Business Process Improvement Committee (BPIC) Minutes 19 March 2025

Present:

Keith Dargie, Head of Business Services – KD (Chair)

Laura Buchan, PF, Policy & Engagement - LB

Thomas Lindie, Head of Business Management, Serious Casework - TL

Gavin Anderson, Head of Business Management, Local Court - GA

Lisa Gibson, Executive Business Manager (Secretariat) – LG

In attendance:

Ross McMillan, Head of ISD - RM

Jon Millar, PMO – Business Development Advisor (PMO) - JM

Kerri MacIver, Interim Head of PMO Development - KM

Apologies:

Andrew Laing, Deputy Crown Agent, Local Court - AL

Gillian McNamara, ISD Head of Delivery - Digital Portfolio – GM

Agenda:

1. Welcome, Apologies and Agreement of AOB

2. Minutes of Last Meeting and Actions Log

3.     BPIC Digital Business Improvements and Transformation Programme for 2024-25: Delivery Report and Dashboard

4.     Benefits Realisation: Electronic Reporting to Crown Counsel (ERTCC)

5.     BPIC Digital Business Improvements and Transformation Programme for 2025-26

6.     PMO Alignment and Planning

7.     ISD Resources

8.     Any other business (AOB)

The Chair welcomed everyone to the meeting and noted apologies for Andrew Laing and Gillian McNamara. Ross McMillan representing ISD and Jon Millar and Kerri MacIver attending to discuss the Portfolio Management Office agenda item.

The minutes of the meeting held on 12 December 2024, paper BPIC(25)01, were approved.

The following actions referred to in paper BPIC(25)02 were discussed:

• Digital Strategy Delivery Plan: In progress with communication scheduled for Q1 2025-26;
• Benefits Realisation ERTCC: Agenda item at today’s meeting;
• BPIC Digital Strategy Development Workshop: This workshop, part of the Digital Strategy, will be held in Q1 2025-26;
• BPIC Year-End Reflection: Due by end of March and presented at the next BPIC meeting in May;
• Benefits Realisation: Due by end of March and presented at the next BPIC meeting in May.

RM presented paper BPIC(25)03 and noted the following key updates in digital and casework delivery:

• Digital Evidence Sharing Capability (DESC): Continued national roll-out and progression to Pilot for the DESC release 2 solution;
• Witness Gateway: Rollout Sheriffdom-by-Sheriffdom continues, with roll out to all COPFS offices scheduled for completion by end March 2025;
• Defence Agent Service: National rollout progresses, integrated closely with DESC, with implementation scheduled for completion by end June 2025;
• VIA Modernisation Programme: VIA Workload Application developed and currently being demonstrated to staff;       Business Information Transformation: Programme to implement strategic business information solutions to maximise COPFS’ use of corporate business information will commence shortly;
• Datacentres: Successful transition to the second offsite datacentre completed;
• AD Rota: Continues being developed Pilot progressing well ahead of implementation across the organisation;
•  Desk Booking App: Corporate application rolled out across the organisation (with two offices to be implemented on completion of refurbishment works).

1. TL and RM presented paper BPIC(25)04 and noted the following key points:

• The transformation success is due to teamwork and effort. Providing a clear view of benefits required focussed work. The Quantifiable Benefits were realised through survey and observation methods. There is an expected 10 FTE saving, which has the potential to increase after fiscal officers’ review HOLMES cases. Further benefits anticipated from expanding to additional cases.
• A final report will be issued once remaining details are confirmed.  This work will support benefits realisation processes for future projects.
• Technical Benefits include a consolidated view which enhances efficiency in accessing case information, with ERTCC accessible from multiple devices and having a streamlined process improves staff experience and digital casework  capability.

2.     Observations from the Committee:

The importance of extending and scaling ERTCC to additional case types for greater efficiency emphasised. It is appreciated the benefits outlined in the paper, highlighting improvements for staff and surveys. Positive staff engagement and communication with when this is shared across the organisation.

1.     BPIC(25)06 paper outlined the proposed strategically aligned business process and digital transformation priorities for 2025-26, including:

-       Completing national implementation and further developing the Witness Gateway, Defence Agent Service, and DESC digital services;

-       Next Generation Casework, which aims to modernise and transform COPFS’ digital casework systems and business processes through maximising the use of technology and data;

-       Continuous improvements to COPFS’ digital casework systems and processes;

-       Business Information Transformation, including Electronic Document and Records Management (EDRMS) and a Digital Information Hub;

-       Improving resiliency, infrastructure, equipping the workforce with digital tools, developing collaboration tools, and enhancing systems and resiliency;

-       Investing in new HR and Finance systems;

-       Publishing the new Digital Strategy;

2.     Observations from the group:

-       The Business Improvements and Digital Transformation Programme diagram for 2025-26 will incorporate ‘small change requests’ for key casework and business systems developments and scaling of ERTCC. The focus group for small change requests is ongoing and exploring new ways of working under current case management improvements. BPIC discussed the stakeholder engagement, programme management and communications approaches for the Next Generation casework programme.  Implementation of the Designed for Success (DfS) programme will be factored as appropriate to the Business Improvements and Digital Transformation Programme.

3.     BPIC endorsed the 2025-26 programme, which will be presented to the Executive Board for ratification at its March meeting.

-       JM and KM presented on the new PMO.  The Executive Board and DfS programme is focused on implementing governance improvements, including establishing a corporate PMO function to provide an organisational view of business improvement and change activities.  The key elements of the PMO function and governance framework were outlined and discussed.  PMO staff appointments are expected by May 2025.  Work over Q1 2025-26 will focus on establishing and ensuring a managed transition to the new ways of working.

LG presented paper BPIC(25)07 providing a high-level overview of the ISD recruitment positions, and recruitment plans for specific vacancies and the progress made since the last meeting.  A strategic assessment of ISD’s resource, skills and capacity over Q1 2025-26 will support ISD’s delivery aims for the next corporate year and to deliver the new Digital Strategy.

No AOB noted.

The date of the next meeting will be confirmed for May 2025.