Minutes for the Assuranc P
e anel Meeting Held on 23rd November
in room P 2. 25 in Peel Building from 12.00 until 4.30
Attendees:
Alan
Hughes C
hair
Simon
Rice
Programme
John
Clarke
IAP
Brian
Cherrie
Programme
Sue
Garrard
IAP
Lisa
Lyne
Programme
Malcolm
Mitchell
IAP
Fergie
Williams
IAP
Xxxx
Xxxxxx
(Secretary)
The objectives of this meeting were to Introd
F
uce ergie Williams to the Programme
review the panels operation and to meet the new Programme Directors.
Introductions and Apologies
Nigel Seed, one of the new Directors of the Programme had sent apologies. There
were no apologies from the Panel h
w o were ful y represented.
Al n
a introduced Fergie Williams explaining he would replace Richard Dunlop who
had left the Panel. Fergie is to be inducted and given access to both the Gateway
review pack and the recent Gateway report: Reason for Fergie to get to grips with
OG
od
C go
practice and the current state of play. (Post meeting note - the next
Gateway review is Jan/Feb 2006).
Xxxx to arrange this, timing – as part of Fergie Williams’s induction process
The Programme and the Panel want to acknowledge Richard Dunlop’s extremely
valuable contribution to the Panel and to the work of the Identity Cards Programme.
Feedback from the Chair
Alan explained the structure of the Programme as currently understood and advised
that the Immigration and Nationality Directorate were now fully engaged.
Alan also reported significant activity on the Procurement Strategy and said he had
been asked to float some proc r
u ement priorities past the panel. A discussion
followed leading to a questioning of the assumptions behind the pricing. It was
agreed that Panel members would benefit from an Assumptions Walkthrough:
Reason to better understand current thinking on the assumptions.
Xxxx to contact Xxxxx Xxxxxx to find out if there are any Assumptions walkthrough’s
planned.
Alan advised he would raise the issues generated by the panel at the Programme
Board and this would include the revised Terms of Reference. It was decided that the
minutes of this meeting would be copied to the new Directors and Katherine
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Courtney: Reason to inform them of the outcome of the IAP’s internal review and
make plain that the panel’s role will be more focussed.
Xxxx to arrange for the Programme to have the Programme Board Documentation
Xxxx to provide other Programme documentation risk log/issue log/Programme
dashboard/ Key decision chart/Plan
Xxxx to revisit the IT strategy for John Clarke
Xxxx to provide the revised Procurement Strategy when available
Xxxx is to arrange for the Panel to have a Glossary of Prince2 terminology.
Xxxx is to arrange for the panel to have a Glossary of Home Office terminology.
Xxxx is to refresh the contact list to include FW and all Directors emails and direct lines.
Feedback from the Panel
The Panel advised that there appeared to be no Communications or Marketing Plan
at
a strategic level and no clea
ard
r Bo
level ownership of this area. It was suggested
that if this was the case then it could be indicative that Marketing and
Communication were not being used as strategic tools. The Panel considered this an
omission with the potential for significant impacts when undertaking what could be
regarded one of the biggest behaviour change requirements of the adult UK
population in recent history.
(post meeting note Sue Garrard has been asked to comment on the Marketing
strategy as part of its review)
It was agreed that Sue should meet with Alan Barnish reasonably soon – Xxxx to
arrange
Risk
The Panel acknowledged the work going on during this transition period however;
they expressed some concern over resourcing and structure around risk. They agreed
that once the transition was over the Panel should review the way risks were handled:
Reason to ensure that the structure and integrity of the Programme, as well as the low
level risks, are taken into account.
Review of the IAP
Alan summarised issues raised at the previous meeting (the Panel was a very limited
resource & Panel members may find themselves drawn into working outside of their
remit with the potential impact that they w
ould become less effective). He explained
that he had spoken to Alan Barnish the SRO to obtain his views and then facilitated a
ge era
n
l discussion where the following points were covered.
The Panels remit could not include any expectation that it would deliver
absolute assurance. The panel would, however, be able to deliver a degree
of independent and flexible oversight that the Programme was fit to deliver
the ID cards scheme.
The Panel could organise its priorities in rolling 3 month periods. These would
be agreed with the SRO and be sourced from the SRO, the IA
n
P a d the Senior
Management Team (SMT).
i
W thin the priorities, panel members should be tasked at Panel meetings
(either face to face or virtual).
The Panel would not simply record and walk away. They could engage with
the Programme in those areas they were currently working on. This should take
the form of advice and some limited assistance.
9:50 AM28/10/2011
The SRO’s priorities were not reflected in the risk register.
Very few people understood the whole Programme and the panel
ld
shou
endeavour to join them. They needed to work towards developing an
understanding of the complete picture (post meeting note – this will not work
without a planned schedule of activities)
The panel did not need to meet every month.
The Pan l
e agreed its future process would include
Holding face to face meetings less frequently than once a month (exact
timing to be dictated by work requirements) and using months without
meetings to engage with the Programme
To hold a virtual meeting on months without a face to face meeting and at
other times as required.
To use secure email for online discussion.
To develop a new TOR reflecting the above process and discussion points.
The Panel reviewed its priorities and the focus points for the next three month period
are:-
Procurement
Strategy;
Integration of and;
The degree of outsourcing.
Marketing and Communications
There appears to be no clear, si
mind
ngle
ed strategy linking into delivery
(either at launch or steady state).
Consumer behaviour
(and how this squares with the Programme).
Meeting the New Directors
The Panel met with Lisa Lyne, Brian Cherie, Simon Rice.
Al n
a explained the IAP to the Directors and the Directors explained their roles with the
caveat that (with the exception of Brian Cherrie) they were new to their current roles
and were still getting to grips with the Programme.
There was some discussion on the current state of play and Alan a
dvised the Directors
that they would find a Programme that was in fairly good shape although it was
incomplete.
It was agreed that these notes would be circulated to all
the meet
at
ing plus Andrew
Dent, Nigel Seed and Katherine Courtney.
Xxxx Xxxxxx
Assurance
9 December 2005
9:50 AM28/10/2011