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BA/POCL SPECIAL PDA BOARD MEETING
Thursday, 2 October 1997, King Edward Building, London
Alec Wylie, Consultant, Chair
George McCorkell, BA
Peter Crahan, PDA
Bruce McNiven, PDA
Paul Rich, POCL
John Bennett, ICL Pathway
Peter Copping, PA Consulting
. Craig Lewis, PDA (secretary)
Present:
0. - INTRODUCTIONS
0.1 Peter Copping of PA Consulting was welcomed to the special meeting
of the Board. Mr Copping distributed numbered copies of the report of the
Independent Review, as follows:
Copy No. Recipient
Peter Crahan
Bruce McNiven
Peter Mathison
George McCorkell
John Bennétt
Mike Coombs
Keith Todd
Peter Copping
Deborah Lees
10 . Paul Rich
11 Stuart Sweetman
12 Alec Wylie.
WONIDUNHWNYY
i. PLANNING THE STRATEGIC RISK RESOLUTION PROCESS
(a) Stages in the Process
1.1 Mr Copping presented a series of slides (attached) on the resolution
process.
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Slide: A Process Based on Four Workshops
1.2 It was agreed that Workshop 1 would include an examination of the
four strategic risks identified and all the other issues and factors which
operated as "root causes". The purpose of the meeting would be to develop a
common understanding of all the risks and options.
1.3 It was agreed that PSC members would attend Workshops 1 and 2, the
latter being incorporated into a scheduled PSC meeting. Workshops 3 and 4
would be attended by the PDA Board members.
Action Point: Peter Copping to amend the slide "A Process Based on
Four Workshops" as per 1.2 and 1.3 and issue to PSC
members.
ested Wi
- 1.4 It was agreed that:
. the first bullet point should be deleted;
. the second bullet point should be "identification of basic business
drivers;
e the third bullet point should be combined with the second;
° the fourth bullet point should comprise "root causes and strategic
risks"; .
° the fifth bullet point should be deleted;
e the sixth bullet point should be deleted; and
e the final bullet point should include "identification of any barriers".
Action Point: Peter Copping to amend slide as per 1.4.
(b) Inputs and Outputs
1.5 It was agreed that each participant would, in advance of the workshop,
consider "business and local difficulties and comments on root causes". There
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would be no need to circulate papers on this in advance of the workshop.
Action Point: All to consider as per 1.5.
Slide: Outputs from Workshop 1
1.6 It was agreed that the slide required re-working in order to reflect
more closely the suggested process for Workshop 1
Action Point: ~- Peter Copping to amend (this and the other) slide(s) as per
1.6 and issue by 10 October 1997. (A first re-draft should
be issued in the interim for agreement.)
(c) Overall Timetable
1.7 The timetable for the PSC was agreed, as follows:
° first workshop, two days (23/24 October 1997) at Hedsor House;
. second workshop, to consider outputs from the first (submissions to
Ministers/Boards, for example) to be combined with PSC scheduled for
3 December 1997.
Action Point: Craig Lewis to ensure PSC members’ diaries are cleared
for an all-day meeting.
Action Point: All to complete and circulate any commissioned work by
20 November 1997.
Action point: John Bennett to book Hedsor House for 3 December 1997,
as venue for PSC in place of Leeds.
(d) Format for the First Workshop
Slide: Workshops: Rules, Roles and Environment
1.8 It was agreed that Mr Copping would facilitate the workshop, with
support from Ms Lees who would provide "co-ordination, continuity and
output recording". Dress at Hedsor House would be "smart-casual”.
Attendance would be as agreed by the PSC (13 participants, including PA
Consulting personnel). : '
Action Point: I Mr-Copping to arrange as per 1.4.
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Action Point: I Mr Bennett to provide details-of travel routes, etc..
(©) Co-ordination of End-To-End Process
1.9 It was agreed that Ms Lees would be responsible for end-to-end co-
ordination - see 1.8.
-() Date and Venue of First Workshop
1.10 It was agreed that Workshop 1 would be at Hedsor House on 23.and
24 October 1997, as follows:
. arrive 23 October. Registration at 11.30. Buffet lunch, if required,
between midday and 13.00hrs. Workshop starts at 13.00brs; and
° lunch on 24 October at 12.30 hrs. final wash-up session between
13.30hrs and 14.30brs. Facilities available for post-workshop meeting,
if required.
(g) Consultancy Man Days Required and Associated Arrangements
1.11 It was agreed that Mr Copping would produce an estimate of the man
days required and notify Mr Crahan.
Action Point: ~ Peter Copping as per 1.11.
2. TACTICAL RECOMMENDATION IMPLEMENTATION
PROCESS
(a) Format of Action Plans Summary
2.1 The template provided by Mr Wylie was agreed subject to the inclusion
of a column for dependencies/cross references.
Action Point: All to circulate their action plan summaries by 10 October
1997 to allow time for dependencies and cross references
to be checked.
(b) Monitoring Arrangements and Check-Points Timetable
2.2 As agreed above.
©
2.3
3.
3.1
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Co-ordination and Strategic Risks Resolution Process
As agreed above.
SECURITY AND CIRCULATION OF DOCUMENTS
It was agreed that:
each PSC member would distribute copies of the report, as they
thought necessary, each to be responsible for such copies;
early drafts of the report to be destroyed;
papers produced for/at workshops would be accorded the appropriate
Cabinet Office security marking, ie. "Restricted - Policy / Management
/ Commercial";
a general high level of security would be maintained by all parties at
all times.
ANY OTHER BUSINESS
Consultancy fees to be paid, as appropriate.
PDA - 6 OCTOBER 1997
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BA/POCL - Strategic Risks Resolution
PDA Planning Session
2nd October 1997
‘Peter Copping
02 October 1997 REF: PDA_planning_session,1
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Key Conclusions from the Review
The programme will not be ready for commencement of national rollout
before January 1999 and realistically, will probably not start until early
spring
Whilst we believe that a roll-out rate of 300 PO’s per week could be
achieved with really tight and effective implementation management, we
believe a more realistic rate is 250 per week
These delays mean programme costs are likely to increase by between
- £185mm.and £250mm overall (ie. including Pathway)
For these forecasts to be achieved, significant changes will be needed to
the delivery capability of the programme
Residual strategic risks remain which require more consideration
ICL Pathway A=
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Outline of recommended next steps
I Evaluate Strategic: Options , Now Strengthen Programme
Assess the impact of slippage and . Agree joint approach, under PDA Board
additional activities on the business case direction, to implementation and assurance
of agreed improvement actions.
Review options available, includin
* continue with current scope an
objectives and projected timetable Initiate Pathway to
* freconstruct the Programme to revised Programme complete
objectives, scope or timetable : . improvement technical
* terminate steps gap analysis
and confirm whether acceptable in
principle to Ministers and stakeholders.
RValidateydates:
SS audideliverables Pathway to deliver robust te-plan for
Release 2 :
Conduct intensive evaluation of
options in the context of DSS and
DTI Ministerial direction. :
CAPS and Horizon to modify plans
¥
i Se timetable on basis of revised Pathway
Provide robust business dates
Justification for preferred option 7
with Government endorsement y
End 1997
02 October 1997 REF; PDA planning. sasstan 2
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ICL Pathway PA =
benefits
agency
Outputs from workshop 1
¢ Agreement on strategic risks being addressed
° Agreement to process, timescales
* Commitment to ‘last the course’, agreement not to stop
the programme meantime
* Identification of any possible restructuring options
available —
¢ Identify/Agree agenda for next workshop
* List of areas where expert or independent inputs may be
needed K
* Agreement to actions to provide inputs to Workshop 2
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ICL Pathway
Suggested process for workshop 1
* Share views on end to end picture of the requirement;
* The original business drivers for each party;
* Sharing of local problems/issues/constraints;
* Aperspective from each party on the strategic risks;
* What is currently regarded as “non-negotiable”
‘* Identify barriers to progress; :
* Agree the strategic risks;
* Identify key components of each strategic risk;
* Identify key options for addressing/reducing strategic
‘risks. ‘
02 October 1997 . REF: PDA_planning_session.8
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saeeuaseantsnntnten tt tae tte niger A SEEN DROME RONTENORREANN CONE
ICL Pathway
Ne
Workshops: Rules, Roles and Environment
Rules
* Chatham House
« No interruptions or absences
allowed
« Absolute confidentiality of
proceedings
Roles
¢ Facilitator
¢ Timekeeper
* Notetaker
* Participants (PSC Members)
02 October 1997
Environment’
e
e
Sharing
Trusting
Open
Partnership
Uninhibited
No pressure to agree in early
stages
Honesty
No negotiation
REF: PDA_planning_session.7
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I
benefits oO
== Ger®) Feed ici athway A=
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‘agency
A process based on four workshops ?
Workshop 1: Reach common understanding of each area of risk and
develop high level options for reducing risks
Homework: Sponsors and Pathway conduct impact analysis for each
: option
Workshop 2: Share findings and agree overall direction of initial
submissions to Ministers/Boards
Homework: Progress submissions to seek reactions and guidance
Workshop 3: Share results and identify issues needing resolution by
Ministers/Boards
Homework: Submit to Ministers/Boards for approval }
Workshop 4: Agree action plans to implement approved measures (or
further interactions) and agree monitoring arrangements
02 October 1997 * REF: PDA, olanning_session.6
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he.
agency
The strategic risk areas identified by the review.
ICL Pathway
Cost of rollout to all Post Offices
* PFI
Joint sponsorship
Dependency on Escher
‘
‘
/
The first step is to ensure we agree that these are
the right areas on which to focus our attention
02 October 1997 . TTT SE glpeate ce ate
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ICL Pathway a ”
Key objectives for this meeting ©
* Agree the overall process, key stages and timescale for the
“evaluation of strategic options” workstream;
* Identify any timing constraints and interdependencies;
* Identify key inputs and outputs at least for first workshop;
° Identify areas where expert input might be required;
‘
* Agree what sponsors and Pathway must do to’prepare
respective PSC members for the first workshop.