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Sparrow
Weekly Steering Group
24* October 2013
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Agenda
1. Specific agenda items
1.
2
Working Group — review TOR
Timeline and Resource risk
2. Programme update:
1.
2.
3.
4,
Work streams highlights
High level plans
Budget (no updates since last meeting)
Risks (no updates since last meeting)
3. Next Meeting 29" October 11.00 am.
Decisions for this meeting
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Public Commitments - work stream updates
[Work stream [Update Status
Initial Complaint
Review and
Mediation
Scheme
(Complete Cases)
Adjudication of
future cases
Branch User
forum
See slide 6 for update/information on Case Submissions
~ No update: WG TOR will be progressed with Sir Anthony including the
voting right issue.
‘Compensation policy progressed by sub group. Actions to compete are
identified, targeting version for wie 8" Nov. This will then be presented
at Steering.
+ Preparing job descriptions/approach for PO Mediation roles (including
decision making authority ete.) for Steering Board approval.
Paula discussed Hillsborough links with Sir Anthony.
First WG meeting with Sir Anthony organised for Friday 25 October.
Positive meeting Sir Anthony in preparation for fist Working Group
meeting - covered SS, voting, approachidecisions to date etc.
‘Communications drafted including positive JFSA comment. Expect to
release to the press on Tuesday 29" October.
Inaugural Forum will be mid November.
Amber
Green
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Other work stream updates
es _ a
No update: Case reviews continue with Cartwright King and expected to
Legal (criminal
cases)
Improvements &
Culture change
Communications
Technology
“Ges by the end of October.
Draft report from Brian Altman re future prosecutions received by Legal
team on Weds. Prosecution policy meeting planned with a paper for
either ARC, ExCo or Board meeting in November.
Current plan will updating following QC steer.
Progressing “To Be" experiences for for spmr life cycle. Exit process
session held yesterday, others being planned.
Programme leadership team finalised the vision, behaviours and
‘outcomes they as leaders should be looking for from their teams.
No update: analysis of current submissions vs. previous lists underway
so that we understand MP communications required post 18" Nov (e.g.
for spmr's that didn't apply to the scheme)
No update: Work continues to understand impact and get required
Clarifications on changes.
Green
Green
Green
Amber
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Legal Update — Case Review
Stat
S
To date 301
* Disclosure was advised in the case of Thomas Brown but not made as the
case was discontinued. Disclosure has been advised in Hutchings and Robinson
but not yet made as the disclosure letter is with BAQC for approval. Disclosure
will be required in the cases of King & Jewson and Williams (Persis) if these
defendants are charged.
** The cases of Patel (Jishaan), Brown (Thomas), Wylie and Knight have been
terminated.
Second I Full isclosure losure continued
as at Sifts ts Reviewed I Advised Provided
17/10/2013
14 35 fag 10" oe
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Summary of Mediation cases
64 Applications to date
28 to 5 Sept: 10
5 to 12 Sept: 10
12 to 20 Sept: 8
20to27Sept: 2
27 to 3 Oct: 8
3 to 10 Oct: 8
10 to 17 Oct: 7
17to24Oct: 11
24 to 30 Oct: tbe
30 to 7 Nov: tbe
7 to 14 Nov: tbe
14to18Nov: — tbe
Applications
“1 New applications this week
44 Acceptance letters and funding agreements sent to SPMR's.
3 Waiting for additional information to be supplied by SPMR-
5 PO will continue to investigate SPMR’s cases internally as they have
not exhausted internal processes (1 to be agreed by WG)
1 Declined - in investigation/legal process (to be agreed at WG)
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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
Medion Schone ‘A22147 4A meeting to agree infestigatl ach
veep 25107 First Working Party Works! define Ways of Workin
complete cases) 4 eal CP 4
A 15/08 Working + nat off of warkiag, mediation pack and comms
emeenl 20/09 New ways of working fully impiqmented
I 2208 Mediators) dppapnted
‘24/08 TOR for Monthly Working Grou
I ‘30/10 compete first caseI
‘A. 18)}1 All applicatiohs submit
Manthly Workin Group Boafds A a a ry a a a a
Paleston al thre 71608 DefineIprocess for bppeating cades outside tle ine
we 10108 Appoint dn inlependert ipure to deterhine how an Independent bafety net might be ntrodiced
(os Are to adjipileate In ifthe future
18904 ina nces
la, 110 Indbpehdent review] makes recofumendation
I 25/10 IPobt Office Implements recommendations
Branch User Forum ioalwannalon
[Angela VOB A 19108 start engagementiwit} stakeholtier
I Tr engagement with stakenbiders,
4410 lssud fnpl TOR and spd out invitgtions to frstforum
A, 201/10/First BranchIUser Forum
Brangh User Forulp meets fegufarly a ry a a ry
Notes: Version 007 20130815
Tasks addediamended since last version in red.
‘ontrack Achieved Milestone Arigna Date (not achieved) /\ Delayed (no impact) AL AL Risk Delayed A. Issue / Delayed On
[{] Names of critical resources: > Dependency (potential impact) (materia! impact)
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Legal - High level Plan
Work Stream 2013
el Aug Sep et,
Dee
Jen Feb Mer Apr
Legal
= ‘A08107 Tactical ways of working implement
[Chris Avjars A.36107 Agree Response toICriminal
A 01/08 Defihe route for prosecut
Axni7 inti sit cases completed
I A 0/08 Ck initial revi
A \20108 prepate pape
“}A\ 10108 resent
130107 Appotnt ac to adiise POI
lve the fidings of thq Secon:
A\02108 nia findings ffom Qc:
A\ 08108 jnitiat findings from
09109 FOR for
mmission
closure
lete
1dI proce
ort dated
office
nek
feed
Ieport
fewed individually
fovided to dgfence, up tol January 2040 by CK (caftwrightking}
to dateIwith input fom Qc
for Feviewing pdst/current cfiminal prosqeutions:
Notes:
Tasks added since last version in red.
Version 007 20130815
AMontrack A Achieved Milestone A Original Date (not achieved) /\ Delayed (no impact) A AtRisk/ Delayed A Issue / Delayed
[] Names of erica resources => Dependency
{potential impact) "(material impact)
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Improvements _- High level Plan @
Improvements 2013 2014
Work Stream a Ag Sep Oct Now Dee Jen Feb Mer Aer
arate VOB A\ 2407 Aaref Terms of Rhference itl Sponsor Apela)
\08!08 Adree approach to mappinglas-is progesp, scope, ang how it will He documenta
Avosiog Agree Terms} Reference with steeting group
{A 091bs identity rebource frm bach areato bupport the rhapping of tHe “as-is
A os)os identity pfocess far capturing quick wins
Al 30108 Startho identify q¥ick wins (ron the mappihg exercise)
A 05/09 fagree which quick wins shoul be imglemented with Programmp Board
A 06/09 Begin implementing qui¢k wins
30/09 Complete “as-Is" bubpostmaster journey/eyperience with POL,
‘30/08 Gomplete “as-fs" Frown colledgue r journeyiexperience with POL.
‘30/09 domplete “as-is” multiple parther r journeylexperience with POL
a A. 05/10 All “Quick Wihs” Implemested
_I_ A 20/19 cpmplete “to-be subpostrpaster journey/experiencel with POL
A. 20/19 Chmplete * to-pe “ Crown colleague r jolirneyiexperignce with PO}
I A 20/19 Cpmplete “ to-pe” multiple partner r joufney/experierjce with POLI
‘A 19/11 Funding for proposal ppproved
A1111 Commence implemestation projedts
194 implemen{ mechanismfo ensure allprocesses afe regularly
reviewpd and contifue to be fit fbr purpose
Culture Change
bal
z
Ba
put from revi
Note: Building questionsIinto rqvi steps will follow ip out
Notes: Version 907 20130815
Tasks added since last version in red.
@
ontrack Achieved milestone Original Date (not achieved) /\ Delayed (no impact) A At Risk’ Delayed A Issue / Delayed wy
[{] Names of critical resources: > Dependency (potential impact) {material impact)
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Communications - High level Plan @
Work Stream 2013 2014
a Er Sep ot Nov Dee an Feb Mae ar
‘Communications and I 22/07 Abree Approach with JA
MP engagement
A sAlsFsa, POL gad ss t incate prpcess to MPsIand SPMRs
Mark Davies
A Pibactive laungn Mediaton process (regs release)
Reactive to Media" Aq cases are mpdiated jc dffairs team tq be updated Ifor proactivd managemerf)
A [01109 Post qfice staft erfyagement with MPs — individually explgining mediatjon process
A 11109 Alice P and JA meeting
J 01/10 Star taking MPs through theirfactual cases
A
31/10 Jgint MP update meting (follow on from JA Ineeting)
Dath TBC A
Engagement
with MPs for 25
invgstigation
casps complete
Notes: Version 007 20130815
‘ontrack Aaetieved Milestone Arigna! Date not achieved) \ Delayed (noimpact) A At Risk/ Delayed A Issue Delnyed @)
[] Names ofcritical resources ----}> Dependency (potential impact) (materia! impact)
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Technology improvements- High level Plan @
Work Stream 2013 2014
Mm 7 op " ry = = Fee Wer mer
Technology
Improved A\30107 pratt improved Subf for Horizon comrhunication line failure
aan ‘A\15108IReview guidance with NFBP
A. {80/09 Issue guidance to branches
A 20)08 Agree coftents for Hofizon release fo
A algredd for Horizo release 10 1590} release 10 Ive
verents 02108 ais
SEs? A 30J09 Agree corpmercial tern}s with FujitsI bas a reports
x ition feasibility complete oat
Iprovererts dred "Usaw aatalcianaes
Trough tcl ° “A shito etver changes (relehse 9 dependant)
Notes: Version 007 20130815
Draft status.
‘ontrack Achieved Milestone A.Original Dato (not achieved) /\ Delayed (no impact) A At RisW/ Delayed A Issue / Delayed 2)
[] Nemes of critical 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, 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. Alll actuals 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
[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 2 50 Cost for quick wins and gap analysis
lechnology 50 60___ Funding anticipated beyond the £100k Fujitsu funded costs
[Total 13881665,
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 1,976]
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Budget — Costs to Date (last FY and this FY to 1st August)
2012/13 Invoices received
=
Total 163.98 Total 14.00 Total 6
[Month invoice amount I [Month Invoice amount I [Month Invoice amount I
July 6 1200 Jan 12566/900772 37 Jan ail 24
Aug 65 1400 Nov a2ua1 72 April 842 24
sep 67 11.00 July —_13000/900772 31 July 874 42
oct 69 600
Nov 72 17.40
Dec 73 25.00
Jan 74 2688
feb 75 25.90
mar 76 2580
2013/14 Invoiced to 1st August 2013
3.6 126.29]
Total 119.59 Total 3.10 Total
[Month Invoice amount_] [Month Invoice amount I [Month Invoice _amount_]
April 72539 July 13000/900772 3.1 April a2 24
May 78 26.35 July ema 12
June 80 24.97
July 814288
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Budget — Forecast (Aug 2013 — March 2014)
[complete Canes sing Mediation) Tesimed amber of eae rs
Second St 1 Second Sght ot 25 per month (Aug-Decombe) 10d
Bacilforinteral resources & «9 15961 mont, Gmonthe
Mediators) 25 ‘Assumed parce - wil use a ations comeany
Mediator ere Fy travel, meting ooms, traning
Legal sunportcate reparation “BD 36 750" ase assume a eacs
Lega sunport- case advice Fy ‘400 per cate. asume al ces. EACDsthelrestimate for
simple cases, but we assume sme wil dropout this
‘oud average out
Lngslsuppor-medition mesting 150 {Bkperease- anu all cases: ould recital
staf to reduce cot?
Independent advisor for 2 Percate: £1.Skcae prep Elk mediation mestng
Subpostmasers Plas £50 conngenc for more complex ates aol sd
hota: compete Cases ssng Metion) 11st 07a)
[egal and Goverance
Genera Eterna Legs Advice-BD 120 'dvis on repring and agresing mdation process and
pacis of information for SPM. Engaging nd rifng
meat, tending working group meting
‘dvsng on electing canes; revising medi avon process)
/Advisingon Fujtsurelted matters E15K per month
Cae Review CK rr Includes QC, Bond Dickinson and Cartwright King 10
Kay inne Al Bates Fa 2e per mont upto)
Independant Car 2s °
[Total tngl and Governance 1 10 30)
improvement profeet
Gack forGalePeacockandAmn 2 Gack forSpeope to conduct the gap ans cons ao 2
Alaker te business oune
Contact Conte ° esr is em be Cina witicarart mous » a
fsc ° assumed ths en be done with arent resources 10x
[ot mproverant react so a0 3a]
fechntogy
Hotzon improvements Fy Funding needed beyond te £100Fujitsu funded costs °
[otal Technology oo °
Fer ies 16 a]
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Project Sparrow risk map 28'" Sep 2013 @
£100m
High
Impact if Risk Realised
£10m
Low
Unlikely Possible Probable
keto Rsk Reatsing
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Risks @
"I = 5 Risk thatthe inlegit ofthe brand is damaged
7 Risk rat ip with BIS is 7" ‘and clients/eustomer tust damaged
— Se
——ewe Chala aah cl inca
—
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See > eres meer
3 [racers rearere cra
[----ES ge
7 Seas
ee
Ne: ° Beams
These will be refreshed at the end Pio 29° Risk of pressure on network support team's
of each month following a review
by sk owners Scere
@
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