SUPPLEMENTARY MEMORANDUM SUBMITTED BY
THE MINISTRY OF AGRICULTURE, FISHERIES AND FOOD (E29)
RESTRUCTURING PROGRAMME: PROGRESS ON IMPLEMENTATION
PROGRAMME TEAMS
1. Multi-disciplinary teams have been put
in place to design and implement the MAFF in the Regions Programme
and CAPPA. These draw on experienced staff from MAFF, Intervention
Board (IB) and Farming and Rural Conservation Agency (FRCA), and
are bolstered by external specialists in the key areas of programme
management, information systems/information technology (IS/IT)
design, Human Resource (HR) and risk management.
Organisation charts showing these teams are
at Annex A and Annex B.
PROGRAMME/PROJECT
MANAGEMENT STANDARDS
2. The Restructuring Programme is being
managed in accordance with the PRINCE 2 methodology. In addition,
key recommendations set out in the Cabinet Office's Review of
Major IT Projects have been implemented including the identification
of a Senior Responsible Owner.
3. It is recognised that the restructuring
programme is high risk given its scope and complexity. An active
risk management approach based on Turnbull has been adopted. This
formalises risk identification, analysis, risk ownership, mitigation
action and risk monitoring. It is underpinned by PA Consulting's
specialist risk management system (PARIMIS). Risk management is
on the agenda of every programme board meeting. Business continuity
managers have been appointed at a senior level in both MAFF and
IB.
PROGRESS—MAFF
IN THE
REGIONS
4. Work is progressing on the creation of
the new delivery service (working title the Rural Development
Service) and the full participation of MAFF in Government Office
work.
Rural Development Service (RDS)
5. RDS is expected to be operational from
1 April 2001. The service will build on the considerable skills
of staff in the Farming and Rural Conservation Agency and the
Regional Service Centres to create a centre of excellence for
the delivery of rural development policies and programmes. Work
is underway to design the RDS organisational structure and to
establish the boundaries between RDS and CAPPA.
Government Offices
6. From 1 April 2001 MAFF will participate
fully in the work of Government Offices in the Regions by providing
a senior member of staff (with support) to join each office. Discussions
are underway with Government Offices on putting these arrangements
into place. Senior staff for transfer into Government Office posts
should have been identified by 31 December 2000.
PROGRESS—CAPPA
7. Work is progressing across the 10 integrated
CAPPA workstreams. Key areas of progress include:
CAPPA Corporate Governance
8. The aim is to create CAPPA as soon as
possible. Work is underway on a number of issues that have to
be resolved before the CAPPA start date can be finalised (eg appointment
of Chief Executive). A Framework Document has been drafted.
Customer Service
9. A consultation document was issued on
24 July to industry representative bodies. The consultation document
sought views on:
— What transitional arrangements would
ease the change from MAFF and IB's existing arrangements to the
new paying agency;
— The role of third parties and how
their activities could most effectively be organised;
— Whether any organisations would be
interested in offering third party support;
— The use of new technology and our
plans for easy and efficient access to customer service facilities.
10. The consultation period will close on
29 September, and we will be publishing the results in October.
11. A programme of liaison with key customer
representatives is underway, to discuss the impact of CAPPA on
their members. For example, Brian Bender attended the NFU's Policy
Committee and there have also been meetings with the Country Landowners
Association. A meeting will be held with the Tenant Farmers Association
shortly. The responses have been generally positive, although
there is clear concern over the loss of direct contact with MAFF's
existing Regional Service Centres. We have stressed that customers
will continue to benefit from face-to-face contact with MAFF staff,
and that this will be particularly important during the transitional
period.
12. We have also had initial discussions
with potential providers of "third party" support for
farmers who are unable or unwilling to make use of the new technology
themselves.
HR and communications
13. The importance of business continuity
through the transition period is being addressed. Continuity payments
for staff have been announced. Feedback from staff is generally
positive but internal communications need further improvements.
A communications strategy has been prepared.
Financing and Accounting
14. A review of MAFF and IB finance systems
has been completed and is due to report this week.
CAPPA IT Systems
15. Work is underway on a high level design
for CAPPA systems. A draft will be ready at the end of October.
A context diagram (based on detailed analysis of both MAFF and
IB schemes) has been produced showing the main interactions both
within CAPPA and outside CAPPA. Work on the role of Geographic
Information Systems and IACS is also being taken forward.
Operations and Business Processes
16. Schemes are being reviewed critically
to identify areas for improvement. Work is underway to determine
the role of the Cattle Tracing System in bovine schemes once the
national herd has been captured.
17. Scheme management responsibilities have
been decided for CAPPA sites:
— Reading—horizontal issues such
as implementation of IACS and crosschecks;
— Exeter—Rural Development Regulation
schemes;
— Carlisle—livestock schemes;
— Newcastle—trade schemes eg
export refunds;
— Northallerton—land schemes.
18. An exercise is underway to size the
Customer Service Centre. The number, type and complexity of customer
enquiries to MAFF and IB is being captured. Benchmarking visits
are underway, looking at experiences and best practice in customer
service centres.
September 2000
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