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BA/POCL Programme ¢ 3rd Floor Terminal House
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@ ...3>:I 10:45, Thursday, 9 October, 1997
B ... &:I6 page(s) in this fax, including this one
From: I Dawn Howe
Secretary to Craig Lewis
a.
To: John Bennett
Mike Coombs
Vince Gaskell
George McCorkell
Peter Mathison
Paul Rich
Mena Rego
Stuart Sweetman
Keith Todd ¢
Please find attached Minutes of the Programme Steering Committee
Meeting held on 24 September.
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BA/POCL PROGRAMME DELIVERY AUTHORITY
Minutes of the Programme Steering Committee Meeting,
24 September 1997.
Present
\ Peter Mathison - BA = (Chair)
Stuart Sweetman - POCL
Keith Todd - IcL
Alec Wylic - SSA QD
Vince Gaskell - BA
Paul Rich - POCL
John Bennett - ICL Pathway
Peter Crahan - BAJPOCL PDA
Sue Daniel - BA/POCL PDA (Secretary)
Apologies
George McCorkell - BA
3. Minutes and Matters Arising
4.1 The minutes of the meeting held on 15 July were agréed.
1.2 The status of the Action Points was noted and the meeting was updated with particular
reference to:
Action Point 1: Mr Crahan advised the meeting that the planned detailed presentation of the
future structure of the PDA was no longer appropriate at this time. The way forward would be
influenced bythe recommendations from the Independent Review to be presented at Agenda
Stem 2;
Action Point 2: The means of taking forward commercial negotiations pertaining to the re-plan
. had been discussed at the PDA Board meeting on 23 September. It had been agreed that Mr
Bennett would discuss with Mr Todd and come back with a proposed approach to Mr
McCorkell. It was accepted that the commercial negotiations would follow on from the agreed
plan, requiring strands to be brought together before a detailed approach could be agreed.
However, it was essential that ICL Pathway provided sponsors with early sight of the points of
principle, format and construction of their approach to the commercial] negotiation;
Action 1: Mr Bennett and Mr Todd to discuss their approach to taking forward the
commercial negotiations relating to the re-plan and come back to the PSC with their
proposals.
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Action Point 3: Defensive briefings had been provided to all press offices on 6 and 22 August
respectively. Following the Independent Review, Mr Crehan had circulated a further draft
briefing for comment - to be lodged with press offices by the end of the week.
2. Indeperident Review
2.1 Mr Copping of PA Consulting presented a summary of the key conclusions and
recommendations from the Independent Review. Copies of the presentation slides were
distributed at the meeting. .
2.2 The meeting accepted the recommendations and agreed that there was an immediate primary
need to take forward and develop action plans to address the direct causes of slippage identified
in the report ( Tactical Solutions). The Strategic Risks which, whilst falling outside the remit of
the review, must be addressed if the Programme was to avoid any further problems and
command the full commitment of al] parties . The outcome of this work would influence the
evaluation of the strategic options presented.
2.3 In discussion it was agxeed that because of interdependencies, action plans to take forward
* the Tactical Solutions (whilst being addressed by each of the parties) must also provide the end
to end picture. To this end central co-ordination of plans was required.
2.4 Concurrently with the work on Tactical Solutions, all parties would prepare options on the
Strategic Issues and collectively address them. All this work would feed into a review of the
implications of the options contained in the report. A meeting of key influencers in October
would be convened under Chatham House Rules to consider how the Strategic Issues may be
addressed, possible solutions and their impact. It was agreed that Mr Copping would be asked to
facilitate this meeting and that Mr Wylie would act as central co-ordinator for all this next phase
of activity. . . “
2.5 A special meeting of the PDA Board would be convened during week commencing 29
September at which members would agree their action plans for implementing the tactical
recommendations and agree with Mr Copping plans and timescales for the Strategic Risks
Resolution Process, including the format of the Senior Managers’ meeting in October.
Astion 2; Mix Mathison’s office to co-ordinate diaries with Mr Sweetman and Mr Todd to
arrange the dates of the Strategic Risks Conference/Workshop.
Action 3: Mr Wylie to co-ordinate all activities relating to the Tactical Recommendations
Implementation Process and the Strategic Risks Resolution Process.
Action 4: Mr Bennett to arrange the venue for the Strategic Risks
Conference/Workshop.
2.6 The Chairman thanked PA Consulting for their report and confirmed that they had met the
terms of reference of the Review. There was no fundamental disagreement with the content, but
specific points of detail would be fed back to Mr Copping by Monday 29 September for the
final report to be issucd on Wednesday 1 October. The final repott would be annotated “
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Restricted - Policy and Commercial” and have a restricted circulation with numbered copies for
security.
2.7 The meeting agreed that communications about the Independent Review within the PDA,
sponsor and supplier organisations would be positive. They would. reinforce the collective
commitment of all parties to the Programme proceeding and that, whilst work was being taker
forward to implement the recommendations, momentum must be maintained to deliver current
plans. Mr Crahan would draft a note to PDA Managers for verbal cascade to their teams. This
note would be copied to Mr Rich, Mr Gaskell and Mr Bennett as a template for use in similar
communications to staff in their organisations. A consistent line to press offices, drafted by Mr
Craban, would be agreed by all parties and lodged with respective press offices by the end of the
week.
Action 5: Mr Crahan to circulate the draft line for press offices for agreement and
issue by the end of the week .
3. Programme Director’s Report
3.1 Mr Crahan presented a general update on Programme progress and the status of current
planning activity, particularly highlighting activity in the following areas:
3.4.2 Review of Testing
3.1.3 To enable lessons learned from testing to date to be factored into plans for future releases,
a Review of Testing had been initiated. The Review was being led by the PDA, but fully
involved BA, POCL and ICL Pathway. The joint working group was due to present their initial
findings to Mr Crahan on 30 September when they would also be presenting a plan for the
resolution of major issues. Subsequent to that, an updated version of the end-to-end testing
strategy and new tems of reference for joint testing wouild be produced for presentation to the
PDA Board.
3.1.4 Security Review
3.1.5 An Intemal Review of Security had been conducted and the findings had been discussed
with Mr Coombs of ICL Pathway. Subsequently representatives from ICL Pathway and PDA
Security teams had been tasked with producing joint proposals for ensuring that any security
related problems associated with ICL Pathway Release 2 were identified early and that
appropriate planning activity was undertaken to ensure that Acceptance was not prejudiced.
Joint workshops were being held to take forward this work which would eventually determine a
revised approach to security development and design for future releases.
3.1.5 National Audit Office
3.1.6 The PDA Board had agreed the outline Terms of Reference provided by the NAO for their
proposed study of the Programme. However, all parties considered the timing to be
inappropriate and Mr Crahan would be writing on behalf of the PDA Board and the PSC to the
NAO, via PFD, to advise them as such. .
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3.1.6 Planning
3.1.7 Congo 4 (Pathway Ric)
* MOR2 was on target to complete by 29 September as planned;
* MOT was planned to start on 6 October to complete by 27 October for Release delivery on 3
November; .
@ The key decision on the number of post offices to be involved in the rollout had yet to be
taken. Issues impacting on the roll-out decision were:
- the potential for any further delays in the testing programme;
- exclusions and final PinICLs may not permit a 200 office roll-out;
- the task of implementing 200 post offices in the very tight timeframe before
Christmas may not be feasible.
¢ The decision on the potential scope of the Roll-out would be made following the check-point
mecting on 29 September.
3.1.8 Future Releases
Congo 4,1 (CAPS2,2) - The indicative date for CAPS Release 2.2 was now 24 November.
Nile 1 (CAPS3 PDR only) - Still planned for 223 March 1998. However the slippage on Congo
4had not yet been fully impacted.
Nile 2 (CAPS3 full/Pathway R2) - Final Release Contents and Release Plans for Release 2 will
be provided by ICL Pathway by 13 October. Confirmation of plans would be ready by the end
of October and weekly checkpoint meetings were being held to review progress on this release.
4. ICL Pathway Report
4.1 Mr Bennett provided a verbal update of progress as follows:
4.1.1 Service Management Reviews ~
Service Management Reviews against OBCS had been conducted and lessons learned would be
taken forward for Release 1c and for future releases;
4.1.2 ICL Pathway Releases
ICL Pathway’s main focus remained delivery of releases, keeping to plans held. The
management team had been strengthened with the appointment of two senior managers beneath
Mike Coombs;
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Release le ICL Pathway were giving their full commitment to achieving all the benefits
from Release Ic including achieving the implementation of 200 post offices by
Release 2 Final confirmation of the content and plans for Release 2 would be provided by
the end of October;
Release 3. Joint working was taking place with POCL on the content and approach to
Release 3,
5. Any Other Business
5.1 The Chairman reminded the meeting that this would be the last meeting attended by Mr
‘Wylie in his role as Chief Executive for SSA(NI). On behalf of the PSC, he thanked Mr Wylie
for his past contributions and looked forward to all he would bring to his future role as
Independent Chair of the PDA Board. .
6. Date and Time Of The Next Meeting,
6.1 The Chairman advised the meeting that the Permanent Secretary had called a meeting of alt
DSS Senior Managers on 3 December, the date scheduled for the next PSC meeting.
Action 6: PSC Secretary to ‘confirm diary dates and rearrange the date of the next
meeting.
kK TOTAL PAGE. 26 %*K
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