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Sub-Postmaster Improvements &
Mediations
Weekly Steering Group
1st August 2013
Agenda
Actions from previous meetings
Achieved and key upcoming milestones
High level plan
Legal Update
Funding requirements
oo Ppon
Options regarding Second Sight
Decisions for this meeting:
1. Approve new and changed milestones
2. Agree funding proposal for mediation process, including
independent advisor support for subpostmasters
3. Agree potential approaches to limit second sight costs and
involvement
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Actions from previous meetings
Ref Action Whe Due Update Seatus
1 Change plan to align to our commitments; simon 3/7 Complete
adjudication, working group, branch user form
2 ___ Addina general comms section inthe plan (not ust Simon 3/7 Complete
mp engagement)
3 Addina “culture change” stream/sub group “Angela/simon 7/8 Complete Gayle to complete
populate
4__ Setup weekiy steering committee Simon 2/7 complete
5” Split process improvement part ofthe plan Into the sub Simon 208 complete
groups
© Define process for subpostmasters to appeal outside Susan/Angela 7/8 open
the line
7 Add technical work stream into plan totrackkeyiT Simon 208 complete
improvements
1 Draft an e-mail oA, providing an update ofthe Simon 26/7 —_EmailsenttoJAon complete
workshop and a communication he can forward to the 29/07/2013
other MPs
2 Prepare draft costs for overall programme of work for Simon O18 complete
discussion at next week's meeting
3___Inelude an update on the review of legal cases In future Simon ory complete
meetings
%___ Find an independent Chair for the Monthly Oversight Mark 8/08 open
Board
5 Prepare a strategy paper for MP engagement Mark 08/08 open
© _ Arrange a rik workshop Simon 05/08 __ Scheduled for 16” complete
August
7 Prepare a proposal on how we contribute tosub Simon 01708 Includedin sides complete
postmasters expenses for mediation and funding an
independent advisor
deck
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Actions
Milestones Completed (since last meeting)
First Working Party Workshop to define Ways of Working Working Party 25107
Agree Response to Criminal Cases Review Commission Susan 26/07
Draft improved Subpostmaster guidance for Horizon communication _Lesley 30/07
line failure
Key upcoming milestones
off TOR for Process Improvement projects [may not be possible Gayle Peacock 2/8
in Angela’s absence]
Create a mediation agreement — explaining the mediation process and Andy Parsons 218
the obligations on all parties
Create Branch User Forum TOR Angela/Lesley 12/08
Select independent Mediator(s) ‘Susan 22108
Prepare paper on pros and cons of continuing to bring prosecutions Susan 28/08
Appoint independent Chair Susan 10/09
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Public Commitments- High level Plan (2)
Work Stream 2013 2014
oa oe Se Oat Now Dee en Feb Wer ae
Collaboratively A22107 JA, to agree ir igation scope and apptoach
complete cases ‘AJ 25107 First Working Party Workshop fo define Ways of Working
frgala VOB ‘A. 08/08 Wprking Party dign off wayslot working, sedation padk and comm
ee eats ‘A. 12/08 New ways of working fully Implement4a
I Second Sight AI 22/08 Mediator(s) appointed
‘Al 24/08 TOR tor Monthly Ofersight Boafd agreed
30/10 compfete first case ‘48102 All MPs high priority
A dases complejed
10} Star ry
Monthly Ofersight Boatds & a a a a a a a
‘Adjudication of future ‘A. 24/08 Define prpcess for appealing cased outside the fine
cases ‘A. 10/09 Appoint an inklependent figure to detenpine how an Independent hafety net might be introdiiced
eats toad uted cases ifthe future
Susan cxction A 150 review confmences
10 Indepenfent review makes reconfmendations
25/10 PosfOrtice Implefnents recomfnendations
Branch User Forum say tna oes fe
pens ‘A. *408 start enghgement wit] interested phrties
peter Senet ]k 06/09 complete engagement with intprested parti¢s, including NFSP_
‘A. 13/49 lssue final TOR and serfd out Invitations to first fofum
‘A. 051/10 Fest Branch Uber Forum
Brangh User Forum meets regularly A a a a a a
(teqveley sarod 18)
Notes: Version 005 201307
Tasks added since last version in red. Tasks with strike through will be removed in next version of the plan.
Aontreck —_ Asenieved Miestone ACriginal Date (not achieves) /\ Delayed (no impact) A. ALRsN Delayed A Issue / Delayed 5)
[] Names of critical resources ~~~} Dependency (potential impact) (material impact)
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Legal - High level Plan @
Work Stream 2013 2014
wa Aug Sep oat Nov Oe ven Feb Mer er
Legal
05107 Tactical ways of working implemented, all cases reviewed individually
Races Atri init sit eases corfpleted and disclosure pfovided to ddfence, up to January 040
pose Winer ‘Ajeio7 Agree Response toIcriminal cages review e¢mmission
A208 Second s}ft complete I
‘AI28/08 prepate paper on pros and cors of continujng to bring prosecution}
‘A. 19709 Fresent paper to ARC
‘4.25/08 Define rpute for progecuted cases post disclesure
‘439/01 Considet the need fot an
adjudleatjon process
al a a a a a a ry i
Morthly Reporting to Prograhime Board
Govemance ‘4.15108 Agree programme boatd Terms of Reference
ala a a a a a a rt
Monthly Programme Board
other Governahee meeting include:
Daily datus meeting
Twice wpekiy update [neeting with Pxterallawybrs
Weekly stam lead medtings
eekly Key dakeholder mpetngs
1Group (Paula as Chair)
Notes: Version 005 201307
Draft status.
Aontreck Archived Miestone ACriginal Date (not achieved) /\ Delayed (no impact) A. ALRsN Delayed AL Issue / Delayed ©)
[] Names of critical resources ~~~} Dependency (potential impact) (material impact)
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Improvements 1 - High level Plan (2)
Work Stream 2013 2014
ul Aug Sep Oct Nov Dec Jen Feb Mer Aor
‘All Streams "102108 Aglee Terms of Reference
‘A 05/(8 Establish Frogramme Gpvernance ard Working Groups:
30/09 Complete mapping the “as is” process
‘A. 05/10 All “Quick Wind” plane
‘A #8110 Compice gap analydis - consolidated costed broposal
‘AI 30/11 Funding for proposal approved
IA. 01/12 Cofamence implementation projects
14/4 implemen} mechanismfo ensure all processes are regularly Al
reviewpd and contifue to be fit fpr purpose
"Audit tart mappin rocess
8 Identity t
‘A fo1os Compidte mapping the “as is” process
‘A. 05/10 Ai} “Quick Wing” Implementha
110 Complele gap analysIs ~ create cdsted proposal
[Start mappifg the “as is" [process 1
Treiahg 08 Identify fauick Wine”
30/08 Complete mapping he “as is" pfocess
‘A 05/10 All “Quick Wirls” implemented
10 Complele gap analysIs ~ create cdsted propos!
Field Support ‘Start mappifg the “as Is" process +
8 Identity FQuick Wins Hi
“A.30/09 Complete mappingithe “as is" process
2 sr "ek Ws” Implemedied
O10 Complete gap analysis ~ create c4sted proposh!
Culture Change
lote: Milestones to be provided by Gayle/AngelaIby 15/08
Notes:
Version 005 201307
Draft status,
Aontreck Archived Miestone ACriginal Date (not achieved) /\ Delayed (no impact) A. ALRsN Delayed AL Issue / Delayed @)
[] Names of critical resources --~~) Dependency (potential impact) (material impact)
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Improvements 2 - High level Plan (2)
Work Stream 2013 2014
va ioe Sep Oat Now Dee an Feb War Per
Contracts 10704 Start mappihg the “as's} process
‘Atbi08 deity FQuick Wins
30/09 Complete mapping the “as Is” process
‘A. 05/10 All “Quick Wis” Implemested
420/10 Complate gap analy4is create epsted propo:
‘Security ‘10/04 Start mappihg the “as is} process
‘A.16/08 Identify Quick Wins’
‘4.30109 Compete mappind the “as is” qrocess
‘A 05/10 All “Quick Wihs" Implemested
IA}0/10 Complete gap analysis ~ create epsted propo:
Helplines ‘A 10/04 Start mappifg the “as is process
‘A16108 Identity I Quick Wins}
30/09 Comphete mapping the “as is" process
‘A. 08/10 All “Quick Wihs” implemedted
‘A0/10 Complete gap analysis ~ create cbsted propos}
Finance Service ‘210/08 Start mappihg the “as Is} process
Centre A.16108 Identify Quick Wins’
30/08 Complete mapping the “as is” process
‘4.05/10 All “Quick Wifs” Implemested
4}9110 Complete gap analygis ~ create ebsted propospl
Technology Wore ‘A)30107 Draft iinprovea luidance for Horizon comrpunication lie failure
4A15/08IReview guidance with NFBP
30/08 IssueIguldance to branches
tease 0 30108 Agred contents forIHorizon relese 10
Improveme 30/09 Comnfercials agredd for Horizod release 10 ‘415/03 release 10 ive
fering
02/08 ralseIcR with Fuifeu
iors ‘4.15104 new report
20/08 AgreeIcommercialferms with Fjtsu sts
Improveerts deters ‘soo vetinelcnanges
rough ret date} ‘4/80/08 Deliver changes
Notes: Version 005 201307
Draft status.
Aontreck —_ Asenieved Miestone ACriginal Date (not achieves) /\ Delayed (no impact) A. ALRsN Delayed A Issue / Delayed )
=> Dependency (Potential impact)” (material impact)
[J Names of erica resources
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Communications - High level Plan (2)
Work Stream 2013 2014
oa oe Se Oat Now Dee en Feb Wer ae
‘Communications and
MP engagement ‘A22)07 Agree Approach with JA
‘A}p07 JA to cdmmunicate process to MAs
‘Angela VOB 4.01/08 Staft engagemeht with MPs + individually pxplaining hqw we will reyjew their cast
Nar Davis {A 01/10 Staft taking MPd through thefe actual casds ~ highest glorit first
en are, A 5110 Joind m> update rheeting
15/03 EngagementIwith MPs forI25 investigation cases complete A
Notes: Version 005 201307
Unclear if JA has communicated the process to MPs
Aontreck —_ Asenieved Miestone ACriginal Date (not achieves) /\ Delayed (no impact) A. ALRsN Delayed A Issue / Delayed On
[oT Names of erica resources ==> Dependency (Potential mpact) (material impact)
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Legal Update —- Case Review @
Cartwright King have sift reviewed 151 cases, including 19 from
Scotland and Northern Ireland. Of those 19, 4 sift reviews are
incomplete as we have insufficient information at present.
It is anticipated that there will be further files from Scotland and the RMG
to add to the review process once they have been received.
They estimate that there should be less than 20 cases left to sift review.
Of the 151 cases which have been sift reviewed, 20 cases have had a
full review and there are 10 further cases to review.
Further disclosure has been provided to the defence in 9 cases to date.
NY
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Funding — costs to date @
To date the investigation to date has cost £260k, including VAT.
Total 240.69 Total 14.00 Total 48 259.4894)
[Month Invoice amount_I [Month Invoice amount _I [Month Invoice amount _I
July 6 12.00 Jan 12566/90072 37 Jan ain 24
‘Aug 66 14.00 Nov 12141 72 April 842 24
sep 67 11.00 July 13000/900772 3.1
oct 6 6.00
Nov 2 17.40
Dec 73 25.00
Jan 74 26.88
feb 75 25.90
mar 76 25.80
April 7 25.39
May 78 26.35
June 80 24.97
wD
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Funding — expected future costs (exclusive of process
improvement implementation @
[Complete Cases though Mediation ‘Assumed number of cases a
Produce case reviews (July-December) 150 Second Sight at 25k per month 100150]
Produce case reviews (Jan-March) 45 Replacement at 15k per month
Mediator 300 Assumed 4k per case
Mediator Expenses (meeting rooms etc) 50 travel, meeting rooms, ete
Independent advisor for Subpostmasters 225 Assumed 3k per case (16 hours @ £175
per hour + £200 for expenses) 350 550
{Total cost to complete cases 770 450 700
Legal
Cost of External Legal Advice 200 Includes QC, Bond Dickinson and 300300)
Cartwright King
Independant Chair 10 0 1
[Total Legal Costs 210 100__310
Process improvement
Process improvement workstreams 200 Back fill for S people to conduct the gap 200 200)
analysis across the business groups
Contact Centre 40 Three people to do gap analysis in in 40 40
contact centre
Fsc 100 Two people in FSC to provide data on 100100)
specific cases
[Total Process improvement 340 340340
[Total 1320 890] __1350
Notes:
Process improvement costs are only high level estimates, more detailed and accurate estimates are expected mid-August
2. Does not include £100k Horizon improvement costs, which are being funded by Fujitsu/and or Service Management.
3. Mediation costs are sensitive to the number of cases to be mediated. Budgeting assumption is 75 cases. There is arrisk
that there could be as manyas 130 cas (2)
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Budget for Subpostmaster support
+ BD and JFSA have both provided their view on how much we should budget for
Subpostmaster support and expenses.
+ BD estimate £4k per case
+ JFSAestimate £2k per case
+ Neither included travel expenses in their estimates
+ As we look to move Second Sight away from the investigation more work will fall
on the advisor to prepare the case, the quality of the advisor will help/hinder this
process.
Recommendation:
+ Subpostmasters receive upper limit of £2k per case. (obviously, we will only
approve legitimate, invoiced costs).
+ Post Office budgets the higher amount (£4k) to allow us to recruit higher calibre
advisors if necessary and to cover the contingency that they take longer to
prepare than estimated, or we receive more cases that estimated, and cover
other expenses eg travel
[View of BD
lbaily rate 200 A national firm (like Bond Dickinson,
‘Shoosmiths or a regional branch of a big
accountancy practice) will charge
around £175 - £375 per hour
20 4 to 16 hours in preparation (depending
‘on complexity) and 4 hours in mediation
meetings
4000
Hours - Preparing the case
[Total
[View of FSA
Dally Rate
Hours in preparation
125 based egal aid rate
16 Kay Une!’ estimate
2000
Ne
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Second Sight Proposals (2)
Objective
We have committed that Second Sight complete the review of the cases in the investigation (43). The
investigation will now cover a larger number of cases beyond this. We need to find a way to allocate
these new cases to an alternative party.
Options.
+ Keep Second Sight to December, use a alternative organisation from January onwards
+ Alternative organisation recruited now and works in parallel with Second Sight (Second Sight only
doing the original cases)
+ We adapt the independent advisor role into the role currently being performed by Second Sight
(preparing case files)
Challenges
+ Gaining support from JA, JFSA (and maybe Second Sight)
+ Expectations have been set with MPs that Second Sight will continue with the investigation to the
end. (exerts from parliamentary debate below)
Proposal
+ Start engaging with key stakeholders (including Second Sight) about engaging an additional
company to initially support them (to cope with the anticipated increased work load). The new
organisation would need to have Second Sight's approval
+ After the initial cases are completed the new organisation takes over.
will set up a working party to complete the review of cases Itis important that any The continued input of Second Sight is
started by Second Sight, and will consider all 47 cases brought —_further work is not only incredibly important, given its familiarity
forward by the Justice for Subpostmasters Alliance independent, but seen to with the case so far and the fact that it
be independent, and enjoys the confidence of many of those
clearly the role of, involved,
‘Second Sight in that is
important
wy
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Reference Material
1. Public Commitments
2. Governance bodies and working groups
3. Mediation process
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Appendix — our public commitments (2)
1. The creation of a working party to work collaboratively to complete the review of cases
started by Second Sight last year. This would examine the themes identified by Second Sight
and consider all cases brought forward by the JFSA and MPs, together with any new themes
which emerge from these cases. The JFSA have been invited to join this working party.
2. Areview chaired by an independent figure to determine how an independent safety net
might be introduced to adjudicate in disputed cases in the future. Again the JFSA and other
stakeholders will be invited to take part in this process.
3. Anew Branch User Forum to provide a way for sub-postmasters and others to raise issues
and insights around business processes, training and support, directly feeding into the
organisation's thinking at the highest level. A key task for this forum will be to review support
processes and training to ensure they meet the standards expected of the Post Office.
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Governance and subgroups
Weekly Steering Group
g
Programme Board (monthly) 5
= =
Oversight Weekly stream lead meeting g
Board fe}
_ A 2
Working Line of Project Board
Party Business
Mediation Legal Improvements
a
38 S23) Is ls S £i3 o
se z°l37] I2 IF <2 I Te Ig z
3 = I 8 g I= 3 IS 6
@ 2 e 2 =
& 2
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Mediation Process
(working
Party
1 ot suitable
for mediation
the Working
Party
determine how,
Post Office
input
(Subpostmaster registers case
Suppostmaster completes 2 form and submits
to Second Sight. They should also not 1FSA
{end their MP.
Gecond Sight conduct initial
assessment (2 weeks)
‘Second Sight review to determine i the case is
Suitable for mediation. Ifit the
Sulbpostmasteris informed and asted to
Submit the fll details of ther case. if Second
Sight believe it ist suitable, tis taken to the
(Working Panty to determine how best to take
suitable for
Second Sight create case file (4-12
/weeks)
Using the Suopostmasters detailed written
explanation, interviews, and information from
\post otfce Second Sight complete the case fle
Flawyers for
{consideration
appropriate)
(Mediation (4-8 weeks)
Meciation is un by independent, trained
Feed into Post
Office Improvement}
Plan
Subpostmaster appoints
independent advisor
‘Once the Subpostmaster has been
informed that their case wil go through
mediation they can appoint an
independent advse to assist them
Subpostmaster submit case details
(4 weeks)
Subpostmaster submits a written, detailed
(exolanation oftheir case.
Monthly Oversight Board
Working Paty with anand Independent Cai
Working Party)
7, Pos Ofc)
ond Sigh
cs JS, Second
G