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West Midlands Police
NOT PROTECTIVELY MARKEDID: CJ&C/00063
Community Justice & Custody
Project Initiation Document
Approval to proceed
Name
Role
Signature
Date
ACC Forsyth
SRO
Police Healthcare Partnership Board
Governing Body
Table of contents
Section
Page
31Purpose of the Document
32Project Overview
32.1Project Scope/Terms of Reference
32.2Organisation Structure
32.3Project Documents
32.4Project Governance
32.5Project Board
32.6Change Control
32.7Project Plans
32.8PPM Portal Project Reporting
33Part B Project Toolkit
33.1Delivery Plan
33.1.1Deliverables Table
33.1.2Benefits Table
33.2Project Logs Risk, Issue, Change, Assumptions & Lessons Learned logs
33.2.1Risk Log
33.2.2Issues Log
33.2.3Change Log
33.2.4Assumptions Log
33.2.5Lessons Learned Log
33.3Stakeholder Analysis Table
33.4Communications Plan
33.5Investment Plan
Changes in this version
Document location
T:\CPMO\Master PPM Project\MASTER PPM TEMPLATES
Issue Date
Changed by
Reason for issue
24/6/11
Supt Andy Hunt
First version
Section
Paragraph
Changes made to section/paragraph
All
New document
Distribution list
Organisation
Name
Role
WMP
Ch Supt Anderson
Rep of SRO
WMP
Supt Hunt
Programme Manager
NHS
Alastair McIntyre
NHS Commissoner
WMP
Simon Cherry - Paragon Office
Reviewer
WMP
ACC Forsyth
Approver
WMP
Partnership Board Members
Audience
Glossary
Term
Meaning/Explanation
All standard PPM terminology
Please see the Glossary document
{abbreviation/word/phrase}
{full expression and/or contextual meaning}
1 Purpose of the Document
The objective of the Project Initiation Document (PID) is to act as a control document throughout the lifecycle of the Community Justice and Custody project, which is part of Programme Paragon Phase 4. In addition it:
Clarifies roles and responsibilities
Identifies key deliverables and schedule against which the project will be tracked
States agreed project benefits
States agreed assumptions
Captures lessons learnt
Describes the methods and procedures for the management of the project including governance within the project, reporting frequency, stakeholder engagement, governance within the organisational framework and change control.
The purpose of the document is to provide a common understanding between the project team and interdependent project areas, help manage expectations, and become one of the key control documents for the management of the project It is therefore important that this document and the related Paragon Phase 4 Programme Initiation Document (Paragon PID) are understood and shared with the project team.
2 Project Overview
2.1 Project Scope/Terms of Reference
OBJECTIVES
Within 2 years, to sign off a statement of readiness to transfer responsibility for commissioning police custodial healthcare and associated healthcare to the NHS. In order to achieve this, the following objectives will need to be achieved.
To set scope for transfer of commissioning and budgetary responsibility of healthcare to the NHS
Review healthcare processes within the police custody suite and local criminal justice networks
Financial review of existing contract and due diligence assessment of the commissioning model
To review existing healthcare provider against clinical and forensic standards
To undertake a healthcare needs assessment
Setting up clinical governance framework, plans and clinical protocols for the service
Identification of potential additional demand on other healthcare agencies through improved clinical model and readiness of other health agencies to support offenders needs
To undertake an independent skill-mix review to ascertain optimal provider model with options appraisal of potential solutions
Agree financial and contractual arrangements of a proposed transfer
Set up performance monitoring arrangements to collect and measure health outcomes
To make recommendations to delivery of optimal service model as a statement of readiness to be presented to Partnership Board
To procure the appropriate service to commence in line with current contracts
SCOPE
Scope will be defined by the partnership boards and will be reviewed against cost.
Initial scope will include:
Phase One
All services current contractual service for healthcare including FME provision to police custody and SARC
Phase Two
Care pathways to health based places of safety under MHA,
Detainees who present as drunk and incapable, swallowers and packers and excited delirium
Consideration of information pathways into and out of police custody
Phase Three
Link to diversion and IOM,
Efficiencies from ARW/DIP
2.2 Organisation Structure
Senior Responsible Owner (SRO)
ACC Forsyth
Senior User
C/Supt Anderson
Project Manager
Supt Hunt
Other Key Resources
Alastair Mcintyre/ Dawn Owen/ Emma Hession/ Brian Carmichael
2.3 Project Documents
The Project will follow reporting, escalation, change control, risk and issues management and benefits tracking processes that have been defined in the overall Paragon PID.
The project manager is responsible for ensuring that updates are provided to the following central documents stored on the PPM Portal [precise location to be confirmed]. These reports should be updated as and when changes occur, and where escalation is required, captured in the Highlight Reports:
Risks and Issues Log
Benefits Tracker
Change Log
Master Programme Plan
The Paragon Programme Office will review and update these documents on a regular basis.
The following reports will be specific to individual projects and workstreams and held on the Community Justice and Custody site of the PPM Portal:
Terms of Reference
Project Definition Document
Business Case
Detailed Project Plans
Highlights Reports
Other specific update reports as required
The Paragon Team will define a single folder structure for the core areas listed above on the PPM Portal, PPM Folders area. This will facilitate consistency and ease of access to key project information. The core folder structure should not be changed without prior agreement with the Paragon Office. On the other hand additional folders can be created under this area or the Other Documents space.
2.4 Project Governance
This project will follow the governance processes defined by the Paragon PID and will also report to the Community Justice and Custody Project Board
2.5 Partnership Board
The will be held monthly with individuals identified in section 2.2 as core members and other invited on an as required basis. The key document submitted to the Project Board is the Highlight Report and all meetings must be minuted. In addition the PID, project plans, project logs, risks and issue and change logs (if separate from PID) may be presented as required.
2.6 Change Control
Following base-lining, any significant changes to scope, benefits, cost to deliver the project and/or schedule will be subject to change control, documented, formally approved and stakeholders informed. See Change Log section 3.2.3.
2.7 Project Plans
The Project Manager is responsible for:
Producing detailed project plans in MS Project
Ensuring plans are properly tiered to show milestones
Ensuring key deliverables are clearly captured
Plans are regularly shared with key stakeholders
2.8 PPM Portal Project Reporting
All Paragon projects will be registered with the CPO and set up on the PPM Portal. The following data is maintained and updated by the Project Manager and/or Workstream Managers on the PPM Portal project description screen as and when changes occur:
Project Manager
Sponsor
Project Start and End Dates
Red, Amber, Green (RAG) status
Project description paragraph describing project scope and objectives
This information is visible not only to sponsors and project teams but to all staff within West Midlands Police. In addition, this information is used to update the Force Project Tracker which is shared with senior stakeholders at Strategic Programme Board and Proposal Review Board.
3 Part B Project Toolkit
(Where separate templates are used for the various subjects please state the stored location of the document. For smaller projects, and with the approval of the Project Board or other governing body, please enter N/A below and then complete the tables embedded in this Project Initiation Document.)
Delivery Plan
N/A
Detailed Project Plan
To be maintained on PPM Portal @ CJC\PPM Folders\Strategic Project Plan
Risk Log
To be maintained centrally for Programme Paragon and stored on PPM Portal (Paragon\PPM Folders\Risk Log)
Issue Log
To be maintained centrally for Programme Paragon and stored on PPM Portal (Paragon\PPM Fold