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Security
Project Initiation Document (PID)
Project Title:
“WHISTLEBLOWER”
Version Control:
Version 1.1 - Dated 25 March 2010
Author and Project Gary Thomas
Manager:
Project Sponsor: Andy Hayward
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Contents
1. Background 3
1.1. Project Aim
1.2. Project Scope and Benefits
2. Project Phases 3
2.1 Identification and documentation of current processes within Group 3
2.2 Consideration for Single Point of Contact (SPOC) linked to Rick Griffin 3
2.3 Process options, benchmarking and recommendations 4
2.4 Process launch and implementation of Whistleblower Policy &
Procedures. 4
2.5 Post Implementation Review 4
3. Project Organisation Structure 4
3.1. Organisational Diagram
3.2. Roles and Responsibilities
4. Project Finance 5
5. Project Assumptions Risks and Constraints 5
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Annex: A. Project Time Line
1. Background
1.1 Project Aim
1.2 Project Scope and Benefits
2. Project Phases
Phase 1- Identification and documentation of current processes within Group.
(Completed by 30" June 2010)
Phase 2- Consideration for Single Point of Contact (SPOC) linked to Rick Griffin.
(Completed by 10" August 2010)
Phase 3- Process options, benchmarking and recommendations.
(Completed by 29"" September 2010)
Phase 4- Process launch and implementation of Whistleblower Policy &
Procedures. (Completed by 5" November 2010)
Phase 5- Post Implementation Review.
(Completed by 14'" December 2010)
2.1 Identification and documentation of current processes in Group.
» The project manager will engage with Supply Chain, Royal Mail, and Parcel
Force to identify current implemented Whistleblower processes as an internal
benchmarking tool.
» Current Group Processes will be documented in respect of communication,
reference material etc.
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2.2 Consideration for Single Point of Contact (SPOC) linked to Rick Griffin
>» The Project Manager will engage with Rick Griffin with regards to SPOC.
Project and how this could be linked to “Whistleblower”
» Project Manager to engage and communicate with Grapevine with regards to
possible links with SPOC and current processes which may already be
embedded at Grapevine which may provide a link to “Whistleblower” type
activity.
2.3 Process options, benchmarking and recommendations
There are a range of possible process options including:-
Single Point Of Contact
Presentation possibilities
Communication Campaign (Posters, Leaflets etc)
Horizon & Fujitsu options
Whistleblower Process Map
Benchmarking against external companies Whistleblower Policies
Process agreement between Stakeholders
VVVVVVV
Once the key activities have been clearly identified the project manager will engage
with all key stakeholders to ensure all possible options have been considered before
the final recommendations are made. This whistle blowing policy will include the
businesses commitment to the highest standards of corporate openness, probity and
accountability and will set out arrangements for all staff to raise concerns about
malpractice or serious wrongdoing in ways which will protect them from reprisal.
2.4 Process launch and implementation
The project manager will be responsible for ensuring that the agreed
recommendations from phase 2.3 above are successfully adopted and implemented
2.5 Post implementation review
Following phase 2.4, above the agreed process which has been implemented will be
monitored and reviewed to assess the effectiveness.
3. Project Organisation Structure
3.1. Organisation Diagram
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3.2. Roles and Responsibilities
There are a number of individuals who will play an important role in ensuring the
success of this Project:
Andy Hayward - Provide strategic direction and governance of the Project
Gary Thomas - Overall management of the Project
Rick Griffin — Single Point of Contact (SPOC) Advisor & Support
Rachael Davis / Alana Renner — Provide internal / external communications
knowledge & recommendations.
HR Contact jon godwin — Provide HR knowledge & support.
Mark Dinsdale — Security Program management support
Grapevine Nicola Knowles — Analysing crime data & project knowledge for best
practice.
Lynn Hobbs — Providing Network Liaison & Multiples Liaison advice
Anita Turner — Providing F.S.P. Liaison advice
Andrew Thompson — Providing Crown Office Liaison advice
Sandra Murray — Providing C.I.T. Liaison advice
LEGAL - Kate Homan
NBSC ~ Kendra Dickinson
4. Project Finances
Although at this stage the total cost cannot be quantified, there will be costs involved in this
project principally around communications to cascade and deliver the process. There could
also be resource costs around running the process as business as usual once the project
has been completed. It is suggested an estimated budget cost for printing around £10,000
and T&S costs of £5,000 should be allowed for this project.
5. Project Assumptions, Risks and Constraints
A tisk could be that the cost of introducing and maintaining a “Whistleblower” policy may
outweigh any potential benefits.
However if a process is not adopted and introduced then the business would fail to meet
F.S.A. guidelines.
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Annex “A”: Project Timeline
Project time-line showing how long each phase will take to complete.
Phase 1: Identification and documentation of current
processes within Group.
Phase 2: Consideration for Single Point of Contact
(SPOC) linked to Ric Griffin.
Phase 3: Process options, benchmarking and
recommendations.
Phase 4: Process launch and implementation of
Whistleblower Policy & Procedures.
[ser] [Pass I Phase 5: Post Implementation Review
I T T T T T id
May 10 July 10 Sept 10 Nov 10 Jan 11 Feb 11 Mar 11