Current Actions and Decisions Log
ExCo Meeting 23 April - Actions and Decisions
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23/04/02
Action 1
Pay Strategy
Fay Healey to work with Sue Barton to produce a 2 page summary of pay principles
required to support the 5 year strategic plan and incentivise a commercial business.
Update 16/5/13: Meeting on 17 May to progress. Update 1/7/13: Another meeting to
progress further
FH Update 19/8/13: Workshop has been delayed due to annual leave. The Workshop is
being held to develop the Reward Principles which relate to the 20/20 Strategy. SB
Update 9/9/13: FH and SB will have a catch up on the 17" Sept at 9am to progress
this action.
Update 16/12: Due to CWU discussions, Pay Strategy workshop now to be
rescheduled to January.
FH/SB
Jan
2014
23/04/13
Action 2
Risk
edefine TOR for RCC to cover FS risk
onsider the training necessary for the RCC with heightened awareness for FS as
the Business moves into Current Accounts
.
efine compliance in FS and the relationship with the bank.
Update 27/06/13: Ongoing - in progress.
Sc
SC/FH/
NK
SC/NK
End of
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
HC/MM
(PB)
Ongoi
ng
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.
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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. E.g. acceptable use
policy. Information Security
Policies need to come back to ExCo for review and agreement with
solutions for areas where compliance is difficult. E.g. acceptable use
policy.
LS Update: 01/07/13 The Head of Information Security will be
contacting each ExCo member to discuss the Policies and identify area
where compliance will prove difficult.
LS Update: 07/08/13 All but 1 Policy (Acceptable Use) are now on the
Intranet and are part of an Information Security and Assurance
communication plan along with the Information Security Handbook
and on-going training and awareness. The Acceptable Use Policy was
raised as a potential non-compliance issue by several ExCo members
and therefore has not been published; a Corrective Action Plan has
been drafted to mitigate any potential risks of non-compliance. The
Corrective Action Plan will be provided to ExCo for agreement during
the week ending 9 August 13, members will be asked to provide their
response by 27 August 13
LS
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The Information Security Training, Awareness and Communications
plan is on target, with specific Information Security requirements
being tailored for Central Support Tea, Branch (Crown) Branch
(Network) and Supply Chain every month. Branch Training will be
completed, in September, and includes online learning and
Workbooks, with additional communications on Branch Focus and
Grapevine.
LS Updated 30/10/13: Proposed solution presented on 15" October
didn’t provide enough flexibility for individual members to email each
other within a secure community (i.e. a community being EXCo or the
Board).
Information Security and Assurance Group are providing a list of
options for EXCo to consider, by End of December.
Options have been provided to gain Board acceptance of the outstanding
policy. The updated policy is going to Risk and Compliance Committee in
January 2014 (this month) to be finally presented to to ExCo in February
2014,
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.
MD/FH/CD
Ongoing
Series of
comms
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Update 30/10 in progress - ongoing
underway (MD
17/10)
ExCo 20 Augu:
st - Actions and Decisions
20/08/17
Action 1 ExCo Cascade MD/AL/AR
Put in place a process for cascade of ExCo decisions and update on
discussions.
Update 30/10 in progress - ongoing
Ongoing
ExCo 10 September - Actions and Decisions
10/09/04
Action 4 Supply Chain cD
Need to produce a supply chain P&L to help highlight the cost drivers
to the customers and help reduce demand.
End Nov
10/09/12
Action 2 Sparrow MD
Communications team to continue contact with MPs involved in
Sparrow to build the relationship and build in good news e.g. NT.
Next contact before JA letter (likely 1°* week Oct).
Update 30/10 in progress - ongoing
Ongoing
ExCo 16 September - Actions and Decisions
16/09/06
Action 6 Cost Management/Value for Money
Set up a cost workshop to identify costs/wastage in the business.
cD
November
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.
ME/FH/CD/S
B
Jan
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lso need to consider communication to colleagues for STIP.
ExCo 15 October - Actions and Decisions
15/10/02 Action 1 Looking Beyond Network Transformation
Return to ExCo with a defined proposal and timeline, (including
resource plan to be agreed with Chris Day and Fay Healey).
SB End Nov
Terms of Reference to cover (1) customer and growth; (2) models;
(3)ownership and efficiency (including product portfolio) and to be
agreed by a sub-group of NK.MG,KG,SB
15/10/07 Action 5 Q2 Full Year Forecast and Budget
Consider any additional FYF risk to FS and telephony sales as a result I NK/MG/SH End Nov
of ‘Action Short of a Strike’ and feed into Sarah Hall.
Update from NK: 4 November: In progress
15/10/09 Action 7 Q2 Full Year Forecast and Budget
Fay and Colin to return to ExCo with a cost/headcount reduction FH/CD 12 Nov
proposal including CR as one of the tools. All teams to assume CR as
a tool to achieving cost reductions.
15/10/11 Action 1 FS Investment Products
Nick to bring the FS Investment product options back to ExCo after NK Jan 2014
completion of the market research for decision on progressing
further.
ExCo Meeting 22 October - Actions and Decisions
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22/10/06 Action 4 Maypole CD, KG, SB, CA, MG, I ongoing
NK, KS
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
22/10/07 Action 5 Maypole SB ongoing
Ensure that the maypole and supply chain ExCo subgroups are
aligned.
22/10/08 Action 6 Maypole KG/CA Mid Nov
Carry out a contract comparison between the existing POCA contract
and FOCS contract to assess any implications and risks.
Update: Work in progress
22/10/12 Action 3 Financial Performance SH 30/10
Produce analysis of full year forecast exit rate to feed into next year's
target setting and give comfort to the Board.
22/10/15 Action 6 Financial Performance MG Ongoing
Provide the ExCo with the drivers and actions to improve the ‘easy to
do business with’ customer measure. To be circulated.
Update - The drivers of the easy to do business with measure remain
the in branch experience and the awareness and credibility of our
online offering. Specifically effectiveness of staff to keep queues to a
minimum, quick service and friendly, helpful staff are the drivers of in
branch experience. An ExCo customer dashboard reflecting this in
more detail will be available in early January and revalidation of the
drivers will be complete for early February.
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22/10/16 Action 7 Financial Performance MG/NK 19 Nov
Produce an action plan to drive income this year - including a
breakdown of what needs to happen e.g. sell extra X per week to
improve income by Y.
Call to action: to be discussed at Trading Board and reported back to
ExCo in the Trading Board update next month.
22/10/20 Action 3 CTP Implementation AL/HC 23/10
Decide with Harry if any information about NT process can go to
reading room.
22/10/21 Action 1 Horizon FH/AVDB End Oct
Consider how we could provide ‘welfare support’ for subpostmasters.
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22/10/22 Action 2 Horizon AVDB/FH/SB End Dec
Wider piece of work to understand the costs and implications of
providing ‘welfare support’ to feed into AVDB work and NFSP MOU
22/10/25 Action 5 Horizon AVDB End Nov
Include a risk assessment of introducing the local’s model in the
process improvement work being undertaken as staff subpostmaster
relationships may be different.
22/10/29 Action 1 Graduates FH Jan
Leadership and development forum to consider the proposition on
future graduate recruitment, a paper to return to the ExCo for sign
off.
ExCo Meeting 12 November - Actions and Decisions
12/11/05 Action 4 SLT Talent Review
AA to follow up with ExCo on Succession planning process and AAJAIL End Dec
bespoke development for SLT Top and Grow Talent.
12/11/06 Action 5 Performance Management Update
In response to the overview of our turnover stats there was the AWV/FH End Dec
request to understand more about new hire vs. long-term turnover.
ACTION to find this out.
12/11/07 Action 6 Cost Reduction Update
Fay, Chris and Kevin to get together and come back to ExCo with a
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clear plan on approaches to people cost reduction. FH/CD/KG End/Dec
ExCo Meeting 19 November - Actions and Decisions
19/11/02 I Action 2 Update on Horizon MD 10 Dec
Develop a comms strategy regarding the expectation gap
19/11/03 I Action 3 Update on Horizon CA End of Nov
Introduce 2 new categories into the settlement policy (“apology” and “no agreement
but deeply regret any distress caused)
Update - With ExCo
19/11/04 I Action 4 Update on Horizon CA Mid Dec
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.
19/11/07 I Action 7 Update on Horizon CA Mid Dec
Consider with Tony Hooper the question of turnaround times for preparation of
investigative reports under the scheme
Update: Process under review while the first 10 cases go through the process (at Tony
Hooper’s request)
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19/11/10 I Action 9 Update on Horizon CA Jan
Risk Management to undertake a review of the process underway e.g. risk
management, business improvement processes
Update : Risk Business Partner attending regular programme risk and issues reviews;
positive feedback received
19/11/12 I Action 1 Project Wave ALL
Take ExCo individually through the telephony proposition
19/11/13 Action 2 Project Wave MG Mid Jan
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
19/11/14 I Action 3 Project Wave MG Update at
next ExCo
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
19/11/15 I Action 1 Subpostmaster survey FH Mid Dec
Investigate how survey results compare with other retailers
19/11/16 I Action 2 Subpostmaster survey MD Jan
Look back at the communications and strategy questions in the survey at the time of
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forward 5to11 to see if we can learn from what went well
19/11/17 I Action 3 Subpostmaster survey FH/MD/KG Dec
Produce a plan on the response to the survey, including the work being undertaken as
part of sparrow, (AVDB) to be signed off by ExCo as part of the culture change
19/11/18 I Action 4 Subpostmaster survey ALL Dec
Let Martin Palimeris know if you require any specific cut of the data.
19/11/19 I Action 5 Subpostmaster survey MD/KG/FH Dec
Produce a plan for sharing with the NFSP and the wider sub postmaster population
19/11/21 I Action 2 Risk DM End of Nov
Update ExCo risk map with the 6+3 risks
19/11/22 I Action 3 Risk AL Jan
Top 6 risks to be included on the ExCo agenda quarterly
In hand
19/11/23 I Action 4 Risk CA On-going
Risks no top 6 risks at the RCC
19/11/24 I Action 5 Risk ALL On-going
All ExCo members to pick up their risks at their lead team meetings and review
alongside any of the 6+3 they own
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19/11/26 I Action 1 IR KG Dec
Need to be ready with contingencies for a 2 week supply chain strike
19/11/27 I Action 1 Noting papers PB/ALL Ongoing
ENERGY Paul Brown to organise meetings with ExCo members to get input
Update - PB is arranging time with the relevant ExCo members to obtain their
input.
19/11/28 I Action 2 Noting papers FH/NK/KG Nov 20"
FS/Network incentive - Nick, Kevin and Fay to agree the final Board paper
19/11/29 I Action 3 Noting papers All Nov 20"
Managing advisors Challenges back to Chris in writing by 1pm on the 20" further
conversation ay the ExCo 25"
ExCo Meeting 8 January 2014- Actions and Decisions
08/01/01 I Decision 1 I All ExCo members to let the CEO and CoSec know if they have to miss a meeting
ensuring a weeks’ notice if possible and nominating an empowered substitute.
08/01/02 Decision 2 I Any items relating to Royal Mail, Fujitsu or Bank of Ireland to be discussion papers not
noting papers at ExCo.
08/01/03 I Action 1 Energy Proposition PB 14 Jan
Circulate to the ExCo an email to show who is engaged in the energy market (any big
brands e.g. M&S) and which supplier they are using.
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08/01/04 I Decision 1 I Energy Proposition
ExCo supported the white label approach and privatisation in the budget process to
protect this initiative
08/01/05 I 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.
08/01/06 I Decision 2 I Energy Proposition
Authority delegated to a subgroup to finalise the approach and contract negotiation.
08/01/07 ‘I 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.
08/01/08 Decision 1 I Subpostmaster Engagement Satisfaction Measure
Overall ownership of the subpostmaster and employee engagement would sit with the
HR Director.
08/01/09 I Action 1 Subpostmaster Engagement Satisfaction Measure MD/FH End of Feb
Set up a programme approach as part of culture change and mutual ways of working.
08/01/10 I Action 2 Subpostmaster Engagement Satisfaction Measure FH 14 Jan
Circulate the results cut to show engagement by new NT office type. (e.g.mains/locals)
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08/01/11
Action 3
Subpostmaster Engagement Satisfaction Measure
Further work to include:-
Analysis of the drivers for each measure
3 actions which drive the results
Proposed target to stretch target
FH
End Jan
08/01/12
Action 4
Subpostmaster Engagement Satisfaction Measure
Update the Board paper to explain the approach.
FH
14 Jan
08/01/13
Action
Governing IT demands & costs
Align the reporting lines into the business with the Governance Structure review.
AL
End Feb
08/01/14
Decision 1
Governing IT demands & costs
ExCo supported the approach to governing IT demand & costs
08/01/15
Action 2
Governing IT demands & costs
Consider a simple message to drive conformance in business. Identify key individuals
who can help drive the changes in directorates.
Dave Hulbert
End Jan
08/01/16
Action 1
AOB
Each ExCo member to spend time with and new SLT members in their teams to listen
and understand their first impressions.
All
End of Jan
08/01/17
Action 2
AOB
Circulate the paper on Wave - all to feedback thoughts to Martin George with a paper
to the March ExCo.
AVAIL
17 Jan
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