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Sparrow
Weekly Steering Group
23" September 2013
i
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Agenda
1. Specific agenda items
41,
Discussion on Culture change
2. Programme update:
en >
4.
Work streams highlights
High level plans
Budget (no updates since last meeting)
Risks (no updates since last meeting)
3. Next Meeting 3% October 11.30 am.
Decisions for this meeting
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Public Commitments - work stream updates @
Update Status
Adjudication of * = ey) Hope ‘meeting Paule Venneils and Alasdair Marnoch on
future cases + After this meeting we will try to get Sir Anthony Hooper to agree a fixed
fee for the work to take us up until the end of March 2014.
+ Once the Independent Chair is on board we will review the future
process ~ this work stream will then be re-pianned.
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Other work stream updates
Work stream
Defining the “As is” process work is on track to deliver by 30" Sept.
Team review planned for 25/37 Oct.
Quick wins implementations progressing but 5 Oct milestone will need
to be re-planned.
Stakeholder inpuvengagement continues with the project on track to
complete the recommended future state by 20" Oct.
Improvements &
Culture change
sis work underway to understand impact and get
cations on changes - these will then be scheduled,
Technology I feed
required ci
Status
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Legal Update - Case Review @
To date
St Initial Fully Disclosure I Discon I Comments
as at Sifts Reviewed I recommend I tinued
14/8/2013 ed
ae 0
eo The cases of J Patel, Brown, Wylie and
I _ Knight have been terminated,
Decides that Samra should not
terminated at this tim ;
Remaining 26+ 19 Itis estimated that there are 25+ sift
reviews left to carry out. it is understood
that there may be an unknown number
of RMG files yet to come from Scotland
and Northern ireland
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Summary of Mediation cases — 30 Applications to date
20 Applications by 12-Sept
- 17 accepted into the scheme
- 2will continue with Internal PO processes
- 1 requires additional information from the SPMR
No criminal cases in this group
6 of the 20 were on previous MP/JFSA lists
10 Application between 12 Sept and 20 Sept
- 6 expected to be accepted into the scheme immediately
- 2may not have exhausted intemal processes
~ 2 require additional information from SPMR
All 10 require checks against legal case list & existing SPMR lists.
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Appendices
High level milestones
+ Public commitments — slide 8
+ Legal — slide 9
+ Improvement — slide 10
* Communications — slide 11
* Technology — slide 12
Budget
+ Overview — slide 13
+ Actual to August 2013 - slide 14
+ Planned to Mar 2014 ~ slide 15
Risk
+ Risk map and descriptions ~ slides 17 to 18
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Public Commitments- High level Plan @
Work Stream 2013 2014
Jol og Sep I oat Now Bee jan Feb ee
Wadlaton Sahere ‘A.22147 JA meeting to agrde infestigatqn seppe and appfoach
(Caleborennely, 25107 First Working Pe hop fo define We ‘Working
complete cases) Ay 280 Roper pet ie of
col ehnnee aa A. 18/08 Workibg Paty sign bit ways of workifg, mediator pack and cofnms
[angeée VOB nomination I P09 Helv wedys of workinh fully implemented
Dore Pareloge 4] 2270} mediators) 4pnohntes
Secera Sight “4) 24708 40R for Monthly Working Grou
‘A] 30710 complete first cas
‘4. $8031 A applications submited
Mapthly Working Group Boatds & a a & a a a
‘aladication of fate FH {eiaa}Derine procehs for appealing canes oufatde the Fine
case 2, 19/08 Appoint n inklependent figure to deteriine how an fndependent paety net mip be introdoed
arg VOB td achfiiate nIcisquted cases if the future
Soa Green 4, 15/04 ingepebdork review corfmences
140 Independent review thakes recomfmencdations
4 I 28/10 Post Office Implefnents recombuendations
Branch User Forum A tane krone dete
angela VOR A\ 108 Start engagement wit stakehotder
tose Seed & 14/10 dompiete enghgement with stakeholder,
6. 14/10 fpoue final TOR and send gut invitation to frst for
A 20410 First Branch User Forum
Brangh User Forurh meets tequiarly a & a a a
Notes: ‘Version 007 20130815
‘Tasks added/amended since last version in red.
AOn Track AsAchieved Milestone AX Original Date (not achieved) Delayed (no impact) AtRish/ Delayed A Issue / Delayed
[CU] Names of critical resources. =} Dependency (Potential impact) (material impact)
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Legal - High level Plan @
Work Stream 2013 2014
ne " a
teow Ansio7 Tactical ways of wolking . fl cases natviquatty
Buea Grchon {A407 agree kesppnee tolrimipal cates review chemin
Pugh Perego
es Where Acne vehe rite tor proseduted dases post aloclosure
Axs7id7intiat itor cefses corppieted and disclosure provided to dgfence, up to January 2040 by CK (caftwrightking)
2, 40108 CK initial review of cases compiete
fe papier for ARC on progress to dateIwith input fom QC
resent paper to ARC
2420/07 Appoint af to adiise POL. on #tratogy and process for Feviewing psticurrent climinal prosecutions.
ven the fedings of thd Secohd Sight interim report dated
No2i0e Initjai fécings from Ac shajed with Post Office
A, 09108 jnitid! findings frown QC discussed with CK
(09/09 FOR fdr full QC report agreed
4. 3109 Full OC report complete
& a ES a a A A a
Morthly Reportifg to Progratnme Board
Notes:
‘Tasks added since last version in red.
Version 007 70130815
A.ontrack — AAAchieved Milestone AXOriginal Date (not achieved) “Delayed (no impact) ALRisk/ Delayed Issue / Doleyed
[=] Names of critical resources -} Dependency {potential impact) "(material impact)
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Improvements - High level Plan @
Work Stream 2013 2014
I Now Dec Jan Feb Mar Aer
ir aug
Streams nN
24/07 Agra resice with Sponsor (Ai}geia)
‘L,08108 Adree approach to mappinglas-is procesp. scope, and how it wit He documenta
‘A.owes hare Terms ot Reference with steeriny group
A 08:8 identify resource from bach area to buppori the rapping of tHe “as-is
A 00)
A s0i08 startho entity qfick wins (ton the mappitg exercise)
‘A 05109 pares wieniquick wins should be imgemented wifn Programm Board
{A 0604 Begin irpifmensing quip wins
jentify phocess for capturing quick wins,
30109 Complete “as-is bubpostmaster journeyledperlence with POL.
20109 Complete “as-is” Frown coltedgue r journe}iexperience with POL
3019 Complete “as-is” jnuttiple parther r journeylexperience yith POL,
A, 45/10 All “Quick Wind* implementhd
4 [20110 Compipte “to-be" shinposimaste journeylexqerience withIPOL.
A, 20/10 Compbhte“ to-be" Frown cotleapue r journey/experience vith POL
4 [20010 Complpte to-do” rhutipte partir + journeyifxperience wfth POL
& 1911 Funding {or proposal bpproved
AAPI11 Commence implemestation projedis.
15/4 impiemen{ mechanism fo ensure alllprocesses afe regularly
reviewpd and contipue to he fit fpr purpose
Culture Change nagntsat
Note: uilding a
Notes:
‘Tasks added since last version in red.
A.onTrack ——AAAchieved Milestone AXOriginal Date (not achieved) Delayed (no impact) AtRisk/ Delayed Issue / Doleyed
[=] Names of critical resources -} Dependency {potential impact) "(material impact)
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Communications - High level Pian
Work Stream 2013 2014
rs) 79 Seo Oe Nov ee ver Feb er har
Communications and (222107 Abjree Approadh with JA
MP engagement
ne A JAJJESA, POL dnd 8S 16 conkmunicate process to MPsIand SPMRS
[angela voB
I Mark Davies 2, ~Pipastve laundh Mediation process (owas release)
[een Reactive to Media Ad case: bdiated presd and public qifairs team tq be updated [for proactivd management)
I
I A lovos Sost ditice start erbyagement wilh MPs ~ individually expifining mediatjon process
I A. 11109 Alice Piand Ja meeting
_A.O11}0 Sibrt taking MPs through thgir actual cape
{81/10 Joint MP update meeting (fotioy on from JA necting}
Tec
Engagement
with MPs for 25
Invgstigation
cashs compiete
Note:
Unclear if JA has communicated the process to MPs
On Track AAchieved Mitestor
Names of critical resources
‘Acrigina! Date (not achieved)
> Dependency
Delayed (no impact)
‘At Rishi Delayed
(potential impact)
Version 007 70130815
a
A tssue / Delayed
(materia! impact)
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Technology improvements- High level Plan @
Work Stream 2013 2014
wa mH tor Bes we Feo tor ee
Technology
Piss (2430107 Draft fnprdved Subposimaster quidance for Horizon comrhunication tre failure
oe A\ 18/08 Review guidance with NESP
& WHY Issue guigance to brarfches
po 4.089 Agree contents for Horfion release {0
pen & 20109 Comnjercials agredd for Horizoy release 10 &15i04 release 10 ive
Raporing i
improvements 08 rage CRwith Fuftsu asso
new reportd
8.90108 Agreejcommerciat ferms with Fujitsu elie
ivproverertsdehveredI “Asoor berinelchals
eugh re ata 110 Deiiver dhanges (elebse 8 dependant)
Notes: Varsion 007 2
AOn Track AAchieved Mites ACriginal Date (not achieved) Delayed (no impact). AtRisk/ Delayed fA Issue / Delayed N 2)
[CU] Names of critical resources ~~~~}» Dependency {potential impact) (materia! impact)
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Budget - Summary
Budgeting assumptions/notes
4. Does not include cost for Post Office employees, unless backfill is required
2. Does not include any compensation costs, which is a potential outcome of mediation
3. Mediation costs are sensitive to the number of cases. Budgeting assumption is 75 cases.
4, Does not include the £310k spent from April 2012-July 2013 (incl VAT)
5. VAT costs are at 20%
6. All actuals include VAT
7. Does not include the cost of implementing the recommendations of the improvements projects
Programme Forecast August 2013 - March 2014
Item fk incl VAT Comments
[Complete Cases (using Mediation) 962 1154 Costs associated with completing the cases. Assumption = 75 cases
Legal and Governance 334 401 Legal costs not specific to mediation, & governance costs (eg working party)
Improvement project, a2 50 Cost for quick wins and gap analysis
[Technology 50 60__Funding anticipated beyond the £100k Fujitsu funded costs
[Total 13881665
Total Project costs April 2012 - March 2024 (incl VAT)
[2012/13 April-March Actual 184]
2013/14 April -July Actual 126
2013/14 Aug-March Forecast 1,665I
[Total 1,976I
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Budget — Costs to Date (last FY and this FY to 1°* August)
2012/13 Invoices received
6
[Month invoice amount ] [Month invoice amount] [Month Invoice amount ]
July 6 1200 Jan 12566/900772 37 Jan éil 24
Aug 6 1400 Nov a1 7.2 April ea
sep 67 1100 July 13000/900772 3.1 July 874 12
oct, 6 6.00
Nov 1740
Dec 73 2500
Jan 74 2688
feb 7S 25.90
mar 76 25.0
2013/14 Invoiced to 1st August 2013
Total 119.59 ‘Total 3.10 Total 3.6 rT
[Month Invoice amount I [Month Invoice ‘amount I [Month Invoice _amount_]
‘April 77 2539 July __13000/900772 3.1 April 2d
May 738 26.35 July 874 12
June 80 2497
July 81 42.88
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Budget — Forecast (Aug 2013 ~ March 2014)
Tem aa wea went fori tat
setvat @ 208 for rota
[onplate Cars (sing Mediation) asumed numberof ae %
‘Second Sant 125 Second Sight at 25 per month (Aug-Decembe") 101
acct forinterna resourees @ 90 15 per month, 6 months
Mediators) 25 Assumed 3k per case - wl use a nations company
Mediator xpenses 30 Leavel, meeting rooms, vainingete
Legal supportcasepreparaton-80 56 £730 per cave aasume al cases
Legal sunport- ease advice 8 £200 per case assume al cases. Eb the estmate for
simpe cases, butif we assume some wil drop ovis
Legal sunport- mediation meeting 150 £24 per case assume al cas could recut interna
staf to reduce costs?
Independent advisor for 28 erase: £15k cave prep + £Ik mediation meeting
Suopostmasters Pus £50 contingency fr more complexcases el ied
[Tota complete Cases (using Mediation) 150700)
[ste ond Goverance
‘Genera External legal Advice 80120 Advice on: aeparing and agecing mediation proces and
aces of information for SPM. Engaging ad briefing
‘ediatos, attending working grouD meetings
asin on ejecting cases; revising mediation process
Adisingon Fujitsu elated mates. £15K ger month
ase Review ck 175 Includes OC, Bond Dekinson and Cartwright King
Kay Lnnel/ Alan Bates 1” £2: month (upto)
Independant Chair B °
ftal_Legal and 34 an 100310)
[rmprovement projec
ace Fil forGayle Peacock and Ann 2 fac forS people to conduct the pap anal acess 2 20
lake the business ours
Contact Centre ° assumed this canbe done with current esources o 4
Fc ° assumed his can be dane with current exources 10 109
Ftal: improvement project ase 36 ae)
[Technology
Herzen morovements % Funding needed beyond ine £1004) su funded costs og
frm oe i ood
[a es 165 ca
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Risk map @
50m
210m
Impact if Risk Realised
Low
Unlikely Possible Probable
Realising
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8 Making decisions ovside of policy
20 Risk bal oteralarchisves lack soridarc
in sysior and ore raluctart io engage in CTP
Note :
These will be updated following a session booked for 17" Sept. ae
This will document how we will monitor and mitigate these risks. ”
Key risks will be tracked and presented at the weekly steering
board,
“salGor ioral 0 eae! wil POL
objectives
Reak that Me ray call for hather action &g
ek that POL car afford to comple Yin
process (conti:t wi cost savings agercas
Lack of contro ) SPMRS frat POL
sommitant to sort ul iesue
22 Risk tat arcilary eystors & procession have
related o wera issuse ag yet urqveriifed
Riek that SPARS with unerplsned losses wih
nse 0 provide service url investigation
hat wookrasses ir "pi
feuds to sccwaead proesureicost on rstwerk
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