The document provides a timeline and overview of the mobilisation and transition project from September 2015 to April 2016. It includes 3 levels of reporting: governance reporting carried out weekly, a plan on a page document highlighting workstream milestones, and weekly workstream slide updates. The central support functions and operational delivery functions are progressing on or ahead of schedule according to the reports. No significant risks, issues or missed milestones are reported.

1. Mobilisation
1

2. 2
Mobilisation Timeline

3. Mobilisation Timescales
Mobilisation
commences 01/09/15
Contract start
01st December 2015
‘Go-Live’
Mobilisation
01/09/15 – 01/12/15
Transition
01/12/15 – 01/03/16
Business As Usual
(BAU)
01/03/2016 – onwards
3 Months 3 Months

4. 4
● Our mobilisation approach is flexible according to Client needs.
● However there are certain steps which need to happen at the beginning of any mobilisation to ensure
equal understanding and clarity, these are:
• Mobilisation Reporting Approach meeting
• Project Plan – Deep Dive
• Integrated Project Team (IPT) Workshop
Mobilisation Approach

5. 5
● To ensure that Mobilisation and Transition remain on track, we host a regular set of one off and weekly
meetings:
1. Contract Kick-off meeting
2. Individual Workstream Review’s (optional)
3. Internal weekly conference calls
4. Weekly Client Review
5. Weekly Governance call
6. Weekly Risk Register review
Meetings

6. 6
● This first level of reporting is for the key (Internal) stakeholders
● It is the highest, summary level of reporting
● Governance reporting is carried out weekly and is supported by a conference call to discuss
progress in greater detail
● The Governance report includes details on;
– Plan on a Page summary of all workstream functions
– Risks and issues (high, medium and low)
– Achievements and Highlights
– Planned achievements for the next reporting period
Level 0 – Governance Reporting

7. 7
● The Plan on a Page document highlights each of the workstream’s activity milestones
● The document is broken down into
– Central functions
– Operational functions
– Additional functions
● Each workstream reports on their milestones weekly so that the Plan on a Page document can then be
updated centrally.
● The Plan on a Page highlights key dates along the mobilisation and transition project timeline.
Level 1 – Plan on a Page & Milestones

8. 8
● Each workstream reports weekly
● Each workstream lead sends in their workstream slide update to the Project Management Office
(PMO), they are then collated into a presentation deck
● Each slide includes;
– Weekly activity summary
– Exceptions to plan
– Milestones (traffic light system and 4 week view)
– Achievements and Highlights
– Planned achievements for next reporting period
– Risks, Issues and Dependencies
● The Milestones are drawn from the Level 1 – Plan on a Page document.
Level 2 – Workstream Slide Deck

9. 9
● The Project Plan goes into greater detail and breaks each of the stages down into individual tasks
● The Project Plan also gives each task and stage a specific time frame for that activity to be completed
● The Project Plan is developed at the Kick-off meeting stage by workstream leads in collaboration with the
PMO to ensure the demands of the project fit into the given time frames
● The Project Plan feeds detail into the Plan on a Page document
Level 3 – Project Plan

10. 10
● There are a number of other document's you will be responsible for updating and providing supporting
information for, these are:
– The Risk Register
– Contract Quality Management Plan
– Business Continuity Plan
– Countdown Newsletters
Supporting documents

11. STATUS UPDATE OVERALL PROJECT STATUS
Current G
Previous G
STATUS UPDATE
CENTRAL SUPPORT FUNCTIONS
Account
Management
People &
Communications
Commercial &
Legal
Finance IT Systems QHSE
Current G G G G G G
Previous G G G G G G
STATUS UPDATE
OPERATIONAL DELIVERY FUNCTIONS
Mail Services M & E Services Security Services Front of House Cleaning Services Specialist Services
Current G G G G G G
Previous G G G G G G
STATUS UPDATE
ADDITIONAL FUNCTIONS
Projects
Current G
Previous G
Red Risks Amber Risks
None Reported None Reported
Workgroup Weekly Update Slides

12. Plan on a Page – Central Functions
Workgroup Sep-15 Oct-15 Nov-15 Dec-15 Jan-16 Feb-16 Mar-16 Apr-16 May-16
Account
Management
People &
Communications
Commercial &
Legal
Finance
Mobilisation Phase Transition Phase
Business As
Usual
04/09 – Issue TUPE RFI
23/10 – Review ‘Welcome presentations’
with Thales
15/10 – Contact recognised Unions
30/10 – TUPE welcome packs
organised
18/12 – Collate intended measures
18/12 – All TUPE Individual consultations completed (to obtain RTW docs and issue
handbooks)
24/12 – Individual TUPE consultations completed
19/10 – Execute Contract
09/11 – Define WBS Structure for SAP
31/12 – Finance reporting
requirements established
02/12 – Contract Summary
produced
08/01 – Host Finance Workshop
04/12 – All Billing types mapped
04/12 – Finalise Contract Obligations Tracker
20/10 – All vetting forms completed by IFM
team
18/12 – CQMP and BCP reviewed by
AD
08/01 – TOM finalised
02/11 – Change control
Process agreed
11/12 – AD to complete schedule of deliverables
22/10 – Due Diligence schedule
agreed with Thales
08/01 – Transition Milestones
finalised
16/10 – Risk Register
review scheduled
17/11 – Escalation process and Hierarchy
agreed
06/11 – Draft Obligations Tracker
23/12 – Finalised list of subcontractors
agreed
27/11 – Review of contract and cost model completed
1st October 2015 11th January 2016 11th April 2016
08/01 – Contract review workshops completed Internal
MOU’s
25/01 – Contract Handbook
produced
10/12 - KPI and reporting structure agreed and
circulated
24/12 – Quality Assurance testing completed on
Helpdesk
16/10 – Implications of pay date changes investigated
30/10 – All Light
touch sessions
completed
13/11 – Review and agree additional billing
processes
11/11 – In receipt of all uniform orders 04/01 – Workflow Process
20/11 – Send service leads preparation doc
27/11 – Schedule Individual Employee Consultations
and send consultation grid to incumbents
10/01 – Completion of TUPE process
17/12 – Dispersal plan draft for ongoing update
18/12 – Ordering of IT Equipment Laptops and Phones
24/12 – Understanding Company cars on TUPE transfer
06/01 – Incident Management Escalations - review all Workstreams

13. Plan on a Page – Central Functions Cont…
Workgroup Sep-15 Oct-15 Nov-15 Dec-15 Jan-16 Feb-16 Mar-16 Apr-16 May-16
IT Systems
(inc Helpdesk &
MiWorld)
QHSE
Mobilisation Phase Transition Phase
Business As
Usual
09/11 – Commence WAN ordering
process
23/10 – Obtain reactive
call data
12/12 – Helpdesk UAT testing
complete
08/01 – CAFM system ready for Go-
Live
08/01 – Helpdesk ready for calls
26/11 - Airsweb set-up complete
15/12 – Draft BCP
produced
16/10 – Draft Risk Register produced
30/10 – Draft Health and Safety Plan
15/12 – Draft CQMP Produced
Key
On Target
Complete
Milestone has been missed but will not affect delivery
Milestone has been missed and will affect delivery
11/01 – Miworld ready for Go-Live
11/12 – Core QHSE training
identified
11th April 2016
11th January 2016
1st October 2015
27/11 – Info Sec questionnaire complete
27/11 – Confirm all
Workstream IT requirements
02/01 – Maximo ready for Go-Live
31/12 – All draft Risk Assessments completed

14. Workgroup Sep-15 Oct-15 Nov-15 Dec-15 Jan-16 Feb-16 Mar-16 Apr-16 May-16
Mail Services
(inc Portering)
M&E Services
(inc Direct Audits)
Security Services
Front of House
Services (inc
Switchboard &
Room Booking)
Plan on a Page – Operational Functions
Mobilisation Phase Transition Phase Business As Usual
11/01 – RAM’s completed on Key sites (where
practical)
20/11 – Produce CAFM Methodology
05/01– Day 1 Contingency plans
produced
11/12 – Draft AI’s produced
31/12 – Obtain and confirm rota’s for month 1
31/12 – Risk Assessments and
Method statements per site agreed
24/12 – Critical spares list collated
18/12 – Contingency plans
developed
30/11 – Uniform order placed
27/11 – Provide Helpdesk escalation
info
22/01 – DA logins circulated
24/12 – TOM
finalised
04/12 – All DD visits complete
30/11 – Uniform order placed
11/12 – Any additional recruitment needs
agreed with Thales
18/12 – TUPE consultation and
paperwork complete
18/12 – Pool of SC cleared guards identified
15/01 – Asset data surveys complete
06/11 – Uniform orders placed
11/12 – All DD visits complete
16/10 – Agree level of
security clearance for all staff
11/12 – All DD findings reported to AD
11th April 2016
11th January 2016
1st October 2015
11/12 – Revised BCP submitted
23/10 – Confirm ownership of
existing equipment
30/11 – Order/Novate equipment
13/11 – DD visit to
Basingstoke
16/11 – Order new
equipment
27/11 – Helpdesk request for info complete
13/11 – DD visit to Reading
13/11 – DD visit to Crawley
11/12 – Complete starter documents for
TUPE
24/12 – TOM finalised
06/11 – Uniform order placed
11/12 – All TUPE paperwork
complete
24/12 – TOM finalised
18/12 – Finalised list of subcontractors
11/12 – All TUPE paperwork completed
24/12 – TOM finalised
05/02 – Permanent CAFM Solution deployed
22/01 – Permanent CAFM Solution Client Readiness
review
11/01 – Interim CAFM Solution deployed
15/12 – Interim CAFM Solution readiness review
11/12 – AI’s Signed by the client

15. Workgroup Sep-15 Oct-15 Nov-15 Dec-15 Jan-16 Feb-16 Mar-16 Apr-16 May-16
Cleaning
Services
Specialist
Services (inc
Waste, Pest &
Landscaping)
Plan on a Page – Operational Functions Cont…
Mobilisation Phase Transition Phase
Business As
Usual
31/12 – Work schedules and method statements
15/12 – Pest site visit schedule
agreed
10/12 - Individual TUPE consultations complete
01/01 – All draft Risk
Assessments completed
17/12 – Incorporate building security into Your
Company docs
15/12 – Security policies per building
understood
Key
On Target
Complete
Milestone has been missed but will not affect delivery
Milestone has been missed and will affect delivery
08/01 - Ezitracker system order placed
30/11 – Site equipment ordered
28/12 – Compliance and
communication packs built
15/12 – 3rd Party suppliers updated
11th April 2016
11th January 2016
1st October 2015
18/12 – Bin delivery schedule agreed
11/12 – Out of Hours process and call out procedures recorded
18/12 – Consumables ordered and matrix
produced
04/12 – All DD visits complete
06/11 – uniform order
placed
18/12 – All TUPE paperwork complete
13/11 – Payment movement
understood
08/01 – Delivery to site of all new equipment
04/12 – All DD visits completed
24/12 – TOM finalised
24/12 – TOM finalised

16. Risk and Issues (Sample)
● TUPE no shows
● Agency staff – not visible through TUPE process
● Security – Vacancies in existing staff compliment (lead in for security clearance for new starters)
● Cleaning – Laundry Services, existing suppliers being set up on Your Company systems
● Alarm Monitoring – Clarity required on who is doing what (and where)
● Agreement of incumbent exit process and service handovers –
● Site specific Risk Assessments
● Your Company Bridging Helpdesk Solution
● Deliveries to sites for Go-Live

17. Achievements and Highlights
● Continual review of CQMP by all Workstreams
● IT equipment, email accounts and mobile devices for new employees ordered
● Welcome letters issued to Workstreams for their respective employees
● Forms for company cards - fleet organising vehicles
● Risk Assessment matrix completed

18. Planned achievements for next reporting period
● Review of CMQP/Risk Register by Workstreams
● BAFO Vs TOM – review structure
● Further FAQ’s to be completed and issued to incumbents
● Further guidance re Electricity pension query
● Create aspects and impacts register
● Identify QHSE Training requirements
● Risk Assessments to be uploaded
● Finalise Dispersal Plan
● Review Transition Milestones and cascade to Workstreams

19. Central Functions
• Account Management
• People and Communications
• Commercial and Legal
• Finance
• IT/Systems (inc Helpdesk)
• QHSE

20. Account Management
RAG Overall Process Risk Identification
Comms with affected
employees
Project Governance Team Vetting
Current G G G G G G
Previous G G G G G G
Summary
Exceptions to plan (Reasons for Reds/Ambers and Path to Green)
• None Reported
Achievements & Highlights Planned Achievements for next reporting period
 EXAMPLE • EXAMPLE
 Risks, Issues, Dependencies Key Milestones (4 week view)
Risks:
None reported
Issues:
None Reported
Dependencies:
None Reported
Milestone Forecast Date RAG Commentary
KPI and reporting structure
agreed
10/12/2015 B
Agreed with Thales to
complete during transition
Dispersal Plan build draft for
ongoing update
17/12/2015 B Draft available 15/12/15
Ordering of IT equipment -
Phones and Laptops
17/12/2015 B Order placed 14/12/15

21. People and Communications
RAG Overall TOM completion Union buy in
Comms with
affected employees
Movement of
employees on
SAP/ISAMs
On-going Comms
with Unions until
legal separation
Current G G G G G G
Previous G G G G G G
Summary
Exceptions to plan (Reasons for Reds/Ambers and Path to Green)
• None Reported
Achievements & Highlights Planned Achievements for next reporting period
 EXAMPLE • EXAMPLE
Risks, Issues, Dependencies Key Milestones (4 week view)
Risks:
None Reported
Issues:
None Reported
Dependencies:
None Reported
Milestone
Forecast
Date
RAG Commentary
Schedule Individual
Employee Consultations
and send consultation grid
to incumbents
27/11/20
15
B
Collate intended measures
and formally write to
incumbent and
subcontractors to confirm
18/12/20
15
G
All TUPE Individual
consultations completed
(to obtain RTW docs and
issue handbooks)
18/12/20
15
G

22. Commercial and Legal
RAG Overall Contract drafting Contract approval Obligations Variations/CR Final update
Current G G G G G G
Previous G G G G G G
Summary
Exceptions to plan (Reasons for Reds/Ambers and Path to Green)
• None Reported
Achievements & Highlights Planned Achievements for next reporting period
EXAMPLE • EXAMPLE
Risks, Issues, Dependencies Key Milestones (4 week view)
Risks:
None Reported
Issues:
None Reported
Dependencies:
None Reported
Milestone
Forecast
Date
RAG Commentary
Contract Summary
produced
02/12/201
5
B
Uploaded to
SharePoint
Finalise Contract
Obligations Tracker
04/12/201
5
B
Final list of subcontractors
agreed
23/12/201
5
G

23. Finance
RAG Overall Allocate Budgets
Contract & Cost
Model
Reporting
Contract
Schedules
Final Update
Current G G G G G G
Previous G G G G G G
Summary
Exceptions to plan (Reasons for Reds/Ambers and Path to Green)
• None Reported
Achievements & Highlights Planned Achievements for next reporting period
 EXAMPLE • EXAMPLE
Risks, Issues, Dependencies Key Milestones (4 week view)
Risks:
None Reported
Issues:
None Reported
Dependencies:
None Reported
Milestone
Forecast
Date
RAG Commentary
Review of contract
and cost model
completed
27/11/201
5
B
All billing types
mapped
04/12/201
5
B
Finance reporting
requirements
established
31/12/201
5
G

24. IT Systems
RAG Overall Progress Vs Plan Information Costs Risks & Issues Reports
Current G G G G G G
Previous G G G G G G
Summary
Exceptions to plan (Reasons for Reds/Ambers and Path to Green)
• None Reported
Achievements & Highlights Planned Achievements for next reporting period
 EXAMPLE • EXAMPLE
Risks, Issues, Dependencies Key Milestones (4 week view)
Risks:
None Reported
Issues:
None Reported
Dependencies:
None Reported
Milestone Forecast Date RAG Commentary
Security Information check
completed
27/11/2015 B
Confirm all Workstream IT
requirements
27/11/2015 B
Helpdesk Go-Live UAT
and testing complete
14/12/2015 A
Revised date submitted
18/12/2015 as testing
underway

25. QHSE
RAG Overall Progress vs. Plan Costs Risks & Issues Information Resources
Current G G G G G G
Previous G G G G G G
Summary
Exceptions to plan (Reasons for Reds/Ambers and Path to Green)
• None Reported
Achievements & Highlights Planned Achievements for next reporting period
 EXAMPLE • EXAMPLE
Risks, Issues, Dependencies Key Milestones (4 week view)
Risks:
None Reported
Issues:
None reported
Dependencies:
None Reported
Milestone
Forecast
Date
RAG Commentary
Core future QHSE
training identified
11/12/2015 B
Draft Business Continuity
Plan produced
15/12/2015 B
Draft Contract Quality
Management Plan
produced
15/12/2015 B

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