POL00028146 - Bringing Technology to Post Offices and Benefit Payment: Certificate of Technical Concurrence

Evidence on official site

POL00028146

POL00028146
PO Top-bs. 96 14:58 Fax ALAN SHEPHERD Booz-o04
09/05 ‘96 14:27 FAX [_ POHQ L008
03/05 '86 09:43 FAX ALAN suEPaERD es

CERTIFICATE OF TECHNICAL C

ONCURRENCE

CONCURRENCE: 96/002

BUSINESS: POST OFFICE COUNTERS LTD

PROJECT: BRINGING TECHNOLOGY TO POST OFFICES AND
BENEFIT PAYMENT

PROJECT DESCRIPTION:

This is a joint project between Post Office Counters Ltd and the Benefits Agency.
The objectives are

* to automate the payment of benefits across Post Office Counters;

* to provide a general electronic point of sale capability;

* to provide a platform for the automation of a wider range of transactions in
future;

* to enable the introduction of new business to Post Office Counters that is
dependent upon automation.

In its entirety the project covers
* automation of all Post Office Counter positions;

* capability to distribute information to Post Offices, and collect transaction data
electronically;

= capability to send on line enquiries to client cornputer, and to send transaction
data to clients, via an electronic switch;

* interfaces between the switch and relevant POCL business systems;

* the system is to be provided by Supplier X under the Private Finance Initiative

(PFI).

TCC 96/002 Lstua Date: 03/05/96 Issue Tizne; 9:03 Paget

POL00028146

POL00028146
+0940 (96 14:55 Fax ALAN SHEPHERD @oo3-004
o8/p8 ‘96 14:27 FAX P.0.H.Q ee Boos
3/05 "96 99: ain ene
43° Far ALAN se
mg FEED Qeoa/oos

SCOPE AND CONTEXT

Whilst the initial contract specifically covers only Benefits Agency transactions, the
supplier is required to provide a facility that can readily be extended to other areas of
business. This is a major transformational project for Post Office Counters, which
will have wider implications for The Post Office as a whole. The process for
managing this project with the supplier must be designed to support these wider gozis.

REMARKS

1, The technical architecture is dependent upon the continuance of the “norninared
office” principle.

2. The EPOS software will be a bespoke development, and not based upon 2
standard retail software package.

3. Specifications of automated support for non-BA transactions will be a matter for
future negotiation with the supplier,

For business reasons, a technical solution has been chosen whose implementation
involves a higher level of technical risk than the alternatives.

CONDITIONS

1. During final contractual negotiations POCL will agree a management process
with the supplier which will minimise the technical risks associated with the
programme. This should include provision for

* Post Office appointed specialists working closely with the supplier's team in a
project assurance role;

* a high level of systems testing before the system is rolled out, ard at
significant milestones, designed to expose, as far as possible, any problems
that are likely to be experienced as the scale of implementation grows.

* delaying the rollout programme in the event of unsatisfactory iesi
performance, or significant operational problems during rollout.

* reviewing the supplier's contingency plans for dealing with unsxpected
problems.

[Sy

POCL will prepare contingency plans which will enable them to manage the
commercial, political and operational implications of any delay to the rollout
programme.

3. POCL will review the potential system failure modes which might be
experienced during rollout and prepare contingency plans for dealing with each.

‘TCE 96/002 Issue Date: 02/05/96 immune Time; 9:03 Page:?

“ en. ois I ie I
POL00028146

POL00028146
pas 96 14:59 Fax ALAN SHEPHERD Boos-oo4
09/05 96 14:28 Fax P.0.H.Q a 00a

03/05 ‘96 09:44 FAX! ALAN SHEPHERD @oosoag

4. POCL will agree with the supplier a management process for reguiarly reviewing
their system design and its implementation against POCL's evolving business
needs and IS strategy.

5. POCL will meet with ICL ang Fujitsu at the most senior levels to confirm their
commitment to the project, and to understand their philosophy in respect of
resource assignment and contingency management.

6. POCL will ensure that provision is made within their related systems initiatives
for the cost of any consequential modifications to this PFI.

~
Name: fan Shepherd
Director of Research

‘TCC 96/002 Issue Date: 03/05/96 Istua Time: 9:03 Page:3