Project Plan
The Project Office › Parcel A (Phase 1) › Project Plan
- Stage S0 start-up and initiation
- Status Draft; baseline at G0
The plan for the whole of Parcel A (Phase 1), set out in the order of the PRINCE2 7 plan outline. Draft from 18 October 2026; baselined at gate G0 (18 December 2026).
Plan description
Stages S0–S4; S0 current, 16 Oct – 18 Dec 2026
Covers Parcel A (Phase 1): recovery of every surviving record about Great House Farm / Tŷ Mawr, or a recorded reason why it cannot be had. Five management stages:
| Stage | Content | Start | End | State |
|---|---|---|---|---|
| S0 | Start-up & initiation | 16 Oct 2026 | 18 Dec 2026 (G0) | Current |
| S1 | Route mapping and request execution | After G0 | TBC at G0 | Outline |
| S2 | Follow-up, complaint remedy windows, court applications | TBC | TBC | Needs legal advice (DEP-03) |
| S3 | Catalogue, verification, closure log (five statuses) | TBC | TBC | — |
| S4 | End-of-project report to the Executive | TBC | TBC | — |
Plan prerequisites
3 prerequisites
- Project Mandate (16 Oct 2026) and Project Brief (16 Oct, restructured 18 Oct).
- Executive’s instruction “free admin first” (18 Oct 23:40): no spending and no archive visits until requests, subject access requests and complaints are filed and answered.
- Standing of the client (executor of the estate of Mary (Nancy) Williams, formerly Buckler) to be established (WP-28): not yet confirmed.
External dependencies
10 dependencies
| ID | Depends | On | Type |
|---|---|---|---|
| DEP-01 | Remedy route (ICR complaint content, title challenge) | Form 1C and certificate (T14→T16) | External (HMLR) |
| DEP-02 | Limitation and the dishonesty/discovery argument | Evidence meeting the Takhar / Canada Square thresholds (Brief §5) | External (evidence) |
| DEP-03 | Any court step | Written legal advice (WP-31; WP-LEGAL) | External (adviser to be confirmed by the Executive ) |
| DEP-04 | 1905 chain question (Lord Colum) | 1905 conveyance copy (C-06) | External (HMLR) |
| DEP-05 | Council s.12 next step | Outcome of 22 Oct meeting; the Clerk deferred matters to it | External (Council) |
| DEP-06 | Field-level estate parcel table | DB/E/1 reference table (C-07) | External (archive) |
| DEP-07 | VG41 origin of the green | VG41 register sheet (C-15) | External (registration authority) |
| DEP-08 | Searchroom-only records | UK proxy or paid copying (R-011) | External |
| DEP-09 | Wiki edits | One agent editing a page at a time (R-009) | Internal |
| DEP-10 | Damages figures move from ESTIMATE to firm | DMG-IN: damages inputs from Executive (I-015 to I-019) | External (Executive) |
Planning assumptions
3 assumptions
- HM Land Registry still holds WA240304 item 11 and supplies an official copy (EV-0063, pending).
- The 1905 conveyance is on the WA231076 file as a document referred to (EV-0013, pending).
- The Executive sends external requests; the Project Manager drafts and contacts no one directly except where the Executive has authorised sends.
Lessons incorporated
From the Lessons Log
- Free routes before paid copies (CH-012, CH-013).
- One email per body, 1–2 per body per day (R-004).
- Check a platform’s limits before reporting a result; read replies before chasing (L-006 to L-017).
Monitoring and control
Reports, logs, gates
- Highlight report to the Project Board at each reporting period (next due Mon 2 Nov 2026).
- Daily Log, Issue and Risk Registers kept current; the Product Register shows status of every product.
- Research cycle every 6 hours with an update to the Executive.
- Exception Report if HM Land Registry copies are not held by 6 Nov (R-007).
- End Stage Report S0 by 16 Dec; G0 decision 18 Dec.
Budgets
Sourced total £313; spent to date: C-21 only
| ID | Item | Amount | Basis | Source | Status |
|---|---|---|---|---|---|
| C-01 | HMLR official copy (OC2): WA240304 item 11, Form 1C and solicitor’s certificate [PENDING: EV-0063] | £11 | PUBLISHED FEE (£11 per document, by post) | GOV.UK HMLR fees (opened 18 Oct) | Not ordered |
| C-02 | HMLR OC2: WA240304 item 7, form D23 and letter of 8 Apr 1983 [PENDING: EV-0069] | £11 | PUBLISHED FEE | GOV.UK HMLR fees | Not ordered |
| C-03 | HMLR OC2: WA240304 item 4, correspondence of 12 Apr 1983 [PENDING: EV-0070] | £11 | PUBLISHED FEE | GOV.UK HMLR fees | Not ordered |
| C-04 | HMLR OC2: WA240304 item 10, application of 23 Feb 1983 [PENDING: EV-0066] | £11 | PUBLISHED FEE | GOV.UK HMLR fees | Not ordered |
| C-05 | HMLR OC2: WA240304 item 5, undated letters [PENDING: EV-0064] | £11 | PUBLISHED FEE | GOV.UK HMLR fees | Not ordered |
| C-06 | HMLR OC2: 23 Feb 1905 Bute conveyance on WA231076 [PENDING: EV-0013] | £11 | PUBLISHED FEE; availability on the file TBC | GOV.UK HMLR fees | Not ordered |
| C-07 | Glamorgan Archives DB/E/1–2: plan 19 + terrier page, 2 images | £17 | QUOTE (ref 2026/4097, 24 Sep 2026; ex VAT) | 2922 | Not ordered; alternative: free searchroom photography |
| C-08 | Glamorgan Archives ACA/8/2 funds ledger, 53 images | £60 | QUOTE (ref 2026–3941, 7 Sep 2026) | 2922 | Deferred |
| C-09 | Glamorgan Archives rate-book search (UC/73/1–5), c.1880 | £50 | QUOTE (2026/4097) | 2922 | Optional |
| C-10 | Glamorgan Archives planning-committee search, 89/01396/OUT and 92/00671/RES | £50 | QUOTE (2026/4097) | 2922 | Optional |
| C-11 | Glamorgan Archives UDPE/S/1/68 plans, 5 images | £20 | QUOTE (2026/4097) | 2922 | Optional |
| C-12 | Glamorgan Archives D696 WGR plans/rentals search | £50 | QUOTE (2026/4097) | 2922 | Optional |
| C-13 | 1965 school conveyance (Vale FOI 00211027) [PENDING: EV-0042] | £0 | Already supplied (email 14 Sep 2026, the Executive’s inbox) | 1097 | Executive to retrieve and upload |
| C-14 | FOI s.12 cost estimate (Council): Llandough CC, Clerk Paul Egan, 11 Oct 2026 [PENDING: EV-0193] | £0 to the project | FOI s.12 COST ESTIMATE, not a quote: “over 2240 minutes … 37 hours”; limit £450 at £25/h (18 h). 37 h × £25 = £925 (arithmetic) | 2717 | Refused under s.12; narrow (2002–2006) or internal review |
| C-15 | VG41 register sheet: entry, map, ownership section [PENDING: EV-0044] | TBC | No fee schedule opened | — | Not requested |
| C-16 | TNA IR 131/4/96 (Valuation Office 1910 map): paid search | TBC | Not quoted; TNA offered paid search | 2922 | Open |
| C-17 | RCAHMW aerial-photograph search | TBC | Price list LES16 on file; not costed | 2922 | Not placed |
| C-18 | Legal advice before any court step (WP-31; WP-LEGAL) | TBC | No quote held | — | Not engaged |
| C-19 | UK proxy for searchroom work | TBC | No quote held | — | Not arranged |
| C-20 | the Executive — time spent on the case (litigant in person) | Hours TBC × £24/h | RATE BASIS: CPR 46.5(4)(b), PD 46 para 3.4 — £24/h where financial loss is not proved; 46.5(4)(a) where it is; cap two-thirds of represented costs (46.5(2)). Recoverable only under a costs order. | PD 46 para 3.4 (opened 18 Oct) | Hours to be confirmed by the Executive |
| C-21 | HMLR title register + plan downloads, 18–19 Sep 2026 (spent) | £14 per copy; total TBC | ACTUAL (GOV.UK Pay receipts, 3 refs) | 2922 | Paid |
Totals
| Category | Amount |
|---|---|
| Quotes held (C-07 to C-12) | £247 |
| Published fees (C-01 to C-06) | £66 |
| Sourced total | £313 |
| Estimates with a numeric basis | £0 (none) |
| Unpriced (C-15 to C-20) | TBC |
| Spent to date (C-21) | £14 per copy; total TBC |
| Cost tolerance (S0) | £0–£800 |
C-21 (HM Land Registry register and plan downloads, 18–19 Sep 2026) was paid before the project started.
Tolerances
Proposed; not yet agreed
Not yet agreed by the Project Board. Proposed in the Project Brief: time 0 days on statutory or review dates and +5 working days on plan dates; cost £0 until free routes are answered, then S0 £0–£800 with each spend approved; scope Cedwyn Estate only; quality 0 unsourced statements and 0 unchecked sends; risk any high/high risk without a response escalated the same day.
Product descriptions
Project product description and PD-01 to PD-06
Schedule
25 activities; G0 on 18 Dec 2026
Key dates (2026, UK time)
| Date | Item | Owner |
|---|---|---|
| 20–23 Oct | 24 READY emails, one body per day, from 09:30 | Send flywheel |
| 20 Oct 17:00 | Clerk’s reply due on the 22 Oct meeting format | Clerk; Project Manager reminds |
| 20 Oct 19:00 | Briefing, Cllr George Carroll, Merrie Harrier | Executive |
| 21 Oct 10:00 | WG combined reply (26-0010 review, 27589, omnibus items), after final check | Send flywheel |
| 22 Oct 19:00 | Llandough CC meeting, Item 10 | Executive |
| 23 Oct | WG minister reply due (TO/HF/05677/26) | WG |
| 26 Oct | Due: IR/26/16 (Wales Office); Vale 00211557 | Bodies |
| 28 Oct | HMLR SAR due; MoD control; ICO step opens | HMLR; Executive |
| 29 Oct | LCC minutes and lessons published; CPS and Glamorgan Archives chases | Project Manager; Executive |
| 2 Nov | Highlight Report | PM |
| 6 Nov | ATISN 26-0009 due; HMLR copies not held → Exception Report | WG; PM |
| 9 Nov | SWP and MOD dates | Bodies |
| 13 Nov | ICR full complaint (ICR/090/26) target; control 18 Nov; outer ≈25 Nov | Executive; Project Manager drafts |
| 14 Dec | Internal review deadline: ATISN 26-0010 (and 27589 under WG practice) | Executive |
| 16 Dec | End Stage Report S0; S1 Stage Plan; Business Case update | PM |
| 18 Dec | G0: continue, revise or stop | Executive |
Activities
| ID | Product / activity | Owner | Start | Finish | Duration | Pred | Status |
|---|---|---|---|---|---|---|---|
| T01 | Project Mandate issued | Executive | 16 Oct | 16 Oct | 0d | — | Done |
| T02 | Project Brief drafted | PM | 16 Oct | 16 Oct | 1d | T01 | Done; acceptance to be confirmed by the Executive |
| T03 | PRINCE2 management set rebuilt | PM (Project Manager) | 18 Oct | 18 Oct | 1d | T02 | Done; review to be confirmed by the Executive |
| T04 | Evidence Register, 210 EV pages | Project Manager | 18 Oct | 18 Oct | 1d | — | Done |
| T05 | Research flywheel cycle every 6 h, each with an update to Executive | Project Manager | 16 Oct | 18 Dec | Recurring | — | Running |
| T06 | Council reply on meeting format (asked by 17:00) | Clerk (Paul Egan) | 16 Oct | 20 Oct | 4d | — | Waiting; sent? to be confirmed by the Executive |
| T07 | Community drop-in, Cllr George Carroll, Merrie Harrier, 19:00 | Executive / family | 20 Oct | 20 Oct | 0d | — | Planned |
| T08 | Cadw complaint: chase if no stage-one outcome | Executive | 20 Oct | 20 Oct | 0d | — | Planned |
| T09 | Llandough CC meeting, Item 10, 19:00 | Executive | 22 Oct | 22 Oct | 0d | T06 | Planned |
| T10 | Due: IR/26/16; ATISN 27589; Vale 00211557 | Wales Office; WG; Vale | — | 26 Oct | — | — | Waiting |
| T11 | Due: HMLR subject access request; MoD escalation control | HMLR; MoD | 1 Oct | 28 Oct | — | — | Waiting |
| T12 | Meeting minutes, outcome and lessons published | Executive / Project Manager | 22 Oct | 29 Oct | 5d | T09 | Planned |
| T13 | s.12 next step: narrow to 2002–2006 or internal review | Executive | 23 Oct | TBC | — | T09 | Not started |
| T14 | Order HMLR OC2 copies (C-01 to C-06) | Executive | 19 Oct | 19 Oct | 1d | — | Not started |
| T15 | HMLR copies received | HMLR | 19 Oct | TBC | TBC | T14 | — |
| T16 | Analyse Form 1C and certificate; update title chain (AC-006) | Project Manager | T15 | T15 + 3d | 3d (ESTIMATE) | T15 | Not started |
| T17 | Retrieve 1965 conveyance from the Executive’s inbox; add to EV-0042 | Executive | 19 Oct | 21 Oct | 3d | — | Not started |
| T18 | DB/E/1–2 plan 19 and terrier: order (£17) or proxy photography | Executive | 19 Oct | TBC | TBC | — | Not started |
| T19 | VG41 register sheet requested | Executive | TBC | TBC | TBC | — | Not started |
| T20 | Heneb complaint outcome (five-week aim) | Heneb | — | 3 Nov | — | — | Waiting |
| T21 | ICR full complaint (ICR/090/26) drafted and filed | Executive; Project Manager drafts | 2 Nov | 13 Nov (target) | 10 working days (ESTIMATE) | T16 | Not started |
| T22 | ICR window control; outer date about 25 Nov | Executive | — | 18 Nov | — | T21 | Control |
| T23 | Legal advice: route triage before any court step | Executive; adviser to be confirmed by the Executive | TBC | Before any court step | TBC | T16, T21 | Not engaged |
| T24 | S0 End Stage Report; S1 Stage Plan; Business Case update | PM | 7 Dec | 16 Dec | 8d | T16, T21 | Not started |
| T25 | Gate G0: approve, revise or stop | Executive | 18 Dec | 18 Dec | 0d | T24 | Planned |
| DMG-IN | Supply damages inputs (5 items: I-015 to I-019) | Executive | 19 Oct | TBC | TBC | — | Not started |
Critical path
HM Land Registry subject access reply (due 28 Oct) → copies or refusal → OC2 only for what is refused (approval) → Form 1C analysis → ICR complaint (13 Nov) → End Stage Report → G0.
PRINCE2 7 outlines: sources · product set · archive