Capita Case Study.

>> Executive Summary

Capita, a leading UK consulting and digital transformation provider, was awarded a £90 million, 12-year contract under the Ministry of Defence’s Defence Fire and Rescue Project (DFRP) to modernise and manage fire and rescue services across more than 40 MOD sites. This large-scale transformation required the integration of new technologies, construction and fleet programmes, workforce transition, and modernised training and operations.

PL Projects was engaged to lead the programme planning function, establishing a unified, strategic planning framework to coordinate multiple delivery partners and ensure on-time, compliant delivery across all workstreams. Through robust governance controls, integrated scheduling, and clear stakeholder alignment, PL Projects enabled Capita to manage a highly complex, multi-year transformation with precision and transparency.

Our structured approach ensured seamless operational readiness at RAF sites, the successful rollout of 138 modern fire appliances, centralisation of firefighter training, and the smooth TUPE transfer of over 600 personnel. The project achieved all key performance indicators within its first year, delivering a modern, responsive, and future-ready fire and rescue service for the UK Defence estate.

The Client.

Capita plc is one of the UK’s leading consulting, transformation, and digital services providers, supporting organisations across both public and private sectors. With decades of experience delivering large-scale change and managed service programmes, Capita helps its clients enhance operational performance, reduce costs, and improve customer and citizen outcomes through innovative, technology-enabled solutions.

As a trusted partner to government and defence organisations, Capita plays a key role in modernising essential public services and ensuring long-term value through digital transformation, workforce optimisation, and sustainable delivery models. The company’s diverse portfolio spans defence, local government, education, healthcare, and infrastructure – demonstrating its breadth of capability and commitment to operational excellence.

Under the Ministry of Defence’s Defence Fire and Rescue Project (DFRP), Capita was awarded a £90 million, 12-year contract to design, deliver, and manage a fully modernised fire and rescue service across the UK Defence estate. The programme represents one of the largest transformation initiatives of its kind within the MOD, encompassing more than 40 sites nationwide. Through this engagement, Capita is responsible for introducing new technology, modernising equipment and facilities, improving training standards, and delivering a more efficient, responsive, and safe fire and rescue service that meets the evolving needs of Defence operations.

The Challenge.

The Defence Fire and Rescue Project (DFRP) is a large-scale transformation programme aimed at delivering a modern, efficient, and responsive fire and rescue service across the UK Defence estate.

The programme encompasses the integration of new technologies, construction of facilities, fleet modernisation, workforce transformation, and the implementation of new training and operational models.

PL Projects was engaged to lead the programme planning function, providing strategic planning and governance expertise to ensure the successful coordination and delivery of this complex, multi-year initiative.

The Solution.

PL Projects was responsible for establishing and managing the integrated programme planning framework, ensuring alignment across all delivery partners and stakeholders.

Our key contributions included:

Integrated Planning

Developed and maintained a comprehensive Integrated Programme Plan aligning multiple interdependent workstreams, including:

• Capital construction projects
• Fire appliance manufacturing and delivery
• ICT systems integration and deployment
• Centralised training transformation
• HR restructuring and TUPE transfers
• Operational readiness and service transition across MOD sites

Planning Governance and Controls

• Implemented robust schedule governance frameworks to support programme assurance and decision-making
• Developed and maintained Plan-on-a-Page (PoaP) artefacts to provide executive-level visibility of programme status and critical path activities
• Delivered schedule performance tracking using Earned Value Management (EVM) principles and milestone trend analysis

Stakeholder Engagement and Reporting

• Supported cross-functional collaboration through regular planning workshops, dependency mapping, and risk-adjusted scheduling
• Produced consistent and transparent reporting outputs to feed into RAID logs, highlight reports, and programme board submissions
• Ensured alignment with PMO standards and promoted a culture of “one version of the truth” across all planning artefacts

Key Achievements.

Operational Readiness

Enabled the successful transition of fire and rescue services at key RAF sites, including RAF Scampton and RAF Valley, ensuring continuity of service and compliance with MOD standards.

Fleet Deployment

Supported the phased rollout of 138 new fire appliances, including Oshkosh High Reach Extendable Turret (HRET) Strikers and Angloco Multi-Purpose Response Vehicles (MPRVs), enhancing operational capability and response times.

Training Transformation

Facilitated the centralisation of firefighter training at Capita’s Fire Service College, aligning training delivery with modern standards and operational requirements.

Workforce Transition

Supported the successful transfer of over 600 fire service personnel under TUPE regulations, ensuring minimal disruption and maintaining service quality.

Performance Management

Contributed to Capita achieving all key performance indicators (KPIs) in the first year of service delivery, including response times, training compliance, and risk assessment completion.

Risk and Issue Management

Enabled the proactive management of over 5,000 Fire Risk Assessments and supported the response to nearly 3,000 incidents since service commencement in April 2020.

The Outcome.

PL Projects’ leadership in programme planning was instrumental in the successful mobilisation and ongoing delivery of the Defence Fire and Rescue Project (DFRP). Our structured approach provided Capita with a clear roadmap, enabling them to coordinate multiple complex workstreams across a geographically dispersed estate while maintaining service continuity and operational effectiveness.

By embedding best-practice planning methodologies, including integrated programme planning, risk-adjusted scheduling, and milestone trend analysis, we fostered cross-functional collaboration and ensured rigorous governance at every level of the programme. This approach allowed all delivery partners to work from a single, coherent plan, reducing duplication, improving visibility, and providing actionable insights for senior stakeholders.

Our contribution ensured that the programme remained on schedule, within scope, and aligned with MOD standards, despite the additional challenges presented by the COVID-19 pandemic. Even in the face of unprecedented operational disruptions and logistical constraints, the planning framework provided the control and flexibility needed to adapt quickly, make informed decisions, and mitigate potential delays.

The planning framework we established continues to support ongoing delivery, performance monitoring, and continuous improvement. It enables Capita to track progress against critical milestones, manage dependencies, and anticipate risks across all aspects of the DFRP. As a result, the programme has maintained high operational readiness, accelerated the deployment of modern fire appliances, and delivered a workforce and training model aligned with contemporary defence requirements.

In short, PL Projects’ intervention ensured not only the successful mobilisation of the programme but also the creation of a sustainable, future-ready planning capability that will underpin the ongoing evolution and performance of the UK Defence Fire and Rescue Service.

Conclusion:

The Defence Fire and Rescue Project represents one of the most ambitious and complex transformation programmes within the UK Defence sector – demanding precise coordination, technical excellence, and robust planning discipline. Through our partnership with Capita, PL Projects played a critical role in turning this vision into a sustainable, operational reality.

By establishing a unified planning framework and embedding best-practice governance, we enabled Capita to manage multiple high-value workstreams with confidence – from fleet rollout and workforce transition to ICT integration and training reform. Our proactive approach to risk management, dependency mapping, and stakeholder engagement ensured that delivery remained controlled, transparent, and outcome-focused at every stage of the programme.

The results speak for themselves: improved operational readiness across the Defence estate, enhanced response capabilities through fleet modernisation, and a transformed workforce and training model aligned with modern Defence standards. Even amid the challenges of a global pandemic, the programme remained on track, delivering measurable performance improvements and maintaining service continuity for the Ministry of Defence.

At PL Projects, this engagement reflects the core of what we do – bringing structure to complexity, enabling collaboration across multiple partners, and ensuring that large-scale transformation programmes are delivered with precision, integrity, and lasting impact. Our ongoing partnership with Capita continues to support the DFRP’s evolution, helping to build a safer, more efficient, and future-ready fire and rescue service for the UK Defence community.

Why PL Projects: A Trusted Partner in Transformation.

At PL Projects, we don’t just support transformation – we enable it. Our reputation as a trusted partner in complex, large-scale programmes stems from our unwavering commitment to delivery excellence, structured governance, and collaborative stakeholder engagement.

1. Deep Expertise in Complex Public Sector Programmes
   Our consultants bring extensive experience delivering multi-year transformation projects across defence, public services, and regulated industries. This sector-specific knowledge allows us to understand operational constraints, compliance requirements, and stakeholder priorities, ensuring solutions are practical, scalable, and aligned with strategic objectives.
2. Proven Delivery in High-Stakes, Multi-Workstream Initiatives
   We specialise in high-value, high-complexity programmes like the Defence Fire and Rescue Project. Our ability to establish robust planning frameworks, coordinate interdependent workstreams, and maintain programme oversight under challenging conditions has been critical to achieving outcomes on time and within scope.
3. Practical, People-Focused Approach
   Transformation is as much about people as it is about process. PL Projects works closely with programme teams, PMOs, and delivery partners to ensure planning tools, governance frameworks, and reporting processes are understood, adopted, and embedded. This hands-on approach fosters collaboration, accountability, and a shared focus on delivering results.
4. Planning and Governance Excellence
   Our teams are recognised for their expertise in programme planning, governance, and portfolio management. By implementing structured planning cycles, risk-based QA, and integrated reporting frameworks, we help clients move from reactive delivery to proactive, confident control of their programmes.
5. Capability Building and Sustainable Support
   PL Projects not only implements solutions but also builds internal capability. Through coaching, structured training, and embedded advisory support, we ensure clients can sustain improvements and continue to operate effectively long after our engagement ends.
6. Flexible, Embedded Long-Term Partnership
   Large-scale transformation is a journey, not a single event. We embed within client teams, adapt to evolving programme needs, and provide flexible support that evolves with the programme. Our long-term involvement ensures continuity, knowledge retention, and ongoing value creation throughout every phase of transformation.

PL Projects goes beyond being a delivery partner – we act as a strategic enabler for complex, mission-critical transformations. If your organisation is embarking on a high-stakes programme or seeking to strengthen planning, governance, and delivery capability, get in touch with us today to see how we can help you achieve your goals with precision, confidence, and lasting impact.

Exceptional project delivery – more happy clients.

These are just a few of the great things our clients have said about us! We have even more testimonials from leading companies, praising our expert project management delivery, PMO excellence, planning, governance, and controls. Our accredited training and dedicated training team have also received fantastic feedback. See what our clients say about how we’ve helped them achieve project success – click below to read more!