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Sparrow
Weekly Steering Group
8 October 2013
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Agenda
1. Specific agenda items
4,
Potential compensation considerations
2, Programme update:
1.
2.
3.
4.
Work streams highlights
High level plans
Budget (no updates since last meeting)
Risks
3. Next Meeting 17" October 11.00 am.
Decisions for this meeting
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Public Commitments - work stream updates @
Update Status
Adjudication of . ieee poeta itten for Sir Anthony. Letter sentio the Working CSracany
future cases + Communications being crafted ready for reiease.
+ Arranging October date for first meeting with Sit Anthony as Chair,
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Other work stream updates @
Work stream Update
+ Quick wins implementations progressing but not ell wit! complete in
Improvements & ‘October (new milestones added).
‘The programme team reviewed information gathered from interviews
with Post Office teams. Slides created to explain SPMR
journeyrexperience.
* Prepared approach and slides for Improvements Programme beard next
week.
Culture change
+ Further analysis work underway to understand impact and get
Technology required clarifications on changes — these will then be scheduled.
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Legal Update ~ Case Review @
Statistics Initial Fully Disclosure Discon
as at Sifts Reviewed I recommend I tinued
14/8/2013 ed
ie and
Remaining TBC there may be an
unknown number of RMG files yet to
come from Scotland and Norther
treland.
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Summary of Mediation cases
38 Applications to date
28 to § Sept: 10
5to12Sept: 10
12 to 20 Sept: 9
20to27 Sept: 1
27 to 3 Oct: 8
3 to 10 Oct: tbe
10 to 17 Oct: tbe
47 to 24 Oct: the
24 to 30 Oct: the
30 to 7 Nov: the
7 to 14 Nov: tbe
14to 18 Nov: — tbe
Applications
34 Acceptance letters and funding agreements sent to SPMR’s.
2 Waiting for additional information to be supplied by SPMR_
4 PO will continue to investigate SPMR's cases internally as they have
not exhausted internal processes.
4 Declined because they are still in the legal process
Submissions
9 Funding agreements received back from SPMR's
G Full case questionnaires submitted by SPMR’s
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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
a me SJ @ tor ee jan Feb Mee ae
Mediation Scheme A221q? JA meeting to agree infestigation sdode and appfoach
Gotavoreivey 22) 2807 Fiat Wornng Par Workshop fo etne Wap of Working
- 4 king Party sign jays of workitg, mediation pack and comms:
sob Working off was of workitg, mediation pack
eo raion 4 108 New aye of wonkihg uly mplfmented
ane Paral! Dl 22108 Mediators) appoknfed
Second Sight aloe TOR far Monthiy Working Grou}
A 30/10 compbte first case!
“A 18111 Ail applications submitted
Mapthly Working Group Boats A. 4a a a a a a he
‘aljctication of foture a [16109 Define process for fppeaiing cafes outside Ge ine
10108 Appoint an inkidpendent fipure to detenhine how an [adependent hatety net mint be inirodced
to adjupicate in disdufed cases i the future
At8104 Inaopendork feview confmences
“A 14) Indepengent view shakes recommendations
A] Romo Post office Implefients recomendations
Branch User Forum ‘A 1208 Greate brett fon
ngela VOR A thos Start en twit sfakehoide
Leniey Steno A 14/10 dolnpiete engagement with stakeholder,
14/10 bse final TAR and send dut invitation to frst foru
A. 20/9 First Brarh User Forum
Brangh User Forurh meets reguiadty ae a a a he
iotes: Version 007 20130815
Tasks added/amended since last version in red.
@&OnTrack AAchieved Milestone AX Original Date (not achieved) Delayed (no impact) 2, ALRisW/ Delayed fA Issue / Delayed
> Dependency (Potential impact) (material impact)
] Names of ential resources
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Legal - High level Pian @
Work Siream 2013 2014
A\05107 Tactical ways of working implemented, hl bases reviewed indiviquatly
Susan Grahion 1448107 Agree Response tolGriminal cated review cmmission
fee Hie A 01108 dene route for prosecuted dosps post dsctosure
Axia initial sitt of cases 1ed and disklosure povided to ddfence, up tol January 2040 by CK {eaftwrighthing)
‘3008 CK infin review of fs combate
A\ 128/08 propafe paper for ARE on progress to datoIwith input fom QC
Lh 19/08 Hrpsent papet tq ARC
2430107 Appoint QC to adyise POL on ptrtegy and process for feviewing p4st/current cfiminal pras¢cutions
aiven te binge ot tn Second Sifter pon satea
02/08 Initial findings thom QC shafed with Post Office
AS 09/08 Initial findings from @C disgussed with CK
at09 9 or ul ic report egfeed
ude. 3/08 Full QC ireport complete.
iotes: 7 Version 007 20130815
Tasks added since last vorsion in red.
AOnTrack AXAchieved Milestone AA Original Date (not achieved)" Delayed (no impact), AtRisk/ Delayed Issue / Delayed
“] Names of critical resources =} Dependency {potential impact) {material impact)
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Improvements - High level Plan @
Work Stream 2013 2014
i og Sep ‘2st How Dee oan Feb Mer apr
AS 24107 agrep Terms of Rhfprence with Sponsor (A}gela}
A, 08108 Adree approach fo mappingias-is procesp, scope, and how it will He documentdd
Avoaias Agree Termsppf Reference with steering group.
A, 09/08 identify rebource from babh area to bupport the rhapping of tHe “as-is”
A 0906 identity pigesss for capthring quick wins
A 30108 startha identity ailick wins (from the mappipg exercise)
2.05109 Puree whichiaiick wins shouid be implemented with Programm Board
4, 06/09 Begin impidmenting qui¢k wins
30/08 Campidte “ass” bubpostmaster journey/experience with POL
2108 Compidte “as-is” Frown coltedgue r journeyiexperience with POL,
30/08 Compidte “as-is” muuitiple parther r journeylexperience with POL,
A 0540 All “Quick Wips” Implemeted
20:19 Chmpiete “to-be” subpostrhaster journeylexperienceIwith POL.
20/10 Chmpiete “ tadbe “ Crown doileague r jolirneylexperi¢nce with PO!
I& 20/10 Chmpiete * to-pe” muttipie partner r joutneyfexperierice with POLI
& 1811 Funding for proposai fpproved
AtPi1t Commedce impiemebtation projedts,
15}4 implement mechanism fo ensure alljprocesses afe regularly
reviewbd and contifve to be fit for purpose
alture Change
Culture Change: an
Notes: Version 097 20
‘Tasks added since last version in red.
@&OnTrack AAchieved Milestone AX Original Date (not achieved) Delayed (no impact) 2, ALRisW/ Delayed fA Issue / Delayed
“] Names of ertical resources > Dependency (Potential impact) (materia impact)
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Communications - High level Pian @
Work Stream 2013 2014
ul 9 See xt New Bee ver Feb er ae
Communications and I 422007 Aree Approadn with JA
MP engagement
A, SAJJESA, POL, dpi 85 to conjmunicate prbcess to MPsIand SPRRS
[arose vos
Mark Davies epactive laundh Mediation prdcoss (prods releaze)
sheen La, Reactive to Media Ad cases are sd presd afd public Affairs team tq be updated [for proactivd management)
I A, [oui0e Post dice start ergudgement wilh MPs ~ incipidually expidining mediatjon process
I A 11104 Alice P and ba meeting
01/10 Star} taking MPs fnrough thelfactual eases}
41/16 Joint MP update meeting (fotlay/ on from JA meetings
Dath TBC a
Engagement
with MPs for 25
nvdotigation
casbs compicte
Version 007 20130815
@&OnTrack AAchieved Milestone AX Original Date (not achieved) Delayed (no impact) 2, ALRisW/ Delayed fA Issue / Delayed
J Names of critical resources > Dependency (Potential impact) (materia impact)
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Technology improvements- High level Plan @
Improvements
ting
InvproverentsI
Improvements detivereeI
‘trough ref data}
Work Stream 2013 2014
rm ag Sep oa [Now Bee Jen Feb Nar 0
Technology
Irproved ‘A{30107 raft tuproved Subposimaster uldance for Horizon comspunication tire failure
a A. 1508 Review guidahee with NF BE
‘4, [3109 tesue quidance to bfanches
elas 10
{A zhi Agree coltents for Hofzon releaue fo
30109 Cornet cais agro for Horizo release 10 4 181 release 10 ve
A o2i0s sais oR wih Fupbu
4 80)09 Agree corhmerciat temps with Fuji, S509 Hew report
3G/f0 solution feasibility plete: betas cual
Aisoia7 define changes
4 OH/40 Deliver dhanges (relebse 8 dependant)
Notes’ Version 007
Braft status,
@&OnTrack AAchieved Milestone AX Original Date (not achieved) Delayed (no impact) 2, ALRisW/ Delayed fA Issue / Delayed
“] Names of ertical resources
===} Dependency (Potential impact) (materia impact)
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Budget - Summary
Budgeting assumptions/notes
1. Does not include cost for Post Office employees, unless backfill is required
2, Does not include any compensation costs, whieh 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. Allactuals include VAT
7. Does not include the cost of implementing the recommendations of the improvements projects
Programme Forecast August 2013 - March 2014
Item £k incl VAT Comments
IComplete 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, 2 50 Cost for quick wins and gap analysis
[Technology 50 60_Funding anticipated beyond the £100k Fujitsu funded costs
[fotal 1388 1665
Total Project costs April 2012 - March 2014 (incl VAT)
[2012/13 April-March Actual 184]
2013/14 April -July Actual 126I
2013/14 Aug-March Forecast 1,665]
[Total 1,976I
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Budget — Costs to Date (last FY and this FY to 1% August)
2012/13 Invoices received
Total 14,00
Total 163.98 Total
[Month Invoice amount I [Month _ Invoice amount I [Month Invoice _amount_I
July 6 1200 Jan 12566/900772 37 Jan sii 2a
‘Aug 66 1400 Nov aauat 72 April 842 24
sep 67 1100 July —_13000/900772 31 July 874 42
oct 6 600
Nov 72 17.40
Dec 73 25.00
Jen TA 2688
feb 75 2590
mar 76 25.80
2013/14 Invoiced to 1st August 2013
ace
Total 1959 Total 310 Total 36
[Month invoice amount] [Month invoice amount] [Month Invoice amount I
April TT 25.39 July 13000/900772 31 April BaD 24
May 73 2635 July am 12
June 80 24,97
July 81 42.88
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Budget - Forecast (Aug 2013 — March 2044)
Tem aa RAT commen [esate So
tet VAT @ 20% roo
[complete Caves (using Mediation) Rosumed numoer of ene B
‘Second Sant 125 Second Sight a 25 per mon (Aug-Decarber) 10
Back filforinternal resources @ 90 15 er month, months
‘external assistance
editors) 2 Assumed per case - wl so national company
Mediatr Expenses Ps ‘eave, meeting rooms, ainingete
Legal supportcase preparation 80 56 {750 pe" case assume al eases
Lgl supp0%- ease advice 8 £400 per case. assume al cases, Dis hei estimate for
simple cases, buf we assume some will drop outthis
should average out
Legal unport- mediation meeting 150 {2k por cace assume al eaes~ could cuit internal
stato educe costs?
Independent adviser fer 28 er case: €L54case prea Ett mediation meeting
Sunpostmasters Pus £50 contingency for more complex cases aos
Hott ortete Cases (sing Meitaton) a0 70
[cpa and Govemance
‘Genera External toga! Adee 80120 [Advice on: aroparing and agreeing mediation process and
acs of normation for SPMRS. Engaging and bretng
‘mediators, attending working group meeting te
advising on ejecting cases revising median process),
[AdWsingon Fujtaurelated mater, £15K per monty
(ase Review -ck 15 Ineisdes OC, Bond Dcknson and Cartwright King 2030
Kay Line Aan Bates Ps £2567 month (upto)
Independant char 2% oa
[total tag and Governance ae a 100
[maprovement projet
face Fl forGayle Peacockand an lace for peop to conduct te gap analysis acess 200 2a
Aske the assness groups
Contact Contre ° ‘assumed this canbe done with current resources oa
Fsc ° assumed this canbe done wth current zou a0 4
[at improve veloc a qe my 30 aa
[Technology
I Horzonimorovements andl neded yond tne 606 Fe) funded ants 8
[etal Techno ee mee
aT Bee, a
4)
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impact if Risk Realised
£50m
Med
£10m
Low
Project Sparrow risk map 28" Sep 2013
Unlikely Possible Probable
~tiketihood of Risk Reatising
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5 Pick tats intogaly ofthe
and dienisieustarar rus! damaged
es
yy
19. Averwe impacto tw retorehip with NFSP
Fiak af reraaser bac cebuwnite of rau 8
47 Pisk tt cant ean over armies cae
20 sk Ba poter ia ranchivaes lock confidence
Pye and Se Ce SORE FF 25 Rick hat customers qusstion varwacion end
Note :
These will be refreshed at the end
of each month following a review
by risk owners.
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