POL00337628
POL00337628
Post Office Limited - Document Classification: INTERNAL ©
IT Contract Management Governance & Operating Model 2023 — 24
Created by Supplier Management Team Commercially Sensitive
Event Frequency (endotmonth/quarter) Actioned by Last Updated
Account Plans Monthly cM December 2023 —updated monthly
Dashboards/GDPR/Service Credits & Monthly CM/VM's December 2023 —updated monthly
Requests/Contract Changes December new CEO reporting
CM Plan KPI’s Monthly CM/VM’s December 2023 —updated monthly
Obligations Tier 1 Monthly (Tier 1 Suppliers) CM/VM’s December 2023 —new process with
CM's is in place
SharePoint Team Home Page Monthly (on hold due to S/L) VMO ‘December 2023-Ds toreview
IT Supplier Portfolio Bi Monthly & at CM/VM meetings CM/VM’s December 2023 —VMO to update
with latest info from CM’s
Wood Street Supplier passes 6 Monthly VMO December 2023 —process in place
with Grapevine — little activity
Legal Checklist/Tracker 6 Monthly CM ongoing update December 2023 reviewed 8/9/22
Obligations Tier 3 6 Monthly Tier 3 (if necessary) CM/VM's December 2023 -as tier 1
Supplier Relationship Maps 6 Monthly CVM Team ‘December 2023 -CM’s to review
Web 3 updates Ongoing CM’VMO Ongoing
Contract Interpretation Ongoing CM/VM's December 2023 - ongoing updates
Delegated Financial Authority Quarterly VMO December 2023
POL00337628
POL00337628
Post Office Limited - Document Classification: INTERNAL
IT Contract Management Governance & Operating Model 2023 — 24
Created by Supplier Management Team
Event FreQUeNCy (endofmonth/quarter) Actioned by Last Updated
CVM Comms Plan Quarterly CM/VM's December 2022 —agreed review
Sept 24
Obligations Tier 2 Quarterly Tier 2 CM/VM's December 2023~as tier 1
Audit Schedule Quarterly CVM Team December 2023 - agreed to
maintain monthly by CM’s
BP Systems Map Annually VMO
Contract Conformance Tier 1’s Annually/Adhoc against changes CM/VM's
Contract Overviews Annually CM/VM's
CVM RACI Annually CVM Team December 2023 —refreshed
Governance Review Annually CVM Team
Exit Planning Annually CM/VM's
IT contract obligations management Annually Head of CM/CM December 2023 —new process in
place with calendar reminders for
CM's
POL Policy Set Annually Agreed outside of CM Jan 2023—agreed December 22
process follow high level Policy set, that’s in
place — no change
Tiering Model Annually CVM Team
Post Office Limited - Document Classification
April 2023
Account Plans
CVM Comms Plan
Dashboards/GDPR/Service Credits &
requests
DFA Review
Obligations (Tier 1)
SharePoint Team Homepage
Contract Interpretation
KPI's
August 2023
Contract Interpretation
Dashboards/GDPR/Service Credits &
requests
Obligations (Tier 1)
INTERNAL
May 2023
Account Plans (check if can move
toQ)
Audit Schedule
BP Systems Map
Dashboards/GDPR/Service Credits &
requests
Exit Planning
Obligations (Tier 1)
SharePoint Team Homepage
Supplier Relationship Maps
Tiering Model
Contract Interpretation
KPI's
September 2023
CVM Comms Plan
Dashboards/GDPR/Service Credits &
requests/Contract Changes
IT contract obligations management
Obligations (Tier 1,2 & 3)
SharePoint Team Homepage
Contract Interpretation initiated
Legal Checklist
KPI’s
June 2023
Contract Overviews
Dashboards/GDPR/Service Credits
& requests
IT Supplier Portfolio
Obligations (Tier 1 & 2)
SharePoint Team Homepage
Contract Interpretation
KPI's
October 2023
Dashboards/GDPR/Service Credits &
requests/Contract Changes
DFA Review
Obligations (Tier 1)
SharePoint Team Homepage
Contract Interpretation
KPI’s
Audit Schedule
POL00337628
POL00337628
July 2023
Contract Overviews
CVM RACI
Dashboards/GDPR/Service Credits &
requests
DFA Review
Governance Review
Obligations (Tier 1)
SharePoint Team Homepage
Contract Interpretation
KPI's
November 2023
Dashboards/GDPR/Service Credits &
requests/Contract Changes
Obligations (Tier 1)
SharePoint Team Homepage
Contract Interpretation
KPI’s
RACI
Governance
Policy Set
BP System Map
Comms Plan
Supplier Relationship
Audit Schedule
Post Office Limited - Document Classification
December 2023
CVM Comms plan
CEO Reports/GDPR/Service Credits
& requests
IT Supplier Portfolio
Obligations (Tier 1 & 2 )
SharePoint Team Homepage
Contract Interpretation
KPI's
INTERNAL
January 2024
CEO Reports/GDPR/Service Credits
& requests
DFA Review
Obligations (Tier 1)
SharePoint Team Homepage
Contract Interpretation
KPI’s
Audit Schedule
February 2024
CEO Reports /GDPR/Service Credits
& requests
Obligations (Tier 1)
SharePoint Team Homepage
Contract Interpretation
Doing comparison review of
Tiering from what we used to the
‘one from Procurement
KPI's
Review of FD supplier passes
Audit Schedule
POL00337628
POL00337628
March 2024
CVM Comms plan
CEO Reports/GDPR/Service Credits &
requests
Obligations (Tier 1,2 & 3)
SharePoint Team Homepage
Contract Interpretation
Legal Checklist
KPIs
Audit Schedule