Common Platform programme Overview

1. Common Platform programmeOverview Date 25 October 2012 Version 0.3 Not Protectively Marked DRAFT FOR DISCUSSION

2. Purpose This presentation outlines the approach to the development and set up of the programme environment for the Common Technology Platform (CTP) Programme. Some detail will be outlined covering: • Background and drivers • Vision • Scope (known and as yet, unknown) • Proposed Governance and organisation • Benefits • Some indicative programme milestones HMCTS V0.1 Not Protectively Marked

3. Background and Drivers • Considerable work has been undertaken across the Criminal Justice System to move towards the use of a single digital file, with work to capture and transport data digitally between agencies operational across England and Wales • The CJS Efficiency Programme is leading work to embed and extend this approach and to see the digital file used extensively within the courtroom and beyond • The process to date has digitalised the existing paper process, further efficiencies still could be achieved by reengineering the way agencies work together, which in turn requires a change in the way we share and use data. • To succeed in this we need to align our technology, commercial and business roadmaps and identify a technical approach that balances cost, risk and benefits as well as remaining achievable in an acceptable timeframe • HMCTS and CPS are both in the process of developing their future operating models and have ICT contracts due to expire in the next three to fours years – which provides a great opportunity to develop a common technology platform • CPS and HMCTS joint Board have agreed to look at the options further and the Chief Executives of CPS and HMCTS are to act as joint SROs for this piece of work HMCTS V0.1 Not Protectively Marked

4. Early View on Programme Vision … The vision for a common IT platform is to develop an integrated technology platform with applications that work across jurisdictions. This will include: Use of a single digital file • core record across the CJS • Covering lifecycle from initial capture of information through charge, in-court presentation of evidence, verdict and sentence and subsequent enforcement action • liaison with other agencies about inputs and outputs from the system to support their information and business process needs. Shared storage of data • structured and unstructured data would be created and stored, to a common standard, once across CPS and HMCTS • Minimises transportation and storage costs • Avoids the need for rekeying data with the cost and error risks associated with it, and; • Keeps one shared version of the truth – this would include both case and evidential information including multimedia files. HMCTS V0.1 Not Protectively Marked

5. Early View on Programme Vision [2]… Efficient processing • End-to-end processing of a case (including engagement with stakeholder agencies where possible) with no rekeying or re-lodgement. Transparency • Opportunities for sharing appropriate case information with stakeholders and the public. Document management and archiving • efficient document management and harmonisation of retention and archiving rules. HMCTS V0.1 Not Protectively Marked

6. Scope is currently under discussion – these are some themes we are grappling with! Scope (themes) Development Technology Strategy Stakeholders Collaborative services (eg. document repository) (Business process) TOM and CJ Efficiency – front/back office included? By case type or court centre FITS Alignment (AD/ADMS) & procurement (will timing work?) Service-orientated architecture – must have single log in (not FITS aligned?) New or reuse systems CJS Agencies Digitalisation Data – structured/unstructured/both Process redesign – ‘lean’ alignment with CJ efficiency Single platform or modular Common user interface Use of shared services – case prep office Agile or waterfall development G-Cloud – Cloudstore – need to use, need to understand how Process redesign – CJS players Re use v’s start again system (mash-up) Deployment option – process v’s functionality Deployment option - phased v’s big bang eg. VIDEO or Court Room Design Don’t forget to be clear about what is NOT in scope! HMCTS V0.1 Not Protectively Marked

7. CTP programme overview on Governance Responsible for providing strategic direction to the programme board for delivery CPS Advisory Board Common Tech Platform Steering Group (from BDA) CJ Efficiency Board HMCTS/CPS Board (Strategic direction) Programme Director (interim) Informed on Progress only Responsible for providing a steer on portfolio alignment HMCTS Board/ Change & Modernisation Strategy Delivery Reporting Common Tech Platform Programme Board Programme Manager Programme Management Office Responsible for Operational Delivery of the Programme. Programme Work-streams Project 4: Business Case development Project 1: Requirement Developments Project 2: Procurement Management Project 3: Architecture Strategy/Design Project 5: Technology Development Project 6: Implementation (downstream) Programme work-streams to be underpinned by governance structure to assure their delivery. Common Platform Strategic Steering Group Frequency Monthly Chair (rotates monthly) Joint SROs: Peter Lewis and Peter Handcock Attendees and Roles Paul Shipley – Senior Technical/Programme Director (interim) ; Paul Staff – Senior Technical; Loveday Ryder – Strategy lead; Sarah Albon – Senior User; Edwina Sherwood – Senior User; Judiciary rep. (Senior Technical substitutes: Neil Carne; Steve Dunthorne – who attend programme board). Supported by Secretariat Responsibility Provides the overall strategic direction for the delivery. Endorses significant decisions required for operational programme board to execute and proactively manages the cross-CJS landscape scanning to highlight key issues and risks likely to impact delivery. Ensures benefits of Programme are delivered. HMCTS V0.1 Not Protectively Marked

8. Benefits The benefits of the common technology platform include: • Provision of a framework that will allow business processes to be designed, modelled and trialled, allowing future change to be either phased or rolled out simultaneously to all staff • Modular yet highly integrated case management which brings together case management functionality, online resources used by judiciary and staff and seamless web interface for users • Facilities that encourage and facilitate end-to-end processing of a case, including stakeholder agencies in criminal and (in time) civil, family and tribunals, with no rekeying or re-lodgement • Technology enabling timely and comprehensive reporting and analysis to stakeholders • An opportunity to provide consistency and harmonisation in policy, practice and procedure. HMCTS V0.1 Not Protectively Marked

9. Some indicative milestones HMCTS V0.1 Not Protectively Marked