Reference
Project Name
Programme Sponsor
Programme Manager
1
DPR0303 Smiths Lane Development
Mark Taylor
Steve Raeside
Mandate
This project incorporates a new joint community/school library, Children's Information Centre, Adult Learning Centre, Social Services Drop-In, Health Centre, Baptist Church and Social Housing.
Issues
Design team was appointed on 9th April 2009. On 30th April 2009, the architect and M& E Consultants met with Business Project Manager at the school for site analysis, Project meeting was held on 14th May 2009 to
determine state of play for LDD bid, site controllers’ houses and for ADP to gain a better understanding of key stakeholder interest. ADP to meet with project group on an individual basis as part of feasibility. ADP shared an up
to date project plan and confirmed they hope to have the feasibility study complete by mid/ end of June 2009. The LDD bid was unsuccessful. Project now a Library/ Police only scheme with the flexibility for extension should
another service be identified. Application for use of Unit 1A Vale Road for a Medical Centre has been approved under delegated powers. Project Sponsor to seek confirmation from PCT that they are now supporting this
scheme. Site controllers are in the process of preparing to move out of existing house into the new accommodation. Sponsor to identify potential committee date
Library scheme could mean remodelling the existing building instead of building a new one due to limited funds. True costs of road works not yet identified
LDD bid unsuccessful. Now back to Library/ Police only scheme Bearing in mind the extensive consultation previously, there will be a need to keep consultation to a minimum if we are to achieve our timescales. Both internal
and external stakeholders to be kept informed at all times
Budget
Budget reduced significantly to reflect unsuccessful LDD bid. However, Thames Valley Police would like to know ASAP about their financial commitment to scheme due to their internal processes. Additional costs associated
to underground plant and utilities on site may reduce budget significantly Preparation over the next few months to sell 99 Smiths Lane to raise additional funds for the budget
State
Risks
Reference
Project Name
Programme Sponsor
Programme Manager
Mandate
Risks
Issues
Budget
2
MAJ8003 Boyn Grove/ Brunel Centre Reprovision
Jim Gould
Chris Thomas
Boyn Grove & Brunel Centre Reprovision
MDHA have now acquired the bungalow that provides the access to the Brunel site. They have also come to an agreement with the main beneficiary of the covenant on the properties and obtained insurance indemnity against
potential claims from the other beneficiaries. The design and layout for the service at Boyn Grove is being re-visited and soil surveys are due to take place on both sites. MDHA are looking to submit Planning Applications on
both schemes by August 09. Updated 18 May 2009.
Not achieving Planning Approval on both sites is a key risk for this scheme. In addition the funding needs to stack up - there will be a capital receipt for the sale of the Brunel site and there is a commitment to use Mental Health
Grant. Updated 18 May 2009.
The dependency of one development site on the other remains a key factor. 18 May 2009.
Awaiting Housing Association costings to lead to further Cabinet report before project implementation. Costing information delayed due to problems with ensuring access to site. 18 May 2009
Reference
Project Name
Programme Sponsor
Programme Manager
3
MAJ8034 Transforming Adult Social Care
Allan Brown
John Scaife
State
Risks
This is the most significant change to care in the community since 1993. The emphasis will now be on personalisation and individualised budgets. As a result there will be major changes to the systems currently operating,
both within Adult Services and Financial Services. There is a requirement from the Department of Health for this system to be implemented and there is a grant for money for 3 years to facilitate this.
Summary of Progress Against Targets: Desktop exercise ran from 23 March – 17 April in the Adult Care Services & Learning Disability Services using the prototype self assessment questionnaire (SAQ) to test its
effectiveness. • The Programme Board received a policy options paper on service user contributions. • A meeting with in4tek consultants was held on 7 April to discuss working in partnership with them focusing on Paris &
TSC. • The Board met at an away day on 14 April to discuss the Controlled Live Implementation beginning at the end of the year when eligible new referrals into the Adult Care Service (older people & younger people with
dementia) will automatically go into the self-directed support process. • Louise Kerfoot is obtaining further evidence from some other local authorities regarding their experiences before a final decision is made on when
Learning Disability Services are phased in. • John & Ed spoke at an individual budget workshop for people with learning disabilities & their carers. • The Programme Board received a report on the spec of the pilot
implementation. Forecast for Next Period: Results of the desktop exercise after they have been tested with the resource allocation system. • The members of BP&S Project are meeting at an away morning on 13 May to look
at the progress of that project, including SAQ, draft processes, the support plan, & to pull out any outstanding issues. • Safeguarding Adults will be a particular focus in 2009 & the Safeguarding Adults Initiative will be launched.
Delays/Problems:
The Programme
& period
Projects
are2009
on target. The Adult Social Care inspection will take place in June 2009. Resource implications in Adult Services. May impact speed of TSC project progress. Failure to
(15.05.09) Laurel Hegarty
- Reporting
April
secure approval for pilot at June Cabinet may impact implementation timescale. (15.05.09) Laurel Hegarty - Reporting period April 2009
Issues
Budget
Request for approval to consult on new contribution policy to be included in pilot implementation Cabinet report June 2009. In hand. (15.05.09) Laurel Hegarty - Reporting period April 2009
Programme on budget 2008/09. Social care reform grant in place for 2009/10. Updated by John Scaife: Reporting period April 2009
Mandate
State
27
Reference
Project Name
Programme Sponsor
Programme Manager
Mandate
State
Risks
4
Building Schools for the Future
Cliff Turner
Issues
Budget
15.1.2009 Expression of interest sent to dcfs. Feeback expected Feb 2009. Consultation has started, completes 16.1.2009. All task currently on track
No current risks
Under dcfs guidance it would make sense to start this programme with Churchmead, however locally this is problematic. We have acknowledged this in the expression of interest and given an evidence base as to why the
Maidenhead group of secondaries would benefit from early entry to the programme.
From existing resources.
Reference
Project Name
Programme Sponsor
Project Manager
5
MAJ8040 Phase 1 - Prep for readiness to deliver - Building Schools for the Future
Angela Wellings
Ben Wright
Mandate
State
Risks
Issues
Budget
Phase 1 of the BSF programme will see the borough undertaking the necessary preparation work to develop (i) project management capabilities; (ii) a vision for achieving 'educational transformation'; (iii) a procurement
strategy and (iv) options for the secondary school estate in Maidenhead. Note: we can put the business about the overall BSF objectives in the higher level/overarching project.
Timescales for entry into the BSF programme remain unclear, but the current expectation is for April 2010 and so work is underway to put the borough in a position to submit Readiness to Deliver documentation by that date.
Four major areas of work have been identified: (a) Development of Project Management Capabilities - an Interim Project Group (IPG) is being created that will report formally to Members via CMT or SMT. IPG will include
Members, a head teacher rep and cross-directorate officer reps, and will have new ToR and revised PIDs. This group may eventually segue into the formal BSF Project Board. The IPG will co-ordinate the work to be done
under all four of these areas of work. (b) Development of educational transformation vision - discussions are already taking place around ICT, 14-19 agenda, inclusion, new curriculum, curricular delivery, extended services
and so on. Some discussions have been held with schools, including the Headteacher and Governor forums. (c) Development of Procurement Strategy - discussions are underway to enable to the borough to answer the
question "To LEP or not to LEP?". Talks on Local Education Partnerships (LEPs) are being held with other local authorities already in the programme. A early draft Cabinet paper dealing with the procurement strategy has
been circulated to some officers for comments. (d) Development of Estate Options - the collation of information to allow the development of specific school options is underway, particularly around school building condition.
rough site value and planning issues information to be provided by Building Services/Planning. Ben Wright - May 2009
Arrangements have also been made for rough site value and planning issues information to be provided by Building Services/Planning. Ben Wright - May 2009
A risk assessment exercise has been carried out, which has identified the following high risks that, if uncontrolled, would have a major impact on entry to the BSF programme by April 2010: failure to secure government
funding; insufficient financial resources; project management failure; failure to achieve local agreement. Cliff Turner - May 2009.
No further issues identified than those already in the issues log.
Cabinet has agreed £200k funding to enable the council to carry out the initial preparatory work for the Readiness to Deliver documentation. This will include establishing project management capability; establishing a vision for
educational transformation; developing an appropriate and cost-effective procurement strategy and developing options for the secondary schools. Financing of initial preparatory work is to be agreed by the Leader, the Lead
Member for Finance, the Corporate Director for Children's Services and the Head of Finance. The issue of recharges will need to be discussed. Ben Wright - May 2009.
28
Reference
Project Name
Programme Sponsor
Programme Manager
Mandate
State
Risks
Issues
Budget
Reference
Project Name
Programme Sponsor
Programme Manager
Project Manager
Mandate
State
6
Holyport Manor move to Cox Green
Chris Thomas
Holyport Manor School is RBWM's only special school and the Borough has received funding to enhance provision and redevelop the school by 2010 so it can enhance the quality of education for children and young people
with special needs and meet the future needs of the community. The reprovision will significantly reduce the number of children in expensive out-of-borough placements, and will include social services respite provision and
Health services therapies. The Cox Green site meets educational and financial requirements and the development will include enhanced sports and leisure facilities to increase site usage.
Progress Against Targets: Construction has commenced, steel frames now visible and scale of building works noticeable. Top soil removed to be stored & re-used on site, will save on budget. Planning consent for the leisure
centre was agreed on 29 April and a funding submission can now be made to the Football Foundation. At the same Panel meeting, consent was given for a raised football pitch next to the all weather pitch. Two of the Cox
Green ward councillors were opposed to the application but are now satisfied with proposal, following a meeting with officers. Design Team has been instructed for leisure centre and costs are within estimated budget.
ICT sub group has been set up and a project manager appointed from IT Unit. Draft budget constructed within £285K budget estimate. In principle agreement reached with community association over issues about a lease on
the lower courts, an extension to the community centre, and top soil on an area near the leisure centre. New electricity supply installed which allowed for the removal of a generator which was causing some complaints about
noise. Forecast for next period: Football Foundation bid to be submitted. Meeting with Head of Cox Green School and Chair of Community Association re top soil on site. Review of projected expenditure. Meetings to be
arranged with ward councillors. Tender prices for respite unit going to Prioritisation Sub Cttee 26 May. Resolve any outstanding issues re lower courts. Meet PCT to finalise capital contributions and contracts. Chris Thomas
May 09
RISKS: A detailed risk assessment has identified a high risk of financial constraints in terms of government grant not being intended to meet the full costs of the project but there being no additional funding available locally to
meet any shortfall. Competitive tendering, tight budget management and the use of value engineering will minimise the risk of a potential overspend. A further risk is the potential to cause difficulties for local neighbours during
the course of the construction works with road closures, increased traffic and greater activity in the area. This has all been minimised by maintaining a dedicated webpage and providing newsletters giving notice of any road
closures or other key events well in advance. An additional risk identified has been raising expectation for all key stakeholders about the design of the completed school which it may not fully meet. Ensuring official sign off by all
interested parties of the final design drawings at each stage will reduce the risk of the completed school not meeting all the essential requirements. The outcome of the Football Foundation bid is still unknown and could pose a
risk to the leisure facilities until resolved. This position continues May 2009.
No new issues to report. Chris Thomas May 09
Please follow link to Progress Report for latest budget spreadsheet. Expenditure on the project is currently forecast at £28.0m, with income currently forecast at £27.4m. Therefore the budget is currently predicted to
overspend by £600K. However this assumes the project contingency of £0.4m is fully used. Additionally, we await the outcome of a further £0.4m of possible income from grant applications. The only other uncertainty is the
level of PCT capital income towards the project, which is under negotiation and should be confirmed in June. Chris Thomas May 09
7
MAJ8006 Children's Centres Phase 3 - Build
Cliff Turner
Chris Thomas
Yvonne Boyd
Children's Centres (phase 3 - build) and continued capital responsibility or overall portfolio of Centres.
To date the LA has developed six children's centres. A further four across seven sites will be developed/designated in 2008-10 to meet the DCSF reach targets. All seven sites have been approved by Cabinet. The nominated
agency for managing children's centres development nationally has graded RBWM as low risk. All key tasks are progressing within target time frame. Final draft of Datchet building from Messrs Rollalong now due 20.5.09 with
estimate of costs. Plans to be submitted to Pre Planning Protocol for approval. Building Services to deliver cost comparisons for build type at Larchfield Refurbishment at Eton Wick and Old Windsor can be managed with
Building Services directly, without ongoing involvement of Schools Accommodation Tenders for refurbishment at Pinkneys Green due in on 5.6.09 There has not been any further capacity building at Larchfield. This can start
once agreement has been gained on building works. Pinkneys Green capacity building successful and ongoing Broom Farm. MOD are at final stages of producing a draft licence for borough approval. Refurbishment cost to be
given by end of month by MOD.
Management structures for all sites agreed with Larchfield being managed by Head, Datchet, Old Windsor, Eton Wick and Broom Farm managed by RBWM and Pinkneys Green by PCT. Yvonne Boyd May 09
Risks
Issues
Budget
Site at Old Windsor has been provisionally agreed with Head of Kings Court School. YB has attended Governor meeting on 12.5.09 and awaiting approval.
Some delays on final build plans for Larchfield and Datchet.
The project is funded by the Sure Start Early Years Grant 2008-11. Funding for 2008/9 is £320K and 2009/10 is £665K. Cabinet approval gained and capital budget amounts have been set using agreed criteria as per all
children's centres. Only expenditure to date has been a minimal sum on consultation.
29
Reference
Project Name
Programme Sponsor
Programme Manager
Project Manager
Mandate
State
Risks
Issues
8
MAJ8007 Early Years capital Allocation
Cliff Turner
Chris Thomas
Catherine McKinley
Early Years Capital Allocation
New funding in 2008 to support the delivery of Early Years Foundation Stage; provide inclusive access to provision and to support move towards 15hr flexible offer. Programme of packages been identified for Yr1 and approved
by Cabinet in Oct 08. Rollout is now expected Q1 and Q2 2009/10. The project is led by Helen Young Childcare Officer. Q4 08 - Training for 5 development staff and 6 early years practitioners completed to carry out ECERS
audits on all Early Years and Out of School PVI settings. Rollout in Q1 of childminder resources offer. ICT package in Q3. Grant application paperwork still to be finalised for building projects. Catherine McKinley May 09
Funding rolled forward from 2008/9 will not be spent due to time taken in developing programme and nature of capital build programmes. Catherine McKinley May 09
Budget
Planning for the 2 year funding due to the delays in delivering the Yr 1 packages. No confirmation of funding available for Yr 2. This is already impacting on future plans for ICT packages. Catherine McKinley May 09
Quality and Access programme is funded through Sure Start Early Years and Childcare Grant. Allocation for 2008-11 is £625K per annum. For 2008 have identified programme of packages for providers to apply for. Received
Cabinet approval on proposed packages. Yr1 funding can be rolled forward into 2009/10. Catherine McKinley May 09
Reference
Project Name
Programme Sponsor
Programme Manager
Project Manager
9
MAJ8008 Extended Schools
Jane Waring
Chris Thomas
Clare Barry-McAleer
Mandate
State
Risks
Issues
The Extended Schools agenda is expected to deliver better outcomes for every child across the five key areas of the ECM agenda. This will be achieved through delivery of the full core offer of extended services, which all
schools are expected to provide by 2010, and is made up of five elements: > Childcare (in primary and special schools) > a varied menu of activities including study support, sport and music clubs > parenting support
including family learning > swift and easy access to targeted and specialist services, and > community access to facilities including adult and family learning, ICT and sports facilities. Schools are not expected to provide these
services alone, or necessarily to deliver them on site. Instead, they should work in partnership with other schools and agencies, including voluntary and community organisations, signposting existing services where
appropriate. Schools are expected to consult widely with pupils, families, their own staff and the wider community to identify priorities and needs. The project has been running for three years 2005-2008 and has just entered
it's second phase which runs 2008-2011. RBWM is expected to meet full core offer in 100% of all schools by 2010.
Overall performance rated as GREEN by TDA. Currently 79% of schools meeting full core offer. This equates to 50 out of 63 schools. RBWM has also met the policy pledge of half of all primary schools and third of all
secondary schools meeting the full core offer (as at Sep 08). Currently undertaking targeted work to ensure we meet September 09 target of 85% of schools on Full Core Offer. Confident that this will be achieved. This will be
reported to DCSF in September 2009. CBM 13.0509
Budget
Small part time team with one member currently on maternity leave and not returning until 01.09.09 CBM 13.05.09
Majority of budget devolved to schools, via Standards Fund, Area Based Grant and Sure Start grant funding. £11,000 per school to be devolved 09/10. Proportion retained for central support/team. Budget 2008-09 £726,540
Budget 2009-10 £869,289 (prov) 2010-11 £647,119 (prov) Also £300 per child from Disadvantage subsidy scheme to be devolved via Clusters 09/10. CBM 13.05.09 Awaiting approval of supplementary budget to extend the
DSS to Holyport Manor School CBM 13.05.09
Reference
Project Name
Programme Sponsor
Programme Manager
Project Manager
10
MAJ8009 Primary Strategy for Change
Cliff Turner
Chris Thomas
Cliff Turner
Mandate
State
This grant is given by dcfs and is worth 12 Million Pounds over 3 years. Its purpose is to increase educational attainments and social inclusion for primary aged children, their parents and carers.
The RBWM plan has had final approval by the DCSF (based on Ellington rather than Oldfield). No decision has yet been made re Ellington reprovision/rebuild, which means that if a rebuild were the favoured option there may
not be enough time to complete work within timescale, this has been flagged as a project risk for the last seven months. The Leader has asked for two feasibility studies: one for the refurbishment of Ellington; and one to build
one department of Oldfield on the Bray Road site, with the other department staying on the current Oldfield site. Other work in this programme is on track and scoped and political decision making processes identified and
timetabled. Cliff Turner May 09
Risks
Final clarification will in due course be required regarding Ellington/Oldfield which is in year three of the programme. Available funding for the works needs to be spent by August 2011. Given the time required for such a major
project, it is imperative that the feasibility studies are carried out quickly. This may generate an additional risk in that the available PSfC money may not be sufficient to fund both projects. May 09
Issues
No new issues to report
Budget
All from existing resources currently. However funding will need to be identified to pay for the two feasibility studies (see above). Cliff Turner 09
30
Reference
Project Name
Programme Sponsor
Programme Manager
Project Manager
Mandate
State
Risks
Issues
Budget
Reference
Programme Name
Programme Sponsor
Programme Manager
Mandate
State
Risks
Issues
Budget
Reference
Programme Name
Project Name
Programme Sponsor
Programme Manager
Project Manager
Mandate
State
Risks
Issues
Budget
11
MAJ8009 Primary Strategy for Change
Cliff Turner
Chris Thomas
Cliff Turner
This grant is given by dcfs is worth 8 Million over two years to enhance physical and teaching environments for secondary schools. There is an additional 5 Million available to enhance vocational training at ‘showpiece’ centres.
High level plan drafted. A range of refurbishment projects has been discussed with Headteachers to enable new Diplomas to be offered across the Borough. Headteachers are costing their proposals, using a template
provided by the Learning Skills Council. Plans include: Creative & Media Diploma (Churchmead, Cox Green, Windsor Boys), up to £1.5m; Sports & Leisure (Charters, Windsor Boys), up to £1.5m; Construction Diploma
(Windsor Boys), up to £2m; Retail, Business & ICT Diploma (Furze Platt Snr, Altwood, Newlands), up to £1.5m. In addition, Members have approved £506K from the 14-19 budget for capital works at Windsor Boys (£200K),
Desborough (£150K) and Charters (£156K). The project clearly has very close links with Building Schools for the Future and any 14-19 capital development must take account of the strategic review of secondary provision for
BSF purposes. Report going to Cabinet July 09. Cliff Turner May 09
A broad scope of works to support this project has been undertaken, with schools and amount of expenditure identified at a very high level. This will need further refining once the capital programme is known, at which time a
costed 14-19 Strategy will be developed. Cliff Turner May 09
There are no current key issues to report
From existing resources currently
12
LTP II Projects
David Oram
Gail Kenyon
Programme Delivery/Expenditure - hit our stretch targets for delivery of the planned number of schemes and for capital investment. % of streetlights operating as planned – Performance remains high with 99.4% of streetlights
operating as planned. Vehicle crime – After rising marginally above the trajectory in November, the December, January and February figures are significantly lower, putting performance back on track. Number of local bus
passenger journeys originating in the authority area undertaken each year – Bus patronage levels are showing strong year-on-year growth and are on course to exceed LTP and LAA targets for 2010/11. While February’s
figures showed a significant decrease on previous months, this is thought to be due to the fact that it is a short month and to the severe weather conditions, which may have deterred people from travelling. NO2 concentration Windsor AQMA – Monthly concentrations of Nitrous Oxides remain below target levels. NO2 Concentrations (annual mean) – Maidenhead AQMA – Air Quality remains significantly above trajectory levels. Workplace / Hospital
Travel Plans - The Borough continues to secure travel plans through the planning process.
Final Travel Plans approved this year include: Princess Margaret Hospital; Berystede Hotel; St Mary’s School, Ascot; King Edward Court; and Centrica. A travel plan review pro-forma has been developed and will be tested
with Centrica. If the approach proves successful, then it will be rolled out for the assessment of all travel plans. Mode share for journeys to school - The 2008/09 survey results show that the rising trend in car use for the
school run has been halted and reversed, but it still remains above target levels. School Travel Plans – We secured a total of 15 travel plans in 2008/09 taking us up to 75% of State Schools with STPs, all State Schools are
now engaged in the process (only 16 to go) and we are organising a Seminar for Independent Schools in the summer term.
A risk assessment has been carried out at high level for the project with 3 key risks, achieving performance indicators, achieving budget spend, achieving scheme delivery. With the mitigating measures in place the risks are
minimised.
Resourcing support to progress with the SEESU (SEERA) bid is supported by a new Project Manager, Craig Bassett. Windsor and Eton Relief Road - Business Case has now been completed. Working on providing a
package of information now to SEESU (SEERA) which includes the Business Case; Risk Register; Financial Profile and Programme for submission by end May 09. Windsor Parking and Transport Project - Business Case
submitted to SEESU (SEERA), further information being produced to support the bid, Risk Register; Financial Profile and Programme, for submission by end May 09. Developing LTP3 Programme and discussed issues and
resourcing at LTP Boards.
A funding bid for the Windsor and Eton Relief Road Maintenance Scheme and Windsor Parking and Transport Project, has been approved by SEESU as discussed under"state" with confirmation from DfT for £5m for WP&TP
received. Once all documentation has been provided to SEESU we will be awaiting confirmation of when the funds will be made available.
13
LTP II Projects
MAJ8011 Drainage
David Oram
Gail Kenyon
Rajan Sitha
LTPII Project - Drainage
Schemes deferred from 2007/08 completed. Design of 2008/09 schemes are now completed and are substantially complete. Due to availability of contractor resources and bad weather these schemes are planned for
implementation during spring 2009. One is currently on site. Clare Rd and The Pines Flood Alleviation schemes are completed and have already reduced the risk of flooding. Cannon Lane drainage added to programme Priority sub committee November 08.
Risks are identified on a project by project basis and nne have been identified at present
none at present.
Unforeseen additional costs on 2007/08 scheme have been encountered due to NRSWA/TMA requirements and an additional scheme implemented (approved Nov 08 Cabinet Sub-committee) . However this is a two year
programme and these costs are included in year 2.
31
Reference
Programme Name
Project Name
Programme Sponsor
Programme Manager
Project Manager
Mandate
State
14
LTP II Projects
MAJ8012 Maidenhead Bridge Refurbishment
David Oram
Gail Kenyon
Colin Gill
LTPII Project - Maidenhead Bridge Refurbishment
The works are phased over two years as follows : Scour protection to river piers (now complete) – phase 1 · Stone repairs to arches and abutments from April 2009 phase 2 · Carriageway resurfacing July / August 2009
phase 3. At present phases 2 and 3 are on hold pending resolution of possible joint funding with Buckinghamshire County Council. Meeting with BCC was held on 2nd April 2009. Bucks have accepted 50% liability but have no
funds available at present. Jointly agreed to approach GOSE for emergency funding of approx. £1million.
Risks
Works may need to be postponed if joint funding is not agreed by mid May. The current stone repairs shown on contract drawings are based on a survey undertaken in 2004. Further deterioration of the stone has occurred
since this survey which will affect costs. Re-surveying the arches is being considered to ascertain the extent of deterioration and subsequent increases in cost. Further stone loss will require a strict weight limit to protect the
bridge from excess weight vehicles with serious consequences for HGVs and negative PR impact. Legal advice has been sought to establish exact nature of joint liability with Bucks CC as budget is dependant on significant
contribution from them. Bucks have now accepted 50% liability however if GOSE bid is unsuccessful a 11 tonne weight limit is likely to be required. Major impact on large vehicles and to residents/ businesses.
Issues
Budget
As above. plus Resurfacing works will involve overnight carriageway closures. The works programme is currently being discussed with the contractor to minimise disruption these works will cause.
See above Re. Emergency bid to GOSE.
Reference
Programme Name
Project Name
Programme Sponsor
Programme Manager
Project Manager
Mandate
State
Risks
Issues
Budget
15
LTP II Projects
MAJ8013 Road and Footway Resurfacing
David Oram
Gail Kenyon
Rajan Sitha
LTPII Project - Road & Footway Resurfacing.
Surface Dressing Programme complete (approx 40 sites) Plane and Resurfacing Programme complete, . Micro surfacing programme completed. Footway Reconditioning substantially complete except for Eton High street Eton College Works deferred until 2009/10.
none
Negative feedback on Micro Asphalt system Revised system to be used in 2009/10 Lead Member advised.
Additional 50k approved by lead member for Finance in Feb 09 to ensure all resurfacing schemes are delivered. Patching in advance of 2009/10 currently under way.
Reference
Programme Name
Project Name
Programme Sponsor
Programme Manager
Project Manager
Mandate
State
Risks
Issues
Budget
16
LTP II Projects
MAJ8014 Street Lighting Programme
David Oram
Gail Kenyon
Alan Marshall
LTPII Project - Street Lighting Programme
Street Lighting Program completed on Time & Budget
Street Lighting Program completed on Time & Budget
None
08-09 Capital project has been delivered within approved capital budget for 2008/09.
32
Reference
Programme Name
Project Name
Programme Sponsor
Programme Manager
Project Manager
Mandate
State
17
LTP II Projects
MAJ8016 Traffic/ Road safety/ Safer routes to Sch
David Oram
Gail Kenyon
Tony Carr
LTPII Projects - Traffic, Road Safety & Safer Routes to Schools
Agreed programme of schemes complete by forecast completion date. A small number of schemes deferred into 2009/10.
Risks
Issues
Budget
Delays/Problems (Issues/Risks): - Availability of resources within Traffic & Road Safety and Technical teams (all posts filled in April 2009). - Potential cost increases as scope of projects are expanded. - Potential delays as a
result of consultation responses. - Potential scheme delays due to weather conditions All of which have led to schemes being rolled forward.
Regular financial monitoring is undertaken to identify any issues that may arise and to recommend appropriate mitigation measures.
Agreed programme of schemes delivered within approved capital budgets.
Reference
Programme Name
Project Name
Programme Sponsor
Programme Manager
Project Manager
Mandate
Risks
18
LTP II Projects
MAJ8017 Intelligent Transport System
David Oram
Gail Kenyon
Tony Carr
Transport, & Real Time Passenger Information
Real Time Bus Passenger Information: additional displays in Old Windsor and Windsor Town Centre complete and operating. Common Database: procurement and implementation in progress, test environment now
available. (IT delivery plan being managed as stand-alone project within Work Together). Communications Study commissioned from Jacobs. Elements associated with Windsor Parking Strategy being progressed in
accordance with Cabinet resolution.
Issues associated with mapping as part of the travel information website may potentially delay completion of this element of the project. This may also limit the amount of travel information that could potentially be displayed.
Real-time display in Windsor Town Centre (outside theatre) not feasible due to technical constraints
Issues
Budget
Cost implications of providing real-time bus information still being explored. Mapping issues associated with the provision of travel and traffic information to destinations outside of the Borough need to be resolved. Neighbouring
authorities are keen to share relevant information, but this may need to be addressed as part of a future phase of the overall project.
Budget dependent upon identifying Section 106 funding (100% complete)
State
Reference
Programme Name
Project Name
Programme Sponsor
Programme Manager
Project Manager
Mandate
State
Risks
Issues
Budget
19
LTP II Projects
ICT8017 Intelligent Transport System
Keith Clark
Con Georghiou
This is the IT Services element of the Transport, & Real Time Passenger Information project.
Updated 15/05/09 CG PROGRESS- Test environment is now available to load the application and remote access has been provided to Cloud Amber. Meeting to progress the maps issue has taken place.
Updated 15/05/09 CG Top risks - End of July delivery date as risk due to Mapping issue - Mapping issue - some of the mapping functionality available on Voyager sites may not be available on Astun e.g. real time bus info not
useful if only updated every 10 minutes.
Updated 15/05/09 CG See Issues logs for detail - The software purchased from Cloud Amber uses standard OS maps but is not designed to use the RBWM corporate mapping software Astun Maps - an alternative delivery
solution is being sought utilising Astun maps. - ACIS feed costs - still being progresses owner Ben Smith
Updated 15/05/09 CG - Customer costs form will be completed this month, once server and license costs provided by the architects. - Additional budget is likely to be needed for mapping solution - TBC See Issues for more
detail.
33
Reference
Project Name
Programme Sponsor
Programme Manager
Project Manager
Mandate
State
Risks
Issues
20
MAJ8037 Windsor Parking and Transport Package
David Oram
Gail Kenyon
Ben Smith
Summary of Progress Against Targets: Requests for pre-planning advice submitted and response received / Transport impact assessment summary submitted to planning team* Negotiations ongoing with Centrica, Windsor
Racecourse, King Edward VII Hospital and Windsor Dials to secure land agreements * Design / implementation in progress at Alma Road car park extension, King Edward VII hospital and Centrica * ‘PBA’ commissioned to
secure various planning consents * River Thames bridge link to Dorney Lake, PBA commissioned to undertake feasibility study
Budget
Full risk register prepared and available via Hyperwave. Document will be updated monthly
No outstanding issues have been identified during this period
Virement forms (and supporting papers) have been prepared and will be submitted to SEERA to secure funding during May 2009. Formal confirmation has been received from DfT that grant funding has been allocated.
However, this section will remain amber until formal confirmation is received from SEERA that funding has been released.
Reference
Programme Name
Programme Sponsor
Programme Manager
Mandate
21
MAJ8019 Asset Management Implementation
Jonathan James
Fiona Thornton
Implementation & integration of Asset management software.
State
Data has been sent to TF for mapping, Insurance Valuation data is the only outstanding set and is being chased. Servers are being built w/c 06.04.09 and should be available for s/w implementation after Easter. At the last
board meeting it was advised that an energy usage database called SystemsLink should interface with TF to provide energy usage data to Building Services. Following a meeting with TF on 02.04 it was highlighted that more
than the original 2 interfaces with Agresso would be required - 4 in total. All above interfaces to be discussed with Project Sponsor and RFCs raised where required. The folder structure to be implemented in Serengeti has
changed (users decided further work is required), again this is to be raised with the Project Sponsor and an RFC raised. All interface work is scheduled for the last phase of the project so this will not impact on the initial
phases progressing. User training schedule to be finalised for last week of April prior to user acceptance testing. FT 07.04.09 User training schedule between 8th June and 24th June. All sample data now sent and draft data
load specification received on 15.05.09 and to be reviewed. RBWM acceptance criteria agreed. Live and Train environments built.
Risks
Issues
End users documenting current processes - due to be completed end of May. Serengeti folder structure still being worked on but due to be completed w/e 22.05.09. RFC raised for the purchase of 5HHTs. FT 18.05.09
None at present - FT 10.02.09
None at present - FT 10.02.09
Budget
Capital budget allocation for project. Extra funding for Project Management module and Online DFC approved but funds yet to be allocated. Disability Access Module to paid for by Access team in Highways and Engineering
Reference
Programme Name
Project Name
Programme Sponsor
Programme Manager
Project Manager
Mandate
22
MAJ8019 Asset Management Implementation
ICT8019 Asset Management Implementation
Keith Clark
State
Risks
Issues
Budget
Con Georghiou
IT Services element of the Implementation & integration of Asset management software project.
Updated 13/05/09 CG PROGRESS - Customer form signed off. - All sample data now sent to TF - Train & Live Server built. - Training due to start beginning of June for phase 1. - Serengeti work should be ready to commence
at the end of May. SCOPE - three Changes have initial approval from the sponsor - all are being priced at the moment. RESOURCES - ICT Resources to be booked for serengeti work.
Updated 13/05/09 CG - Test environment will not be available in June (dependency on Virtualisation project). If risk materialises it will impact delivery of subsequent phases.
Updated 13/05/09 CG - No Issues
Updated 13/05/09 CG - Change requests being worked on at the moment.
34
Reference
Programme Name
Programme Sponsor
Programme Manager
Mandate
23
MAJ8020 Climate Change Strategy
Terry Gould
State
Climate change strategy incorporating carbon management programme.
The Council signed the Nottingham Declaration in January 2007 signalling the Council’s commitment to tackling climate change. In April 2008 the Council launched the Carbon Management Programme which is designed to
reduce both Council emissions and costs through reducing energy consumption. The Cabinet meeting held on 24.04.08 agreed to adopt and implement the 5-year Strategy and Implementation Plan, SIP, focusing upon the
Council’s emissions of CO2 arising from its own activities and operations. Areas included in the programme include corporate buildings, schools, street lighting, staff travel and waste production from schools and offices. The
SIP detailed 33(no) indicative projects, which cumulatively, would save an estimated 18,133t of CO2. The total indicative cost of these projects over the 5-year programme was put at £2.36 million, an investment that was
expected to save around £3.3million in fuel costs over the same period. The first year savings have not been achieved due to a number of factors, as detailed in risks and issues, however the Borough’s has a response to all
risks and issues to keep the CMP on track. Kara Pinkney 21.05.09
Risks
*Recruitment problems - appointment of an Energy Manager, Climate Change Co-ordinator and Energy Awareness Officer. *Some of the original SIP projects following further investigation have since been proven not to be
deliverable, realistic or practical - replacement projects identified *Insufficient engagement with the Carbon Management Programme - continuous energy awareness and education programme throughout the Council and local
schools via Learning for Sustainability initiative. Kara Pinkney. 21.05.09
Issues
Budget
Despite the Carbon Management slipping during the early months of its first year it is now being brought back on track following resolution of the recruitment issues. Officers are currently revising estimated deliverable savings
for the Carbon Management programme per year over the next 5 years in light of what has changed and been learnt from the first year. Kara Pinkney. 21.05.09
An application for SALIX match funding of £200k has been submitted.
Reference
Programme Name
Programme Sponsor
Programme Manager
Mandate
State
Risks
Issues
Budget
Reference
Programme Name
Programme Sponsor
Programme Manager
Mandate
State
Risks
Issues
Budget
24
MAJ8021 Corporate Asset Management Strategy
Peter Green
Corporate Asset Management Strategy incorporating accommodation strategy & property review.
PROPERTY REVIEW - reports prepared on non operational property and car parks. To be discussed with Lead Member once more on 28/4/09 and report to go to Cabinet in June. OFFICE ACCOMODATION REVIEW - report
to go to CMT in April identifying key issues. DISPOSALS PROGRAMME - sale of 22 Cookham Road and contract for sale of land at Holamanleaze completed. Negotiations for the reprovision of the Brunel Centre on going.
(PJG - 8/4/09)
The major risk is the current state of the economy and the property market. This means it is difficult to sell surplus property or increase income generation from property assets. Dramatically reduced land values mean that reprovisioning projects (such as Brunel/Boyn Grove) are much more difficult to secure. (PJG 8/4/09)
There is no budget for the project which is reliant upon existing officer time and resources.
25
MAJ8026 Waste Strategy
Terry Gould
Larry Wolfe
Waste Strategy.
See individual projects below this overall project.
35
Reference
Project Name
Programme Sponsor
Programme Manager
Project Manager
Mandate
State
Risks
Issues
Budget
Reference
Project Name
Programme Sponsor
Programme Manager
Project Manager
Mandate
26
MAJ8035 Green Waste Kerbside Collection
Terry Gould
Larry Wolfe
Part of Waste Strategy
Summary of Progress Against Targets: Programme is on track with successful roll out of phase I on November 3rd 2008. To date over 3,400 subscribers which is expected to exceed 3,600 before April 2009. Request for
second batch of bins approved by Directors Group on December 10th 2008 for delivery by early March 2009. Mini competition held to appoint supplier (Schaeffer), which is fully compliant with EU procurement. Second green
waste will be available by March also will be liveried using Agripa system as first green waste vehicle. Feedback session on phase I conducted on January 16th 2009. Campaign for rolling out phase II including promotion
commences mid February. Delays/Problems (Issues/Risks): No delays on programme, some minor issues regarding repayments and refunds however everything is on track and target. Staff required for CSC to cope with
request paid through Capital funds. Forecast for Next Period: Expect subscriptions to exceed 3,600 before April 1st during which time a second vehicle will be available to undertake green waste collections. Bin rounds
modified and linked with incentive scheme. LW - 20-05-09
Current level of subscribers 5,000 Additional promotional campaigns and links with recycle bank project will boost performance
No issues
Revenue to 2008/09 is £18,000 Capital spend on bins is £77,040
27
MAJ8036 Waste Treatment and Disposal Procurement
Terry Gould
Larry Wolfe
Summary of Progress Against Targets: From previous report: • PQQ scoring matrix – completed. • Defra contacted (Ben Prynn) will not have Transactor available until April/May 2009 • Technical specialists retained and
documents being prepared • LATS discussions ongoing however trading price for 2008/09 is <£0.50 • For CD process technical/financial/legal external resources £50k approx each resource. Anaerobic co-digestion of waste
& sludge resolved with EA however recent meeting with Thames & Veolia identified no suitable treatment plants for processing of waste in this manner. Seven expressions of interest received from OJEU Notice. PQQ
completed and all 7 companies will be invited to participate in Dialogue. These include: • New Earth (Lot 1) • Verdia (Lot 1) • Covanta Energy (Lot 1 & 2) • Hills Waste Management (Lot 1 & 2) • Grundons (Lot 1 & 2) • Veolia
(Lot 1 & 2) • WRG (Lot 1 & 2). Members were presented with an outline business case on January 12th and an affordability analysis based on market testing.
State
A Bidders day will be held on March 6th at the Guildhall Windsor providing an opportunity for bidders to obtain more information on the Councils long-term objectives regarding waste disposal. A second Member Briefing
session will be held on March 4th to update on progress and agree weightings for the solutions evaluation criteria. A full set of documents for ISOS was issued in advance of the Bidders Day. Outline Solutions received from
bidders and initial evaluations conducted. Dialogue session ongoing LW - 20-05-09
Risks
Issues
Budget
Reference
Project Name
Programme Sponsor
Programme Manager
Project Manager
Mandate
State
Risks
Issues
Budget
See project specific information on hyperwave for project risks
No major issues identified project on track - need to ensure external support to post ISOS stage is retained. Major decision required in terms of continuing with organic waste Lot 1. Member Waste Working Group meeting
June 4th 5 bids returned with 2 companies dropping out
£50,000 available in 2009/10 for external advisors - none spent to date
28
MAJ8039 Recycle bank
Terry Gould
Rowan Ralley
Deadlines in project are indicative and not drop dead. Only Implementation stages are drop dead dates. These are June 1st and September 7th for green waste and commingled recycling respectively
A full risk log is update on a weekly basis including issues. These will be posted to hyperwave
As for Risks
£18,000 allocated to project
36
Reference
Programme Name
Programme Sponsor
Programme Manager
Mandate
29
MAJ8023 Regeneration of Maidenhead Town Centre
Tim Slaney
Peter Hitchin
ProM regeneration of Maidenhead Town Centre
State
Progress on the Area Action Plan for the town centre has proceeded with the Councils consultants DTZ/BDP. Consultants will undertake workshop in June to provide initial stakeholder input drawing upon previous engagement
in the Vision. Currently working on evidence base to develop options for consideration in first stage consultation in July/August. Progress on other areas including Public Realm Strategy now at final report stage, and
Waterways Framework in accordance with project plan. Work on the Traffic study has now commenced and Micro-Simulation model for town centre junction Grenfell Road/King Street being developed. Discussions held with
DTZ/BDP regarding possible site options.
Risks
Project risks as part of the LDF process have been addressed with the consultants who have conducted a review of experience elsewhere. Several examples of adopted AAPs in advance of Core Strategies. Possible risk in
terms of evidence base with retail capacity study only looking to 2016.This is being addressed with a view to updating the previous study to project capacity to 2021/26. Study update to be commissioned. Previous identified
risks in terms of lack of up to date transport information now resolved with progress on traffic model.
Budget
Key issue is the progress on redevelopment proposals for Broadway/King Street/Queen Street triangle for major retail lead scheme. Latest proposals presented to meeting of PRoM with subsequent meeting with DTZ/BDP to
inform AAP development. Council land interests under discussion with a view to developer agreement (Car Park and other land) - subject to review of Asset Management to be reported to Cabinet in June. Content of proposals
raises issues relating to location of pedestrian access to scheme from King Street/Queen Street, open space and public realm, car parking numbers and treatment of housing design and offices - status ongoing.
Draft ‘finance’ package for the Regeneration project as a whole is under discussion and a meeting to be held with Finance to ensure budget is in place. Report to be taken to Cabinet in August providing basis for agreement on
way forward and clarity over costs.
Reference
Programme Name
Programme Sponsor
Programme Manager
Mandate
30
MAJ8024 S106 / Agresso Alignment
Andrew Brooker and Jonathan James
Paul Blisset
S106/Agresso alignment
State
Risks
Issues
Budget
The system has been sent live. User training is completed. The project will be reviewed and project closure undertaken at the S106 Project Board Meeting on 28th May PJB 18/5/09
No risks are foreseen
No New issues have arisen
No budget allocation for this project is required apart from staff time.
Reference
Programme Name
Programme Sponsor
Programme Manager
Mandate
31
ESD 6289 VM, SAN and DR
Andrew Brooker and Jonathan James
Paul Blisset
Virtualisation, Data Storage & Disaster Recovery
Summary of Progress Against Targets:
1.Power connectively tested and power loaded at DC2 2.1 Test switch installed at DC2 for DR 3.ESX boxes and SAN cabled up and cables labelled at DC2 4.ESX boxes configured at DC2 and testing completed successfully
5.Set up ‘replications’ in conjunction with IIT set up and monitor network traffic monitored. LUN configurations carried out 6.Power Recon run on Oracle servers and analysis completed - further recommendations awaited from
IIT -2 options to consider prior to Oracle migrations – decisions to be made by end May. 7.PtoV server migrations continue as per planned schedule (operational) at Town Hall (Data Centre1) 8.Date agreed for new DR project
Brainstorming Meeting – 2/06/09 10.Further tasks identified for Decommissioning and Disposal of hardware etc in Server Room and added to project plan. Forecast For Next Period: 1.Oracle Migrations - Options document
being created by IIT. Options to be reviewed and decisions taken in order to start Oracle Migrations 2.Agree licensing requirements and migrate 11 Oracle servers 3.EAS Mail Archive Training course to be booked for Systems
Team 4.Continue with server migrations in accordance with the schedule (operational) at Town Hall (Data Centre1) 5.VDi POC work to start on 18/05/09 6.DR failover work to start on 26/05/09 (Updated by SKr - 15/05/09)
Issues
State
Risks
Issues
Budget
37