Project Initiation Document Template

NB: all names and contact details have been redacted and replaced with “[name of organisation] OFFICIAL” because these details are incidental to the Freedom of Information request made.

Joint Project to ContactPoint enable the ShareCare CMS and the National Register for Unaccompanied Asylum Seeking Children

Project Initiation Document

Lead Organisations: London Borough of Havering and NRUC (Westminster City Council)

Document Control
Change Record

*Date*	*Author*	*Version*	*Change Description*
26/03/08	OFFICIAL: Esprit	0.1	First draft of PID created
01/04/08	OFFICIAL: Esprit	0.2	PID updated
02/04/08	OFFICIAL: Esprit	0.3	Initial draft completed
03/04/08	OFFICIAL: Esprit	0.4	Amendments to deliverables to bring in line with other Esprit projects.
03/04/08	OFFICIAL: Havering OFFICIAL: NRUC	0.5	L.B. of Havering input + NRUC input
04/04/08	OFFICIAL: Esprit	1.0	Agreed and issued
13/05/08	NRUC OFFICIAL	1.1	Updated organisational chart

Reviewers

*Name*	*Position*
OFFICIAL	Esprit Commercial Director
OFFICIAL	Esprit Operations Director
OFFICIAL	ContactPoint Project Manager: L.B. Havering
OFFICIAL	ContactPoint Project Manager: NRUC

Acceptance (London Borough of Havering)

*Date*	*Name*	*Position*	*Signature*
04/04/08	OFFICIAL	ContactPoint Project Manager: London Borough of Havering

Acceptance (NRUC)

*Date*	*Name*	*Position*	*Signature*
04/04/08	OFFICIAL	ContactPoint Project Manager: NRUC

Contents

INTRODUCTION

Purpose

Intended Audience
Background

PROJECT DEFINITION

Project Objectives, Scope and Exclusions
Summary of Approach
Key Deliverables
Project Organisation and Governance
Project Resources
Risk and Issue Management
Project Reporting/Monitoring
Project Plan
Budget and Billing Plan

ANNEX C

Document Purpose

Purpose

The purpose of this document is to define the deliverables, scope, constraints, risks and organisational structure that will support a joint ContactPoint enabling project for both the ShareCare case management system and the National Register for Unaccompanied Asylum Seeking Children. It provides a baseline for a joint project, with planned activities to achieve the stated objectives; the framework for the management of the joint project; and the mechanisms for the assessment of overall project success.

Intended Audience

The intended audience for this Project Initiation Document (PID) are the Project Boards, Senior Project Officers and Project Managers responsible for ContactPoint enabling of the ShareCare case management system (Havering) and the National Register for Unaccompanied Asylum Seeking Children, NRUC (Westminster City Council).

Background

The London Borough of Havering has been selected as the Lead Organisation for ContactPoint enablement of the ShareCare case management system and they are leading a ContactPoint integration project on behalf of all ShareCare system users.

The London Borough of Havering has had funding of £346,759 from DCSF to carry out this role.

NRUC (Westminster City Council) has been selected as the Lead Organisation for ContactPoint enablement of the National Register for Unaccompanied Asylum Seeking Children.

NRUC (Westminster City Council) has had funding of £173,388 from DCSF to carry out this role.

Given the commercial and architectural links between the ShareCare system and National Register for Unaccompanied Asylum Seeking Children system - both use the same software provider, the same xplatform development environment and significant core functional components - DCSF has agreed that the ContactPoint development work for both systems should be undertaken jointly.

The London Borough of Havering and NRUC (Westminster City Council) have therefore agreed to work together to ensure that Esprit delivers the developments needed to enable the ShareCare Case Management System and the National Register for Unaccompanied Asylum Seeking Children to both successfully integrate with the national ContactPoint system.

This PID sets out how this joint project will operate.

Project Definition

Project Objectives, Scope and Exclusions

Objectives

The following Lead Organisation project objectives have been agreed with London Borough of Havering and NRUC (Westminster City Council) and are outlined in the grant letters sent by the DCSF in February 2008:

the project management of Esprit and delivery by Esprit of the ContactPoint-enablement of the ShareCare CMS and the National Register for Unaccompanied Asylum Seeking Children, and the passage of both systems through Type Accreditation and the Instance Accreditation;
the management of the contractual mechanism between the London Borough of Havering and Esprit Limited and NRUC (Westminster City Council) and Esprit Limited;
deployment of the ContactPoint-enabled products for which the funding submissions were originally made;
representation by London Borough of Havering and NRUC (Westminster City Council) of other user base organisations of the ShareCare CMS and the National Register for Unaccompanied Asylum Seeking Children, and the incorporation of the views of the user base in the enablement of the product;
sharing of `lessons learned' with the ShareCare and National Register for Unaccompanied Asylum Seeking Children user groups and the DCSF

Scope and Exclusions

The scope of the ContactPoint enablement project for the ShareCare CMS and the National Register for Unaccompanied Asylum Seeking Children includes activities in the following key areas:

Project Management: to ensure that the products are delivered according to the timeline set out in the agreed milestones;

Accreditation: to ensure that the products are type and instance accredited;
Communications and Stakeholder Management: to ensure that key stakeholders and other end users of the products are aware, committed and ready for the implementation of ContactPoint;
Training: to ensure that end users of the products are familiar with the new ContactPoint enabled functionality and to able to use the system once fully implemented;
Support: to ensure that key stakeholders and other end users of the new ContactPoint enabled products can continue to be sustained beyond the project end point.

Esprit will provide Project Management to cover the life cycle of the joint ContactPoint enablement project, including the development of design documents and the reviewing of progress on all project deliverables, particularly during the development, testing and accreditation phases of the project.

Programme / Project Management will be provided jointly by the London Borough of Havering and NRUC (Westminster City Council) working in association to ensure that delivery of the project is in line with the agreed milestone plan.

Appropriate resourcing has been included to enable London Borough of Havering and NRUC (Westminster City Council) to:

review and sign off design documents;
arrange and attend Project Board meetings;
facilitate and attend Project Review meetings with Esprit
arrange and facilitate training

The scope of the ContactPoint enablement project for the ShareCare CMS and the National Register for Unaccompanied Asylum Seeking Children also includes engagement with a wide range of stakeholders including:

London Borough of Havering Children's Services Department
Representatives of all local authorities using the ShareCare CMS
Representatives of all local authorities using the National Register for Unaccompanied Asylum Seeking Children
Home Office Asylum and Immigration team representatives
DCSF ContactPoint team

Exclusions

The following elements are excluded from the project scope:

Roll-out of the ContactPoint enabled ShareCare CMS to other local authorities;
Training of users of the ContactPoint enabled ShareCare CMS in other local authorities

Assumptions

The following assumptions have been made in the development of project deliverables and in the suggested approach, resourcing and costings for this project:

Esprit will provide the project management, business analysis skills, technical infrastructure expertise, software components, software adaptation and configuration skills, and training and documentation resources necessary to support the project, as per the statement of deliverables.
Esprit communication in the project will be primarily with the London Borough of Havering and NRUC (Westminster City Council) Project Teams. When communication is required with other interested parties this will be organised through the London Borough of Havering and NRUC (Westminster City Council) project channels.
London Borough Of Havering and NRUC (Westminster City Council) will provide Programme Management and manage communication with key stakeholders and other target end users

Project Approach

To ensure mitigation of project risk and to promote user acceptance and solution uptake the project will be managed in accordance with proven PRINCE2 Project Management disciplines.

Esprit's approach is to deliver through separate Development, Testing, Type Accreditation, Software Deployment, and Instance Accreditation phases.

As technical infrastructure changes to support the ContactPoint enablement of the ShareCare CMS and National Register for Unaccompanied Asylum Seeking Children were completed ahead of the award of DCSF funding, no major infrastructure changes are planned for this joint ContactPoint enablement project.

The ContactPoint enablement of the National Register for Unaccompanied Asylum Seeking Children is a Data Feed only functional project.

The ContactPoint enablement of the ShareCare CMS for the London Borough of Havering is a Data Feed and Full Query functionality project.

It is intended that the technical and functional developments required to ContactPoint enable the ShareCare CMS and the National Register for Unaccompanied Asylum Seeking Children will be jointly developed in a single project stream.

System testing, Type accreditation and Instance accreditation for the ShareCare CMS and the National Register for Unaccompanied Asylum Seeking Children will be then undertaken separately.

It is planned for Data Feed testing and Type accreditation for the National Register for Unaccompanied Asylum Seeking Children to precede the Data Feed and Full Query testing and Type accreditation for the ShareCare CMS for the London Borough of Havering.

As both ContactPoint enabled systems will incorporate significant technical and functional changes a redeployment of a new version of the National Register for Unaccompanied Asylum Seeking Children and a new version of the ShareCare CMS will be required before Instance Accreditation for either system can be completed.

Help Files and User Documentation will be updated accordingly.

System Administrator training and Train the Trainer end user training sessions will be provided by Esprit to disseminate the details of the new National Register for Unaccompanied Asylum Seeking Children and ShareCare CMS functionality.

A joint project plan which reflects the project dates associated with these milestones has been included with this Project Initiation Document.

Project Deliverables

The following deliverables will be produced as part of the project:

Ref	Deliverables	Reported To DCSF?	Responsibility
	Project Initiation Document completed and signed off	Yes	Lead Org/ Supplier
	Monthly Project Highlight Reports completed	Yes	Lead Org/ Supplier
	Monthly Risk Log Updates completed	No	Lead Org/ Supplier
	Monthly Issues Log Updates completed	No	Lead Org/ Supplier
	Grant letters with signed Annex A's returned	Yes	Lead Org
	Technical Design Documentation for the ShareCare CMS and the National Register for Unaccompanied Asylum Seeking Children completed and signed off	Yes	Lead Org/ Supplier
	Functional Specification Documentation for the ShareCare CMS and the National Register for Unaccompanied Asylum Seeking Children completed and signed off	No	Lead Org/ Supplier
	Test Strategy Documentation for the ShareCare CMS and the National Register for Unaccompanied Asylum Seeking Children completed and signed off	No	Lead Org/ Supplier
	Training Strategy Documentation for the ShareCare CMS and the National Register for Unaccompanied Asylum Seeking Children completed and signed off	No	Lead Org/ Supplier
	ContactPoint Data Feed and Full Query Functionality for the ShareCare CMS and the National Register for Unaccompanied Asylum Seeking Children Developed, Enabled and Tested	No	Supplier
	Type Accreditation completed and signed off for the ShareCare CMS and the National Register for Unaccompanied Asylum Seeking Children	Yes	Supplier
	Training for the ShareCare CMS and the National Register for Unaccompanied Asylum Seeking Children completed and signed off	No	Lead Org/ Supplier
	Installation of the new ContactPoint enabled functionality for the ShareCare CMS and the National Register for Unaccompanied Asylum Seeking Children completed and signed off	No	Lead Org/ Supplier
	Handover to Esprit Support Completed	No	Lead Org/ Supplier
	Instance Accreditation for the ShareCare CMS and the National Register for Unaccompanied Asylum Seeking Children completed and signed off	Yes	Lead Org/ Supplier

In addition to the deliverables outlined above a number of payment stages have been set out as part of the grant letter. The `end stage' deliverables are clearly set out as follows:

Milestone	Milestone description (from SoR)	End Stage Deliverables
Stage 1	Initiation - Completion of a Project Initiation Document (PID) (acceptable to the Department) including a detailed project plan	Electronically signed Annex C
			Project Initiation Document - electronically signed by the designated SRO for the London Borough of Havering, NRUC (Westminster City Council) and Esprit.
			Return of the grant letters and signed Annex A documents.
			Detailed Joint Project Plan in Microsoft Project 2003 format including key project milestones
Decision Point		The Department's written approval to continue to the next stage.
Stage 2	Design - Design for the ContactPoint enablement of the National Register for Unaccompanied Asylum Seeking Children and ShareCare CMS by Esprit (signed off by London Borough of Havering and NRUC (Westminster City Council)	Electronically signed Annex C.
			Confirmation that the Lead Organisation has accepted the design for the ContactPoint enablement of the National Register for Unaccompanied Asylum Seeking Children and ShareCare CMS
			Confirmation that there is a signed contract in place between the London Borough of Havering and Esprit and NRUC (Westminster City Council) and Esprit.
Decision Point		The Department's written approval to continue to the next stage.
Stage 3	Development and testing - Completed development and successful testing of the National Register for Unaccompanied Asylum Seeking Children and ShareCare CMS adaptations by Esprit and the London Borough of Havering and NRUC (Westminster City Council).	Electronically signed Annex C.
			Confirmation that the London Borough of Havering and NRUC (Westminster City Council) have accepted that the ContactPoint-enablement of the National Register for Unaccompanied Asylum Seeking Children and ShareCare CMS has been tested to their satisfaction against the ContactPoint test environment
			Confirmation that the London Borough of Havering and NRUC (Westminster City Council) have accepted the updated user documentation.
Decision Point		The Department's written approval to continue to the next stage.
Stage 4	Type Accreditation - Successful Type accreditation of the National Register for Unaccompanied Asylum Seeking Children and ShareCare CMS adaptations.	Electronically signed Annex C.
Stage 4			Evidence recorded in the Accreditation Service that successful Type Accreditation has been achieved by Esprit.
Decision Point		The Department's written approval to continue to the next stage.
Stage 5	Instance Accreditation - Successful Instance accreditation of the National Register for Unaccompanied Asylum Seeking Children and ShareCare CMS adaptations (authorised by the Department).	Electronically signed Annex C.
			Evidence recorded in the Accreditation Service that successful Instance Accreditation has been achieved by the London Borough of Havering and NRUC (Westminster City Council).
			Project Closure Report including lessons learned.
Decision Point		The Department's written approval of project closure.

Project Organisation and Governance

To ensure that the NRUC system satisfies the long term ContactPoint business objectives requires that the project has effective management and technical governance. The London Borough of Havering Integrated Working Project Board and NRUC Programme Board will have overall responsibility for managing the project and will:

Approve key deliverables, e.g. plans;
Manage the delivery of the products outlined in the plans;
Sign off deliverables when the payment milestones are achieved;
Commit resources and delegate authority to the local ContactPoint Project Manager;
Resolve resource and other conflicts;
Own risks / issues that the local ContactPoint Project Manager cannot deal with or are beyond their delegated responsibility;
Consider modifications/review changes in scope;
Manage change, whether contractual or operational;
Ensure project benefits are realised;
Raise awareness and promote to senior colleagues in other user organisations i.e. remove barriers to further roll-out.

The Project Boards for the London Borough of Havering and NRUC (Westminster City Council) will meet to discuss project progress, deliverable status and other project matters.

The Project Teams for London Borough of Havering and NRUC (Westminster City Council) will meet to monitor the project plan, risks, issues and changes. They will also work closely with Esprit on a joint project communication plan.

NRUC will convene an Integration Panel to specifically monitor the

The scope of this plan will include:

Setting up of a chatroom/forum to engage with users and Esprit on issues arising and for exchange of information;
Liaising with other local authority users on the planned timetable for ContactPoint enabled deployment;
Updates on progress through quarterly email releases to the wider local authority user base
Briefings on progress at ShareCare Advisory Board and User Group Meetings

The organisation chart for this project is set out below, including the joint project working relationship between Esprit and London Borough of Havering and NRUC (Westminster City Council).

0x08 graphic
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Project Resources

A number of key project resources and their responsibilities are set out below:

ContactPoint Senior Responsible Owner (SRO) for the London Borough of Havering is:

LB HAVERING OFFICIAL, email = OFFICIAL@havering.gov.uk, telephone =REDACTED

LB HAVERING OFFICIALwill be:

Responsible and accountable for the successful outcome of the project;
Responsible for ensuring all deliverables as outlined in 2.3 above are being met;
Responsible for the lead organisation authorised signature on acceptance certificates

ContactPoint Senior Responsible Owner (SRO) for NRUC (Westminster City Council) is:

NRUC OFFICIAL, email = OFFICIAL@londoncouncils.gov.uk, telephone = REDACTED

NRUC OFFICIALwill be:

Responsible and accountable for the successful outcome for the project;
Responsible for ensuring deliverables as outlined in 2.3 above are being met;
Responsible for the lead organisation authorised signature on acceptance certificates

ContactPoint Project Manager for the London Borough of Havering is:

LB HAVERING OFFICIAL, email = OFFICIAL@havering.gov.uk, telephone =REDACTED

LB HAVERING OFFICIALwill be responsible for:

Monitoring and overseeing the overall delivery of Esprit's work;
Ensuring that in respect of the overall project all of the London Borough of Havering and the Esprit team's responsibilities and deliverables as outlined in 2.3 above are being met;
Co-ordinating the resource requirements and project dependencies between the London Borough of Havering and the Esprit project team, including access to users and facilities for functional workshops, testing, etc;
Reporting to the Project Board on progress of the Project.
Ensuring Senior Responsible Officer sign-off of all project Deliverables on behalf of the London Borough of Havering.
Project reporting to DCSF

ContactPoint Project Manager for NRUC ( Westminster City Council) is:

WCC OFFICIAL, email = OFFICIAL@londoncouncils.gov.uk, telephone = REDACTED

WCC OFFICIAL will be responsible for:

Monitoring and overseeing the overall delivery of Esprit's work;
Ensuring that in respect of the overall project all of the NRUC (Westminster City Council) and the Esprit team's responsibilities and deliverables as outlined in 2.3 above are being met;
Co-ordinating the resource requirements and project dependencies between NRUC (Westminster City Council) and the Esprit project team, including access to users and facilities for functional workshops, testing, etc;
Reporting to the Senior Responsible Officer and Project Board on progress of the Project;
Ensuring Senior Responsible Officer sign-off of all project Deliverables on behalf of NRUC (Westminster City Council).
Project reporting to DCSF

ContactPoint Project Manager for Esprit is:

ESPRIT OFFICIAL, email = OFFICIAL@esprit-is.com, telephone = REDACTED

ESPRIT OFFICIAL will be responsible for:

Overall design of the solution and the management and allocation of Esprit's functional and technical staff working on the joint project solution;
Monitoring the quality of Esprit's Deliverables and revising as appropriate;
Ensuring that all of Esprit's responsibilities and deliverables as outlined in 2.3 above are met;
Resolution of project issues;
Primary liaison with the London Borough of Havering and NRUC (Westminster City Council) Project Managers.
Day to day project co-ordination
Resource allocation and reporting;
Management and development of project documentation;
Development and management of the test strategy and training programme

Other ContactPoint Team Roles for Esprit

Esprit Technical Director

Will have responsibility for:

Technical review for the project ;
Selection and delivery of technical solutions such as third party software, hardware and environmental issues;
Management of deployment services, transition to support and operations;
Quality review of project deliverables

Esprit Chief Architect

Will have responsibility for:

Architectural review for the project deliverables;

Escalation point for the development team.

Esprit Business Analyst

Will have responsibility for:

Business analysis and for leading the Esprit core team to develop the functional specification;
Acting as the functional expert and champion on ShareCare CMS and National Register functional requirements;

Esprit Senior Technical Designer

Will be responsible for:

Design of the system build and associated documentation for the development team

Esprit Systems Engineer

Will be responsible for:

The technical implementation framework;
Technical liaison

Esprit Training Manager

Will be responsible for:

Design of training material;
Development of training materials;
Delivery of local training.

Risk & Issue Management

RISK MANAGEMENT

A risk is defined as any potential event that poses a significant threat to the project. Our approach to managing risk includes the following key elements and steps:

Risk Identification: we will prepare, maintain and communicate a list of all identified risks facing the project. We will differentiate between Programme level and Project level risks: Risks identified that have an impact on the programme, as a whole will be entered onto a programme risk log. Those which impact only the project will be entered onto the relevant risk log, which will be reviewed on a regular basis to ensure that these are being managed; and if necessary whether they should be escalated to Programme level.

Risks will be categorised by `type', as follows:

Cost (e.g. estimating errors, overruns);
Schedule (e.g. estimating/scheduling errors, resource availability problems, overruns);
Technical (e.g. requirements complexity and/or changes, immature technology, integration problems);
Operational (e.g. implementation problems due to conflicts, poor communications/training, physical resource unavailability);
Programmatic (e.g. events outside the programme such as marketplace developments, regulatory and statutory changes and strategy changes)

Risk Estimation: We determine the criticality of each risk, based on an

Assessment of its probability of occurrence and its likely impact. This will, in

the most part, be a subjective exercise. We typically define a set of measures

to allow appropriate prioritisation of outstanding risks, but this does not do

much to reduce the inherent subjectivity;

Risk Planning: We identify appropriate actions that need to be taken to mitigate each risk. Based on this, we assign the necessary resources and define target dates. Where appropriate, a separate management action plan may be created the specifies how a specific risk will be mitigated;

Risk Controlling: Overall responsibility for monitoring progress made on risk mitigating actions lies with the Programme Board. On a day-to-day basis, the London Council's Project Manager will monitor progress made on mitigating actions through regular progress review meetings with the Esprit Project Manager;

Risk Monitoring: Following the completion of mitigating actions the probability of occurrence and/or potential impact will be reviewed in order to determine whether either/both have been reduced. This task is completed via meetings with the originator(s) of the risk. If mitigating actions are considered to have been unsuccessful, additional activities will be defined and the contingency plan (in case the risk is realised) reviewed and updated as appropriate;

Risk Reporting: We include a brief description of each new risk identified and its potential impact within the appropriate weekly Highlight reports.

Initial Project Risks Log:

Risks

Delays in establishing Enablement Contract extends beyond DCSF timescales;
Delays in establishing Lead Organisation roles and responsibilities impacts on initial project timescales;
Lead Organisation roles and responsibilities not clearly defined or understood;
NRUC, Havering or DCSF project teams unable to respond to documents requiring feedback/sign off in a timely manner;
Detailed Esprit design work indicates planned work estimates are wrong;
Specification changes are introduced by Government/ DCSF after design documents have been agreed.
Initial system testing/Type accreditation testing requires design changes;
Competing project priorities at Esprit make it difficult to re-arrange, or supplement project resources at short notice;
Absence or unavailability of key staff at Esprit, NRUC or Havering causes project delays;
A log jam on DCSF resources (e.g. testing environment, technical support staff) causes project delays,
Lack of local training facilities, or staff, at NRUC or Havering causes project delays;
Live service is delayed because the organisational changes required for local ContactPoint support have not been established;
Practitioners are unable/unwilling to accept the new ContactPoint enabled functionality and ways of working

Project Reporting/ Monitoring

We will apply standard PRINCE2 project management methodology and use a monthly highlight report to detail progress to the Project Boards. The reports will be drawn from project checkpoint reports and project review meetings.

The Monthly highlight reports will be presented in the template made available by the DCSF, to be emailed on the Wednesday following the last Friday of every calendar month. The highlight report will be based on information as at the last Friday of the month.

Changes, updates and progress against key deliverables will be shown using standard RAG (Red, Amber and Green) reporting.

Issues and risks will be maintained throughout the project on separate logs and will be transferred to the highlight report as required.

Accounts and receipts to show funding used to date, will be included, as appropriate.

Other Project Control Details

Introduction

The Project Board will review and approve all project plans. It will authorise the project to proceed from one stage to another, ensuring that all outcomes within the stage have been completed and delivered (PRINCE 2).

End of stage Report

The purpose of the report `is to give a summary of progress to date, the overall project situation and sufficient information to ask for a Project Board decision on what to do next with the project' (PRINCE 2). For example, approval to proceed to the next stage, revise the next stage plan.

Authorisation of New Stages

At the commencement of each stage the Project Manager will submit a report detailing stage plans and expected outputs to the Project Board for approval. If the Project Board is happy with the plans it will give approval to commence the stage.

Tolerance limits

As part of the process of initiation of the project the Project Board will define the constraints and tolerance delegated to the Project Manager. If those limits are likely to be exceeded then the issue will have to be escalated to the Project Board.

Highlight Reports

These are time driven reports submitted by the Project Manager to the Project Board. The Project Board will use these reports to monitor stage and project progress.

Change Control

The Project Team will authorise changes to the project schedule assuming it is within the tolerance limits agreed by the Project Board. The Project Manager, detailing the purpose, will indicate the implications and any requirements of the change and submit a change control request to the Project Board.

PROJECT QUALITY PLAN

The project will be managed using the standards based on PRINCE2.

The Project Boards will assure the quality of all activities, or appoint a Project Assurance Team to do this on its behalf.

Project Plan

The project includes details includes of the key milestones and deliverables set out in section 2.8.1, including:

Project product deliverables
Type and Instance accreditation
Resource groupings

The full Project Plan, in Microsoft Project Version 2003 format, is included as Appendices A to this PID.

Key Milestones & Deliverables

Project Delivery Milestones

Key project delivery milestones are set out in the table below:

Ref	Project Delivery milestone	Target Date	DCSF / Project
	DIS v2.0 issued	21.02.08	DCSF
	Grant Letters Issued	21.02.08	DCSF
ESI01	Signed Grant Letter Returned: Havering Signed Grant Letter Returned: NRUC	17.03.08 18.04.08	Project Project
ESI02	Enablement Contract in place with supplier: Havering Enablement Contract place with supplier: NRUC	16.05.08 16.05.08	Project Project
	Accreditation Document Issued		DCSF
ESI03	Stage 1 Payment: PID & Plan	04.04.08	Project
ESI04	Stage 2 Payment: Design	08.07.09	Project
	ContactPoint Test environment available		DCSF
ESI05	Milestone: Planned first use of ContactPoint CMS Test environment: NRUC Milestone: Planned first use of ContactPoint CMS Test environment: Havering	30/11/08 10/12/08	Project
ESI06	Stage 3 Payment: Development & Testing: NRUC Stage 3 Payment: Development & Testing: Havering	06/01/09 16/02/09	Project
ESI07	Stage 4 Payment: Type Accreditation: NRUC Stage 4 Payment: Type Accreditation: Havering	30/01/09 16/03/09	Project
ESI08	Stage 5 Payment: Instance Accreditation: NRUC Stage 5 Payment: Instance Accreditation: Havering	19/02/09 15/04/09	Project

Budget and Billing Plan

The following budget has been agreed for joint ContactPoint enablement project for London Borough of Havering and NRUC (Westminster City Council).

The London Borough of Havering has had ContactPoint funding of £346,759 from DCSF

NRUC (Westminster City Council) has had ContactPoint funding of £173,388 from DCSF

Payment will be by key events that require the specified deliverables to be signed-off.

The payment schedule is as per 2.3 Project Deliverable Payment Stages (see below).

Milestone	Milestone description (from SoR)	End Stage Deliverables
Stage 1	Initiation - Completion of a Project Initiation Document (PID) (acceptable to the Department) including a detailed project plan	Electronically signed Annex C
			Project Initiation Document - electronically signed by the designated SRO for the London Borough of Havering, NRUC (Westminster City Council) and Esprit.
			Return of the grant letters and signed Annex A documents.
			Detailed Joint Project Plan in Microsoft Project 2003 format including key project milestones
Decision Point		The Department's written approval to continue to the next stage.
Stage 2	Design - Design for the ContactPoint enablement of the National Register for Unaccompanied Asylum Seeking Children and ShareCare CMS by Esprit (signed off by London Borough of Havering and NRUC (Westminster City Council)	Electronically signed Annex C.
			Confirmation that the Lead Organisation has accepted the design for the ContactPoint enablement of the National Register for Unaccompanied Asylum Seeking Children and ShareCare CMS
			Confirmation that there is a signed contract in place between the London Borough of Havering and Esprit and NRUC (Westminster City Council) and Esprit.
Decision Point		The Department's written approval to continue to the next stage.
Stage 3	Development and testing - Completed development and successful testing of the National Register for Unaccompanied Asylum Seeking Children and ShareCare CMS adaptations by Esprit and the London Borough of Havering and NRUC (Westminster City Council).	Electronically signed Annex C.
			Confirmation that the London Borough of Havering and NRUC (Westminster City Council) have accepted that the ContactPoint-enablement of the National Register for Unaccompanied Asylum Seeking Children and ShareCare CMS has been tested to their satisfaction against the ContactPoint test environment
			Confirmation that the London Borough of Havering and NRUC (Westminster City Council) have accepted the updated user documentation.
Decision Point		The Department's written approval to continue to the next stage.
Stage 4	Type Accreditation - Successful Type accreditation of the National Register for Unaccompanied Asylum Seeking Children and ShareCare CMS adaptations.	Electronically signed Annex C.
Stage 4			Evidence recorded in the Accreditation Service that successful Type Accreditation has been achieved by Esprit.
Decision Point		The Department's written approval to continue to the next stage.
Stage 5	Instance Accreditation - Successful Instance accreditation of the National Register for Unaccompanied Asylum Seeking Children and ShareCare CMS adaptations (authorised by the Department).	Electronically signed Annex C.
			Evidence recorded in the Accreditation Service that successful Instance Accreditation has been achieved by the London Borough of Havering and NRUC (Westminster City Council).
			Project Closure Report including lessons learned.
Decision Point		The Department's written approval of project closure.

Version: 1.0	1	Status: Complete
Joint ContactPoint PID NRUC FINAL.doc		Issue Date: 4th April 2008

Joint ContactPoint PID NRUC FINAL.doc i

Version 1.1	12	Status: Complete
Joint ContactPoint PID NRUC FINAL.doc		Issue Date: 4th April 2008

NRUC Stakeholders

NRUC -ContactPoint Integration panel

NRUC Project Board

Deployment to wider ShareCare/NRUC Community

Children's Directorate Management Team

DCSF Accreditation

DCSF Implementation Coordinator

CMS User Group

ShareCare Advisory Board

Project Teams:

Esprit Ltd/Havering and

Esprit/NRUC

Havering Integrated Working Project Board

Havering and NRUC ContactPoint Implementation Managers

Lead Organisation

Havering Children's Trust Executive