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