• Ensure the Programme delivers the outcomes presented in the Programme Brief
• Provide the strategic direction to the implementation of the Programme and ensure that benefits are fully realised
• Recommend appropriate action for any risks, issues or change requests raised at the Programme Board by the Programme Manager for advice and guidance
• Resolve any resourcing conflicts which can not be resolved within or between projects by the Project Manager and Programme Manager
2.
Programme Cycle
3. Structure & Roles
The Programme structure comprises a Programme Board, a Senior Responsible Owner Team, Programme Manager and a Benefits Realisation Manager.
Membership of the Programme Board is:
Members
• 3 nominated members from the Liberal Democrat group
• 2 nominated members from the Conservative group
• 1 nominated member from the Independent group
Officers
• Corporate Management Team
• Head of Property & Housing
• Programme Manager
The Chief Executive and Directors of Environment and Regeneration & Development will operate as the Senior Responsible Owner Team.
4. Responsibilities
The Programme Board has the following responsibilities, to:
• Have ownership and approval of the Programme
• Be responsible for the Programme Mandate by continuous forward looking activity to move the Council nearer to its vision
• Deliver the programme to time, quality and budget;
• Manage the portfolio of projects that will realise the outcomes of the programme.
• Approve all projects in the programme’s portfolio;
• Appoint the Member Sponsor for each project;
• Ensure all projects are using an appropriate level of project management in line with the corporate policy
• Facilitate the flow of information between the Programme and Project Level;
• Identify and manage programme level risks and issues;
• Approve all programme documentation;
• Authorise all change requests as appropriate;
• Confirm project tolerances for budget and timescales;
• Ensure adequate resources are available and committed to each phase;
• Resolve conflicting demands on resources and reprioritises where required;
• Review each completed phase and approves progress to the next;
• Monitor benefits realisation and check any actions are assigned to named individuals;
• Ensure the communication plan is in place, includes all stakeholders and is implemented; providing visible leadership and commitment to the programme
• Approve project closure.
The Senior Responsible Owner Team has the following responsibilities, to:
• Have ownership of the Programme Brief
• Champion the Programme, providing clear leadership and direction
• Be accountable for the Programme outcomes
• Be accountable for the Programme Governance
• Be accountable for the Programme budget
The Programme Manager has the following responsibilities, to:
• Co-ordinate the work of the projects
• Manage the interdependencies between projects.
• Ensure appropriate resource allocation so that programme benefits can be achieved.
• Manage the Communications Plan
• Produce the Resource Management Strategy
• Manage the Issue Log
• Produce the Issue Resolution Strategy
• Manage the Programme Plan
• Manage the Project Portfolio
• Produce the Quality Management Strategy
• Produce the Risk Management Strategy
The Benefits Realisation Manager has the following responsibility, to:
• Define the benefits from the programme
• Benefit profile to track benefit realisation
• Establish and Implement mechanisms to monitor and measure benefits realisation
• Lead on transition management, so that changes are effectively integrated
The Project Manager / Team has the following responsibility, to:
• Deliver individual project outputs.
• The Project Manager will operate as the Business Change Manager for the project ensuring that change is embedded across the organisation.
5. Reporting
The Board will report to Council and to Overview and Scrutiny on a quarterly basis. Additionally, all stakeholders will be regularly informed of progress, particularly when projects are complete and benefit realisation is expected.
The Programme Manager will report at each meeting. Reports will be exception based, i.e. successes and failures only. Projects which are progressing according to plan will not be reported on.
6. Actions Required for First Meeting:
• All Board Members to agree and sign up to carry out the work required as a Programme Board;
• All Board members to agree to the documentation reporting requirements for the Programme Board;
• All Board members to agree the schedule for future meetings
