UK Border Agency
Information Management
Programme Board
Terms of Reference
March 2009
PURPOSE OF DOCUMENT
This document sets out the high level terms of reference under which the Information
Management Programme Board will work.
BACKGROUND
The Information Management Programme is responsible for the delivery of the
Information Management Strategy, approved by the UK Border Agency Board in
2008. The Programme aims to deliver improved information management
throughout our organisation, building upon existing allocated resources. It will aim to
make people aware of their personal accountability.
The Programme Board will manage the UKBA Information Risk Register on behalf of
the Agency Board. The Risks are catergorised under four headings: Governance
and Culture;The Human Dimension; Information Management and Information
Integrity; and Information Availability and Use.
The Programme currently consists of the Records Services Project, which will let a
new contract for the storage of the Agency’s 9m paper applicant files, using the terms
and conditions of the contract to embed better information management practices
within the business and to establish a Retention and Disposal Policy so that the file
holding is reduced over time; the establishment of the Information Management and
Compliance Unit, working under the Agency’s Information Executive to set the
policies and guidance for information management and to create relevant training
packages; the creation and upkeep of a network of Information Advisers ; data
sharing, i.e. authorising key UKBA information exchange with external parties and
ensuring that UKBA systems, processes and practice support the security of the data
shared; and the dissemination of all relevant legislation, Cabinet Office directives and
other guidance relating to Information Management, especially Information Security,
having cleansed it and created an Agency version.
The Agency’s information is its corporate memory, providing evidence of actions and
decisions and representing a vital asset in support of its daily functions and
operations. Information supports policy formulation and managerial decision-making,
protects the Agency’s interests and the rights of stakeholders including applicants,
staff and those members of the public who have dealings with it. It helps to provide
organisational consistency, continuity and transparency.
The first step is to appoint a Senior Responsible Owner (SRO) and Programme
Board (PB), who will own delivery of the business benefits required by the
programme.
This is a programme that will change the way UKBA records, manages, stores and
disposes of its information to ensure maximum business effectiveness and
information security. Staff will be expected to take personal responsibility for their
actions and, in time, this will be reflected in the annual reporting round.
The main requirements of the Programme are:
To help the business to work more effectively by providing compatible
information management systems which support it
To enhance the business’s capability to capture and exploit corporate
knowledge and memory
To change the culture within UKBA from ‘need to know’ to ‘duty to share
responsibly’
To provide a clear mandate for the domestic and international data
sharing leads to progress key objectives within their respective fields
To ensure that information security stays high on our agenda
To provide effective access to information for stakeholders
To enable the Business to meet its legal requirements in relation to FOI
and DPA and
To work to improve the standards of management information and the
quality of information in UKBA
To do this the Programme will:
Bring structure and process to the way in which UKBA stores and
accesses information, working with other major change programmes
Support the development and implementation of a set of common
information standards across all UKBA IT systems
Encourage collaborative working and identify opportunities for greater
sharing of information and knowledge
Contribute to the development and application of the HO Group
Information Strategy
Develop and implement a record review and disposal policy
Develop a publication policy that will be applied to all UKBA records
Support the work to improve the data quality of key information systems in
UKBA
Raise awareness of personal and corporate responsibilities through
training and communications
Work with Business Units to embed good practice into their day to day
activities
ROLE OF THE PROGRAMME BOARD
The Programme Board will be responsible for:
Providing strategic direction to the Programme and owning the vision for
the programme, providing clear leadership and direction through its life
Securing the investment required to set up and run the programme, and
fund the transition activities so that the desired benefits are realised
Providing overall direction and leadership for the delivery and
implementation of the programme
Agreeing the benefits the programme will deliver and the strategy for
delivering this
Ensuring the programme is managed in a controlled environment, within
current HO best practice guidelines
Setting a governance structure for the programme
Exercising change control at a programme level and agree the first
baseline programme plan
Making decisions on resource allocation within the programme
Ensuring programme level risks, issues and dependencies are managed
and providing an escalation route for the same beyond the programme’s
control
Identifying opportunities for pursuing a shared service approach with the
HO Group on programme elements, via the HO CIO
Ensuring that UKBA and its staff are managed carefully through the
process of change, that the results are reviewed and assessed
objectively, and that adjustments are made as necessary
Ensuring reviews, both during the programme and following closure, that
formally assess the programme's:
- continued alignment with its objectives
- capability of delivery
- measurable achievement of benefits
Ensuring compliance with OGC Gateway and Common Causes of Failure
processes
In relation to both domestic and international (including European) data-
sharing, all activities contributing to the development and management of
data-sharing for UKBA purposes will be within the scope of the Board.
The Board may delegate authority to make decisions to others, such as the
Programme Manager, but it retains overall responsibility.
STRUCTURE OF THE BOARD
The Board will meet at key decision points for the programme (based on the plan) or
when a project reports entering exception. The Board will meet at least quarterly. Key
responsibilities for the SRO and Senior Users are set out in Annex A
The Board will consist of: -
SRO – Justin Holliday (UKBA SIRO)
<REDACTED UNDER SECTION 40(2) (PERSONAL INFORMATION)>
The following will also attend Board meetings to provide: -
Commercial Assurance [NAME REMOVED]
Programme Support [NAME REMOVED]
Communications [NAME REMOVED]
<REDACTED UNDER SECTION 40(2) (PERSONAL INFORMATION)
The Board may require the attendance of others, such as Project
Executives/Managers, on occasion.
If required deputies can be sent with the agreement of the SRO.
8. SIGN-OFF
By signing this section, the named parties accept these Terms of Reference.
Signed: ……………………………
Print Name: ………………………………
Date: ………………………………………