the internal audit plan with ExCo
CA
End of March
13/03/20
Action 7
Corporate Governance
Rewrite ExCo TOR to include leadership behaviours
AL
End of March
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13/03/21
Action 8
Corporate Governance
AL and CA to review Board and ExCo TOR
ALICA
18/03
13/03/22
Action 1
Commercial Committee
Circulate Commercial Committee TOR to ExCo
MG
18/03
13/03/23
Action 1
Sparrow
CA to check with Jessica Madron, and feed into Linklaters,
whether the Business is able to give sub-postmasters three
months’ notice and whether this should be used as a benchmark
in the mediation process.
CA
13/03/24
Decision 1
Sparrow
A sub-group of the ExCo would be set up to consider the
Linklaters paper and sign off the paper for the Board on behalf of
the ExCo. The Sub Group would consist of CD,MF,PV,NH and
CA (sparrow sub group SSG)
13/03/25
Action 2
Sparrow
CA to ask LL if they can get benchmark what we are doing with
sparrow against any other business who had had to deal with
similar clams eg standard life
CA
13/03/26
Action 3
Sparrow
After receiving the LL report, SSG to consider where the
Business stands on consequential loss and whether there is a
need to communicate to claimants to highlight the expectations
gap, as staying silent may be seen as acceptance of the level of
claims
CA/SSG
13/03/27
Decision 1
Project Slaid
ExCo approved the Business Case to move from Old Street to
Finsbury Dials
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13/03/28 Action 1 Project Slaid
Reduce the cost by recycling furniture wherever possible He
13/03/29 Action 2 Project Slaid
Produce a timeline for the move He
13/03/30 Action 3 Project Slaid
MD/AR
Produce an internal communication explaining the decision to me
to a cheaper, smaller HO to the staff, and circulate asap
13/03/31 Action 4 Project Slaid
Find out if the least enables us to have input to the choice of He
tenants on the other two floors
13/03/32 Action 1 Strategic Risk
Circulate draft ARC minutes to ExCo AL
13/03/33 Action 2 Strategic Risk
ALICA
Risk to return to Monday ExCo for a discussion on how we raise
profile of risk and embed it in the ExCo sub committees and the
business
13/03/34 Action 1 Pensions
. NH/CD
Email to ensure the ExCo that the Business can deliver the
pension changes in the timescale proposed having taken into
account all the risks. Also include the costs to the Business if the
date is not achieved .Agreement to go ahead in principle after this
email is circulated
13/03/35 Decision 1 I Pensions
Recommend to the Board the removal of the lower 3%
contribution tier and replace it with a 4% employee, 7% employer
contribution rate and to add an upper contribution rate of 6%
employee, 9% employer.
13/03/36 Decision 2 I Pensions
Recommend to the Board that the Business cease to participate
in the RMDCP wef 1 April 2015 and for a new Post Office Defined
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Contribution arrangement to be put in place from that date.
13/03/37 Action 2 Pensions
Next steps of the Pension project to come back to the ExCo NH
13/03/38 Decision 1 I Reward - STIP
Agree with the removal of the engagement score index threshold
and making 55% the target.
13/03/39 Decision 2 I Reward — STIP
Agree to replace the existing measure for Crown Profit with exit
run-rate and a target of breakeven.
13/03/40 Action 1 Reward — STIP 1/4
Produce a robust run rate measure which can be tracked CD/NH
throughout the year and is auditable with a target of breakeven.
13/03/41 Action 2 Reward — STIP 18/4
NH to feed in ExCos preferred position to retain the crown profit at I NH
12.5%.
13/03/42 Action 3 Reward — STIP 18/04
Amended scorecard to come back to the ExCo on the 18" March _I NH
13/03/43 Action 1 Reward — LTIP 18/04
NH to feedback that ExCo would prefer to remain with access NH
criteria as the measure and not move to access points
13/03/44 Action 1 BPMA
PV/MD
Request from BPMA to ask colleagues if they would like to
contribute to the funds being sought to deliver the Mail rail project.
13/03/45 Action 1 Diversity
Consider an ally scheme in the Business to support diversity NH
13/03/46 Action 1 SLT Leadership day 4'" April
All asked to respond to the note to be circulated on the theme for All
the SLT day, and the role the ExCo will take
13/03/47 Decision 1 I Team talk Live
An ExCo member will be the sponsor for future team talk live MG
events — Martin G leading the next one, including an ExCo
session to prepare.
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13/03/48
Action 1
Team talk Live
Feedback from the last team talk live to be circulated when
available
MD