GOV 047183 Appendix 3.pdf

From:
[Out of Scope]
Sent:
Thursday, 26 February 2026 4:11 pm
To:
Andrew Milne
Subject:
FW: Mailhouse Project
Attachments:
Mail house transition Steering Committee meeting 200226.pdf
Hi Andy
As per earlier convo, here’s some bullets re: the Mailhouse Project:
 Being run as a BAU project within Corporate & Finance
 Originally envisioned to be delivered this FY year for $1.56m – following replanning, indications are now ﬁnal release to go live in July 2027, with a revised forecast of $4.29m (in speaking to [Out of Scope] yesterday, she indicated the
additional amount has been factored into her FY 27 budget)
 The complexity and dependencies of this work have grown as they understand more e.g level of integration, business impacts, etc…
 In speaking to [Out of Scope] yesterday, she’s starting to get under the hood of this project and digging into what’s happening – I suggested to her it might be timely to bring this work under the Change Portfolio, she’s open to this, though to
note, no conversations have o icially happened with Enabling re: this (and it would need to come with the $$s)
Keen on your thoughts re: bringing it into the Change Portfolio, and am assuming you’d want to chat to Stewart about ﬁrst before we speak to Enabling…?
[Out of Scope]
From: [Out of Scope]
@acc.co.nz>
Sent: Wednesday, 25 February 2026 6:59 pm
To: [Out of Scope]
@acc.co.nz>; [Out of Scope]
@acc.co.nz>
Cc:[Out of Scope] @acc.co.nz>
Subject: RE: Mailhouse Project
Hi [Out of Scope]
See below in red. It’s a good example of the risks from running projects outside of the Portfolios where we have the delivery mechanisms and controls in place.
Thanks
From:[Out of Scope]
@acc.co.nz>
Sent: Wednesday, 25 February 2026 4:03 pm
To: [Out of Scope]
@acc.co.nz>; [Out of Scope]
@acc.co.nz>
Cc: [Out of Scope] @acc.co.nz>
Subject: RE: Mailhouse Project
Thanks [Out of Scope] for raising. A couple of questions from me:
 The FY27 costs, how are they proposing to fund that – C&F baseline? I’m assuming the $1.5m for this ﬁnancial year they baseline funded…?
It is currently fully funded out of C&F. Next year Enabling was anticipating putting in a bid but given the costs they aren’t sure so now. I assume it would be C&F BG funded again otherwise.
 From the Open Actions (as per below) that has now been closed – who is [Out of Scope] and do we have any understanding of what the convo was/why now closed? And was it a convo at the steering committee re: the potential move to
Enabling?
Assume this is [Out of Scope]
Principal Advisor) who has been speaking to [Out of Scope] about bringing it into Enabling
 Do you have any view of how much resourcing from outside of C&F is being pulled in to support this work?
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From:
Thomas Ronan
Sent:
Thursday, 4 April 2024 12:19 pm
To:
[Out of Scope]
Cc:
[Out of Scope]
Subject:
RE: Category Plan - External Mailhouse Services 2024-34
Endorsed too – thanks folks.
Thomas Ronan,
Head of Client Recovery, ACC
[Out of Scope]

Wellington - Justice Centre - ACC
Wellington 6011 / New Zealand
ACC Website | ACC Newsroom | Facebook | Instagram | LinkedIn | YouTube | Twitter
From: [Out of Scope]
@acc.co.nz>
Sent: Wednesday, April 3, 2024 3:07 PM
To: [Out of Scope]
@acc.co.nz>
Cc: [Out of Scope]
@acc.co.nz>; Thomas Ronan [Out of scope]
; [Out of Scope]

Subject: RE: Category Plan - External Mailhouse Services 2024-34
Endorsed
From: [Out of Scope]
@acc.co.nz>
Sent: Wednesday, April 3, 2024 10:54 AM
To: [Out of Scope]
@acc.co.nz>
Cc: [Out of Scope]
acc.co.nz>; Thomas Ronan [Out of scope]
Melanie[Out of Scope]

Subject: Category Plan - External Mailhouse Services 2024-34
Kia Ora [Out of Scope]
Thank you for your  me reviewing the strategy with [Out of Scope] prior to Easter and agreeing to support the category plan.
[Out of Scope]  has amended the breakdown of correspondence types on Page 7 (6. Service Volumes July 2022 – June 2023), as you requested
Please can you respond with your endorsement so [Out
of S can include your digital signature. We will then conﬁrm endorsement by [Out of Scope] and Thomas and submit as an a achment to the EXEC cover memo.
Enjoy your  me away.
Ngā Mihi
[Out of Scope] ,
1

Portfolio Manager 00514765, ACC

[Out of Scope]

Procurement - 0920 / Wellington - Justice Centre - 6011
ACC / PO Box 242 / Wellington 6140 / New Zealand

ACC Website | ACC Newsroom | Facebook | Instagram | LinkedIn | YouTube | Twitter

ACC cares about the environment – please don’t print this email
unless it is really necessary. Thank you.

2

From:
[Out of Scope]
Sent:
Friday, 24 January 2025 1:05 pm
To:
[Out of Scope] ; Stewart McRobie
Cc:
[Out of Scope]
Subject:
RE: Approval and execution of Contract with Marketing Impact for External Mailhouse Services
Hi [Out of Scope]
Just conﬁrming that I’ve printed the Memo for Stewart to sign, and have just printed the actual contract too.
I’ll advise when both documents have been ﬁnalised.
Thanks,
[Out of Scope]
[Out of Scope] ,
Business Manager 1000058, ACC
[Out of Scope]
|
DCE Oﬃce - Corporate & Finance - 0870 | Wellington - Jus ce Centre
ACC |
| Wellington 6011 | New Zealand
ACC Website | ACC Newsroom | Facebook | Instagram | LinkedIn | YouTube | TikTok
From: [Out of Scope]
@acc.co.nz>
Sent: Friday, 24 January 2025 12:28 pm
To: Stewart McRobie [Out of scope]

Cc: [Out of Scope]
@acc.co.nz>; [Out of Scope]
@acc.co.nz>
Subject: Approval and execution of Contract with Marketing Impact for External Mailhouse Services
Kia Ora Stewart
We have completed procurement processes, due diligence, and other requirements for award of the contract for mailhouse services to Marketing Impact after the recent Lean Agile Procurement Process.
The contract is a master agreement under which di erent job streams will be instructed as distinct service orders.  The contract term is 3 + 2 years. During this period, we will consolidate mailhouse processes on a single supplier and look
to change processes so email and use of SMS messaging / portals is preferred over physical mail.  It will also become simpler to transition legacy processes where correspondence is still printed internally and mailed from ACC o ices to
more e icient mailhouse systems.
Under the Corporate Delegations Schedule (Procurement) the Deputy Chief Executive – Corporate & Finance has authority to approve the recommendation and sign the contract for ACC.
Please can you:
 review and approve the recommendation and conﬁrm you have no conﬂicts of interest,
 sign the contract on behalf of ACC by:
o entering today as the start date at the top of page 3 (crossing out the 2024 and replacing with 2025), and
o placing your signature and today’s date in the signature block on page 44.
1

From:
[Out of Scope]
Sent:
Monday, 9 June 2025 10:41 am
To:
Stewart McRobie
Cc:
[Out of Scope]
Subject:
Lean business case - Mail house transition
Attachments:
Lean-Project-Business-Case-Template- Mailhouse transition-Nov-2024 .pptx; [Out

of Scope] approval Lean business case.pdf; [Out

of Scope approval Lean business case.pdf
Good morning Stewart
Attached is the lean business case for the Mail house transition project for your approval.
Summary of the key points:
-
Migration of 15 mail house jobs and gone no address processing to Marketing Impact following the procurement activity late last year.
-
Project funded out of cost centre 873 – Revenue Operations
-
Primarily like for like delivery, some quick win improvements to user experience
-
Delivery over the next 12 months (work already underway)
[Out of Scope] have approved (emails also attached).
I would appreciate your approval of this business case. Please let me know if you have any questions.
Kind regards
[Out

of Scope]
[Out of Scope], (She/Her)
Project Manager
ACC
Tel [Out of Scope]
/
Wellington - Justice Centre
ACC / 19 Aitken Street, Wel ington, 6011
PO Box 242 / Wellington 6140 / New Zealand
ACC Website | ACC Newsroom | Facebook | Instagram | LinkedIn | YouTube | Twitter
1

From:
[Out of Scope]
Sent:
Wednesday, 27 August 2025 5:40 pm
To:
Stewart McRobie
Cc:
[Out of Scope]
Subject:
RE: Mailhouse Services Service Order 3 for approval
Thank you!
Ngā Mihi
[Out of Scope] ,
Procurement Partner, ACC
[Out of Scope]

ACC Website | ACC Newsroom | Facebook | Instagram | LinkedIn | YouTube | TikTok
From: Stewart McRobie [Out of scope]

Sent: Wednesday, 27 August 2025 5:39 pm
To: [Out of Scope]
@acc.co.nz>
Cc: [Out of Scope]

Subject: RE: Mailhouse Services Service Order 3 for approval
Thanks and approved.
[Out of Scope] can a ix my signature or otherwise I am happy to sign the paper version.
Ngā mihi,
Stewart McRobie,
Deputy Chief Executive, Corporate & Finance, ACC
[Out of Scope]

DCE O ice - Corporate & Finance - 0870 | Wellington - Justice Centre
ACC | Wellington 6011 | New Zealand
ACC Website | ACC Newsroom | Facebook | Instagram | LinkedIn | YouTube | Twitter
From: [Out of Scope]
@acc.co.nz>
Sent: Wednesday, 27 August 2025 4:39 pm
To: Stewart McRobie <S[Out of scope]

1

From:
[Out of Scope]
Sent:
Tuesday, 30 September 2025 9:20 am
To:
Stewart McRobie
Subject:
Mailhouse roles
Attachments:
Mailhouse FTE Changes.docx
Importance:
High
Flag Status:
Completed
Hi Stewart,
Would be great if you could send the email below to Megan and doc. Had a chat with her last week but wanted to be really clear about what is and isn’t above establishment so said we’d come back with more details.
If you could please send today, and cc me in, please and thank you.
Thanks,
[Out

of Sc
Hi Megan,
We are seeking the following posi ons to be extended or repurposed to enable the Mailhouse project to remain on track (currently at high risk of not delivering), see the document a ached for context. All roles are budgeted for, however one of the
temporary roles will be above current FTE and establishment. Lisa has endorsed the approach.
1. Approve repurposing a Business Analyst FTE to a Senior Business Analyst FTE (within establishment and within budget)
2. Approve a new temporary Business Analyst role for the duration of 6 months (this will be above establishment).
3. Approve 4 x extensions of temporary Business Analysts for the duration of 16 months (these are above establishment, but already included in our overall FTE organisationally as already exist in the system).
Please let me know if you need any further details.
Thanks,
Stewart
1

From:
[Out of Scope]
Sent:
Thursday, 2 October 2025 1:00 pm
To:
Stewart McRobie; [Out of Scope]
Subject:
RE: Legal and Mailhouse roles
Many thanks Stewart!
[Out of Scope] [Out of scope]

[Out
–
of Scope
FYI.
Ngā mihi nui nā
[Out of Scope] , (She/Her)
General Counsel & Head of Legal, Privacy & Ethics
ACC
[Out of Scope]

ACC | Justice Centre | Wellington 6011 | New Zealand
ACC Website | ACC Newsroom | Facebook | Instagram | LinkedIn | YouTube | Twitter
This email and its attachments are subject to legal privilege and confidentiality. Please discuss with the author before any further disclosure of the contents.
From: Stewart McRobie [Out of scope]

Sent: Thursday, 2 October 2025 12:52 pm
To: [Out of Scope]

Subject: FW: Legal and Mailhouse roles
Hi all,
At last we have a way forward.
Ngā mihi,
Stewart McRobie,
Deputy Chief Executive, Corporate & Finance, ACC
[Out of Scope]

DCE O ice - Corporate & Finance - 0870 | Wellington - Justice Centre
ACC | Wellington 6011 | New Zealand
1

ACC Website | ACC Newsroom | Facebook | Instagram | LinkedIn | YouTube | Twitter

From: Megan Main [Out of scope]

Sent: Thursday, 2 October 2025 12:48 pm
To: Stewart McRobie [Out of scope]

Subject: RE: Legal and Mailhouse roles

Hi Stewart

Thanks for the below, it’s a helpful summary of the situation.

I approve the below. One thing – I understand [Out of Scope] has some analyst (?) roles available so can you check to see if there is a skills match?

Ngā mihi
Megan

Megan Main
Chief Executive Officer, ACC

From: Stewart McRobie <[Out of scope]

Sent: Thursday, 2 October 2025 10:07 am
To: Megan Main <[Out of scope]

Subject: RE: Legal and Mailhouse roles

Hi Megan,

Following on from our discussions and also those that you have had with Imogen, I am keen to clarify the way forward on C&F roles that there is pressure to progress. I understand the overall no headcount upli  message and the need to
accommodate increases within the overall 280 roles that have been approved.

So with this in mind it is proposed:

-  [Out of scope]

-  Separate to the above and in order that the Mailhouse project remains on track, there are requests in ﬂight to recruit and extend temporary resource as follows. These requests are supported by Lisa and to highlight they are all temporary and
needed to support the project and are not required beyond this.

1.  [Out of scope]

2.  Approve 4 x extensions of temporary Business Analysts for the dura on of 16 months (these roles are already in place and are also within budget).

Would you please be able to approve and this will enable these recruitments to be progressed.

With thanks

Stewart

Ngā mihi,
Stewart McRobie,
Deputy Chief Executive, Corporate & Finance, ACC

[Out of Scope]

DCE O ice - Corporate & Finance - 0870 | Wellington - Justice Centre
2

From:
[Out of Scope]
Sent:
Wednesday, 19 February 2025 2:04 pm
To:
[Out of Scope]
Subject:
RE: Request for two fixed term roles to support Mailhouse transition
Thanks and approved
Ngā mihi,
Stewart McRobie,
Deputy Chief Executive, Corporate & Finance, ACC
[Out of Scope]

DCE O ice - Corporate & Finance - 0870 | Wellington - Justice Centre
ACC | Wellington 6011 | New Zealand
ACC Website | ACC Newsroom | Facebook | Instagram | LinkedIn | YouTube | Twitter
From: [Out of Scope]
@acc.co.nz>
Sent: Wednesday, 19 February 2025 12:57 pm
To: Stewart McRobie [Out of scope]

Subject: Request for two fixed term roles to support Mailhouse transition
Kia ora Stewart
Could you please review the attached business case requesting two ﬁxed term Business Analysts to backﬁll some of our Levy Systems team who are now focussed on the Mailhouse transition project. Costs for these sta  will be met
within the C&F budget this year and have been budgeted in Revenue Operations next year.
The business case has been endorsed by P&C, and approved by [Out of Scope] .
Thanks,
[Out of Scope
[Out of Scope] ,
Manager Treasury & Revenue Operations, ACC
[Out of Scope]  | |
Revenue Operations-0873 | Wellington - Justice Centre
ACC |
| Wellington 6011 | New Zealand
ACC Website | ACC Newsroom | Facebook | Instagram | LinkedIn | YouTube | TikTok
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