Change Delivery Committee Terms of Reference

Role

The Change Delivery Committee is a sub-committee of the Executive Committee (ExCom). Its role is to take collective responsibility for ensuring the HM Revenue & Customs (HMRC) portfolio of investment programmes delivers the Changes and Benefits identified at their outset/authorisation.

1. Membership

  • The Change Delivery Committee will be chaired by the Chief Information Officer. It will consist of one Director-level representative from each ExCom command. In addition the following will also be members of the sub-committee:
    • Mike Shipp (Director, Departmental Transformation Programme)
  • Deputies will only be allowed by exception and with the agreement of the Chair and the relevant member of ExCom.
  • A minimum of two thirds of members will be required for the meeting to be quorate.
  • The secretariat function will be provided by the ExCom Common Secretariat. The investment and delivery assurance support function will be provided by a cross functional virtual team led by the Departmental Transformation Programme Office and Departmental Investment Appraisal Team, working with other design assurance partners.

The ExCom Common Secretariat will be responsible for:

  • preparing the agenda
  • commissioning and quality assuring briefing papers
  • producing and circulating draft minutes of the Committee meetings, normally within ten working days
  • maintaining an action log
  • maintaining the forward look of items for the Committee’s attention
  • ensuring Committee papers are maintained in accordance with the Code of Practice for Records Management
  • preparing notes for the Chair’s report to ExCom

2. Reporting

  • The Chair will provide a report of the key points to ExCom (either oral or written) after each meeting, copied to the Chair of the Investment Committee.
  • Draft minutes of the Committee will be circulated to ExCom and to Investment Committee as soon as practical and if necessary prior to ratification at the Change Delivery Committee’s next meeting.
  • Prioritised issues will be reported to ExCom and referred to the Investment Committee for any necessary review of the agreed investment portfolio.
  • The Committee will provide a review of its Terms of Reference and its work to ExCom on an annual basis.

3. Responsibilities

  • Change Delivery Committee has responsibility for assuring delivery of the agreed portfolio of HMRC investment programmes on behalf of ExCom. This portfolio includes all investments within scope of the Investment Committee that affect the Department’s customers, lines of business, people, and IT systems, including those initiatives that are funded by other government departments. Delivery assurance will be undertaken in line with Government best practice.
  • ExCom will provide the strategic direction and indicate the departmental priorities that should inform change delivery management. The Committee will help ExCom ensure that appointed Senior Responsible Owners (SROs) for Portfolio Programmes have the right skills and experience to perform their role, offering SROs developmental support and mentoring where necessary or proposing suitable alternative candidates to ExCom where necessary. The Committee will assure delivery of those identified priority outputs and outcomes through its monitoring and management of the portfolio.
  • The Committee will take collective responsibility for ensuring that the portfolio of programmes delivers the Changes and Benefits identified at their outset/authorisation. The Committee will manage this assurance through the investment and delivery analysis function supporting both Investment and Change Delivery Committees. It will also call on detailed delivery evidence provided by lines of business and investment programmes as appropriate.
  • The Committee will identify issues arising from this monitoring and assurance work, and refer issues to Investment Committee for review if agreed programme delivery tolerances are exceeded so that the investment portfolio can be reassessed. The Committee will also manage cross-cutting impacts affecting delivery of programmes or the portfolio. Where there are, in the view of the Chair, sufficiently contentious delivery issues that a decision is required at the most senior departmental level, it will make recommendations to ExCom.
  • After every meeting the Committee will provide ExCom and the Investment Committee with updates on progress of the portfolio, informed by the detailed monitoring of progress, expenditure, and performance provided through the investment and delivery analysis function.
  • The Change Delivery Committee will review relevant issues referred to it by ExCom that appear on the departmental risk register.

4. Rights

  • The Change Delivery Committee may also co-opt people for periods of not more than one year to provide specialist skills, knowledge and experience.

5. Meetings

  • The Committee will meet monthly (subject to review by the committee once established). The Committee may also meet in exceptional circumstances when Investment Committee has evaluated or re-evaluated the portfolio of programmes.

6. Minutes