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IT&C Transformation Programme
Executive Dashboard
14 December 2012
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IT&C Transformation Programme — Weekly Update 14/12/2012
SISD Outline Solutions Evaluations complete as planned on 14/12. Supplier notifications to be sent on 21/12 following Exec approval.
oluti
Preparation commenced for DC Outline
ion evaluations. Re-planning to incorporate lessons from SISD on track for completion by
Programme tea ial
Overall
Budget and
Benefits
Projects
IT Frameworks
IT Supplier
Procurement
IT&C Operating
Model
Incumbent IT
Supplier Mgt.
Transition and
IT Separation
Current Lag
Fore-cast_ I Comments
Focus for Next Week
On track to deliver the baselined plan but some challenges exist resulting in Amber status. We are currently re-planning to address
these challenges. SISD Outline Solution evaluations and moderations completed as planned on 14/12. Supplier notification letters will be sent on
21/12 subject to Exec approval (Lesley Sewell, Sue Barker and Nick Kennett). Integrated Programme plan on track to be updated by 28/12. CRs
drafted for changes to Towers plan, transfer of the Incumbent IT Supplier Management project to BAU procurement, removal of TSS from
Incumbent IT Supplier Management scope and CSC options assessment. A review session to be held on 19/12 to finalise impact assessment of
these CRs. Networks Procurement Options Analysis is in progress and completion date is to be confirmed w/c 17/12.
Anticipated Final Costs (AFC) to exceed Requested Business Plan Budget by c £400k. The AFC is £14.6m vs £14.2m as requested via
Business Plan and £1.2m higher than the original PID of £13.4m. The Project Leads are in the process of raising CRs in line with the integrated
programme plan which may impact the forecast. First cut of revised Benefits figures is expected in late January as per update provided in the
appendix. Transformation budget for business planning as well as impacts from Transition, Separation, TUPE and Dual Running have been
discussed with CPMO, SPMO and Central Finance. Finance team assistance is being sought to assist with Benefits Refresh. Meetings held this
week to kick off next steps in Budget and Affordability for Bidders. This will reset the baselines for the Benefits case in late January.
Comments
Project complete and we continue to track benefits. Frameworks live and available for use and benefits of speed to market and access to best
of breed suppliers being realised. Increasing number of projects are now using or plan to use frameworks (e.g. Counters project will be using IT
Products framework in January).
On track for service commencement dates but some challenges exist that need to be addressed to remain on course for contract award.
SISD - Evaluation and moderation of 5 Outline Solutions completed on 14/12. Supplier notification letters will be sent on 21/12 following Exec
approval. Exec approval obtained for Dialogue 2 and ISFT (Invitation to Submit Final Tender) deliverable plans. Update on top dependencies for
ISFT is provided in the appendix. Towers — Detailed re-planning for Al, DC and EUC towers to complete by 28/12. A CR regarding re-planning has
been drafted and is being impact assessed. Networks Procurement Options analysis is in progress.
On track, with some challenges. Status is amber as the plan is being revised beyond Feb 2013 and there is no approved budget for additional PM
resources. Completed participation in SISD Outline Solution evaluation. Workshop on PMO Org Structure design complete. Continued with planning
to feed into integrated programme plan. Dependencies on Op Model for Org Structure and Governance defined.
Delayed due to pending revision of plan. This project will now be managed by Fay Chandler in BAU Procurement. Re-planning currently in
progress with BAU Procurement and to be completed by 31/01/13. Commenced Analysis of BT (Cortez) contract. Continued TSS negotiations with
Fujitsu. CR drafted for removal of TSS from scope and transfer into BAU procurement and is currently under review.
On track with some potential delays due to delays in Towers procurement. Transition Procurement Support — Completed EUC workshops
as input for EUC Service Take On paper. Completed first draft of the SISD ISFT schedule. Delivery of Al ISOS Service Take On paper draft has
changed due to delay in procurement date of Al ISOS issue. IT Separation — Released 6 solution documents for review. All documents to be issued
for review by first week of Jan. Impact assessed CR for changes to dates in Towers procurement.
+ Towers procurement may be delayed
due to lessons learnt from SISD
dialogue, resource constraints and
factoring in QA and governance reviews
into the plan. Re-planning is underway.
ACR will be presented to the
Programme Board on 14/01 to review
the changes and their impacts as a
result of re-planning.
IT&C Transformation Programme = Continue with updating of integrated programme plan including dependencies. A CR impact assessment review
session is to be conducted on 19/12 which will cover all open CRs.
IT Supplier Procurement — Produce and finalise evaluation report for SISD. Issue notifications to SISD bidders. Schedule attendance for SISD Dialogue
2 participants. Schedule DC Dialogue and operational reviews. Final planning review of towers plan.
IT&C Operating Model — Complete Op Model Checkpoint 3: “Test Proposed Structures vs Responses” w/c 17/12.
Incumbent IT Supplier Management — Service desk descriptions received from Fujitsu for HSD. Workshop scheduled with Fujitsu to determine Post
Office requirements and inform TSS negotiations.
Transition and IT Separation — Release of first draft of EUC Service Take On paper. Release of first draft of SISD ISFT Service Take On paper. SISD
Service Take On evaluation moderation and confirmation of scoring. Commence drafting of Al Service Take On paper.
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Executive Dashboard Appendix
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Executive Team Milestone Review
We have completed 9 of 9 milestones by the end of period 8.
The IT&C Transformation Milestones below form part of the Executive Team scorecard for FY12/13.
By the end of Period 8 (up to November 30" 2012) the Programme completed 9 of 9 milestones based on the planned dates.
ID Project =] Workstream a Description Plan Date I Actual/Fore fd Current RAG
ISPO2 {T Supplier Procurement S1/SD Market engagement day (ISP02) - SI/SD 29/03/2012 29/03/2012
ISPO3 {T Supplier Procurement Towers Market engagement day (ISP03) - Towers 29/03/2012 29/03/2012
IFP17 IT Frameworks Procurement _IIT Consultancy ITT responses for IT Consultancy 30/03/2012 30/03/2012
IFP18 IT Frameworks Procurement _IIT Solutions Delivery IITT responses for IT Solutions Delivery 23/04/2012 15/06/2012
IFP19 IT Frameworks Procurement _IIT Products {TT responses for IT Products 25/04/2012 28/05/2012
1FP27 IT Frameworks Procurement _IIT Consultancy !T Consultancy framework launch (09/07/2012 13/07/2012
1FP30__IIT Frameworks Procurement _IIT Products IT Products Framework launch 18/07/2012 18/07/2012
IFP28 IT Frameworks Procurement [IT Solutions Delivery IIT Solutions Delivery Framework launch 13/08/2012 10/08/2012
ISP16 {T Supplier Procurement SI/SD SISD ISOS outline solutions received 30/11/2012 30/11/2012
ISP69 {T Supplier Procurement Towers DC ISOS Responses Received* (05/12/2012 TBC
ISP75 {T Supplier Procurement Towers AI ISOS Responses Received* 24/02/2013 TBC
ISP83 {T Supplier Procurement Towers EUC (WP) ISOS Responses Received* 22/04/2013 TBC
ISP25 {T Supplier Procurement SI/SD S1/SD contract award** 10/05/2013 10/05/2013
ISP92 {T Supplier Procurement Towers Networks ISOS Responses Received* 10/07/2013 TBC
Milestone at risk/delayed with impact on programme — @eompieted Milestone
Managed by Programme
Qeiiesione On Track Qriitestone at risk/delayed with no impact on programme ~ Managed by Project
* These milestones have been delayed due to:
*QA and governance process delays;
*Lessons learnt from first phase of SI dialogue and DC ISOS preparations; and
*Resource constraints (availability of BAU resources).
We are currently re-planning due to the reasons above with a view to reduce impact on programme timescales. This is due to complete
by 28/12. A CR will be presented to the Programme Board on 14/01 to review these changes.
** This milestone is at risk of delay as it may be impacted by re-planning work currently in progress.
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IT Transformation Programme Budget Overview
Detailed review of programme spend complete. Anticipated Final Costs to exceed
Requested Business Plan Budget by circa £400k. Analysis on-going
with a view to recover costs wherever possible.
G-219 IT Transformation Budget (Jan 2012 - Oct 2015)
Financial Year
Cost Category 2011/12 I 2012/13 I 2013/14 I 2014/15 I 2015/16 I Total
G-219 IT Transformation Budget [Source: PID + 13/14 reprofiled + Business Plan increases}
[Consultancy (inc Sunk costs) £695,000 I £1,883,000] £253,000 : - £2,831,000
IContractor £73,000 £998,000 I £1,943,000 : £3,014,000
Internal (inc unk costs) £262,000 I £1,158,000I £965,000 : : £2,385,000
Legal (inc Sunk costs) £110,000 [£1,236,000] £720,000 - : £2,066,000
Implementation (Redundancy, Alignment and Training) - £145,000 I £1,835,000 I £801,000 I £401,000 I £3,182,000
[Other (inc inflation) - £232,000 I £302,000 I £118,000 I £52,000 I £704,000
Grand Total £1,140,000I £5,652,000I £6,018,000 I £919,000 I £453,000 I £14,182,000
Current Forecast (November 2012) ANTICIPATED FINAL COST
[Consultancy (inc Sunk costs - 01/04-14/09) £1,106,830I £2,338,275I £251,000 - - £3,696,105
Contractor (inc Sunk costs - 01/04-14/09) - £1,879,619I £2,136,692 : - £4,016,314
Internal (inc Sunk costs -01/04-14/09) £95,280 £886,277 £774,633 - £1,756,190
Legal (inc sunk costs - 01/04-27/09) : £690,000 £780,000 : : £1,470,000
Implementation (Redundancy, Alignment and Training) : £145,000 I £2,035,000 I £801,000 £201,000 I £3,182,000
Other (inc Sunk costs - 01/04-14/09) £6,928 £67,000 £41,000 I £118,000 I £252,000 I £484,928
Grand Total £1,209,038I £6,006,170I £6,018,325 I £919,000 I £453,000 I £14,605,534
Detailed Deviation Business Case v Current Forecast
Consultancy (inc Sunk costs - 01/04-14/09)
Contractor (inc Sunk costs - 01/04-14/09)
Internal (ine Sunk costs -01/04-14/09)
Legal (inc Sunk costs - 01/04-27/09)
Implementation (Redundancy, Alignment and Training)
[Other (inc sunk costs - 01/04-14/09)
IGrand Total
Notes:
Rebased Anticipated Final Costs of the Project since initial review. Actuals until P7 included and initial
forecasts relating to scope changes that have occurred.
During December additional work will be undertaken to refine the numbers.
Figures above are based on business decisions and the forecast is subject to change.
Budget transfer of £913k from 12/13 to 13/14 requested regarding Alignment and Training.
Budget includes original base case of £13.4m + £0.8m requested for 13/14 = £14.2m
New Business Case and Change requests anticipated early 2013.
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Updates as of 13/12:
+ Anticipated Final Costs (AFC) has been updated to
reflect existing assumptions and known requirements to
produce this reforecast of the programme, as well as a
prudent view on the impact of separation.
+ Figures presented do not include Transition costs. This
will be covered in a separate business case due to be
submitted in Jan 2013.
The total AFC is £14.6m or £1.2m higher than the
approved baseline of £13.4m:
+ This is £800k for 13/14 additional costs as below.
+ £354k 12-13 — this is a forecast overspend, however we
do expect to bring this back closer in line with Budget.
+ £69k in 11-12 overspend
2013/14 Business Plan includes all known cost
increases and a request for an additional £800k:
+ Scope changes with Towers as requirement became
more defined. £250k.
+ BAU Resource constraints on POL knowledge so
procurement now Staggered, leading to additional costs.
£250k.
+ Impact from BAU/Skillsgroup charging structure vs
original base case £300k.
+ Plan being worked up with finance to support the
Benefits case rework during December and January.
+ Continued meetings with POL finance/SPMO to ensure
alignment of all reported numbers and transparency.
+ Benefits Tracking is being discussed with SPMO and
POL Finance to align requirements and outputs and to
understand the limitations in data and assumptions.
+ Costs for G-219 IT&C Transformation Programme has a
tisk of overspend due to scope changes. We are working
within the programme to manage costs.
Please note:
+ The figures presented for IT&C Transformation do not
include the costs associated with Horizon Evolution,
Separation and Transition planning as they will become
separate business cases.
+ Figures inclusive of irrecoverable VAT.
+ These figures are updated on a fortnightly basis.
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Recruitment Update
Recruitment is in full swing to resource required roles on the Programme
Project Role Candidate Status
14/12 — To be confirmed with the project lead
7 PMO Support whether this role is still required given that we
IT Supplier Procurement Ip eolacement for Andrew Davies) I*8C now have PMO interface lead (Jo Turner)
recruited.
IT Supplier Procurement EUC and Networks Procurement I +5, 13/12 — Awaiting HR and Finance approval to
Support initiate recruitment.
IT Supplier Procurement IPMO Interface Lead Jo Turner 13/42 ~ Started part time on 10/12 and will start
full time in Jan 2013.
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Last 4 Week Milestone Review
Milestones completed over the last 4 weeks.
Qin: On Track Qiiezone at risk/delayed with no impact on programme — Managed by Project oes eee with impact on programme — Qecorsietea Milestone
ID Project Milestone Planned Date I Actual Date RAG Comments
1om47__ I!T&C Operating ICheckpoint 1 — functional view of I g9/44/0912 I 09/11/2012 Completed.
Model capabilities shared
ispe1_I!T Supplier Evaluate EUC PQQ Responses I 19/11/2012 I 19/11/2012 Completed.
Procurement
1omM22 Me cperating Process Delivery Board sign off 23/08/2012 I 21/11/2012 Completed.
ispie —_I!7 Supplier SISD ISOS Outline Solutions 30/11/2012 I 30/11/2012 Completed.
Procurement Received
. Checkpoint 2: Retained
tomas —_I!T&C Operating I oe ganisation, Impacted Roles and I 30/11/2012 I 03/12/2012 Completed.
Model en .
Accountabilities defined
1om4g _ I!T&C Operating IRevised POR Template Review I 93/49/9949 I 3/12/2012 Completed.
Model Complete
IT Supplier ;
ISPE8- I corroment [DC ISOS Issued (4-6 Bidders) 07/11/2012 I 07/12/2012 Completed.
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Next 4 Week Milestone Review
Qin: On Track Qiiezone at risk/delayed with no impact on programme ~ Managed by Project oes eee with impact on programme — Qecorsietea Milestone
ID Project Milestone Planned Date I Forecast Date RAG Comments
iom31 I /T&C Operating I Checkpoint 3 - Test proposed 49/12/2012 I 19/12/2012 On track as per planned date.
Model structure vs responses
12/12 — Networks procurement options
analysis has been initiated w/c 10/12.
TBC Detailed networks procurement plan will
IT Supplier Complete Detailed Networks be created upon completion of analysis
ISP89 31/10/2012 (See . -
Procurement Procurement Plan and confirmation of the preferred
comment) , .
procurement option. The completion
date is to be agreed with MW and FC
wie 17/12.
12/12 — This milestone has been delayed
due to delay in DC ISOS issue. Forecast
7 . . . TBC date is to be confirmed with the
ISP69 IT Supplier dC Outline Solutions Received 05/12/2012 (See finalisation of the integrated programme
Procurement (Shortlist to 3) : .
comment) plan. Further to this, a CR will presented
to the Programme Board on 14/01 to
bring the RAG status back to green.
12/12 — This milestone has been
delayed. Forecast date is to be
IT Supplier TBC confirmed with the finalisation of the
ISP82 Procurement EUC ISOS Issued 14/12/2012 (See integrated programme plan. Further to
comment) this, a CR will be presented to the
Programme Board on 14/01 to bring the
RAG status back to green.
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Next 4 Week Milestone Review
Qin: On Track Qiiezone at risk/delayed with no impact on programme ~ Managed by Project oes eee with impact on programme — Qecorsietea Milestone
ID Project Milestone Planned Date I Forecast Date RAG Comments
12/12 — This milestone has been
delayed. Forecast date is to be
IT Supplier TBC confirmed with the finalisation of the
ISP70 Pp DC ISFT Issued 14/12/2013 (See integrated programme plan. Further to
Procurement -
comment) this, a CR will presented to the
Programme Board on 14/01 to bring the
RAG status back to green.
12/12 — This is dependent on ISP89
. TBC (Networks Procurement Options
ISP67 Prapeler networks Tower OJEU and PQQ. I 7/0012 (See Analysis). The milestone is delayed until
comment) the options analysis is complete. A date
for this is currently being re-planned.
IT Supplier _ .
ISP41 SI/SD shortlist 3 bidders 21/12/2012 I 21/12/2012 On track as per planned date.
Procurement
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Next 4 Week Milestone Review
Qin: On Track Qiiezone at risk/delayed with no impact on programme ~ Managed by Project oes ne aslayed with impact on Programme Qecorsietea Milestone
ID Project Milestone Planned Date I Forecast Date RAG Comments
12/12 — This milestone has been
delayed. Forecast date is to be
IT Supplier TBC confirmed with the finalisation of the
ISP74 Pp Pp Al ISOS Issued 07/01/2013 (See integrated programme plan. Further to
rocurement . .
comment) this, a CR will be presented to the
Programme Board on 14/01 to bring the
RAG status back to green.
12112 — This milestone date wiill change
due to delay in Al ISOS issue. Forecast
date is to be confirmed with the
“a ; TBC nate Is '
ge Transition Schedule Input to Final finalisation of the integrated programme
TRNOB Transition ISOS/AI 17/2/2012 coment) plan. Further to this, a CR will be
presented to the Programme Board on
14/01 to bring the RAG status back to
green.
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IT&C Transformation Programme Continuous Improvement Plan
Milestone at risk/delayed with
Impact managed by project
© Milestone On Track
Programme Management
}@ 30/10 - Programme Walkthrough session held (ISS 24-1)
05/14 - Monthly programme
‘team catch-up meetings
scheduled (ISS 24-2)
@ 20/11- PMO structure, governance & processes redesigned (ISS
24)
@ 20/11- Requirement to attend governance boards &
meetings communicated (ISS 20)
@ 30/11- Analysis of programme spend complete (RIS 25)
28/12 - Produce Integrated Program
{T Supplier
Procurement
14/14 - QA processes reviewed (ISS 17)
Incumbent IT
‘Supplier
Management
16/11 - Incumbent IT Supplier
Management Project fully
resourced (ISS 18)
¢
IT&C Operating Model
jilestone at risk/delayed with
potential impact on programme
and Managed by Programme
wic 05/11 wic 12/11 wic 19/11 wic 26/11 wic 03/1 wie 10/12 wie 17/12
19/12 - Single “picture” of dil change activities
© Completed Milestone
JAN
45/01/13 - Transformation Comms Toolkit updated (ISS 16-.
2)
11/02/13 - Benefits Mapping updated (ISS 22-2)
Rd
28/12- Comms Plan Produced (ISS 16-5}@ 30/01/13 - Programme seating issue resolved (RIS 31) @
°
18/01 - Produce provisional affordability guidance for the
SISD procurement (ISS 13)
14/02 - Cost Business Case updated (ISS 22-1) @®
produced (ISS 15)
1101/13 - Finance Approval Obtained (ISS 22-3) @®
e Plan and Risk and Issue Log (ISS 26) @ 91/01/12 - Obtained commitment for support from Lead @
Team, HR and Comms (RIS 33)
31/01/13 - PMO to address recruitment issues and fill
Uunresourced roles (Ss 13) @
34/04/13 - Procurement Resource Sharing Issue
Resolved (ISS 25) @
15101/13- Stakeholder Map with Comms Strategy(ISS 16-@>
3)
22/01/13 —1TAC Conerence (P24) @
21/01/13 lssue DC ISFT (15P70) @
¢
45/01/13 - BRM Engagement Strategy &
Implementation Pian produced (ISS 16-4)
To be updated further to
revision of integrated
programme plan due to
complete 28/12.
28/12 - Revised Incumbent IT
Supplier Management plan created
(RIS 28)
Ad
21/12 - Detailed plan, budget and resource requirements
defined (iss 23)
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Top Programme Risks
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Project Current Risk Mitigation Key Dates Owners
From September onwards we will
be executing 4 or 5 parallel .
procurements, each of which will 14/12 —Thisis being addressed _I Raised on: I \ssigned to:
require significant input fromkey I 6 in the re-planning exercise 21/08/2012 I Wieromiej
27 I Post Office people. The SISD Procwenent currently being undertaken on
procurement has secured the the programme which isdueto I Due date: Ip aiseq py:
necessary inputs but there is a high complete by 28/12 28/12/2012 I Serra Bevan
risk that the towers procurements
will not.
There is a risk that the DC Tower
plan may be too congested in
January to allow the documents to z i ._ I Assigned to:
be produced, refined, reviewed and 14/12 Thisis being addressed I Raised on: I wiattnew
in the re-planning exercise 15/11/2012 -
3q_ I signed off. ifthe current plan IT Supplier ‘hy bs Seo Wieremiej
remains (w/c 7th ~ 5 days of Procurement corrently being undertaken on .
" the programme which isdueto I Due date: .
dialogue, w/c 14th -5 days of site complete by 28/12. 28/12/2012 I Raised by:
visits, w/c 21st — issue ISFT), then pret by * Dave Hulbert
this risk is likely to materialise into
an issue.
Fujitsu retrench from TSS. Raised on: I Assigned to:
Negotiations solely to their Incumbent IT 14/12 — Discussions are currently I 10/12/2012 I Richard Boyce
85 I obligations/timelines as detailed in I Supplier underway with Fujitsu to keep
‘the HGNX contract. i.e. October Management them from retrenching. Due date: I Raised by:
2013. 31/01/2013 I Richard Boyce
5 = Conti iation. i
' 2 s 4 Should Fujitsu agree to TS rescope Sees ee eet en, I Ratsed on: I Assigned to:
Very unlikely Unlikely Even chanoe Likely Very likely to migrate Horizon to DC Tower, _I Incumbent IT continue te interlock with 10/12/2012 I Richard Boyce
86 I risk that Fujitsu delays validation _I Supplier incumbents Procurement work
—___, coterminus with other Management icumbents Procurement Wor Due date: I Raised by:
uKEUHOOD stream to mitigate risk and ‘
procurements. . 31/01/2013 I Richard Boyce
‘ensure continued Fujitsu focus.
Top 5 programme level risks are shown in the 12/12 - A revised Incumbent IT
je There is currently no agreed Supplier Management plan i ._ I Assigned to:
table on the right. engagement strategy with smaller should be created incorporating Rates on Matthew
aq_I incumbent suppliers. This may Trincumbents the required engagement Wieremiej
The chart above shows an overview of all open result in these suppliers being strategy. Due date:
programme level risks based on their RAG disengaged and potential issues This is currently in progress and I S4;q 179943 I Raised by:
tat with contract terminations. is due for completion on lain Patterson
status. 31/01/13.
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@
Top Programme Issues
Issues Summary
Total: 1
Issue IDs: 30
Total: 2
Issue IDs: 27, 29
Top 5 programme level issues are shown in the
table on the right.
The table above shows an overview of all open
programme level issues as per their RAG status
(based on Impact).
Project
Current Resolution Action
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Key Dates
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Owners
We need a single “picture” of all change Raised on: I Assigned to:
activities across Post Office, managed 14/12 Discussions on going about I 15/10/2012. I Piers Virik
through single, common governance to Programme
15 i" ° an approach for coordination of
ensure all initiatives deliver the intended I Management . ‘ .
change activities in the business. I Due date: I Raised by:
benefits. We understand that this is 31/03/2013. I lain Patterson
currently being put in place.
Due to recent changes in scope, the wae Heck Frangou is aking (hs I Raised on: I Assigned to:
Business Case for G219 ~ IT&C 7 mop 30/10/2012 I Jack Frangou
7 Programme benefits refresh will be sent to the
22. I Transformation Programme is out of date. I iy. sament Programme Board on 17/12. A
There is also a direct impact of this on es complete update wil be provided Due date: I Raised by:
benefits tracking for the programme. tothe Programme Board on 11/02, I 11/02/2012 Iain Patterson
Programme resources assigned to IT 14/12 ~ The programme is
Supplier Procurement, Design Authority and currently undertaking a re-planning
* activity including resourcing which I Raised on: I Assigned to:
Transition planning have been asked to
is due to complete 28/12. Aclearer I 15/11/2012 I lain Patterson
support BAU procurement work (e.g. Programme
25 a ‘light oroject. M ‘at picture of resource usage will be
suppor in-flgh projets ong anager abtained upon completion which I Due date: I Raised by:
Seen e can then be discussed with the 28/12/2012 I Bhavesh Morar
unplanned and can impact delivery of the
rogramme if it is not resolved. Lead Team to see what BAU
or . support can be provided.
The integrated programme plan needs to be
updated to account for delays in Towers 14/12 - Integrated risk and issue Raised on: I Assigned to:
procurement. There are separate risks and register has been created and in te/1/2012. {1 Non khon
31. I Issue registers for each project on the Programme use on the programme. The
programme. These need to be consolidated I Management integrated programme plan is Due date: I Raised by:
into a programme wide integrated risk and currently being updated and isto. I >g/40/9012 I twin Patterson
issue register to enable better escalation be completed by 28/12
and management of risks and issues.
14/12 — Asa short term solution,
Due to onboarding of new resources there is the resources that do not have a
now a shortage of deskspace on the desk will look to occupy unused
programme. This has been discussed with desks assigned to other teams. Ralsed on: I Assigned to:
property services who have advised that 12/12/2012. I terse Denich
5. I there are no additional desks available inI Programme Along term solution however
148 Old Street and therefore no additional I Management needs to be determined Due date: I Raised by:
desks can be allocated to the programme. (discussions are currently ongoing I 4/9/0913, Iitan Khon
The severity of this issue will get worse as with property services) and may
further resources join the programme in the need to be escalated through
new year. programme governance if
necessary.
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©
Appendix: Business Case and Benefits Refresh
Interim Update — 11/12/12
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Activity RAG IDates
Update
Dependencies
[Obtain Supplier Spend and Baseline Costs for FY11-12 and FY 12-13 Obtained for BAU OPEX and Thu 03/01/2013
PROJECTS (POOC, Capex and Exceptional). These form the bulk of the source data for the revised
model.
Main Data Obtained. Information split into. BAU
(opex), Pooc and Capex is not readily available.
[System reports unable to provide supplier
Ispend split by categories. Finance and
[Service Delivery teams to assist
[Supplier and Baseline Costs analysed into new TOWERS, using best estimates based on Mon 17/12/12
discussions with Business Stakeholders.
(Original assumptions were based on older Towers
format, so being revised by Business Partners for
17th December.
[Outputs agreed with Service Delivery Team.
[Obtain copy of the original PID financial model supporting the Benefits Business Base Case
reviewed and analysed at high level. Dissect and understand how Benefits were produced and
sufficient analysis of the Cost bases as these are not provided in the PID.
Completed. Summary made to bring out key inputsI
land outputs. Recognition that Optimised Baseline
is not ‘As Is’ so part of the benefits are opportunity
cost savings.
[Some assumptions still awaiting further details
Jon, however will add value rather than delay
lanything.
Obtain Baseline FY 13-14 to FY15-16 BAU OPEX and PROJECTS (POOC, Capex and Exceptional) -
Initial Cut
[Some delay as Business Plans were revised,
received Pooc/Capex numbers however still await
BAU(Opex).
Request made with Central Finance Team.
Meetings with Stakeholders in BAU that will be impacted by IT&C Transformation Programme.
These have started, on Monday a meeting to reviewI
Budgets and Affordability for the SISD and discuss
the wider aspects of what we can and can not
Jobtain for updating the business case.
Further meeting with Dave Hulbert to discuss
12th December. Other meetings also being
arranged.
Meet with SPMO and Central Finance to discuss and agree model approach and actions required. wie 17/12/2012 Meeting to be with S. Hirst and N. Sambridge. ISPMO/Finance
Bring data together and start formulating model Fri_04/01/2012
High level outline stating what the New Benefits Model will achieve, assume and provide. Mon 07/01/2013 [Meeting to be with S. Hirst and N. Sambridge. __ISPMO/Finance
Meet with SPMO and Central Finance to update progress. wc 07/01/2013
[Draft Model and reviewed with key stakeholders
Fri 11/01/2013
IGOS6 Frameworks Benefits Forecast updated vs. original Fri 18/01/2013
I TTP3 - Cost reduction of £9.7m associated with implementing IT Frameworks
Stakeholders review.
All benefits will form part of the same model and
outputs so G0S6 will be aligned to G219 dates. Slip
by 3 weeks from original date.
From reviewing PID model, they are integral to
main project so not a separate exercise.
Meetings with Stakeholders in BAU that will be impacted by G219 - IT&C Transformation Programme
((T Supplier Procurement, Incumbents & Op Model).
Benefits Case update draft for Business review
- ITTP1-Cost savings associated with (a) contract signature & (b) ongoing supplier efficiency
- ITTP2- Cost saving associated with efficiency from new Ops Model £ m
Initial stakeholder agreement on revised benefits for business planning cycle.
High level draft of Benefits Cases produced
Stakeholder discussions to finalise all Benefits.
Updated Benefits Case and potentially Business Case / PID submission with Costs and Benefits
impact both at Programme and Operational Level
Revised dates to account for staff on branch duties, annual leave and furlough as original plan omitted to account for these factors.
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Appendix: IT Supplier Procurement
Key Dependencies Summary — 12/12/12
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Dependency Summary
Dependency Description
Description: The Service Level Model for the Towers/S! Model, outlining the ways in which boundaries between
Tower suppliers will be determined so that responsibility for the achievement of each SLA and KPI is clear, and Service
Credits can be applied against the appropriate party or parties
Status: On-track. ISG have provided the initial draft which is currently being reviewed by the DA.
Required by: 11/01/13
Owner: Blake Griffin
Next Activity: Redraft ISG paper following DA review ready for working group review on Monday 17".
SLA Model
Description: Production of a discussion paper covering the payment mechanism options to be used with the bidders in
the next phase of SI/SD dialogue.
Status: On-track. Analysis of the bidders outline solutions has been completed and working group activities scheduled.
Required by: Draft for 08/01/13 to support dialogue
Owner: Andrew Pleming
Next Activity: Confirm the requirements for the SI/SD Payment mechanism with the DA including the requirements for
cross-tower trading.
Payment
Mechanisms
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Dependency Summary
Dependency Description
Description: A model of governance structures and forums for the Target Operating Model.
Status: On-track. Initial Governance workshop held 11/12/12.
Required by: POL’s preferred model by 08/01/13 to support SI/SD dialogue
Owner: Steve Rogers
Next Activity: Ad-hoc sessions are being held with Lead Team members (12/12/12 — Andy Holt, Chris F & Chris T) in
preparation for the next workshop on the 19" December.
Governance
Model
Staff Data
(both PO & 3%
party)
Description: The estimated numbers and breakdown of staff affected by TUPE.
Status: Drafts already exist. Refinement of these is dependent on completion of the Retained Org Description and
provision of data by incumbent suppliers - Legacy Due Diligence Material (if this can be obtained).
Required by: Draft for 31/01/13 to support dialogue
Owner: Jeremy How
Next Activity: This is dependant on the completion of the Org Design and
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Dependency Summary
Dependency Description
Legacy ‘Due Description: Production of a plan for gathering the Due Diligence Material that we believe will be requested by
Diligence bidders. Delivery against the plan will sit will the nominated owners and be tracked by the programme PMO.
Material’ Status: On-track. Initial planning meeting to be held 12/12/12, however resource availability is impacting the ability to
define the product description
Required by: Draft for 21/12/12 to be reviewed by bidders early Jan.
Owner: Graham Bevan
Next Activity: Review the proposed approach with the Procurement Leads to identify appropriate resources.
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Dependency Milestone Tracker
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Project Milestone Planned Date I Forecast Date RAG
Collaboration initial Draft Due o7man2 I o7n2ne
Model
Collaboration DA Review o7an2 I o7n2/12
Model
Collaboration Release to Working Group 40/12/12 10/12/12
Model
Collaboration
ISG Working Group Workshop 11/12/12 11/12/12
Model
Collaboration . .
Model Presentation to Leadership Team 04/01/13 04/01/13
a Tl } T Toe r r
TTT eT
SLA Model Initial Draft Due 10/12/12 10/12/12
SLA Model DA Review 12/12/12 12/12/12
SLA Model Working Group Review 14/12/12 17/12/12
SLA Model Amendments complete 18/12/12 18/12/12
SLA Model Page Turn 19/12/12 19/12/12
SLA Model Approval 21/12/12 21/12/12
Comments
Chris Taylor and Andy Holt present, next steps
agreed.
On track as per planned date.
SO RROUIOTEUTOAT TATA TE
On track as per planned date.
Moved to the 17 due to the availability of
resources Andy Jacques and Carol Ayres)
On track subject to working group review
completing on the 17/12/12
On track as per planned date.
On track as per planned date.
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RAG Comments
On track as per planned date.
On track as per planned date.
On track as per planned date.
On track as per planned date.
On track as per planned date.
On track as per planned date.
On track as per planned date.
On track as per planned date.
On track as per planned date.
On track as per planned date.
On track as per planned date.
Project Milestone Planned Date I Forecast Date
Payment Expected requirements drafted 12/12/12 12/12/12
Mechanism
Payment Confirm Materiality of Cross-Tower 44/12/12 14/12/12
Mechanism trading
Payment Paper Drafted and issued for review} 18/12/12 18/12/12
Mechanism
Payment Final draft complete 04/01/13 04/01/13
Mechanism
Payment . .
Mechanism Presentation to Delivery Board 07/01/13 07/01/13
Budget & Review initial business case with
Affordability Deloitte taiait2 taiaita
Budget & Supplier Costs re-aligned to the
Affordability current Towers model t7itait2 titait2
Budget & Synergies information input to
Affordability paper provided 05/01/13 05/01/13
Budget & ae
Affordability Initial Draft Due 07/01/13 07/01/13
Budget & .
Affordability Working Group workshop 07/01/13 07/01/13
Budget & . .
Affordability Quality review 08/01/13 08/01/13
Budget & .
Affordability Final Draft 09/01/13 09/01/13
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Dependency Milestone Tracker
Project Milestone Planned Date I Forecast Date RAG Comments
Governance ISOS Review Complete 07/12/12 07/12/12
Model
Governance
Model Workshop 1 12/12/12 11/12/12
wovernance Workshop 2 19/12/12 19/12/12 On track as per planned date.
Rovernance Proposed Model Complete 04/01/13 04/01/13 On track as per planned date.
OTE TE TTT TTT TT TT
Retained Org .
Structure Lead Team Review 03/12/12 03/12/12 On track as per planned date.
Retained Org ISOS Review Complete 07/12/12 07/12/12 On track as per planned date.
tructure
Retained Org Draft Org Structure Role o7/42/12 42/12/12 Lead Team have been chased by Steve Rogers,
Structure Descriptions submitted requesting returns by close of play 11/12/12.
Retained Org . {On track subject to Role Descriptions being
Structure Lead Team Org Structure Defined 17/12/12 17/12/12 "I submitted for the 12/12/12.
Retained Org a On track subject to Role Descriptions being
Structure Updated Org Structure for dialogue 21/12/12 21/12/12 submitted for the 12/12/12.
Retained Org Lead Team Sign Off — Org 07/01/12 07/01/12 On track subject to Role Descriptions being
Structure Structure and Role Descriptions submitted for the 12/12/12.
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RAG
Comments
On track as per planned date.
Dependent on the availability of Due Diligence Data
and incumbent suppliers willingness to provide it.
Dates for this will be included in the Legacy Due
Diligence plan. (see Legacy Due Diligence Material)
On track as per planned date.
On track as per planned date.
Project Milestone Planned Date I Forecast Date
Staff Data (both IUpdate PO data (dependent on the
PO & 3" party) Retained Org Structure completion) V3 a
Update 3” Party data (Dependent
Staff Data (both I on availability of Due Diligence TBC TBC
PO & 3" party)
Data)
Stable Prog Issue Draft v0.1 14212 I 12/12/12
Milestones
Stable Prog .
Milestones Internal Review compete 21/12/12 21/12/12
Stable Prog Issue Draft v0.2 to bidders for 09/01/13 09/01/13
Milestones comment
On track as per planned date.
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Dependency Milestone Tracker
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Project Milestone Planned Date I Forecast Date
Legacy Due kick off meeting 42/12/12 42/12/12
Diligence Material
Legacy Due —_I Detailed Planning session seniai2 I 19/12/12
Diligence Material
Legacy Due I Draft Plan produced 21/12/12 2112/12
Diligence Material
Legacy Due ; Draft Plan shared with bidders for 09/01/13 09/01/13
Diligence Material I review
Legacy Due . .
Diligence Material Bidder Feedback received 16/01/13 16/01/13
Legacy Due -aoi .
Diligence Material On-going population of the VDR TBC TBC
RAG
Comments
On track as per planned date.
There is a resource constraint on defining the
product description ahead of this session, and the
SI/SD evaluation. A meeting is to be held on
Monday with the Procurement Leads to agree how
this is taken forward.
On track subject to the detailed planning session
taking place.
On track subject to the detailed planning session
taking place.
On track subject to the detailed planning session
taking place.
Subject to the completion of the plan and bidder
feedback
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