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IT&C Transformation Programme
Executive Dashboard
18" January 2013
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IT&C Transformation Programme — Weekly Update 18/01/2013
Programme Board has agreed to re-visit BT contract. Networks Tower procurement is to be put on hold until completion of feasibility study.
SI/SD Dialogue to commence w/c 21% Jan. Preparations for the Dialogue complete.
Last This
Week Week —
Programme Fore-cast Comments
Overall We are currently re-planning to address certain challenges that can impact delivery. Status is amber due to pending revision and
approval of the plan. Programme Board on 14/01 has decided to re-visit the BT contract. Networks procurement is on hold until completion of this
feasibility study. A revised ToR for Programme Board has also been agreed and will take effect from February. SISD Dialogue 2 has commenced
and ramps up with full engagement by w/c 28/01. Preparations progress for Al ISOS issue. 1 outline solution (Fujitsu) received for the DC tower. HP
and CSC have withdrawn from DC procurement. The revised programme plan is being reviewed and refined to minimise time and cost impact. An
impact assessment workshop is scheduled for 24/01. A CR will be presented to Programme Board for approval on 11/02. The refresh of the
Transformation business case is underway.
Budget and
Benefits
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. Project Leads continue to refine CRs to minimise resource and cost impact of re-
planning. The main impact on forecast (Towers) will be presented to the Programme Board on 11/02. Revised Benefits on target for completion by
31/01. However based on stakeholder responses, further workshops and iterations may be needed. Re-modelling is underway and discussions with
stakeholders are in progress. The model has been developed and is generating outputs. It is now being refined to enable further stakeholder
discussions w/c 21/01 to continue iterations to drive an accepted view. 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. We have included an additional
£2.5m in the 2012-13 forecast mainly regarding Transition as we aim to seek approval for spend both sunk and unspent in February.
Projects Comments
IT Frameworks 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 is planning to use
IT Products framework). We are working with the QA team to go through necessary gating and formally close this project.
IT Supplier Plan is currently being refined prior to being presented to the Programme Board for approval on 11/02. SISD — Dialogue 2 commenced and
Procurement ramps up with full engagement by w/c 28/01. Progress on 10 critical dependencies is behind plan and is impacting progress with dialogue. A CR is
being raised by MW to assess the impact. Towers — Issued 2” draft of Al ISOS for review by working group. 1 outline solution has been received
for the DC tower from Fujitsu. Evaluation and moderation is currently in progress. Discussions are taking place to determine further plan of action.
John Brannan starts on 01/02 as EUC procurement lead. Programme Board has agreed to revisiting the BT contract before deciding whether to
procure a Networks tower on 14/01. Networks procurement is on hold until completion of a feasibility study. The plan is being challenged and refined
to minimise time, resource and cost impact due to re-planning.
IT&C Op. 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
Model resources if required. “Retained Org Design” for SISD complete. Op model input to SISD engagement complete.
Incumbent IT Delayed due to pending revision of plan. Change Request raised for the Networks Tower as per decision by Programme Board to re-visit the BT
Supplier Mgt. contract. Progressed with procurement Due Diligence work.
Transition and On track with some potential changes in milestones if there is a change in the Towers procurement plan. Transition Procurement
IT Separation Support —- EUC ISOS Service Take-On paper reviewed with working group. SISD sch 6.1 reviewed by legal and working group. IT Separation — All
solution architecture documents updated further to feedback received. Consolidated IT Separation plan complete.
Current Lag Focus for wic 31/12
+ Re-planning is underway. ACR + IT&C Transformation Programme — Continue with refinement of the integrated programme plan. Impact assessment workshop on 24/01
will be presented to the + IT Supplier Procurement - Continue with SISD dialogue. Issue first draft of Al supplier day presentations to Working Group for review.
Programme Board on 11/02 to + IT&C Operating Model — Collation of current IT&C Organisation data for input to T&C Transformation Business Case.
review the changes and their + Incumbent IT Supplier Management - Agree SISD due diligence requirements. Progress with procurement Due Diligence work.
impacts as a result of re-planning. + Transition and IT Separation - Commence assessment of non-CSC applications. Release SISD Sch 6.1 to bidders (for pre-ISFT dialogue discussions).
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Executive Dashboard Appendix
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Executive Team Milestone Review
We have completed 10 of 10 milestones by the end of period 10. We are revising the plan
to address some challenges in delivery detailed below.
The IT&C Transformation Milestones below form part of the Executive Team scorecard for FY12/13.
By the end of Period 10 (up to January 31° 2012) the Programme completed 10 of 10 milestones based on the planned dates.
ID a Project i~I Workstream Description Plan Date Actual/Fore Kid Current RAG
ISPO2 IT Supplier Procurement SI/SD Market engagement day (ISP02) - SI/SD 29/03/2012 29/03/2012
ISPO3 IT 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 ITT responses for IT Products 25/04/2012 28/05/2012
1FP27 IT Frameworks Procurement IIT Consultancy IT Consultancy framework launch (09/07/2012 13/07/2012
IFP30 IT Frameworks Procurement IIT Products IT Products Framework launch 18/07/2012 18/07/2012
IFP28 IT Frameworks Procurement IIT Solutions Delivery IIT Solutions Delivery Framework launch 13/08/2012 10/08/2012
ISP16 IT Supplier Procurement SI/SD SISD ISOS outline solutions received 30/11/2012 30/11/2012
ISP69 IT Supplier Procurement Towers DC ISOS Responses Received* (05/12/2012 16/01/2013
ISP75 IT Supplier Procurement Towers AI ISOS Responses Received* 24/02/2013 TBC
ISP83 IT Supplier Procurement Towers EUC (WP) ISOS Responses Received* 22/04/2013 TBC
ISP25 IT Supplier Procurement SI/SD S1/SD contract award** 10/05/2013 TBC
ISP92 IT Supplier Procurement Towers Networks ISOS Responses Received* 10/07/2013 TBC
Milestone at risk/delayed with impact on programme — @rompieres Milestone
Qriiesione On Track Qriitestone at risk/delayed with no impact on programme ~ Managed by Project@D\ianancd by brogramme
* These milestones have been delayed due to:
*QA and governance process delays;
*Lessons learnt from first phase of S! dialogue and DC ISOS preparations;
*Resource constraints (availability of BAU resources);
«Impact of decision to re-visit the BT contract instead of procuring a Networks tower;
«Impact of outcomes of the Fujitsu TSS work; and
«Impact of decisions on solutions for services to be separated from RMG.
** This milestone is at risk of delay as it may be impacted by re-planning work currently in progress.
The plan is currently being revised, challenged and refined due to the reasons mentioned above. The revised plan will be presented to the Programme
Board with an impact assessed CR on 11/02 for approval. a
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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 18/01:
+ 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 February 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
EUC Procurement Lead 18/01 — Anthony Rybicki has resigned and
IT Supplier Procurement (Replacement for Anthony Rybicki) John Brannan John Brannan to start as his replacement on
01/02.
IT Supplier Procurement IEUC Procurement Support TBC 18/01 — CVs currently being sourced from AMS.
Communications Lead 18/01 — A replacement resource (to be
Programme Management I (Replacement for Jessie Perryman ITBC identified) from communications team to work
leaving 31/01) on programme 3 days a week from 01/02.
Procurement Manager
(Replacement for James Nelson TBC 18/01 - CVs currently being sourced from AMS.
leaving 31/01)
Incumbent IT Supplier
Management
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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 ne aslayed with impact on Programme Qecorsietea Milestone
ID Project Milestone Planned Date Actual Date RAG Comments
. Checkpoint 3 — Test proposed
1OM31 IT&C Operating Model structure vs responses 19/12/2012 21/12/2012 Completed.
ISP41 IT Supplier Procurement SI/SD shortlist 3 bidders 21/12/2012 21/12/2012 Completed.
ISP69 IT Supplier Procurement DC Outline Solutions Received 05/12/2012 16/01/2013 Completed.
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Next 4 Week Milestone Review
ilestone On Track ilestone at risk/delayed with no impact on programme - Managed by Project Milestone at risk/delayed with impact on Prosar completed Milestone
Managed by Programme
ID Project Milestone Planned Date ey RAG Comments
17/01 — This milestone has been delayed due to
TSS & CSC Separation Plan Option B decisions
TBC pending, which is likely to have an impact on
Isp82 IT Supplier EUG ISOS Issued 44/12/2012 (See forecast dates for the milestone. Once the
Procurement impact from the final decision is understood, the
comment) ae :
programme will finalise the integrated
programme plan and a CR will be presented to
the Programme Board.
17/01 — This milestone has been delayed due to
TSS & CSC Separation Plan Option B decisions
TBC pending, which is likely to have an impact on
ISP70 IT Supplier DC ISFT Issued 14/12/2012 (See forecast dates for the milestone. Once the
Procurement comment) impact from the final decision is understood, the
programme will finalise the integrated
programme plan and a CR will be presented to
the Programme Board.
17/01 — This milestone has been delayed due to
TSS & CSC Separation Plan Option B decisions
TBC pending, which is likely to have an impact on
Isp74 IT Supplier AI ISOS Issued 07/01/2013 (See forecast dates for the milestone. Once the
Procurement comment) impact from the final decision is understood, the
programme will finalise the integrated
programme plan and a CR will be presented to
the Programme Board.
17/01 — This milestone has been delayed due to
21/02/201 a 2 week extension to the second phase of
IT Supplier 3 SISD dialogue. An indicative date has been
ISP66 I procurement lesue draft SISD ISFT 04/02/2013 I (See provided which will be confirmed with the
comment) finalisation and approval of the revised plan at
the Programme Board on 11/02. a
omer cargo AE AS wr
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Next 4 Week Milestone Review
Qin: On Track Qitexone at risk/delayed with no impact on programme ~ Managed by Project & Macc ee pukleclved with impact on Prosar completed Milestone
ID Project Milestone Planned Date I Forecast Date RAG Comments
17101 — This milestone has been delayed
due to TSS & CSC Separation Plan
Option B decisions pending, which is
IT Supplier TBC likely to have an impact on forecast dates
ISP71 Procwoment DC Final Tenders Received 04/02/2013 (See for the milestone. Once the impact from
comment) the final decision is understood, the
programme will finalise the integrated
programme plan and a CR will be
presented to the Programme Board.
Transition Schedule Input to Final TBC 17/01 — This milestone date will change
TRNOS Transition ISOS/AI TrM2f2012 (See due to delay in Al ISOS issued (ISP74).
comment)
17101 — This milestone has been delayed
due to a 2 week extension to the second
Transition Schedule Input to Final 19/02/2013 phase of SISD dialogue. An indicative
TRN13 Transition ISET/SISD P 01/02/2013 (See date has been provided which will be
comment) confirmed with the finalisation and
approval of the revised plan at the
Programme Board on 11/02.
IT&C Operating I Checkpoint 4 - Complete role _
1OM32 Model sizing & individual mapping 06/02/2013 I 06/02/2013 17/01 — On track as planned.
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IT&C Transformation Programme Continuous Improvement Plan
jilestone at risk/delayed with
© Milestone On Track Milestone at risk/delayed with potential impact on programme © Completed Milestone
Impact managed by project and Managed by Programme
11/02 - Cost Business Case updated (ISS 22-1) &
30/10 - Programme Walkthrough session held (ISS 2-1) 11/02 - Benefits Mapping updated (ISS 22-2) @® @ 28102 - Finance Approval Obtained for revised business case (ISS
22-3)
ancit oniniy presratweas team catch-up amsetinge @ 08/02 - Produce provisional affordability guidance for the SISD procurement (ISS 13)
scheduled (ISS 24-2)
2 r’ ea 15/04 - Transformation Comms Toolkit updated (ISS 16-2)
: 30/14- Analysis of programme spend complete (RIS P5)
a @ 30/01 - Stakeholder Map and Strategy produced (ISS 16-3)
rs
5 20/11- Requirement to attend governance
5 boards & meetings communicated (ISS 20) @ 30101 - BRM Engagement Strategy & Implementation Plan produced (ISS 16-4)
g
= e @ 02/01 - PMo to address recruitment issues and fill unresourced roles (ISS 19)
20/11- PMO structure, governance
& processes redesigned (ISS 21) 31103 - Programme seating issue resolved (RIS 31) @
18/12- Comms Plan and 11102 - Procurement Resource Sharing Issue Resolved (ISS 25) © 31/03 - Single “
= - Single “picture” of all change activities
strategy Produced (ISS 16-5) produced (ISS 15) e
@ 11102 - Produce integrated Programme Plan (ISS 26)
< To be updated further to
28 @ 14/11 - QA processes ipviewed (ISS 17) revision of integrated
é3 programme plan due to
Ee complete 11/02.
Ee
g25 Ad @ 31/01 - Revised Incumbent IT Supplier Management plan created (RIS 28)
238 16/11 - Incumbent IT Supplier Mandgement Project fully resourced
2 a§ (ISS 18)
==
is
3 :
a
of @ 25101 - Detailed plan, budget and resource requirements defined beyond Feb 2013 (ISS 23)
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Top 5 Programme Risks
‘Major
3
Moderate:
Insignificant
Very unlikely Unlikely Even chanoe Likay Very likely
There are currently 10 open programme level
risks. The above graph shows an overview of
these risks based on their RAG status.
Top 5 programme level risks are shown on the
right.
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BPOCT
Project Current Risk Mitigation Key Dates Owners
17/01 - This is being
From September onwards we addressed in the re-
will be executing 4 or § parallel planning exercise currently Assigned to:
procurements, each of which will being undertaken. The Raised on: I ieJncs
require significant input from key I IT Supplier revised plan has now been I 21/08/2012 I Wisramioj
27 IPost Office people. The SISD —_I Procurement drafted and is currently I
procurement has secured the being challenged and Due date: I prised by:
necessary inputs but there is a refined. Upon finalisation, a I 11/02/2013 I ren Mayan
high risk that the towers CR for re-planning will be
procurements will not. presented to Programme
Board on 11/02 for approval.
There is a risk that the DC 17/01 - This has been
Tower plan may be too addressed in the re-
congested to allow the planning exercise currently i .
documents to be produced, being undertaken. The Raised on: Assigned to:
refined, reviewed and signed off. I 7 4 revised plan has now been I 15/11/2012 I Ma .
‘: upplier Wieremiej
34 [Ifthe current plan remains (wie I poppet drafted and is currently
7th — 5 days of dialogue, w/c being challenged and Due date: Raised by:
14th — 5 days of site visits, wie refined. Upon finalisation, a I 11/02/2013 I Dave vivont
21st issue ISFT), then this risk CR for re-planning will be
is likely to materialise into an presented to Programme
issue. Board on 11/02 for approval.
Fujitsu retrench from TSS . , Raised on: I Assigned to:
Negotiations solely to their Incumbent IT 17/01 — Discussions are 10/12/2012 I Richard Boyce
gotia ¢ , i currently underway with
85 I obligations/timelines as detailed I Supplier a
‘ ° Fujitsu to keep them from ~ I par .
in the HGNX contract. i.e. Management revonchin Due date: I Raised by:
October 2013. 9 31/01/2013 I Richard Boyce
17/01 — A CR has been
The IT&C Transformation raised and is being impact
programme is dependent on the assessed. This will be . I ases .
outcome of Separation. presented to the Baee ors assigned to:
Decisions on the solutions for , Programme Board for
88 ° IT Separation
each of the services to be approval on 11/02. Close D . .
ue date: I Raised by:
separated could have a material engagement continues with a
‘ 11/02/2013 I lain Patterson
impact on the scope of the the Separation team to
Towers. monitor and track the
dependency.
Programme Board has agreed to
re-visit the existing BT contract .
instead of going to market for 14/01 ~ This risk currently
° needs to be monitored for .
procuring the Networks tower. any early indications of Raised on: Assigned to:
There are however a number of arent cunroach fail naot/2013 I Matthew
gq. I factors that require evaluation I IT Supplier Thien te ercure thie ie Wieremiej
before it can be confirmed that _I Procurement is is to ensure this is
the an be flagged up well in advance I Due date: .
is route is feasible. Therefore and the necessary plannin 31/03/2013 Raised by:
there is a risk that if this route is ry Planning Irfan Khan
deemed as not feasible,
Networks procurement will need
to be undertaken from scratch.
to procure a Networks tower
can then take place.
Top 5 Programme Issues
Issues Summary
Total: 1
Issue IDs: 22
Total: 3
Issue IDs: 15, 29,
27
The table above shows an overview of all open
programme level issues as per their RAG status
(based on Impact).
Top 5 programme issues are shown on the right.
Project
Due to recent changes in scope, the
RAG Current Resolution Action
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Key Dates
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Owners
currently being put in place.
17101 — An interim update on Raised on: I Assigned to:
Business Case for G219 - IT&C .
Transformation Programme is out of I Programme benefits refresh was issued tothe I 30/10/2012 I Jack Frangou
22 I gate. There is also a direct impact of I Management Programme Board on 17/12. A
this on benofite tracking tor the 9 complete update will be provided to I Due date: I Raised by:
9 the Programme Board on 11/02. 11/02/2012 I lain Patterson
programme
17101 - Our seating requirements
Due to onboarding of new resources have been provided to the Property
there is now a shortage of desk space Services team. They have advised
on the programme. This has boon that there are no desks left which
discussed with property services who canbe semtaned tothe brogramms, Raised on: I Assigned to:
have advised that there are no additional] 5 amme Programme Board for their visibility I 12/12/2012 I Faraz Danish
35 I desks available in 148 Old Street and I anne and sation
therefore no additional desks can be 9 : : Due date: I Raised by:
allocated to the programme. The ‘As a short term solution the 31/03/2013 I Irfan Khan
Severity of this issue will got worse as programme team will look to occupy
'er resources join the programme in assigned but unused desks on the
January and February. i
5" floor as required on a temporary
basis.
17101 - The integrated programme
plan has been revised and is Raised on: I Assigned to:
The integrated programme plan needs Ip saramme currently being challenged and 15/11/2012 I Irfan Khan
31. I to be updated to account for delays in Monn ent refined. Once finalised, a CR for re-
Towers procurement. 9 planning will be presented to Due date: I Raised by:
Programme Board on 11/02 for 11/02/2013 I lain Patterson
approval.
IT&C has received two resignations
from colleagues It should also be noted a i
; : Raised on: I Assigned to:
that Royal Mail is currently recruiting for ;
3g I technical roles at competitive rates. It Oprating Ned im 5 noes cur oteetve toI 19/12/2012 I Steve Rogers
must be ensured that business and I Hoga} knowledge sharing Due date: I Raised by:
technical knowledge is shared 34/03/2013 I T .
‘ ro om Basquille
effectively amongst job families to avoid
loss of knowledge/skills.
We need a single “picture” of all change . , .
activities across Post Office, managed 17/01 This is now being managed I Raised on: I Assigned to:
. Pieler r ers Virik
through single, common governance to_I Programme as part of the Organisation Design
15 ngle, ¢ ;
ensure all initiatives deliver the intended I Management work and the overall view will be Due date: I Raised by:
benefits. We understand that this is delivered by the SPMO by 31/03. [Raised by:
31/03/2013 I lain Patterson
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Appendix: Business Case and Benefits Refresh
Interim Update
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Activity
RAG Dates
Update
Dependencies
IObtain Supplier Spend and Baseline Costs for FY11-12 and FY 12-13 Obtained for BAU OPEX and
PROJECTS (POOC, Capex and Exceptional). These form the bulk of the source data for the revised
model.
Thu 03/01/2013
Main Data Obtained. Information split into
BAU (opex), Pooc and Capex is not readily
available.
Capex analysis obtained, however
future years difficlut to predict ,
‘working with teams to prepare
Obtained, refinements continue. assumptions.
Supplier and Baseline Costs analysed into new TOWERS, using best estimates based on Mon 17/12/12 Completed and refinements with operational I People willing to commit to
discussions with Business Stakeholders. stakeholders continue. assumptions.
[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
Completed. Summary made to bring out key
inputs and outputs. Recognition that
Optimised Baseline is not ‘As Is' so part of the
benefits are opportunity cost savings.
Some assumptions still awaiting
further details on, however will add
value rather than delay anything.
Obtain Baseline FY 13-14 to FY15-16 BAU OPEX and PROJECTS (POOC, Capex and Exceptional) -
Initial Cut
Tue 16/01/2013
(BAU Figures)
Delayed as Business made updates on
BAU(Opex), timing ok with remodel so far.
Request made with Central
Finance Team.
Meetings with Stakeholders in BAU that will be impacted by IT&C Transformation Programme.
Mon 28/01/2013
In progress and as we progress issues are
being worked on to seek resolution.
‘Availability of people and ability to
supply information or make
agreements.
Meet with SPMO and Central Finance to discuss and agree model approach and actions required.
Bring data together and start formulating model
Mon 28/01/2013
Tue 15/01/2013
Now ongoing throughout project.
Iterations continuing
SPMO/Finance
Detailed staffing not yet received
and iterations on supplier analysis
ongoing.
High level outline stating what the New Benefits Model will achieve, assume and provide.
Mon 21/01/2013
Now ongoing throughout project.
SPMO/Finance
Draft Model and reviewed with key stakeholders:
Mon 28/01/2013
Initial review completed with stakeholders on.
18/01. All reviews to complete by 25/01
See below. Start w.c 14 Jan.
IGO56 Frameworks Benefits Forecast updated vs. original
I TTP3 - Cost reduction of £9.7m associated with implementing IT Frameworks
Fri 25/01/2013
All benefits will form part of the same model
and outputs so GO56 will be aligned to G219
From reviewing PID model, they
are integral to main project so not
Stakeholders review wie 21/01/2013 dates. Slip by 3 weeks from original date. _Ia separate exercise.
Meetings with Stakeholders in BAU that will be impacted by G219 - IT&C Transformation Programme wie 21/01/2013 Continuing next week, most stakeholders have IPeople being available and wiling
((T Supplier Procurement, Incumbents & Op Model). been dealt with to bring the model to a review Ito commit to assumptions.
stage.
Benefits Case update draft for Business review Tue 22/01/2013
. 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.
Thu 24/01/2013
High level draft of Benefits Cases produced
Fri 25/01/2013
Stakeholder discussions to finalise all Benefits.
wie 28/01/2013
Updated Benefits Case and potentially Business Case / PID submission with Costs and Benefits
impact both at Programme and Operational Level
wie 28/01/2013
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Appendix: IT Supplier Procurement
Key Dependencies Summary — 17/01/13
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Comments
18/01 SLA being reviewed through the ISG gap analysis. Report
due Monday, from this revised plan dates to follow
11/01- Work continues. Discussed during preparation session this
week. Session to progress to be scheduled wic 14" January
03/01- Blake Griffin progressing
20/12- The review was held but further work is required. A revised
model will be presented back to the working group w/c 7 January
while this is stil targeted to complete ahead of dialogue the
subsequent reviews and approvals will need to complete by 11"
January.
20/12- To be scheduled
20/12- To be scheduled
Project Milestone Planned Date I Forecast Date
SLA Model Initial Draft Due 10/12/12 10/12/12 Complete
SLA Model DA Review 12/12/12 ‘hvaveee Complete
w/e21/01/13
SLA Model Working Group Review 14/12/12 w/c07/01/13
17/12/12
TBC
SLA Model Amendments complete 18/12/12 w/c07/01/13
18/12/12
TBC
SLA Model Page Turn 19/12/12 w/c07/01/13
19/12/12
TBC
SLA Model Approval 21/12/12 w/c07/01/13
21/12/12
20/12- To be scheduled
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Project Milestone Planned Date I Forecast Date
Collaboration initial Draft Due o7man2 I o7nane
Model
Collaboration .
Model DA Review 07/12/12 07/12/12
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 Design Authority Review 03/01/13 03/01/13
Model
Collaboration . . 21/01/13
Model Working Group Review 07/01/13 07/01/13
Collaboration TBC
Model Presentation to Leadership Team 04/01/13 wie 07/01/13
Complete
Complete
Complete
Complete
Complete
Comments
18/01 Being reviewed through the ISG gap analysis. Report due
Mon 21/01, from this revised plan dates to follow
11/01- Session to progress to be scheduled w/c 14th January.
03/01- ISG presenting 4" January, feedback to be issued for review
as planned 7" January.
20/12- To be scheduled
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Comments
Complete
18/01 Document being reviewed through the ISG gap analysis.
Report due Mon 21/01, from this revised plan dates to follow
11/01- Session to resolve scheduled for 14" January.
03/01- Peer review meeting to be setup for 8" January with P.Croft
to ensure alignment with requirement i.e. adequately details the
options and recommendations
Complete
Complete
03/01- Issued for review.
20/12- 1% draft 50% complete. Progress has been delayed due to
resource constraints due to extended SI/SD Moderation and
supporting Data Centre clarifications. Dates have slipped but this
remains within the window for completion ahead of dialogue.
Complete
Project Milestone Planned Date I Forecast Date
SISD Payment Ie (nected requirements drafted qanan2 I 122/12
Mechanism
SISD Payment A - 14/01/13
Mechanism Paper Drafted and issued for review} 18/12/12 04/01/13
18/12/12
TBC
eed Payment Final draft complete o4io113 I 14/01/13
04/01/13
Cross-Tower
Payment Expected requirements drafted 12/12/12 12/12/12
Mechanism
Cross-Tower - or
Payment Confirm Materiality of Cross-Tower 14/12/12 14/12/12
trading
Mechanism
Cross-Tower
Payment Paper Drafted and issued for review} 18/12/12 04/01/13
Mechanism 18/12/12
Cross-Tower wic 14/01/13
Payment Final draft complete 04/01/13 11/01/13
Mechanism 04/01/13
18/01- DA currently reviewing. This document has
been provided for the ISG review.
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Dependency Milestone Tracker
Project Milestone Planned Date I Forecast Date Comments
SISD Budget & Review initial IT&C Business Case 12/12/12 121212 [eam
Affordability with Deloitte
, , 03/01- Complete.
SISD Budget & Supplier Costs re-aligned to the 17/12/12 03/01/13 Cc fee 22/12- lan Bradbury has provided Jack Frangou with an update,
Affordability current Towers model { PAL Sekseal this is due to be incorporated into the required format by the
updated date
11/01- Provided to AP for review.
22/12- Andy Jacques is confirming that it is acceptable to provide a
list without quantification, if this is the case the paper will exclude
these.
SISD Budget & SISD Value-Add Defined
Affordability (previously ‘Synergies information’) 05/01/13 O5/0413
18/01 — Model created, JF engaged with IP and DH to refine.
Further work this week. Still on track for month end delivery and
socialization ahead of POLIC.
11/01- Draft discussed during this week. IP working with JF to
refine wic 14" January. On track for Socialisation ahead of POLIC.
03/01- RISK raised with the following actions:
P.Croft to confirm ‘service take-on’ costs via S.Laffley by COB 7"
January, ready for review on 8" with M.Wieremiej
APlemming to confirm the revised “budget figure” by end of
SISD Budget & Initial Draft Due high-level SISD January, after the cost profile has been re-aligned to the new
_ mn 07/01/13 07/01/13 Organisation.
Affordability Budget & Affordability A Plemming to draft Exec Summary by COB 8" January
P.Croft to walk-through the Exec.Summary with D.Hulbert and
L.Sewell etc on 11"" January, in preparation for final decision on
affordability by mid February.
CPMO to review budget approval process prior to issue of ISFT
J.Frangou to review his own resource requirements against
business requirements to ensure sufficient capacity by end of
January.
22/12- On track subject to lack of quantified synergies, as per
planned date
03/01- To be rescheduled.
SISD Budget & Working Group workshop 07/01/13 TBC 22/12- Andy Jacques on track as per planned date but without
Affordability 07/01/13 quantification.
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Project
Milestone
Planned Date
Forecast Date Comments
SISD Budget & . . TBC 03/01- To be rescheduled.
Affordability Quality review 08/01/13 08/04/13 22/12- On track as per planned date.
SISD Budget & TBC 03/01- To be rescheduled.
SISD Affordability IFia! Draft 9910113 I 9/01/13 22/12- On track as per planned date
covernance ISOS Review Complete 07/12/12 07/12/12 [etter
Governance
Model Workshop 1 12/12/12 11/12/12 Complete
Governance
Model Workshop 2 19/12/12 19/12/12 efehaael (a
11/01- Complete.
Governance Governance Model Draft Compete 04/01/13 04/01/13 — Regelaatel [028 03/01- Version 1 complete.
Model 22/12- On track as per planned date
Governance 11/01- Complete.
Model Governance Model Draft Updated 05/01/13 05/01/13 ete TR 3/94- Version 2 to P.Croft and ISG Sth January
Governance - 11/01- Complete.
Model Governance Model Final Complete I 08/01/13 I 08/01/13 eee a eee os ate
Retained Org Lead Team Review 03/12/12 03/12/12 Retitatie
Structure
Retained Org .
Structure ISOS Review Complete 07/12/12 07/12/12 Complete
Retained Org Draft Org Structure Role
Structure Descriptions submitted oriai2 teit2it2 Cones
Retained Org
Structure
Lead Team Org Structure Defined
wie 17/12/12
wie 17/12/12 erty
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Comments
Complete
18/01 — Sufficient detail provided. Complete
11/01- Pending final confirmation of the agreed structure on w/c
14" January.
03/01- On track as per planned date. However a Risk has been
raised as L.Sewell is unlikely to review/approve by COB 11"
January.
22/12- On track as per planned date.
Complete
11/01- Internal staff data to be updated following confirmation of the
revised structure 14t) January.
22/12- On track as per planned date.
Project Milestone Planned Date I Forecast Date
petained O19 I Updated Org Structure for dialogue I 21/12/12 I 21/42/12
tructure
Retained Org Lead Team Sign Off - Org
Structure Structure and Role Descriptions o7/01/12 o7/01/12
Staff Data
Update PO data (dependent on the
rd
(both PO & 3 Retained Org Structure completion) 11/01/13 11/01/13
party)
Update 3° Party data (Dependent
Staff Data (both on availability of Due Diligence TBC TBC
rc)
PO & 3" party) Data)
18/01 — Delays in defining retained org have impacted this activity.
Guideline figures supplied to enable business case model work.
JH to advise revised delivery date Mon 21/1
03/01- Head count numbers given to Bidders already. J.How has
got a view from unions but further work require on requirements
mapping. L.Sewell and J.Barton reviewing the retained
Organisation. Dave's area is comfortable in terms of Technology
Strategy and Service Management.
22/12- 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)
TTT TTT ET
ULI
TTT
Stable Prog
Complete
11/01- Complete.
Complete 22/12- On track as per planned date.
Milestones Issue Draft v0.1 14/12/12 12/12/12
Stable Prog Internal Review compete 21/12/12 21/12/12
Milestones
Stable Prog Issue Draft v0.2 to bidders for 09/01/13 18/01/13
Milestones comment 09/01/13
11/01- Final review of Service Take-On scheduled for 14" January.
To be issued 18" January.
22/12- On track as per planned date.
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Project Milestone Planned Date I Forecast Date Comments
Legacy Due
Diligence Material Kick off meeting 12/12/12 12/12/12 Complete
18/01 Meeting rescheduled to Friday 18/04 4pm. Outcome and
plan updates to be advised Mon 21/01
11/01- Key data discussions scheduled for 15"" January involving;
Procurement, Service Mgnt and HR.
03/01- Further work in progress to identify key data for review early
January.
Legacy Due
Diligence Material Detailed Planning session 18/12/12 15/01/13 22/12- A session will be held on 20/12/12 with Brain Deveney and
ig
18/12/12 the Procurement Leads to agree the approach, roles and
responsibilities for Due Diligence data gathering and management,
and the plan for the initial DD requests to incumbent suppliers.
Subsequent dates and milestones will be re-planned following this
meeting,
11/01- To be re-scheduled following detailed planning session.
Legacy Due I Draft Plan produced 24/12/12 TBC 22/12- On track subject to the detailed planning session taking
Diligence Material 21/12/12 place
+ ‘, 11/01- To be re-scheduled following detailed planning session.
Legacy Due . Draft Plan shared with bidders for 09/01/13 TBC 22/12- On track subject to the detailed planning session taking
Diligence Material I review 09/01/13 place
Legacy Due . . TBC 11/01- To be re-scheduled following detailed planning session.
ihe . 22/12- On track subject to the detailed planning session takin
Diligence Material Bidder Feedback received 16/01/13 16/01/13 aa i p 9 9
Legacy Due 11/01- To be re-scheduled following detailed planning session.
On-going population of the VDR TBC TBC 22/12- On track subject to the detailed planning session taking
Diligence Material place.
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