Ppm Documentation Preliminary Business Case
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Preliminary Business Case j 1 PPM DOCUMENTATION PRELIMINARY BUSINESS CASE MCA Clyde PPM Author:John Morphew Owner: Bill McFadyen Client: Maritime and Coastguard Agency Document Number: [0.07] Release: [0.11 Date: 10/07/2012 ca Preliminary Business Case 2 I Preliminary Business Case History Document Location • This document is only valid on the day it was printed. • The source of the document will be found at TBC. • The approved master copy of this document will be found within the relevant registered file for the project. Revision History • Dateofthisrevision: 07/01/2012 • Date of next revision: N/A . Previous Revision. Date Summary of Changes Changes Marked Revision Date . Initial working draft identifying First Draft operational input requirement Updated working draft following initial 17/11/11 29/9/11 discussions Clyde Update following receipt of clarification 07/02/12 17/11/11 responses from Clyde, including draft Team Leader Base (TLB) needs Update to incorporate Team Leader 07/06/12 07/02/12 Base requirement, options analysis and financial evaluation Update following on site review with , staff. Includes additional space for CPSO, update on analysis of IBM and 10/07/12 Clydebank sites. Feedback from initial finance review and evaluation of the impact of excess fares. inca Preliminary Business Case 3 I Approvals . This document requires the following approvals: . Date of Document Name Signature Title Issue Version S Ketteridge Director of Strategy & Finance B. McFadyen AD Future Programmes and Support Peter Dymond Acting Chief Coastguard Jane Jackson AD Finance Paul Coley AD Ship Standards John Morphew AD Asset Management National Director: Business Delivery Tom Borland (S&l) Director Maritime Safety and Philip Naylor Standards Richard Parkes Director of Maritime Operations Mark Stockwell Head of CT Preliminary Business Case 4 I Distribution . This document has additionally been distributed to: Purpose of Document • To document the justification for the decision to retain an operational site within the Clyde area on expiry of the Navy Buildings Greenock property MOTO from December 2012. • The Preliminary Business Case is used to say why the forecast effort and time will be worth the expenditure. It should confirm that the business justification is robust, and in principle the proposal meets the business need, is affordable, achievable, explores appropriate options for delivery, and is likely to achieve value for money. • The on-going viability of the project will be monitored by the Project Board against the Business Case. • The Preliminary Business Case is used to enable the progression of a project to the key decision stage for OGC Gateway Review 1: Business Justification. ijca Preliminary Business Case 5 I I. Strategic Fit This aspect of the business case explains how the scope of the proposed project fits within the existing business and operational requirements of the organisation, and the case for change in terms of the existing and future operational needs of the organisation. 1.1 Executive Summary 1.1.1 The MCA has a requirement to retain an operational facility in the Glasgow area to accommodate the following business units: Glasgow Marine Office Stability Unit Enforcement unit Deputy to SoSREP Counter Pollution Team Leader Base Coastal Safety Manager 1 .1.2 This business case has been developed on the principle that optimum Value for Money will be achieved through co-location of MCA operational business units. It is assumed that the business need will endure for a 10 year period, although it is recognised that the review of Survey and Inspection, may have an impact on business need during the life of any solution. 1.1.3 The operational review of options discounted the Orpington model for Surveyors operating from home as this arrangement is to date a one off solution, developed to meet a specific need in that area. Time is required to develop and agree an Agency wide operating from home policy, which may influence future space planning and opportunities for rationalisation of floor space in the future. 1.1.4 The financial appraisal has considered market rate rents based upon initial discussions with landlords, agents and the MCA Estate advisors. All indications are that detailed negotiations for the final solution would identify further benefits from incentives, such as rent free periods and a reduction to the headline rent rate per square foot. The preferred option is affordable in future years based on current financial planning assumptions. 1.1.5 Noting that there are strategic decisions to be made on Survey and Inspection activity, this document identifies option 5, West Point Business Park as the solution which best serves the needs of the MCA over the 10 year term. 1.1.6 This business case also recommends that excess fares are offered to eligible staff, for a minimum 3 year period. Over the 10 year term, this has a negligible impact upon the Net Present Value and affordability of the solution, but is considered a risk mitigation measure to retain administrative staff supporting the Marine Office, Stability Unit and Coastal Safety Team. Preliminary Business Case 6 I 1.2 Business Need 1.2.1 Business Objectives 1.2.1.1 The high level business objectives proposed for this project can be summarised as: • BO I Operational Response: Maintain the same level or better of surveyor operational response and an operational capability for the Team Leader Base. • BO 2 Administrative Support: Maintain the same level of administrative support to the collocated operational functions. • BO 3 STCW Frontline Functions: Maintain the same level or better service to front line customers in all aspects of STCW examination of candidates. • BO 4 Stability Unit Functions: Maintain the same level or better service to all customers in all aspects of Stability Survey and the ship stability and subdivision policy development support. 1.2.2 Common Standards 1.2.2.1 The physical building architecture and data network must comply with the MCA Information Security Policies, in particular the Information Security Statement and Manual (ISMS 5), Asset Management (ISMS 7), Physical and Environmental security policy (ISMS 9), Software and Data control (ISMS 10) and Access control (ISMSI 1). 1 .2.2.2 To comply with the Cabinet Office controls, the business case has assumed that the floor space can be reduced to 8 sq.m. per person, operating in an open plan environment. It is recognised that the bespoke requirements of the Stability Unit (SU), Marine Office (MO) and Team Leader Base (TLB), will influence attainment of this assumption. Any variances to the assumption will be detailed under requirements for each business unit. The small numbers of staff with bespoke requirements in the SU, MO and TLB, effectively negate any potential to plan for 1 .2 FTE per work station within the available space. 1.2.2.3 There is a common requirement for a large meeting space, to host up to 25 delegates. This space should be configurable and provide capability for local reconfiguration between meeting room and conference style. 1 .2.2.4 The future solution should allow sufficient space for secure and air controlled storage of ICT equipment, as a minimum this would_require rack space for 2 admin and operational system servers, a Telephone Management system and UPS to allow controlled power down in event of electrical mains failure. 1 .2.2.5 The planned Full Time Equivalent complement for the site is 36, including the provision of space for an additional Enforcement person, the TLB and an internship student. This equates to a minimum space requirement of 288 sq.m., excluding welfare facilities and storage space for Personal Protective Equipment (PPE). There are additional needs for storage of evidence items, operational equipment together with the TLB meeting room and training facilities. Making an allowance of 120 sq.m. of space to mca Preliminary Business Case 7 meet this additional operational requirement, provides a minimum requirement for options analysis of approximately 410 sq.m, equating to approximately 4400 sq.ft. 1 .2.2.6 The following paragraphs provide additional information on each business unit’s needs. 1.2.3 Glasgow Marine Office requirement 1.2.2.1 The operational response and administrative support roles are provided through the Glasgow Marine Office. This complement consists of: AOMxI TPM x 1 Surveyors x 14 Admin Staff x 4 Total staff Full Time Equivalent 20 1.2.2.2 Glasgow Marine Office Surveyors cover the mainland area from the Solway Firth to Cape Wrath, all the islands of the West coast of Scotland, Shetland as well as fishing vessels south of Edinburgh to the Scottish border. 1.2.2.3The following list summarises the work completed by Glasgow Marine Office staff (based on 2010/2011 unless otherwise stated) • Port State Control Inspections — 100; • Oral exams: total 870 (BML = 93; Engineer = 268; Deck = 509) • Customer Service Management of 11 companies, located mainly in Glasgow city centre • Surveys = 526 • Enforcement follow up 12 1 .2.2.4 The Administrative team complete the daily and weekly forecasted ships list, input all survey & inspection forms, carry out administrative functions for: examinations, financial reporting, travel arrangements, seafarer documentation and provide support to collocated business functions. 1.2.2.5 The geographic area covered by Glasgow Marine Office requires a location that has good transport links in a central location with easy access to the M8, Erskine Bridge, airport and public transport links to minimise the impact upon the customer base in terms of travel time and cost. This would also be desirable for staff access to site. 1.2.2.6 The new location will require provision of a customer reception counter for dealing with the leisure and seafaring community. 1.2.2.7Surveyors are a mobile work force attending a central office for work flow allocation, preparation and completion of certification documents, prior to travelling to outports within the service area for ship inspections or surveys.