Supporting Industry Change Planning:

Risk, Issue & Milestone Assessment Process Clarifications

04/08/2014

Context

• Xoserve presented a risk and milestone assessment approach at the COB on 7th July

• The concept was well received and support given to piloting the process

• Prior to commencing the pilot the COB attendees requested that Xoserve provides some clarifications on certain specific details of the process and tools

• This deck aims to clarify the following:

1. How data confidentiality will be maintained within the process2. The approach for maximising participation3. Enhancements to the data capture form following the feedback in COB

Data confidentiality

• Xoserve encourages respondents to exercise their discretion concerning the information shared to safeguard highly sensitive commercial information

• The information presented at COB will be an aggregated, industry view of risks, issues, and milestone progress without named reference to particular respondents

• The information presented at COB will be published and publically available

• Individual respondent data will not be published or used for any other purposes

• Xoserve can confirm it is not subject to requests under the FOIA

Inclusiveness

• The COB will only derive value from the process if the level of response is sufficiently high to represent an ‘industry view’

• All industry participants who need to undertake change programmes associated with the assessed change drivers are invited to participate in the process

• Xoserve will proactively encourage participation from the broadest possible range of industry stakeholders via the following measures:

1. All materials pertaining to the process will be published on the Joint Office website to ensure access for all

2. Questions or clarifications on the process and tools are encouraged and can be directed to the Xoserve Stakeholder Engagement team

3. Xoserve will proactively engage with organisations who have not been represented at COB to stimulate their participation in the process

Data Capture Form Enhancements

ToolTool / Process Enhancement

Rationale Update Made

Risk and Issue Assessment

Clarify guidelines on impact and probability scoring

To aid consistency in scoring the risk and issues

New tab added to the data capture form which provides guidance on risk and issue scoring

Risk and Issue Assessment

Expand the framework to include issue tracking

A view of current issues (and resolution actions) is also valuable to COB

New tab added to the data capture form to enable respondents to record issues

Milestone Reporting

Reduce the no. of reported key milestones

Reduces the reporting burden. Focuses the reporting on milestones which are on the critical path

Modified the reporting template to adopt the following key milestones:

•Design •Internal Test •Market Test•Implementation

Milestone Reporting

Include Xoserve change programme key milestone dates within the data capture form

COB requested the central programme dates to factor into their delivery plans

Reporting template modified to include Xoserve key milestone dates

• The table below summarises updates made to the data capture form following feedback from the COB on 7th July

Next Steps: Activities & Timelines

Xoserve

Industry

w/c 07-Jul w/c 14-Jul w/c 21-Jul w/c 28-Jul w/c 04-Aug w/c 11-Aug w/c 18-Aug w/c 25-Aug w/c 01-Sep

COB COB COB

Process & tools

presented at COB

Progress Update

Risk, Issue and Milestone

Data Presented

Answering questions, tool & process refinement

Data collated & packaged

Detailed review of the tools & dialogue with Xoserve

Prepare status check

Complete and submit the data capture form

Xoserve will present an update on the progress of the initiative at the August COB. The update will cover

levels of engagement and clarifications following any queries

on the process or tools

Please review the process and tools within your own organisation and begin to record risk, issue and

milestone information. Please proactively engage with Xoserve

should you have any queries.

Please submit a complete data capture form to Xoserve no later

than Friday 15th August.

Xoserve intends to present the packaged risk, issue and milestone

information at the COB on September 1st