Scheme: Superfast Broadband Full Business Case Monitoring & Evaluation Plan - The West of England ...
←
→
Page content transcription
If your browser does not render page correctly, please read the page content below
Scheme: Superfast Broadband
Full Business Case Monitoring & Evaluation Plan
1. Scheme background and context
Provide a short description of the scheme, including costs, the delivery timeframe and an explanation of the
wider delivery context.
A summary of the key milestones should be provided with expected and actual completion dates.
(indicative 250 words)
Broadband Delivery UK (BDUK), part of the Department for Culture, Media and Sport, is delivering superfast
broadband across the country to areas where there are no commercial plans over the coming three years.
The Government is providing grant funding to local authorities which has to be matched £1 for £1 to:
provide superfast broadband coverage to 90% of the UK by early 2016 and 95% by December 2017
provide access to universal access to basic broadband (2Mbps) for all from December 2015
explore options to provide superfast coverage to the hardest to reach parts of the UK
South Gloucestershire Council’s (SGC)Superfast Extension Programme (SEP) is being delivered over in 3 Phases:
Phase 1 to increase superfast coverage from 82% to 90% from 2013 to 2015.
o £2,710,000m was invested with BT using BDUK framework contract in March 2013.
o The investment consisted of £710,000 BDUK funding; £2,000,000m SGC funding;
o Deployed completed March 2015, under budget, exceeding contractual target.
o Delivering fibre broadband to 17,965 business and residential premises.
Phase 2 to increase superfast coverage from 90% to 93%; during 2015 to 2017.
o £1,010,000m is being invested with BT using BDUK framework contract which signed in March
2015.
o The investment consist of £510,000 BDUK and£500,000 SGC.
o Deployment due to completed March 2017.
o Deliver fibre broadband to 2,899 premises
Under their Phase 2, SGC has an option to apply additional funding through its Phase 2 SEP.
o A Contract Change request has raised to invest a further £1.49m through Phase 2.
o The investment consist of £306,000 underspend from Phase 1 contract; £601,000 clawback
from our Phase 1 contract and £381,000 of WoE LGF funding.
o Deliver fibre broadband to 1825 premises
o This will further increase superfast coverage 93% to 95%
Phase 3 aspiration is to increase superfast coverage from 95% to 98%/99% through and OJEU
Procurement for £3,000,000m during 2017 to 2018.
o The investment consist of £1,500,00m BDUK South West fund; £650,000 BDUK; £929,000 WoE
LGF;
a) Following an Open Market review and public consultation, we have 5281, white premises in our
intervention area and a further 5230 premises currently under review in the NGA Intervention
Area and are not to be targeted area for Phase3.
b) Further details on the deployment will be provided once a preferred supplier has been select and
contract are signed
This M&E Plan has been completed for SGC Phase 2 SEP and additional investment and will be further updated
with information relating to Phase 3 once procurement has been completed.
1
Doc v.1 Last updated May 2016
Submission date: 05/01/2017 Submitted by: Nita Patel Approved: 06/01/2017
Scheme: Superfast Broadband
2. Logic Model
Complete a logic model to reflect the project scope i.e. all the activities covered by the investment. Ensure also
that there is a clear progression between the steps in your logic model.
State assumptions between the investment and the predicted outcomes and impacts.
For outcomes relating to direct jobs creation, please provide an annual profile of jobs created and clearly state
the time period over which net additional jobs and GVA will be created.
Please define the impact area of the intervention ie West of England or other geographical scale.
(indicative 350 words)
2
Doc v.1 Last updated May 2016
Submission date: 05/01/2017 Submitted by: Nita Patel Approved: 06/01/2017
Scheme: Superfast Broadband
Logic Model
Context and Rationale
Provide a brief description of the strategic and policy context (link to local and national strategy policy). Briefly describe the market failure rationale for the intervention.
Stimulating investment in the UK‟s broadband infrastructure is a top priority. The Broadband Delivery Programme covers the delivery of the Government’s investment and policy approach to bring forward network infrastructure upgrades and to improve the
accessibility of services in locations where there is a weak commercial investment case. Broadband Delivery UK (BDUK) has been created within the Department for Culture, Media and Sport (DCMS) to be the delivery vehicle for the government‟s policies
relating to stimulating private sector investment using the available funding.
Objective Resources/ Input Activities Outputs Direct & Indirect Outcomes Impact
The aims/ objectives of the scheme are: In order to achieve the set of activities to In order to address the aims and objectives We expect that, once accomplished these We expect that if accomplished these We expect that if accomplished these
(Ensure that all aims/objectives are fulfil these aims/ objectives we need the we will accomplish the following activities: activities will produce the following outputs will lead to the following change activities will lead to the following changes
SMART) following: (What will the money be used for? e.g. deliverables: e.g. new products or services, skills, in service, organisation or community:
(Resources should not be limited to money construction, project management, (Provide measurable outputs e.g. length of behaviour, new business/contracts, etc: (quantitative economic impacts e.g.
2
e.g. grant, match funding, in-kind, project equipment/fit out, etc): new road/cycle path, m of space (Ensure that all outcomes are SMART and indirect jobs and/or GVA to be cross-
team, specialist support, etc. The inputs constructed/refurbished, number of relevant to the aims/objectives to allow for referenced with FBC as appropriate)
define the scope of the project being businesses supported, learners engaged, attribution; distinguish between direct and
considered in the logic model ) etc) indirect outcomes)
Phase 2 – Superfast Extension LGF capital funding - £1,310m over SGC Project management and o This Phase will use “fibre to the Jobs connected to Programme Investment on site - Target spend
Programme (SEP) - deliver faster 2016/17 and 2017/18. support cabinet” (FTTC) technology. Management & Support - 1.5 Direct £1,01m by Q4 2016/17
fibre connectivity to those areas o For this Phase £0.500m LGF Planning and survey of existing/new o 50 cabinets will be upgrade in South FTE Net additional GVA during
where there is or will not be any funding will be spend over ducting, cabinet or copper rewiring Gloucestershire by Q3 2016/17. Direct jobs connected to the operational phase - An increase in
commercial offering over the next 2016/17 work. o Total length of fibre installed will be implementation phase and contract South Gloucestershire’s GVA of an
three years (2014 – 2017) o Leaving £0.810m to spend Civils work to install/upgrade confirmed at the end of the duration. – 3PTE average 2.1% p.a. between 2010
Fibre broadband will be delivered to through the remaining Phases. existing/new ducting, cabinet or programme (please note that it’s not and 2030.
a total of 2,899 premises; copper rewiring possible to estimate the length fibre
o 1842 will be delivered by Q2 Match funding from BDUK & SCG - to be installed until full planning and
2016/17 £3,757m over 2016/17, 2017/18 and survey work has been completed).
o 1057 will be delivered by Q4 2018/19. o Fibre will be delivered to a total of
2016/17 o For this Phase £0.510m will be 2,899 premises of which 1,690 will
o 1690 will be superfast (24 mpbs spend over 2016/17 be superfast (24 mbps or more)
or more) o Leaving £3,457m
SGC Programme team includes::
o Adhoc Independent telecoms
consultancy
o Full Project Officer to manage
day-to-day operational
management of supplier
o Programme Manager
o Finance Support to manage
financial payment.
o Legal support to advice on FOI
requests and any contractual
issues or change request.
SGC Programme team includes:
o State Aid compliance
assurance
o Value for Money assurance
3
Doc v.1 Last updated May 2016
Submission date: 05/01/2017 Submitted by: Nita Patel Approved: 06/01/2017
Scheme: Superfast Broadband
o Commercial and legal team
assurance and approve
contract change
o Project Director single point of
contact into BDUK
Phase 2 SEP - Addition Investment LGF capital funding - £1,310m over South Gloucestershire: Same as above for Phase 2 SEP Investment on site - Target spend
deliver faster fibre connectivity to 2016/17 and 2017/18. o Deployment will be through £1.37m by Q3 2017/18
those areas where there is or will not o For this Phase £0.381m LGF “fibre to the cabinet” (FTTC) and Net additional GVA during
be any commercial offering funding will be spend over “Fibre to the Premise” (FTTP) operational phase - An increase in
Fibre broadband will be delivered to 2016/17 technology by Q3 2017/18. South Gloucestershire’s GVA of an
a total of 1825 premises by Q3 o Leaving £0.429m to spend o Length of fibre will be confirmed average 2.1% p.a. between 2010
2017/18. through the OEJU. at the end of each quarter. and 2030.
o Phase 2a - 255 premises will be (please note that it’s not
delivered by Q3 2017/18. Match funding from BDUK & SCG - possible to estimate the length
o Phase 2b - 594 premises will be £3,757m over 2016/17, 2017/18 and fibre to be installed until full
delivered by 2018/19. planning and survey work has
o Phase 2c - 976 premises will be o For this Phase £1.107m will be been completed)
delivered spend over 2016/17 o 1678 premises will be superfast
o 1678 premises will be superfast o Leaving £3,079m to spend (24 mpbs or more)
(24 mpbs or more) through OJEU
SGC Programme team includes::
o Adhoc Independent telecoms
consultancy
o Full Project Officer to manage
day-to-day operational
management of supplier
o Programme Manager
o Finance Support to manage
financial payment.
o Legal support to advice on FOI
requests and any contractual
issues or change request.
SGC Programme team includes:
o State Aid compliance
assurance
o Value for Money assurance
o Commercial and legal team
assurance and approve
contract change
o Project Director single point of
contact into BDUK
4
Doc v.1 Last updated May 2016
Submission date: 05/01/2017 Submitted by: Nita Patel Approved: 06/01/2017
Scheme: Superfast Broadband
Phase 3 - OJEU procurement for LGF capital funding - £1,310m over The following information will be Follow on investment at site –
£3m 2016/17 and 2017/18. provided once a preferred supplier has target spend and timescales?
Our aspiration is to achieve 98%/99% o For this Phase £0.429m of been identified and contract signed. Source?
fibre coverage across South remaining LGF funding will be
Gloucestershire. spend over 2016/17 and Specific locations? By when?
Following an Open Market review 2017/18 Type and length of fibre cabling?
and public consultation, we have Broadband speed delivered?
5281, white premises in our Match funding from BDUK & SCG - Other outputs?
intervention area. £3,757m over 2016/17, 2017/18 and Increase in ultrafast broadband
A further 5230 premises currently 2018/19. coverage from XX% to XX% in the
under review in the NGA o For this Phase £2,650m will be intervention area by 20XX
Intervention Area and are not to be spend over 2016/17 and
targeted area for Phase 3. However, 2017/18.
these may considered at a later date
Our evaluation criteria will weight
business premises and ultrafast
speed high when evaluating bidders
response for the OJEU
SW Ultrafast Broadband £1.5m
5
Doc v.1 Last updated May 2016
Submission date: 05/01/2017 Submitted by: Nita Patel Approved: 06/01/2017Scheme: Superfast Broadband
3. Evaluation design and methodologies
Describe your key evaluation questions e.g what do you want to find out?
Referring back to the outcomes and impacts stated in the logic model (section 2), describe your evaluation
methodology (ie. process, outcome or impact, or a combination).
Identify your audiences and evaluation stakeholders, and what their evaluation needs may be.
Are the scheme beneficiaries easily identifiable and accessible?
(indicative 300 words)
Our key evaluation questions are on economic benefits including GVA.
Our requirement will be defined based on ‘value for money’ (vfm) to deliver the most coverage for the
available funding which has and will continued to be assured by SGC and BDUK within Central governance
DCMS. Detailed methodology as agreed with BDUK is attached. The process will take into account extent of
delivery to time, cost, budget and scope; alignment of deployment with the contractual implementation
plan; lessons learned (including effectiveness of delivery via partnership working).
outcomes - ‘value for money’; coverage and broadband speed against targets; provision of
superfast/ultrafast broadband in rural areas
The scheme beneficiaries will the business and residents of South Gloucestershire which will be captured
through contractual C3 Report which provides Customer Take-up and Access Requests on the
monthly/quarterly basis.
4. Data requirements
4.1 For schemes fully or part-funded via the Local Growth Fund only
Relevant performance indicators will be provided for each scheme when a draft logic model is shared at, or
prior to, submission of a Full Business Case for approval.
Metric Unit Frequency Data source Baseline Reporting to?
(inc. Target) (& date
Responsibilit
y)
Inputs
Funding breakdown £1,310m LGF Quarterly Contracts 31/03/15 LEP highlight
£5,577m £1,607m SGC deliverables report
£2,660m BDUK
Grant Offer BDUK MPC
letter Assurance Check
agreements
with funding Milestone
bodies Achievement
report
Programme (MAR/MER)
Manager
Outputs
Phase 2 Detailed Project
Cabinets Installed 55 cabinets Quarterly design plans – governance, Yr1
EO/CuRE upgrade Main evaluation report
contractor
Fibre installed Km of Fibre Quarterly
6
Doc v.1 Last updated May 2016
Submission date: 05/01/2017 Submitted by: Nita Patel Approved: 06/01/2017Scheme: Superfast Broadband
Phase 2 1842 will be Quarterly / Contractual C3 15/16 LEP highlight
Fibre broadband delivered by Annually reports and report, BDUK,
will be delivered to Q2 2016/17 monthly take- Quarterly
a total of 2,899 up reports Assurance review
premises; 1057 will be Project Closure
delivered by Assurance review
Q4 2016/17
1690 will be
superfast (24
mpbs or
more)
Outcomes and impacts
Jobs connected to 1.5 FTEs Duration of the 1.5 Direct FTE 03/2015 – LEP highlight
Programme Programmes 09/2018 report;
Management &
Support
Direct jobs 3 PTE Project Lead & 3 PTE: Tracked through
connected to the Network Project Lead 03/2015 quarter milestone
implementation Deployment Network 03/2017 pay claim
phase and contract Manager for assurance.
duration. Implementation Deployment 03/2015
Period Manager 03/2022
Finance Lead for Finance Lead 03/2015
contract duration. 03/2017
Net additional GVA £ **An increase in Ex-ante 03/2019 Project
during operational South economic governance, Yr 3
phase Gloucestershire’s appraisal – evaluation report
GVA of an Project
*An increase in average 2.1% p.a. Manager
broadband speeds between 2010
will help businesses and 2030.
increase
productivity
* This will be in a number of ways, but the greatest immediate impact may be through the increased
opportunities for flexible working. The technologies and applications made possible such as cloud computing,
will mean employees can access hardware or software from any location using an internet connection.
Videoconferencing will mean that employees can attend meetings without spending time and money travelling
to the meeting location. Flexible working patterns are already most common in the financial and professional
services sector. This is also the sector where the opportunities from SFB are likely to be greatest.
7
Doc v.1 Last updated May 2016
Submission date: 05/01/2017 Submitted by: Nita Patel Approved: 06/01/2017Scheme: Superfast Broadband
** The primary strategic benefit of the investment that will be made through this project is through an increase
in South Gloucestershire’s GVA. South Gloucestershire’s Local Economic Assessment 2011 forecasts potential
local economic growth (measured by Gross Value Added, GVA) of an average 2.1% p.a. between 2010 and
2030. This would see South Gloucestershire’s GVA increase from £6,090,000 in 2010 to £10,542,000 in 2030.
4.2 Data collection methods
Provide an overview of the data collection approaches including timing and frequency of data collection.
Describe links with other monitoring activities where relevant.
Where appropriate, provide maps showing the spatial coverage of the data collection.
(indicative 250 words)
The approach to data collection is to utilise existing and ongoing quarterly Milestone to Cash (M2C) process
and reporting as on the attached.
M2C Process and
reporting manual V1.0 [1].pdf
4.3 Data collection and establishing the baseline
Refer to thone scheme logic model to help structure the baseline data collection and reporting activities.
Baseline data collection and reporting activities are as defined within our BDUK National Framework contract
for Phase 2 SEP and Additional investment change request. An overview of the data collection approach
including timing and frequency of the data collection and establishing the baseline, its links with relevant
monitoring activities as detailed on the attached Milestone to Cash (M2C) Process and reporting manual and
Milestone to Cash Process maps which are/will be assured and reviewed with BDUK and SGC Programme
Board.
M2C Process and Milestones to cash
reporting manual V1.0 [1].pdf process.pdf
5. Delivery plan
Provide a project plan and timeframe for data collection and reporting of monitoring and evaluation findings
(ie. when key activities will take place, including baseline work, interim and final findings).
(indicative 250 words)
As stated in Section 4.2 and 4.3, the sources of data to be used are collected quarterly
The baseline year for Phase 2 SEP and additional investment is 2015 with the following phased
deliverables as follows:
Phase Sub-phase THP Int M2
Phase Phase 1a 921
2016 - 2017 Q2
1 Phase 1b 921
8
Doc v.1 Last updated May 2016
Submission date: 05/01/2017 Submitted by: Nita Patel Approved: 06/01/2017Scheme: Superfast Broadband
Phase 1c 1057
2016 - 2017 Q4
Phase 1d 0
Phase 2a 255
Phase
Phase 2b 594 2017-2018 Q3
2
Phase 2c 976
Grand Total 4,724
Quarterly assurance reports as details in section 4.2 Milestone to Cash process will be provided to
SGC Finance Officer, BDUK and LEP Accountable body.
Programme closure assurance report will be provided to SCG Finance Officer, BDUK and LEP but will
not be fully published due non-disclosure contract clauses
Annual take-up reports will be provided to SGC Finance Officer, BDUK and LEP Accountable body.
6. Resourcing and Governance
Provide details of the monitoring and evaluation budget, including details of source and what costs/activities
this will pay for.
Clarify procedures for risk management and any quality checking.
Describe opportunities for different stakeholders to input into the scheme evaluation process.
Provide a named contact responsible for delivering the plan, including name, address, telephone and email.
(indicative 250 words)
Cost for monitoring and evaluation budget will be covered as part of the Business as Usual (BAU) programme
operational management through the attached Milestone to Cash (M2C) Process and reporting manual
detailed in sections 4.2 and 4.3 to ensure contractual deliverables in terms of FTTC, FTTP, THP, and speed
bucket are achieved.
By utilising existing and ongoing operational contract management, the primary resource requirement will be
officer time to collate, analyse, review and report which will be completed using the BAU Milestone to Cash
(M2C) Process and reporting detailed in sections 4.2 and 4.3 to ensure contractual deliverables in terms of
FTTC, FTTP, THP, and speed bucket are achieved.
Responsibility for monitoring and evaluation sits with a nominated officer in South Glos Council, who reports to
the programme manager. The programme manager monitors and manages risk. The programme manager
reports to a Senior Responsible Officer.
The Senior Responsible Officer reports South Gloucestershire Council Chief Executive.
The Programme Board reports to the Resources Sub committee, Senior Responsible Officer within South
Gloucestershire Council, Senior Responsible.
The named contact responsible for delivering the plan is Nita Patel, South Gloucestershire Council, Department
for Environment and Community Services, PO Box 299, BRISTOL, BS15 0DR. Telephone: 01454 862085. Email:
Nita.Patel@southglos.gov.uk
7. Dissemination
9
Doc v.1 Last updated May 2016
Submission date: 05/01/2017 Submitted by: Nita Patel Approved: 06/01/2017Scheme: Superfast Broadband
Provide details of how the findings from the evaluation will be used. What will the evaluation inform and who
will be the audience?
Please provide details of how the findings from the evaluation will be communicated to key stakeholders and
lessons disseminated.
(indicative 250 words)
The finding from the evaluation form part of the assurance process which is reviewed by SGC Programme
Board and BDUK to ensure contract terms and deliverables have been met, state aid and vfm achieved. The
finding from the quarterly reviews are documented and reviewed with SGC Programme Board and BDUK teams
where lessons learnt are shared across all BDUK projects.
The evaluation will be shared with partners, interested stakeholders, staff within each delivery authority as
well as the funding body to ensure that the impact and outcome of the funding can be demonstrated to future
decision makers. The evaluation will also present case studies for any future similar interventions in the region.
10
Doc v.1 Last updated May 2016
Submission date: 05/01/2017 Submitted by: Nita Patel Approved: 06/01/2017DCMS – Broadband Delivery UK
Milestone to Cash (M2C)
process and reporting
Manual
V1.0 10th July 2014
COMMERCIAL AND IN CONFIDENCE
M2C Reports and process manual Jul 14.docContents
Introduction............................................................................................................................................. 5
Use of this document .......................................................................................................................... 5
Approval .............................................................................................................................................. 5
Template Versions covered by this document .................................................................................... 5
Description of reports ............................................................................................................................. 6
Milestone Achievement Report (MAR) Evidence Template ............................................................... 6
Spine(or Spider) Diagram(s) ................................................................................................................ 6
Speed at M0 Report ............................................................................................................................ 6
C3 (Services Availability Tab) ............................................................................................................... 6
THP Tracker ......................................................................................................................................... 7
Milestone Payment Claim (MPC) Template ........................................................................................ 7
Finance Tracker ................................................................................................................................... 7
Who will receive these reports and when?............................................................................................. 7
Why do BDUK receive this data? ............................................................................................................. 9
Cross Border Assurance....................................................................................................................... 9
VFM reports......................................................................................................................................... 9
C3 analysis ........................................................................................................................................... 9
Infrastructure deep dive...................................................................................................................... 9
Reporting Template Descriptions.......................................................................................................... 10
MAR Evidence Template (MS Excel)...................................................................................................... 10
Version Control.............................................................................................................................. 10
Baseline Tab (MAR Evidence Template) ........................................................................................ 10
Postcode Tab (MAR Evidence Template) ...................................................................................... 10
Head-ends Tab (MAR Evidence Template) .................................................................................... 11
Spines Tab (MAR Evidence Template) ........................................................................................... 11
FTTC Tab (MAR Evidence Template) ............................................................................................. 12
FTTP Tab (MAR Evidence Template) ............................................................................................. 13
FTTx (Delta) Tab (MAR Evidence Template) .................................................................................. 13
Cross Border .................................................................................................................................. 13
Note. Colour Coding ..................................................................................................................... 13
Spine Diagrams .................................................................................................................................. 14
M0 Speed Report................................................................................................................................... 16
The Quarterly Customer Report – The C3 report .............................................................................. 17
2|PageWho receives the C3 report?......................................................................................................... 17
Why is the C3 report important? .................................................................................................. 17
What’s different about the very first C3 report? .......................................................................... 17
The New Product availability tab .................................................................................................. 17
How does the C3 report align to the THP tracker? ....................................................................... 18
Central assurance of the C3 report ............................................................................................... 18
Central assurance steps................................................................................................................. 18
Has the THP IP target been met .................................................................................................... 18
Has the THP IA target for the SCT been achieved ......................................................................... 18
Is the deficit as calculated by BT adequate? ................................................................................. 19
Has the THP been delivered in the right speed buckets? ............................................................. 19
Any other noted data issues.......................................................................................................... 19
Limitations to central assurance ................................................................................................... 19
THP Tracker ........................................................................................................................................... 20
Intro tab ......................................................................................................................................... 20
THP Baseline Data ......................................................................................................................... 20
Implementation THP ..................................................................................................................... 21
Milestone Payment Claim (MPC) .......................................................................................................... 23
Version and Legal notice tabs ....................................................................................................... 23
Milestone Payment Request ......................................................................................................... 23
M0, M1 & M2 Transactions ........................................................................................................... 23
Adjustments to Prior claims .......................................................................................................... 23
Estimates not closed ..................................................................................................................... 24
Direct Labour back up ................................................................................................................... 24
Planning Job type .......................................................................................................................... 24
Estimates not in MAR evidence..................................................................................................... 24
Tracker Mapping ........................................................................................................................... 24
Finance Tracker ..................................................................................................................................... 25
Finance tracker tab............................................................................................................................ 25
Fixed contract values ..................................................................................................................... 25
Source of funding .......................................................................................................................... 25
Total actual qualifying capital incurred ......................................................................................... 25
Qualifying capital linked to milestone payment claims/WIP ........................................................ 25
Frequently Asked Questions ................................................................................................................. 27
3|PageWhat is an estimate? ......................................................................................................................... 27 What is the MAR Evidence Template? .............................................................................................. 27 Where are spine estimates shown in the MAR? ............................................................................... 27 How is an MPC raised? And how does it relate to the MAR Evidence Template ............................. 27 What about unclosed estimates?...................................................................................................... 28 What information can a Local Body request in relation to information appearing on a MAR Evidence Template or Milestone Payment Claim? ........................................................................... 28 What type of Headends will be used within the programme? ......................................................... 29 Appendix A - M2C Information Flow ..................................................................................................... 30 Appendix B - Milestone to Cash Templates populated with dummy data ........................................... 31 4|Page
Introduction
Use of this document
BDUK, BT and representatives of some Local Bodies have been working together to agree a revised
M2C reporting set that provides Local Bodies with sufficient evidence to prove and assure the
achievement of each milestone along with the qualifying capital expenditure items that support the
Milestone payment claims. These enhanced, and in some cases new reports, will be provided on a
quarterly basis to all Local Bodies on the Framework and to some Local Bodies not on the
Framework, that are adopting the M2C Process. They:
• satisfy the supporting evidence to be provided by BT to prove Achievement of each
milestone type as defined in Appendix A of Schedule 4.1 of the Call Off Contract
• largely satisfy the quarterly reporting requirements under the Grant Agreement
• satisfy the reporting requirements as defined in Schedule 6.4 of the Call Off Contract,
specifically C1, C3 and C61.
• satisfy the reporting requirements under the Framework Agreement between BDUK and
BT as defined in Schedule 8, specifically F2, F3, F4 and F5.
This document is intended for use by Local Bodies to understand the enhancements made to existing
reports and to additional back up reporting provided by BT from July 2014.
Approval
This document contains content produced by both BDUK and BT and has been approved for release
by both organisations.
Template Versions covered by this document
This manual covers the following versions of the reporting templates in question
MAR Evidence Template Version 3.1
Spine Diagram Version N/A (Local to each Local Body)
M0 Speed Report Version 1.0
C3 (Services Availability Tab) Version 4.5
THP Tracker Version 1.0
MPC Template Version 2.0
Finance Tracker Version 3.0
Should a Local Body receive a different version of any of these templates after 1st July, they should
refer in the first instance to their BT Group contact and seek a replacement based on the most
current version as described above.
1
The MAR Evidence Template does not in itself fulfil the requirements of a C2 report as set out in Schedule 6.4,
which requires a monthly update. This will need to be resolved at a local level, though we note that a monthly
refresh of the MAR would meet the requirement.
5|PageDescription of reports See Annex B for Huddle links to these templates supplemented with dummy data and with row/column descriptions. Milestone Achievement Report (MAR) Evidence Template The MAR evidence template details the activity undertaken by BT in order to plan and build the structures needed to fulfil the contract. At both the M0 and M1 milestone, it will be the primary document by which BT provide the evidence needed to prove achievement of the milestone to allow the Local Body to issue a Milestone Acceptance Certificate. At the M2 milestone, it will be used with the THP tracker (which includes data sourced from the C3 report) to prove milestone achievement. The MAR is an incremental tracker report and at the end of the deployment will provide a record of the infrastructure delivered. It satisfies the reporting requirements as defined in C1 of Schedule 6.4 of the Call off Contract. Spine(or Spider) Diagram(s) This document will provide visual depiction of the infrastructure planned, delivered, and/or used (commercially, deployed) from exchange (head-end), via fibre spines (including spine lengths) and aggregation nodes through to DSLAMS and cabinets (PCPs). Infrastructure will be labelled/coded enabling cross-check to the MAR evidence template. The diagrams will also show commercially built infrastructure where Local Body assets have been appended to existing BT infrastructure. Where spine lengths cross borders, these will also be delineated on the diagrams. These diagrams are live operational documents used by BT through the planning and deployment stages. Issues affecting the build (such as blockages and de-silting) will also be identified. Speed at M0 Report This new report will be provided at each M0 showing all the structures planned to be built for a given phase. It will include post code to structure mapping along with predicted modelled speeds by postcode from the Chief Engineers Model (CEM). The speed buckets are 0-15, 15-24 & 24+ Mbs. Each month the report will be reissued with the customer ready service (CFRS) date included for all the cabinets that have gone live in the prior month and on a cumulative basis. BDUK recommend that the report be used as supporting evidence to prove achievement of the M0 as defined in Schedule 4.1 Appendix A i.e “per premise estimated Access Line Speeds for Wholesale Access Products and Services actoss the scope of this Milestone”. This report will be completed using THP (Implementation Plan) premises so will be different to the THP(Intervention Area) speeds reported at each M2. C3 (Services Availability Tab) This document will report the Total Homes Passed within the Implementation Plan THP(IP) passed by BT in the last quarter, providing per premise predicted upspeed and downspeed line speed for all structures that have been made Commercially Ready for Service (CRFS) for a given M2. It will be the key input into the THP Tracker, the document that BT will submit to prove achievement of an M2. It also satisfies the part of the C3 report of Schedule 6.4 of the Call Off Contract that requires a “report that identifies “Retail Ready” wholesale access products and services and availability (by 6|Page
town/village, postcode, street and house ID)”. The other C3 reporting requirements as specified in
Schedule 6.4 are yet to be agreed with BT.
THP Tracker
BT is contractually required to achieve the THP deployment targets as set out in both the
Implementation Plan and the Speed and Coverage Template (SCT) targets, at the specified Access
Line Speed ranges per Phase as set out in the SCT. The THP tracker displays these contracted baseline
volumes, taken from the contract Schedules 4.1 (Implementation) normally in Appendix 2 for
Framework contracts) and Schedule 3.1 where the SCT is held. and also demonstrates BT’s actual
performance against them.
The THP Tracker Baseline Tab calculates the deficit between the two target THP numbers, both by
Phase and in Total for the delivery proposed. The THP IP numbers delivered by Baseline Structure
provides the THP deficit baseline from which achievement is measured.
The THP Tracker Implementation THP tab, shows the THP (IP) achievement within the against which
the deficit value is applied to evidence achievement against SCT. The Implementation Plan tab also
has the input for the speed categories (buckets) to measure these against the SCT targets
Milestone Payment Claim (MPC) Template
The MPC template will contain details of the expenditure incurred by BT to achieve the milestone
along with the contractual Milestone Payment being claimed. It will be the primary document by
which the Local Body can assure that the expenditure incurred is permitted capital expenditure. It
will provide an overview of the total qualifying capital incurred and then allocate this cost against
the milestones claimed in the period. It will also provide a detailed picture of the costs claimed at an
estimate level broken down by the milestone they relate to as well as the category of cost providing
a link back to the both the network planned/delivered to achieve the relevant milestone, along with
a link to further supporting evidence (invoices, receipts) should it be required. This detailed picture
also allows linkage, in most cases, to individual infrastructure delivered.
Finance Tracker
The finance tracker is the key document used to track the financial performance of the contract. It is
comprised of four sections describing
1. Fixed contracted values ( from the PFM, and contract [Sections 4.1 & 3.1]),
2. Source of funding (BT, public subsidy),
3. Total actual qualifying capital incurred (broken down into the same cost categories as the
project financial model)
4. Total qualifying capital linked to claim milestone payment claims ( claimed, claimed & paid
and WIP).
Who will receive these reports and when?
The M2C Information Flow diagram V2.0 at Annex A describes when templates will be received and
by whom.
7|PageAs described in Appendix A of Schedule 4.1 of the Call Off Contract BT will provide; MAR evidence template, Spine Diagram, C3 and THP Tracker to the Local Body, no later than 20 working days after the relevant Milestone Date. The Milestone Payment Claim and accompanying transaction listing will be issued within 5 working days of BT receiving the Milestone Acceptance Certificate from the Local Body. As part of the agreements between BDUK and BT, BDUK will receive copies of Local Bodies MAR evidence C3 report and THP tracker. BDUK receive these reports only when the Local Body has completed their initial assurance and issued a MAC. BDUK will also receive copies of Finance Tracker and MPC once Local Body assurance is complete. These reports will largely satisfy the reporting requirements as defined in Schedule 5 of the Grant Agreement 1) Build and Roll-Out Report and 2) Customer report (bullet 1 only). BDUK will not routinely receive the M0 Speed Report or spine diagrams from BT, although BDUK may request occasional samples of these templates in order to carry out routine assurance. 8|Page
Why do BDUK receive this data? Cross Border Assurance BDUK will be able to use the evidence provided in the MAR evidence templates to conduct detailed assurance on BT’s approach to cross-border structures, ensuring that cross-border structures are correctly and consistently noted in the MAR evidence template for neighbouring Local Bodies. It will remain the responsibility of the Local Body who will be paying for the relevant structure to assure the associated actual qualifying capital expenditure. VFM reports By analysing the data from the MPCs, Finance Tracker,THP Tracker, and MAR evidence documents, BDUK will produce actual cost comparison reports, showing Local Bodies’ costs versus the original bid and against other LB’s. BDUK will issue these reports to all Local Bodies who have achieved a milestone in Q1 14/15. This report is intended to enable Local Bodies and BDUK to assess at a high level if value for money is being achieved as referenced against the Reference Financial Model, against the bid and as compared to each other. C3 analysis BDUK will carry out central assurance on C3 reports to assure that THP IP reporting accurately reports on THP IP volumes achieved, and that the application of a calculated deficit (as evidenced in the THP tracker) continues to produce a correct view of SCT achievement. BDUK analysis carried out on 100% of C3 reports (and accompanying THP Trackers) for M2’s achieved in Q4 13/14. Both the IP Prems passed (per the C3 reports) and the White premises passed (as compared to the SCT) were deemed to be an accurate and correct reflection of the achievement. From Quarter 1, 50% of all M2s will be randomly assessed and the results will be shared with the relevant Local Body. Infrastructure deep dive These documents will assist BDUK as part of its routine deep dive investigations of BT costs. BDUK will analyse particular parts of LB’s build to assess the cost of delivery. This will be used along with an independent audit review for Central Government assurance of the Programme. 9|Page
Reporting Template Descriptions The section below includes details of agreed enhancements in the M2C reporting suite which will largely be implemented from Q1 14/15. In some cases, BT has not completed all the development to automate certain elements of the reports. Those limitations, which will be rectified from Q2 14/15 are documented and a forward looking view given of what’s coming in subsequent milestones. MAR Evidence Template (MS Excel) The Q1 2014 version (3.0) of the MAR template is an Excel Spreadsheet with nine tabs. The first two are a version control tab plus an overview tab and these are consistent for all contracts. The remaining seven tabs have data specific to each Local Body’s network, consisting of Baseline, Postcode, Head-End, Spine, FTTC, FTTP and FTTx (Delta). The Head-end, Spine, FTTC and FTTP tabs include colour coding so that the Local Body can see which activities are associated with M0 (yellow columns), M1 (light blue columns) and M2 (purple columns). In addition, each column has a definition where appropriate which is identified by the red link in the corner of the cell. Data is populated directly from BT systems with the exception of the ‘Commercial’ column (is a Head- end/Spine part of BT’s commercial deployment?) and ‘Cross Border’ (is the structure shared with another Local Body and which is responsible for financing it?) both of which are manually populated The MAR evidence template will have some significant developments between July and September 2014, in readiness for the Q2 milestones. The template has been set for July milestones so that the report doesn’t need to change structure in the next quarter. Version Control This shows the version of the template and any changes made from the previous version. Baseline Tab (MAR Evidence Template) This tab shows a list of all Head-ends and Structures that have primarily been identified by the CEM with allowed adjustments for a Local Bodies Priority areas or ERDF requirements. These Infrastructure elements form basis for the network that BT plans to deploy to achieve the contractual speed and coverage that is proposed and documented in Schedule 4.1 Appendix 2 of the Call Off contract ( or equivalent for Non Framework contracts). The phasing of each deployment is found on the Head-end, Spine and FTTC tabs. Any changes to these baseline structures will be posted to the FTTC delta tab. The Phases in which the FTTX structures were to be deployed to deliver the SCT will be identified along with the exchange area, PCP reference number, current PCP location and PCP Easting and Northing. BT state that this list of PCPs are included as an illustration of the network BT plan to deploy to achieve contractual SCT. However the timing and specific nature of the structure deployed is not contractually binding and can be changed at BT’s discretion, as long as BT maintain the stated coverage area i.e. the postcodes , premises passed and speed targets as per the SCT. Postcode Tab (MAR Evidence Template) This contains the complete list of postcodes served by each structure. It is a listed format view so each structure may appear several times depending on the number of postcodes it serves. 10 | P a g e
Head-ends Tab (MAR Evidence Template)
This is the equipment in the Telephone Exchange on which the fibre network terminates.
Estimate numbers for the activities that have been used to deploy the Head-end in M1 can be viewed
by using the ‘+’ sign above column BA.
Spines Tab (MAR Evidence Template)
Spines are identified by unique optical network (ON) numbers.
The route of the spine can be plotted using the Starting T Code and Agg Node in Columns F and G.
Node to Node length is in Column H
In Q1 MAR’s, aggregation nodes linked to a starting T code will appear, separated by commas in
this column.
From Q2 (end of September), each aggregation node will appear sequentially on a separate line.
Similarly, Agg node length will not appear until Q2. Both pieces of information are available from
the spine diagrams.
Build estimate numbers, shown below, are included for the spine at M0 in this spreadsheet. These
build estimates will also appear in the FTTC tab at M1, along with other spine related to connect the
structure to the nearest aggregation node.
M0
M0 Change
M0 Complete Build Estimate Finalise Fibre
Control M0 MAR Reference
Date No(s) Spine Design
Reference
30/06/2013 IBFH0FMG 17/06/2013 Phase 1 M0 2013-14 Q1
30/06/2013 IBFH1EMH 17/06/2013 Phase 1 M0 2013-14 Q1
30/09/2013 IBFD6RJH 29/08/2013 Phase 2 M0 2013-14 Q2
30/09/2013 IBFD6RJH 29/08/2013 Phase 2 M0 2013-14 Q2
30/09/2013 IBFD6RJH 29/08/2013 Phase 2 M0 2013-14 Q2
11 | P a g eFTTC Tab (MAR Evidence Template)
Each Primary Connection Point (PCP) or cabinet has a separate row with its reference number listed
in Column D.
The Spine and Agg Node references are in Columns J and K and can be cross checked with the Spine
Diagrams
At M1, all the activities listed in Columns AI to AO are associated with the deployment of the fibre
infrastructure (Spine/Blown Fibre Tubing/Desilting etc) by which the cabinet is served.
Spine Cabling (or Spine
Fibre Tail Jointing (or
M1 Light Loss M1 Change BFT (Tubing) FPC Joint Working Gully Sucking/De- Measure Light OCR Cabling and Cabling & Jointingor
BFT Civils Estimate Copper Ties, Fibre
Complete end to end Control M1 MAR Reference Estimate Estimate Silting Estimate Loss Estimate Jointing Estimate Spine Subduct &
Number(s) Tail Jointing)
Date test date Reference Number(s) Number(s) Number(s) Number(s) Number(s) Cabling) Estimate
Estimate Number(s)
Number(s)
30/09/2013 18/09/2013 Phase 1 M1 2013-14 Q2 IBFMWVNN, IBG81CRV IBFNRLTL IBFL86CV IBFH1EMH
30/09/2013 26/09/2013 Phase 1 M1 2013-14 Q2 IBFMWEKY IBFMWKNP IBFL86CV IBFH0FMG
30/09/2013 24/09/2013 Phase 1 M1 2013-14 Q2 IBFN90WK IBFND2EH IBFL86CV IBFH2FKL
31/03/2014 21/01/2014 Phase 1 M1 2013-14 Q4 IBFP6GMH IBGFWDPJ IBFPC8AX, IBH09UTH IBFL86CV IBFH1EMH
31/12/2013 17/12/2013 Phase 1 M1 2013-14 Q3 IBFP6GMH IBGFWDPJ IBFPECWL IBFL86CV IBFH1EMH
30/09/2013 16/09/2013 Phase 1 M1 2013-14 Q2 IBFMW3FU IBFMWDHT IBFL86CV IBFH1VVE
30/09/2013 16/09/2013 Phase 1 M1 2013-14 Q2 IBFMWVNN IBFNCTEN IBFL86CV IBFH1EMH
31/12/2013 12/11/2013 Phase 1 M1 2013-14 Q3 IBFMWVNN IBGCFKLT IBFND6PD IBFL86CV IBFH1EMH, IBFWC2WU
30/09/2013 24/09/2013 Phase 1 M1 2013-14 Q2 IBFN90WK IBFNDKUP IBFL86CV IBFH2FKL
30/09/2013 24/09/2013 Phase 1 M1 2013-14 Q2 IBFMWVNN IBFNCEKM IBFL86CV IBFH1EMH
30/09/2013 24/09/2013 Phase 1 M1 2013-14 Q2 IBFN90WK IBFNE5JY IBFL86CV IBFH2FKL
As cabinets will be sharing spines, many of the Build Estimate numbers are the same. These columns
are hidden in the spreadsheet and revealed using the ‘+’ in Column AP.
At M2, deployment activities are generally exclusive to that cabinet so the Build Estimate numbers
are unique. These columns are revealed by using the ‘+’ in Column BR.
There will be many more build estimate numbers for FTTC compared to the Spine. Each of the
estimate numbers can be either unique to that cabinet if the work relates only to that structure (i.e.
all build estimates in M2), or can be split between cabinets where their build is shared (i.e. some
build estimates in M1 for spine/head end).
Copper Ties &
Deload Reload
M2 Openreach M2 Change Copper Civils Copper Test Rod Jointing (or Copper Deload Reload DSLAM Electrical DSLAM I&C DSLAM Order DSLAM Telemetry
Structure T- Structure C- Implement Cabling and
Complete Marketable Control M2 MAR Reference Estimate Estimate Ties, Fibre Tail Civils Estimate Meter Estimate Estimate Estimate Estimate
RFS RFS ation THP Jointing Estimate
Date Premises Reference Number(s) Number(s) Jointing) Estimate Number(s) Number(s) Number(s) Number(s) Number(s)
Number(s)
Number(s)
31/12/2013 21/10/2013 29/10/2013 397 316 Phase 1 M2 2013-14 Q3 IBFLHTHS, IBFVCWCV IBFJ4ERS IBFJ47NX
31/12/2013 25/11/2013 02/12/2013 490 451 Phase 1 M2 2013-14 Q3 IBFLJ8JE IBFJ5KAP IBFJ5EDE
31/12/2013 11/11/2013 18/11/2013 358 303 Phase 1 M2 2013-14 Q3 IBFLJFCM IBFJ7WKH IBFJ7TUM
31/03/2014 13/02/2014 25/02/2014 376 360 Phase 1 M2 2013-14 Q4 IBFLJRJW IBFJ8JMK IBFJ8GKB
31/12/2013 14/12/2013 19/12/2013 256 254 Phase 1 M2 2013-14 Q3 IBFLK2KW IBFJG8GF IBFJG5UP
30/09/2013 27/09/2013 03/10/2013 238 192 Phase 1 M2 2013-14 Q2 IBFLKDAJ IBFTJGHC IBFTJEMD
30/09/2013 23/09/2013 02/10/2013 357 310 Phase 1 M2 2013-14 Q2 IBFLKJNL IBFJK1RR IBFJJRVY
31/12/2013 25/11/2013 02/12/2013 867 813 Phase 1 M2 2013-14 Q3 IBFLKWPS IBFK5RJU IBFK5JCU
30/09/2013 23/09/2013 02/10/2013 553 509 Phase 1 M2 2013-14 Q2 IBFLLHWV IBFK7FKA IBFK70NW
30/09/2013 23/09/2013 02/10/2013 564 466 Phase 1 M2 2013-14 Q2 IBFLLNUF IBFK8DDS IBFK87VY
31/12/2013 11/11/2013 18/11/2013 421 405 Phase 1 M2 2013-14 Q3 IBFLM2PH IBFK8UHH IBFK8NFR
12 | P a g eFTTP Tab (MAR Evidence Template) The information provided in this tab is similar to the FTTC tab. There are different activities associated with the deployment of FTTP and these are reflected in the Build Estimates within the hidden columns. FTTx (Delta) Tab (MAR Evidence Template) As the project progresses, there will be changes to the baseline that will need to be recorded. The removal from the build area or addition from the no-build area of FTTC/FTTP structures is recorded in this tab, though a Local Body should note that this will normally require a change control. The movement of structures between phases should also be recorded on this tab. Cross Border The Head-end, Spine, FTTC and FTTP tabs each have columns at the right of the spreadsheet which identifies whether the structure is affected by the Cross Border policy. For example, the route of the spine may cross a county border resulting in structures being located in a different county. If these columns are empty, then there is no cross border issue with the structure. BT will complete these columns if the Head-end, Spine and/or structure is affected by the Cross Border policy. To ensure that these templates are correctly interpreted, and that additional information is available to Local Bodies, BT will be providing spine diagrams, which will illustrate where there is cross border structure deployed. BDUK will conduct central assurance that these cross border columns are being correctly populated. Note. Colour Coding The MAR evidence template is colour coded as follows; Columns with no Shading will be completed for all structures before the first M0 (apart from Cross Border which is completed at the M0 stage) Columns Shaded Yellow will be completed at the relevant M0 for the structure Columns Shaded Green will be completed at the relevant M1 for the structure Columns Shaded Purple will be completed at the relevant M2 for the structure 13 | P a g e
Spine Diagrams
Spine diagrams are operational documents used internally within BT to manage and monitor the
infrastructure roll out. They detail the build status of each head end, spine and cabinet. They are
annotated to show where there are issues/problems in the build (i.e. duct blockages) and where
spines/cabinets have been completed.
These diagrams are updated regularly and can be shared with Local Bodies to help support and
interpret the MAR evidence template and to fill in the gaps at Quarter 1 14/15 where automated
reporting of the MAR is delayed. They will be available on a quarterly basis to support the MAR
evidence template. They may also be made available to Local Bodies on a monthly (or more
frequently than quarterly) basis, if required and through local agreement, to support regular
governance meetings with SPMs. Any ad hoc requests for Spine Diagrams should be made locally
and provided where operationally possible.
The following is a fictitious example of a spine diagram. It identifies the Head End, Spine (using ON
Number), Agg Node (using ‘T’ code) and cabinet. It will show stoppages, commercial spines (where
appropriate), identify fibre distances and county borders.
BT spine diagrams may vary nationally. They will, however be consistent within an LB.
1 Cab Removed / Deferred
OM: Quentin Cumber
oppage
Allocator: Noah Lott 1 Cab Requires Replan
ew Duct OMA: Hugh Eversleft
Co-ord: Constance Noring Spendlebury (SC) Spine ON10824/10822/10821/46168 1 Cab Not Stood
esilt / Jet
Lead Eng: Hazel Knutt 1 Cab Stood
unday Working / To Yanksnorton
affic Management
ON10824 1 Cab with Power
oppage Complete
(Not yet Cabled) COF 200-96F 1 Cab with Meter Cert
ew Duct Complete 923m/1014.95m
(Not yet Cabled) SC ZDBZN 1 Cab with 212 Check
15 Completed but
esilt / Jet Complete A
1 NO NI Work Done.
(Not yet Cabled)
a/0m b/25m
3 a/1m 1 Cab with Copper
t Built ON10821
COF 200-96F 11 1 Cab Powered with Copper
Place – A
nting In Progress 472m/519.2m COF 200-96F b/36m
ON10822 d/168m 1 Cab with M/C & Copper
Jointing Complete 401m/441.1m
ZDBZL ZDBZK 1 Cab with Fibre
COF 200-48F B c/499m e/8m
ble Route A
901m/990.64m a/0m 1 Cab with Power & Fibre
A a/0m 14
b/65m 10
Duct Complete 597m/656.7m 1 Cab with M/C & Fibre
18
ZDBZJ f/211m 1 Cab with NI Complete
ON46168
OF Complete
g/4m 5
a/0m i/4m 1 Cab with Power & NI Comp
Route
c/99m h/177m
1 Cab with M/C & NI Comp
Greens Norton b/407m 6
BFZ Complete j/494m
35
1 Cab Complete (Job Pack)
BFB Complete COF 200-96F ZDBZM e/153m
c/1795m 9
2140m/2353.87m Exchange with OC
oint for SPINE d/334m NAME
13 Cable Chamber Inco
a/0m 4
oint for ZR&Z B
Exchange with O
2 NAME
m (276F) 12 (inc Hydra’s) Comp
& Fibre Size
8
ZBEDB/A b/487m c/9m b/15m
Exchange wit
rence Number
NAME Cable Chamber Com
a/1m
COF 200-24F 7 Exchange with O
JUF 6 NAME Cable Chamber Co
s 123 Made Up Rd 10m/11m
B12 3AB ZBEDB ZBEDE
C D PCP Requir
NODE box type
Existing Network COF 200-24F 2800m/3080m PCP with Re
& Address (Deleted when
14 | P a g eYou can also read
