FUJ00080033
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FUJITSU AP Client File Re-Send : Joint Working Document
Commercial in Confidence
Document Title: AP Client File Re-Send : Joint Working Document
Document Type: Joint Working Document
Release: Not Applicable
Abstract: Joint Working Document to support the AP Client File Re-Send
Service provided to Post Office Ltd by Fujitsu Services
Document Status: APPROVED
Author & Dept: Kirsty Walmsley, Fujitsu Services CS
Internal Distribution: Library and Reviewers
External Distribution: Post Office Ltd Library and Reviewers
Approval Authorities:
Name Role Signature Date
Dave Hulbert Branch Operations Manager,
Post Office Ltd
Steve Denham Head of Service Management,
Fujitsu Services Ltd
Note: See Royal Mail Group Account HNG-X Reviewers/Approvers Role Matrix (PGM/DCM/ION/0001) for
guidance.
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0 Document Control
0.1 Table of Contents
0 DOCUMENT CONTROL...
0.1 Table of Contents.
0.2 Document History.
0.3. Review Details.
0.4 Associated Documents (Internal & External
0.5 Abbreviations.
0.6 Glossary..
0.7. Changes Expected.
0.8
0.9
2 HNG-X..
2.1 Service Definition and Process..
2.1.1 Request for file resend...
2.1.2 File resend and confirmation to Post Office Ltd
2.1.3 Liaison with Client.
2.1.4 Service Charge.
2.2 Service Dependencies and Post Office Ltd Responsibilities.
2.3. Service Availability & Contact Lists...
2.4 Supporting and Calculating Service Level Performance and Liq
2.5 Post Office Ltd / Fujitsu Services Interfaces......
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0.2 Document History
Summary of Changes and Reason for Issue
Version No. Date
Associated Change -
CP/PEAK/PPRR
Reference
0.4 16/03/07
Rewritten as a JWD to replace CS/SER/013 for HNG-X
1.0 29/06/07 Issued for approval
0.3 Review Details
NIA
Review Comments by
Review Comments to
PostOfficeAccountDocumentManagement@ _
Mandatory Review
Role
Name
FJ Senior Commercial Manager
Hilary Forrest
FJ Commercial Executive
Dina Patel
FJ Core Services Unix Operations Manager
Andrew Gibson
FJ CS SSC Manager
Mik Peach
Post Office Ltd, Live Service Manager
Gary Blackburn
Post Office Ltd, Branch Systems Advisor
Scott Somerside
Contracts
Role
Post Office Ltd, Branch Operations Manager Dave Hulbert
Post Office Ltd, Service Transition Manager Gill Matthews
Post Office Ltd, Contract Manager - Other Supply I Mike Hannon
Name
Optional Review
FJ Core Services Client Integration Manager
Steve Gardiner
FJ SI RASD Requirements Business Analyst
Dave Cooke
Post Office Ltd
Rabia Cody
Post Office Ltd
Issued for Information — Please restrict this
distribution list to a minimum
Position/Role
Dean Turner
Name
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(*) = Reviewers that returned comments
0.4 Associated Documents (Internal & External)
Reference Version Date Title Source
PGM/DCM/TEM/0001 I 1.0 13/6/06 Fujitsu Services Royal Mail Group I Dimensions
Account HNG-X Document
(DO NOT REMOVE) Template
CS/SER/011 AP Client Take-On Service Fujitsu Services PVCS
CS/SER/O12 AP Client Delivery Agreement Fujitsu Services PVCS
Change Service
CS/SER/O13 Service Description for AP Client I Fujitsu Services PVCS
File Re-Send Service (the
document which this JWD
replaces),
CS/SER/020 AP Client Ad-hoc Service Fujitsu Services PVCS
SVM/SDM/SD/0003 Data Centre Operations Service: I Fujitsu Services PVCS
Service Description
Unless a specific version is referred to above, reference should be made to the current approved
versions of the documents.
0.5 Abbreviations
Abbreviation Definition
APS ‘Automated Payment Service
0.6 Glossary
Term Definition
AP Client Automated Payments Client
AP Agent The term given to Post Office Ltd Clients (or Service Suppliers) who receive APS
file transmission direct from Fujitsu Services.
AP Clients who are not also AP Agents, receive their files indirectly, via a Post
Office Ltd Client (or Service Supplier) acting as their Agent.
DES/EDG Name of an AP Agent
DES/EDG Client An AP Client that is connected to the AP Service via the AP Agent DES/EDG.
Alliance & Leicester Client I An AP Client that is connected to the AP Service via the AP Agent Girobank
Live Client An AP Client becomes live when the physical connection is established and
configuration completed such that Client transactions can be passed across the
interface. The Client is then considered live until the Client connection service is
terminated and files cannot be transmitted. This is at a mutually agreed time,
typically at least one month subsequent to Client Token termination, to allow the
harvesting, from the branches, of any delayed Client transactions
Non-DES/EDG Client An AP Client that is connected to the AP Service via an AP Agent other than
DES/EDG.
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Non Alliance & Leicester I An AP Client that is connected to the AP Service via an AP Agent other than
Client Alliance & Leicester.
0.7 Changes Expected
RRR
0.8 Accuracy
Fujitsu Services endeavours to ensure that the information contained in this document is correct but, whilst every
effort is made to ensure the accuracy of such information, it accepts no liability for any loss (however caused)
sustained as a result of any error or omission in the same.
0.9 Copyright
© Copyright Fujitsu Services Limited 2007. All rights reserved. No part of this document may be reproduced,
stored or transmitted in any form without the prior written permission of Fujitsu Services.
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1 Service Summary
The AP Client File Resend Service allows Post Office Ltd to request that AP Client transaction
files, that are within seven days of original transmission, are resent to the AP Client or are sent
to Post Office Ltd directly.
Files will be resent to the AP Client over the automated interface to the Client/Agent Gateway, or
files will be sent to Post Office Ltd on a CD-ROM via secure courier.
2 HNG-X
2.1. Service Definition and Process
The service comprises the following components, where A and C are the responsibility of the
Post Office Ltd, B is the responsibility of Fujitsu Services:
A. Request for file resend
B. File resend and confirmation to Post Office Ltd
C. Liaison with Client
Each of these components is described in the following sections.
2.1.1 Request for file resend
Post Office Ltd shall make the request by sending a Fujitsu Services Ad-Hoc Change Request
form by electronic mail (Email) to a Fujitsu Service mailbox and shall also contact Fujitsu
Services by telephone to alert that a request has been made see contacts in 2.2.1). The form
shall state:
A. The Client name
B. The original name and transfer date of the file(s) required to be resent
C. Whether the file is to be sent to the Client or to Post Office Ltd
D. The addressee and location if the file is to be sent on CD-ROM to Post Office Ltd
2.1.2 File resend and confirmation to Post Office Ltd
Fujitsu Services will resend the transaction file to the AP Client over the automated interface to
the Client/Agent Gateway, or will copy the transaction file onto a CD-ROM and despatch this via
secure courier, as requested by Post Office Ltd.
Files for a Non-DES/EDG or Non Alliance & Leicester Client will be sent with the original
filename. Files for a DES/EDG or Alliance & Leicester Client will have the file prefix changed to
a value specified by Post Office Ltd.
Fujitsu Services will advise Post Office Ltd when the file resend to the AP Client Gateway has
been achieved, or when the CD-ROM has been despatched.
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2.1.3 Liaison with Client
Post Office Ltd shall liaise with the Client and advise the Client of the service charge incurred.
Post Office Ltd will confirm when the file has been resent, and confirm that the Client has
received it.
2.1.4 Service Charge
Charges for this service are detailed in SVM/SDM/SD/0003 Data Centre Operations Service: Service
Description
2.2 Service Dependencies and Post Office Ltd
Responsibilities
A. The request must be within seven calendar days of the original day of transmission of the
file.
B. The AP Client must be live at the time of the request (unless we are sending the file on a CD-
ROM).
C. This service will be operated on a per Client basis hence file resend requests for multiple
Clients operating through the same Agent will be treated as separate requests. Therefore
each request shall be for either
a. one AP Client, and up to a maximum of seven files per request, or for
b. Post Office Ltd, and for a maximum of one file per request.
D. The maximum frequency of requests shall be two requests per working day but limited to a
total of five requests per working week.
E. Post Office Ltd shall be responsible for the following:
a. Request for service
b. Liaison with Client
F. Post Office Ltd shall be responsible for obtaining all necessary consents, authorisations and
notifications from relevant Data Controllers, to enable personal data to be processed by
Fujitsu Services as part of this service, in compliance with the Data Protection Act 1998.
Post Office Ltd shall indemnify Fujitsu Services in respect of any losses suffered by Fujitsu
Services in connection with its performance of the service as a result of any Post Office Ltd
failure to have obtained appropriate data protection related consents, authorisations and
notifications. Post Office Ltd shall send confirmation to Fujitsu Services (e.g. by fax) that
these consents have been arranged.
2.3 Service Availability & Contact Lists
The Service will be available for receipt and processing of service requests between the hours of
09:00 to 17:30 Monday to Friday excluding all English bank and public holidays.
2.3.1 Fujitsu Services AP Service Management Contacts
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Monday — Friday, 09:00 to 17:30 only.
Prime Contact Kirsty Walmsley GRO
Liz Melrose
Escalation
2.3.2 Post Office Ltd AP Service Management Contacts
Monday — Friday, 08:30 to 16:30 only.
Prime Contact Post Office Service Desk
Escalation: Antonio Jamasb
2.4 Supporting and Calculating Service Level Performance
and Liquidated Damages
There are no Service Levels for this service.
However, Fujitsu Services staff will use reasonable endeavours to action the request within the
working day on which the request is received. However, the minimum lead-time between receipt
of the file resend request and the file resend is four hours.
2.5 Post Office Ltd / Fujitsu Services Interfaces
Post Office Ltd AP Service Management contact (Section 2.3.2) will liaise with the Fujitsu
Services AP Service Management contact (Section 2.3.1).
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