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Inquiry materials for Senior onboarding
May 2024
SUBJECT TO CONFIDENTIALITY
UNDERTAKINGS
NOT FOR FURTHER CIRCULATION
le
In strict 0 lec
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Pack contents EGP
Topic Slide no,
History & background 3-4
Inquiry Terms of Reference 5
Phases & timetable 6
The POL Inquiry Programme 7
Who is who at the Inquiry e
Our third party relationships 8
Phase 7 10-13
Inquiry finance “4
Confidentiality Undertakings & document preservation 15-16
Communications 17.49
Key links 20
Post Office”
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Ashort history
Gard Spending Review
Budget Set ‘Setterent
-2008 stun 2024 ingty
‘Comoter Weekly ~2019 pate ut 2023
pubes rt soy on CU and Hi pubished Phase heating:
* toy 200 stun 2022 Schome begin
Sept 2004
-2013 Heeopore Phase 7 heating
Mediaion Scheme Mi ‘orpociedio bean
‘rmounced PA age ise
emerges
wl, 2019 ae aly 2022
POL and GLO grup 38 comigions ao Derren AB
apes eotionent oor Sar onl oct 2022 er 2024
-2000 Phase 2 Phases 5 86
‘Alan Bates ropors hearings bogin hearings bin
robiem wth
Herzen
-2015 Pe ” san 2023
report Horizon iene Pes beg
(Phase bheangs
boon
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Background
Announcement
+ Following the Prime Minister’s commitment on 26 February 2020 and the Ministerial Statements of 10 June 2020 and 30 September 2020, the Post Office
Horizon IT Inquiry was established as a non-statutory inquiry in September 2020.
+ The goverment converted that into the new Post Office Horizon IT statutory inquiry under the Inquiries Act 2005 on 1 June 2021
+ The Inquiry s led by retired High Court judge, Sir Wyn Willams
Scope of the Inquiry
+ The Government wants to be fully assured that through the Inquiry there is a public summary ofthe falings associated with POL's Horizon IT system.
+ The Inquiry will draw on the findings made by Mr Justice Fraser from the Bates & others v Post Office Limited Group Litigation (in particular the Common Issues
Judgment and Horizon issues Judament), the judgments of the Court of Appeal (Criminal Division) in R-v Hamilton & others, and other judgments in which
Convictions have been quashed.
{twill consider al other relevant evidence, listen to those that have been affected, understand what went wrong, assess whether lessons have been leamed and
Whether concrete changes have taken place, or are underway, at Post Office Ltd
Post Ofice®
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Inquiry terms of reference
Revised Terms of Reference for Statutory Inquiry (19 May 2021)
‘A Understand and acknowledge what wont wrong in relation to Horizon, leading othe cil proceedings in Bates and others v Post OfceLimted and the quashing of criminal convictions, by
Caving ‘rom the jodgonts of Mr Justa Fraser in Bates and ‘other judgrents in which
comvicons have been quashed, cred postmaster expeionces and any cher relovar evidence In erro ideniy wht Koy losons must bo loaned or he ‘uur,
Build upen the ndings of Mr Justice Fasor andthe judgmnts ofthe eiminal cours spoced in A above by obtaining all avalabio relovantevidenco trom Post Offeo Lid, Fusu, BEIS
and UKGI to establish a clear acount of") the Implementation and falings of Hoxlzon ove is Wecyele and 2) Post Offs Lis use of information ram Horlon when ‘aking action agains,
persons allogod ta be responeiblo for shrtal
C Assoss whether Post Offco Lid has loamod the lossons ‘tam the eiciems made by Mr Justice Fraser in is judgments folowing tho ‘Common Iesuos! and Horizon lsuos’ tals and
‘hose denied by acted postmastrs and has delvored or made 900d progross onthe organisational and cual changes necossary to ensure a similar caso doesnot happen i tho
ne,
‘Assess whether he commiments made by Post Office Lid win the mediation eetlement inducing the historical shor acheme —have bean properly delvered
: Assoss whether the processes and information provided by Post Offic Lid io postmasiors are suticont [io enable boh parios to most contractual cbigations io enable
posimasiors to run thor businesses. This indudes assossing whothor Pos! Ofo Li's rolatod procosses such as recording and resching postmasor queries, depute handling, suspension
nd ormination ate or purpose In adion, determine whetor the qualty ofthe eerdco ofe or postmastre an thoi rlaenahip wh Poe! Ovico L'a hae matarily Improved sco ‘ho
Conclusions resched by Mr austice Fraser.
F Examine the Fister and current governance and whistislowing corals in place at Pos! Ofte Lid, deny any relevant alings, and establish whethor cunt conos are now suticont
‘to eneuro that fling leading othe isos coverod by this ty 30 not happen again
“Tho Inquy wil consior only those mators sot out inthe precoding eoctone A‘. The Inquty wil not consider any luo which I outside ho scope of tho powers confrred upon the Inquiry
by the Inquires. Act 2005. The Horizon group damages sotioret (albeit the Iquy may examine the eves leading fo the sotlomer'), andor ‘he engagement or findings of any ator
Sipanisory or complaints mechanisms, incusing in he publ socor, are ouside the InqUly’s Scopo,
Post Office” 4
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Inquiry Phases and timetable
‘Si Wyn has broken the Inquiry info seven phases, There ere also series of compensation hearings end disclosure hearings interspersed with the substantive Phase hearings.
Human impact
‘ho human impact uttered by
those advorsoly attoctedby
knowledge & oeeaton
_accoss to ustog, Soeana SOME, COMP reviow
{& Mediation Schema, conduct of the group
Ieigaton, responding othe scandal & Curent practice & procedure &
Horizon, of errors in tho systom, ‘componsation schores, recommondations fo tho itu
Phase Phases Phases Phase 7
Phase2 Phase 4 Prem
Govemance:
Horizon If System: procuromnt,
dosign, pc, rol out & modcasons.
‘Acton against Sub-postmasters and others:
policymaking, aud & investigation, ch &
timinal proceedings, knowledge of &
responsibilty ‘fares in ivesigaion &
eclosu,
montoring of Horizon, corractual
arrangements, irtonal& oxomal aust,
‘echnical compotones, saksholdor
‘engagement, oversight & whistoblowing
Post Ofice®
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Team purpose
Helping the Inquiry
establish a clear account of the
Implementation and failings of the Horizon system
why
Reapondto
Focitate Pst once ae
Cresloeure (erases to learn lessons een Ensure appropriate internal comms to
eared Pen Often
taneparety anton eminent ygPStOTE™,woagutryconalet_eaeaguss hong
ie whilst buidng © thes ae net ou Res I Cae
ure 4 I Freche ame ee
How
Post Office”
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Who is who at the Inquiry
@&
‘Sir Wyn Wiliams ‘Jason Beer KC
Julian Blake
oo
Oliver Cartyon
Post Office”
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Our third party relationships
Post Office Inquiry Team
counsel
Herbert smith Freeils
‘Burges Salmon Fiedfisher
Peters & Peters
founcet th
funpcriod by Nik Greaney KCI
anda broader soam of jury
[oouncet
Post Office"
SF roprosont
POL at POH]
Fielder)
U's RLR fa
PMG, POLS e-dcovenI
jerviees provider, manage)
support sorvices to the Inquiry
gramme ear in he provision)
‘eDiscovery, acess, storage’
ta transors, and revow and}
ovion of /—_alacroril
focumets, searchos and uso of
rtvanced analy,
hoy have supported the Inquiry
rogramme team by storng,
searching and racing. oy
ocumersidata since 2021
Joking closely wih HSF and
SF, KPMG are ou hoy pare
responding to. information)
requeete fom the Inuiy.
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Phase 7+ strategy process
He
Ky
Gate 3: Gate 4:
SC approve Board sign off
7+ strategy P7+ strategy
16 May 4sune
Stage 4:
Propare for Board
seatay
statement uted
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Phase 7 corporate witness statement timeline
@&
"Team moet with NR (22 Apr
Meeting of 102 with
‘the Phase 7 tam
ras [strategy 1 Worksop
Apa
© oO
+ POL delverTeachn sessions and Elevator Pitches to asset BSFF and
‘ounse' preparation for Phase 7
+ Support by regular monthly Inguly Leadership Team (UT
SNRIPOLIBSPICouneel)
+ BSFFIPOL deep dive sessions totter explore queries and rsursipoints of nconaatency Wentted dorng the Taach.ne and
Ma-apel~ nd of Apt
‘ovough elevator pitch responses.
ne Ln
fan ‘Rule 9 for NR corporate
7 objectives agreed ‘Statement expected Saar. Pr needngs — stmndence
Strategy 2 Workshop quired te) Commence
“amy September de)
T
ioe on aly ‘August-September
BsFFicounselPOL business leads, afin he wines NR for Ort
POL Business Leads respond to
‘queries alse by NR & progress
any associate PY actions
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Phase 7 corporate witness statement topics EP
‘The Phase 7 team's legacy willbe a Transformation Programme of identified gaps that need to be actioned.
oe
Post Office’ a
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Post Phase 7 activity and approach
&
Post Office’
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Inquiry financial spend summary
funding
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The Inquiry’s Confident
ity Undertaking
The Inquiry requires that all POL personnel who may require access to any restricted Inquiry confidential information, personally
jentiality undertaking for submission to the Inquiry. The undertaking is only effective once accepted by the Inquiry.
The following are examples of scenarios that would still be caught by the Inquiry's confidentiality undertaking and where individuals
sign a conf
involved would need to hold an approved undertaking
[Unpublished Inquiry information which does not form part ofa request and which is forwarded to POL's finance team for financlal planning in its entirety when
‘only parts of the information are relevant fr that purpose or where the information shared is high-level.
Circulation of intemal POL documents which refer to information provided by the Inquiy regarding
Inquiry timetable planning or witness evidence scheduling before i is published on the te.
Evidence given by a witness in a statement or at
hearing which is not published or broadcast on
the inqiry’s dedicated channels
‘Attendance ata Board meeting where information
from the Inquiry is shared which does not form
pert of an inquiry request and is not in the public
Requests to a Personal Assistant to file, print,
handle or distribute papers which contain
unpublished Inquiry information which does not
form part of a request
“An internal POL eal containing or referring to
Inquiry information or a Rule 9 request that i
marked “Private and Confidential
Post Office®
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Document preservation
‘+ On 18 October 2021, POL implemented a document hold in relation to the Post Office Horizon IT Inquiry in order to comply with POL's
obligations as a Core Participant in the Inquiry, which includes the disclosure of relevant documents.
‘+ The document hold? informed all POL staff and contractors (including third party contractors) that all documnents must be preserved (ie.
not destroyed) that may ultimately need to be disclosed to the Inquiry,
‘+ "Document is defined very widely and includes not only hard copy documents and correspondence, but any media on which
information of any description is stored.
‘+The range of documents that could be relevant is very broad ~ the document hold captures anything that relates to the Inquiry’s Terms
of Reference or Completed List of Issues which would include by non-exhaustive way of example, documents that relate to liaison with
Fujitsu, policies in respect of Horizon, governance documents, audit and investigation documents.
‘+ Failure to preserve relevant documents could result in severe sanctions against POL.
‘+ Where there are queries about whether material can be destroyed, these should be directed to the Inquiry legal team for advice.
* The document hold can be found on SharePoint Document Preservation - a message from Ben Foat (sharepoint,com)
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Weekly communications summary - example (1) EP
Post Office Horizon IT Inquiry: Phases 5&6 29 April - 3 May 2024
Subject to legal advice privilege ~ strictly confidential
mm
alt
Post Offce®
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Weekly communications summary - example (2)
&
Subject to legal advice privilege - strictly confidential
Post Office Horizon IT Inquiry: Phases 5&6 29 April - 3 May 2024
Post Office?
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Weekly communications summary - example (3) EP
Post Office Horizon IT Inquiry: Phases 5&6 29 April - 3 May 2024
Witness lookahead
O-
Post Office” =
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Key links
Horizon IT Scandal - Hub page
Horizon IT Scandal - FAQs (sharepoint.com)
The Horizon Inquiry intranet site
Horizon IT Inquiry - Home (sharepoint.com)
Inquiry Website
Homepage I Post Office Horizon IT Inquiry (postofficehorizoninquiry.org.uk)
You Tube Hearings
Post Office Horizon IT Inquiry - YouTube
An introduction to Phases 5 & 6 of the Inquiry
Phases 5 and 6 of the Inquiry - Post Office Horizon IT Inquiry (youtube.com)
Post Office”
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