Fraud Error and Debt Programme Newsletter - 30.06.14

Fraud, Error and Debt Programme -

External Newsletter.

Date: 30^th June 2014

Further detail of what we do can be found here

Update From Jo

As always there is a lot happening in the Fraud, Error and Dent (FED) Programme!  We will be going live with Phase 1 of SFIS is a tomorrow and this really is a massive achievement given the scale of the challenge over recent months.  We are also making excellent progress on Real Time Earnings (RTE) and Real Time Information (RTI) projects and I hope that we will be realising savings for the department from both of these initiatives over coming weeks.  One of the key priorities for FED over coming months is to build digital capability to support the delivery of key initiatives including Referral Case Management (RCM) and Strategic RTI.  We are currently working up a plan to make this happen and we will provide an update to stakeholders over coming weeks. 

If you have any questions or comments about any aspect of the FED Programme please let me know.

Referral and Case Management (RCM)

The project is producing a Below the Line (BtL) paper to seek Programme Board approval to migrate from a Waterfall based approach to Agile based delivery. Utilising the information that it has gathered over recent months, the project will undertake further Discovery work using Agile methodology to better understand and define the business needs. This will include:

•       Referral Capture – Producing user stories to enable the project to understand the user need and fit within the overarching RCM requirement

•       Referral Management and Case Management – Producing user stories to help define an outline Minimum Viable Product, solution architecture and assist in the production of a Strategic Outline Business Case

During Discovery, we will be reliant on the support of operational colleagues and other key stakeholders from within the business, to impart their expertise in specific workshops.  Once the BtL paper is agreed by Programme Board further information will be released to the relevant parties to outline the plans for the Discovery Phase, and what the stakeholder role will entail.

Single Fraud Investigation Service (SFIS)

The SFIS Project is preparing for Phase 1 go live tomorrow, 1^st July 2014 for 9 Local Authority (LA) areas - a critical point in the Project. 

As part of this preparation, a final assurance meeting with Mike Driver, the Senior Responsible Owner (SRO), was held on 24^th June to confirm that progress on actions from the Operational Readiness Reviews (ORR) gate have been completed. 

Work continues on a number of products including the refresh of the SFIS Business Case in time for the second ORR in September (in advance of the Phase 2 Go Live from 1^st October onwards).

DWP HR is continuing to support the Project with the transfer of employees.  HR commenced engagement with LA HR representatives for Phase 2 areas due to rollout in October, November and December 2014. These meetings have been very positive and detailed planning for all the required implementation activities is now in underway. This engagement is being followed up with meetings between affected LA and Fraud & Error Service (FES) sites and SFIS Implementation Managers.  Engagement with the Government Actuaries Department (GAD) continues, to facilitate the transfer of staff pensions from LAs to DWP.

The Project is working closely with colleagues in FES and HR to complete the final stages of preparation for Go Live on 1^st July. For example, a well-received Line Manager’s event was held on 12^th June for those FES line managers who will take on new ex-LA staff in Phase 1 to ensure they have the skills and knowledge to manage staff on terms and conditions that may differ from DWP’s.

The Case Migration framework is nearing completion with all stakeholder comments impacted. A Phase 1 approach has been endorsed by SROs from FED and FES and all appropriate Data Handling protocols are in place.

Real Time Information (RTI) Projects Portfolio

Real Time Earnings (RTE) – Proof of Concept (PoC)

A sample set of referrals for non-declared earnings and non state pension was successfully delivered into the business. Feedback from the business has been very positive and agreement has been reached to issue all referrals for these two rules.  An approach has been agreed with the business that will see delivery of all the RTE PoC referrals in stages to ensure that we have sufficient confidence in the outputs and allow the business the opportunity to review small samples before sending all of the remaining referrals into the business.

Bulk Data Match

The Fraud Error Prevention Service (FEPS) processes are now agreed with our stakeholders; detailed discussions continue to ensure that any outstanding issues are resolved. We are working closely with FEPS to ensure they are fully updated on progress and any options identified for resolution.

Development of all implementation products and processes is progressing well with effective stakeholder engagement with Carers Allowance (CA), Local Authorities (LAs), Northern Ireland Social Security Agency (NISSA) and Her Majesty’s Revenue & Customs (HMRC) remaining a priority.    

Real Time Information (RTI) – Strategic Solution

A new piece of work is underway to investigate the strategic use of RTI data within DWP.  High Level Requirements captured by the Strategic Design Authority have previously been agreed in principle.  As part of a 'Discovery' phase, based on the Agile delivery approach, workshops have been held over the last four weeks with our key stakeholders to capture user needs, prioritise requirements and consider solution options.

A Strategic Outline Business Case is now in development and options will be presented to the Fraud Error & Debt Programme Board.  Planning is underway for the next phase, which is anticipated to start early September after obtaining the necessary governance approvals.

Payment Deductions Programme (PDP)

Live Service

North West Expansion / Families – PDP is continuing to work with Universal Credit (UC) to explore the options for mitigating the capacity limitations. Latest indications are that the volumes are lower than previously estimated.

Social Fund – Additional IT issues have been identified with the UC system resulting in Social Fund recoveries being re-directed. An incident has been raised which is now being monitored by PDP.

Digital Service (Formerly End State)

Social Fund – A High Level Business Requirement (HLBR) workshop has recently been held and a revised paper will shortly be issued for review

Debt Management System (DMS) / Universal Credit (UC) interface – Agreement has been reached with the Portfolio Management Unit (PMU) that PDP can now take on the responsibility for the DMS / UC interface following the approval of Change Request (CR) 21. A meeting to fully assess the impact is to be scheduled

Housing Benefit – A project re-start meeting was held on 17^th June with the Local Authority Data Sharing (LADS) Programme, IT Project Directorate (ITPD) & PDP. HLBR workshops are now being scheduled

Tax Credits – Her Majesty’s Revenue and Customs (HMRC) High Level Design Principles have been received for DWP review and sign-off. This will inform the requirements and Service Level Agreements

Other

PDP Business Model – Work is still continuing to review the data and volumetrics to inform Full Time Equivalent (FTE) requirements

National Fraud Initiative (NFI)

A successful Implementation Readiness Review was completed on 10^th June

Successful visits to Ilford and Kilmarnock have resulted in agreement and baselining of NFI Proof of Concept (PoC) specific guidance

NFI data have been released to Fraud and Error Prevention Service (FEPS) and matching has commenced by Pension Credit and Working Age teams. All the Working Age data have been uploaded and work is on-going to complete this for Pension Credit.

Staff News

Nagesh Reddy left PDP on 13 June to take up his new position in HMRC on promotion. We wish him well.  Graham Cassidy has now taken over management of PDP as part of the FED Transformation Team.

Strategic Communications and Briefing Team (SCBT)

Official Correspondence

The Strategic Communications & Briefing Team (SCBT) has taken on the management of Official Correspondence for the Fraud, Error and Debt (FED) Programme. Official Correspondence includes:

• Parliamentary Questions (PQs);
• Ministerial Briefing;
• Ministerial Correspondence;
• Freedom of Information Requests;
• Press Office requests/releases.

To ensure the FED Programme continues to respond promptly and consistently to requests for Official Correspondence and to minimise the disruption to teams SCBT developed an Official Correspondence Service Overview, including a list of primary and secondary Single Points of Contacts (SPOCs) across each specialty of the Programme. SCBT will use these contact points for all requests for information relating to Official Correspondence. SCBT have also developed a set of process maps which clearly demonstrate requirements for both the Programme SPOCs and SCBT.

Both of these documents have been placed in the PMO configuration library and will be put on the FED Programme Virtual Information Centre (VIC).

SCBT is producing Management Information which will detail the quantity of Official Correspondence received against each category above.  It will also outline prescribed deadlines to respond and targets met.

Communications Campaign Phase II Project

The FED Programme Communications Campaign project is currently working towards a combined Gate 0 / Preliminary Design Review (PDR)/ Critical Design Review (CDR at the end of July. We are in the process of developing all the relevant products and are beginning engagement with all our key stakeholders.

We are holding a stakeholder mapping workshop week commencing 30th June 2014 and will, shortly thereafter, hold a customer journey workshop with our OED, FES and Programme colleagues.

The Fraud and Error Analysts have developed the specific populations we will be targeting in the campaign. These are:

• Females under the age of 35 claiming Income Support (focus: undeclared partners);

•       Males aged between 50-64 claiming Employment Support Allowance (focus: undeclared capital);

• Females aged between 65-74 claiming Pension Credit (focus: undeclared changes in household).

We have used these groups and loss types to ensure we are not targeting overpayment types already covered by the Real Time Earnings (RTE) / Real Time Information (RTI) initiatives. The analysts are now looking at Local Authorities where the Campaigns will run and the costs and benefits of the initiative.

Working with DWP Communications we have engaged a communications planning agency (MEC), who are developing the demographics and media preferences for our target populations. We will be engaging with a Creative agency who will develop the designs for the posters, adverts and other media we will use during the campaign.

Communication Commissions      

The team has worked alongside Front Door colleagues delivering initial launch communication activities which have been completed.  SCBT and Front Door team will meet on 3^rd July to develop next stage launch products and consider evaluation activity. 

SCBT continues to work alongside Abroad Fraud to support them in the development and delivery of targeted communication activities. As a result SCBT has produced a scoping document to consider a targeted communication activity.

SCBT has supported SFIS in the development and issuing of the SFIS newsletter on 24^th June.

If you are interested in more information on the Communication Commissions and how SCBT can support you in delivering improved communications please contact John Nelson on 0151 802 8453.