PSTN & Broadband Line Audit

• Work Specification: PSTN & Broadband Line Audit (Contractor) • 1. Purpose The purpose of this engagement is to undertake a comprehensive audit of all PSTN and broadband lines across Lincolnshire County Council (LCC) to: • Validate whether each line is still required • Identify ownership and accountability • Confirm supplier/provider details • Produce a clear, evidenced recommendation for retention or cessation The audit will support cost reduction, service optimisation, and governance compliance. 2.1 Asset Identification • Compile a complete inventory of: • PSTN lines • Broadband circuits (including DSL, FTTC, FTTP, leased lines) • Reconcile data from: • Existing supplier invoices • Internal records / CMDB (where available) • Local site validation where required2.2 Data Capture (Per Line) For each identified line, the contractor must capture: • Line reference / circuit ID • Physical location / site • Business use (if identifiable) • Associated service/system (if known) • Service owner (named individual or role) • Site contact / suite contact • Supplier / provider • Contract status (if known) • Cost (where available)2.3 Validation of Requirement For each line: • Engage with service owners / site contacts to confirm: • Whether the line is still required • Whether the service can be rationalised, migrated, or ceased • Document: • Confirmed required lines • Lines with no identifiable owner • Lines confirmed as redundant3. Outputs & Deliverables The contractor shall produce the following:3.1 Master Audit Register A structured dataset (Excel or agreed format) containing: • Full list of all lines identified • All captured attributes (as outlined above) • Status classification: • Keep • Cease • Under Review / Unknown3.2 Audit Findings Report A written report including: • Summary of total lines identified • Breakdown by status (Keep / Cease / Unconfirmed) • Key risks and issues (e.g. orphaned lines, duplicate services) • Opportunities for cost savings • Recommendations for rationalisation3.3 Cessation Schedule • Prioritised list of lines recommended for cease • Grouped by: • Supplier • Site • Service impact risk4. Audit Trail & Evidence Requirements The contractor must maintain a robust and auditable evidence base, including: • Record of all communications with service owners • Decision logs for each line (retain vs cease) • Supporting evidence for decisions (email confirmations, system checks, etc.) • Version-controlled audit dataset This aligns to LCC expectations for audit transparency, traceability, and governance, including: • Full audit logs • Evidence chain for decisions • Clear ownership and change tracking5. Methodology PSTN & Broadband Line Audit The contractor shall adopt a structured audit approach, including: • Data discovery and reconciliation • Stakeholder engagement • Validation and challenge of existing records • Evidence-based decision making • Iterative refinement of the audit dataset Audit activities must be clearly documented and repeatable, with defined roles, deliverables, and evidence requirements6. Duration and Timeline • Total duration: 3 months • Indicative phases: • Phase 1: Discovery & data collection • Phase 2: Validation & stakeholder engagement • Phase 3: Final classification, reporting, and recommendations7. Additional Requirement ? Soft Cease Activity Where sufficient time remains within the engagement: • The contractor shall: • Initiate soft cease requests with suppliers for lines confirmed as redundant • Track status of cease requests • Report progress and any constraints (e.g. contract lock-in, dependencies) • All cease actions must: • Be approved by LCC prior to submission • Maintain a full audit trail of approvals and communications8. Governance & Reporting • Weekly progress updates to LCC lead • Regular reporting including: • Progress against total lines • Issues requiring escalation • Emerging savings opportunities • Final presentation of findings and recommendations9. Roles and ResponsibilitiesContractor PSTN & Broadband Line Audit • Deliver all audit activities • Maintain audit records and evidence • Engage stakeholders • Produce all outputs and reportsLCC PSTN & Broadband Line Audit • Provide access to available data sources • Facilitate introductions to service owners / site contacts • Approve cease recommendations10. Success Criteria PSTN & Broadband Line Audit The engagement will be deemed successful where: • A complete and validated inventory of lines exists • Each line has: • A confirmed status (keep/cease/unknown) • Identified ownership (where possible) • A clear list of lines to be ceased is agreed • A full audit trail is maintained • Opportunities for cost savings are clearly evidenced