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PWIB2008.M.02

Web & Intranet Programme Board Minutes - Meeting 2

Date:
Wednesday 9th July 2008, 14:00 – 15:00
Location:
Room M, Portcullis House

Attendees:
Apologies:
Liz Hallam-Smith (Chair)

Simon Burton

John Collins
Rebecca Elton
Joan Miller
David Natzler
Mary Ollard
John Pullinger
Steve Wise
Sally-Ann Middleton (Secretary)

Key Items Reported / Decisions made:

Item  Discussion
Action
1
Terms of Reference

The revised terms of reference (PWIB2008.P.04) were
agreed as amended.
2
Overview of Programme Bids
PWIB008: Steve
Steve Wise provided a synopsis of the recent
Wise to complete
programme bidding process, with the following points
remaining strand
noted in discussion:
bid documents
General
by end-July
•  There was an excellent response to a request

for bids from working groups. The information
PWIB009: Steve
submitted was of a high quality and was very
Wise to work
helpful in building a picture of stakeholders’
with Web Centre
expectations.
Management
08/09
team to review
•  The bids far outweigh the resources available in  and analyse Web
08/09. Realistically, the programme only has
Centre BAU
the resources to continue with what have
activities and
already been agreed as development priorities.
associated costs
There is no scope to take on additional work.

•  A reserve list of small, stand-alone projects was
agreed that the programme will call upon if

resources become available through re-

prioritisation or at mid-year.

•  A budgetary re-profiling exercise will take place
for the JBSB in September, which will slightly

change the resource allocations between the

Web Centre and PICT to reflect up-to-date
staffing costs, vacancies, etc.
09/10
•  The varying budgetary scenarios for 09/10
circulated (PWIB2008.P.05a) highlight that the
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bids received far outweigh the resources
available, (information redacted). This is
partly due to the fact that constraints on the
08/09 budget are creating a rolling pent-up
demand.
•  There is a clear need to prioritise within and
across work strands and build flexibility into all
pieces of work.
•  It was noted that the remaining gaps in the
detailed bid summary matrix (PWIB2008.P05b)
will be filled in July.
•  Web Centre BAU costs are currently not
recorded and work should be carried out in this
area to provide more transparency. There are
currently 17 full-time equivalent posts within
the Web Centre, which is a fixed cost and the
Board wanted greater clarity of what this
represents in cash terms as an ongoing
commitment.
Conclusion
•  The majo rity of the budget is committed to
staff costs, which will restrict activity to
focusing on programme priorities with the
possibility of small, agile developments in
relation to the reserve list in 08/09.
•  It was agreed that we should acknowledge and
value the resources that we do have in place
within the Web Centre and PICT Development
team. However, the Board expressed a desire
for greater flexibility of resource and agility
within the Web Centre, which the new Head of
Online Services should address.
•  The Web Centre management team are working
with the Programme Manager to develop
processes/procedures to improve internal
efficiency. This will include a review of current
BAU work to ensure that staff time is invested
as effectively as possible.
3
Resource Update
PWIB010: Board
Steve Wise gave an update on resource activities with
members to
the following points made in discussion:
email any further
•  The Web Centre and PICT are working together  comments on
on a resource planner.
the prioritised
•  Focused work continues as planned on the
list in the
agreed priorities.
appendix
•  There will be a re-profiling exercise ahead of
(PWIB2008.P.06)
the September JBSB meeting. Allocation of
to Steve Wise by
costs between staff and cash is still fluid as
end-July
staff vacancies in the first half of the year may

allow a slight increase in the cash budget.

•  The hope was expressed that there might be a
PWIB011: Steve
possibility to increase the overall budget
Wise to discuss
envelope for 08/09 in September.
Find Your MP
•  It was reported that the Life Peerages Act site
requirements (as
would be the last of the sequence of microsites
an ePetitions
and that in the future exhibition projects should  component) with
include the costs of supporting web content (as  Graham Peek (as
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part of the overall Living Heritage section of the  relevant BRM)
site) within their planned costs.

•  Concern was raised that some bids are still to

be received. The Board was assured that this
PWIB012: The
work will be completed by the end of July.
project team will
•  A new Find Your MP service is an essential
submit more
prerequisite for ePetitions and it was agreed
detailed plans for
that additional ‘new’ funding would be required
development
if ePetitions were to go ahead. The increase in
activities for
scalability and resilience required for the
09/10 later in
FindYourMP component of ePetitions, over and
the year
above the requirements for the present service
should, therefore, be included in the funding
bid for that project.
•  Despite the absence of formal bids, the Board
was assured that work is already afoot in
preparation for Find Your MP, Hansard,
Outreach and Topics strands.
•  The Board agreed that they were happy with
the proposed approach in principle and that any
further comments on the prioritised list in the
appendix (PWIB2008.P.06) should be sent to
Steve Wise.
•  It was agreed that it was essential that
planning for next year start immediately. Once
strands have been informed of the outcome of
bids to the programme, a planning and
prioritisation exercise will commence.
•  The request for equipment and training for
podcasts from the Audio-Visual work stream
was approved.
4
Prioritisation Proposals 09/10

Steve Wise introduced the list of programme strand
priorities (PWIB2008.P.07) and the following points
were made in discussion:
•  Changes in priorities were highlighted for
Audio-Visual Content, Bills & Calendar,
Communications & Marketing, Find Your MP /
Member Information, Participation & Outreach
and Works of Art / Image Gallery.
•  Concern was raised if the Audio-Visual bid was
a top-up to the Broadcasting budget rather
than a web/intranet strand. It was noted that
there may be a business need to carry some of
the cost as a partnership activity and that we
should encourage a co-operative way of
working.
•  It was agreed that Bills and Calendar has been
very successful.
•  Participation and Outreach requires greater
definition and may be classed as ‘high’, rather
than ‘critical’ after clarification and further
consideration of its scope.
•  It was suggested that Topics will need a higher
profile.
•  The Board agreed that the list gives a useful
snapshot of next year with a rough
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endorsement of the direction in which we need
to travel. However, it should be revisited after
further consideration.
5
Business Case Principles
PWIB013: Board
Steve Wise introduced the item and invited feedback:
members to
•  Any comments on the paper (PWIB2008.P.08)
email any further
should be sent to Steve Wise.
comments on
•  The Board agreed that a revised business case
the business
(beyond the next 2 years) would be a helpful
case principles
way of ensuring continued funding and stable
(PWIB2008.P.08)
resource levels while renewing legitimisation of
to Steve Wise by
the programme.
end-July
•  The Lords / Commons funding ratio will need to
be confirmed as part of the case and endorsed

by the two Finance Directors.
PWIB014: Steve
•  A Memorandum of Understanding will be drawn  Wise and Mary
up governing the services of the Web Centre
Ollard to draft
and a three-year business plan for their work.
MoU for Web
Centre


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