FUJ00078114
FUJ00078114
ICL Pathway Implementation Strategy (Release 1b) Ref: IM/STR/0003
Version: 1.2
Date: 12/01/98
Document Title: Implementation Strategy
Document Type: Strategy Document
Abstract: This paper documents the strategy through which the
Horizon counter infrastructure is implemented in the Post
Office network. In particular this version covers the
activities required for release 1b
Status: Issued
Distribution:
ICL Pathway ICL Pathway PDA
Terry Austin Eugene Dempsey _— Andy Jones
John Dicks Dave Howells John Bruce
Liam Foley Phil Boyle Steve Grayston
Steve Muchow Paul Underwood Douglas Craik
Barrie Davies Eamonn Long
Bob McDermott Barry Hancill Suppliers
John Hunt Lorraine Holt Steve Gibbons, WTL
Ian Honnor Steve Hyde Bob McCully, Sorbus
Richard Long John Coleman Alistair Cameron, D2D
Alan Ward Simon Lee Stuart Kearns, Peritas
Barry Vaughan Martin Riddell Vivian Butler, Exel
Andy Moley Dave Fletcher Simon Girling, Energis
Steve Warwick Andy Donnachie Chris Mee, Verification Centre
Ian Morrison Allan Prescott Jim Booth, Verification Centre
Steve Cowburn Billy Herd Celia Tebbs, WTL
Pete Jeram Anna Campopiano Les Betts, Sorbus
John Coman Sue Downham Linda James, Exel
Peter Burden
Author: Mark Fisk
Comments to: Mark Fisk
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Nothing contained herein shall be deemed or construed as affecting existing contractual obligations or creating new contractual
obligations between ICL Pathway, the DSS and / or POCL
© 1997 ICL Pathway Ltd
FUJ00078114
FUJ00078114
ICL Pathway Implementation Strategy (Release 1b) Ref: IM/STR/o003
Version: 1.2
Date: 12/01/98
0 Document control
0.1. Document history
Version Date Reason
ou 17/12/96 _ Initial first draft for limited circulation only
0.2 14/2/97 ~~ Updated with comments received on version 0.1
1.0 28/2/97 Document issued to PDA for comments
1d 23/4/97 Document updated after PDA comments
1.2 28/2/97 I Document updated after moderators review
0.2 Approval authorities
Name Position Signature Date
Barrie Davies Implementation Manager
ICL Pathway
Bob McDermott Rollout Manager
ICL Pathway
Douglas Craik Head of POCL
Implementation (PDA)
Andy Jones Installation Manager
PDA
0.3. Associated documents
Reference Vers Date Title Source
1 PM/PLA/o008 1.0 Rollout Stage Management Plan Barry
Hancill
2. TD/ARC/oo001 1.0 21/10/96 Technical Environment Description Alan
Ward
3. RS/FSP/o01 1.0 Security Functional Specification
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ICL Pathway Implementation Strategy (Release 1b) Ref: IM/STR/o003
Version: 1.2
Date: 12/01/98
4. IM/STR/o0014 1.0 Implementation Security Strategy Eamonn
Long
5. 527/001/3.0 3.0 17/10/96 Counter Hardware Strategy Dave
Cooke
6. TBA 0.2 Horizon Counter Layouts - Options for
release 1b
7. Access Control Policy Belinda
Fairfield
8. DW/DOC/o00_ 01. 3/12/96 Data Warehouse: High Level System Andrew
n Interfaces Boyd
9. IM/STR/oon 1.0 Bar Coding of Post Office and Counter Dave
PC Howells
10. IMP/STR/o013 2.0 In Office Migration Strategy for release Sue
ib Downha
m
pt IM/PRC/006 2.0 Operation aspects of Horizon Field Mark Fisk
Support Officers - release 1b
12 IM/PRC/ 11 Post Office Establishment Process Mark Fisk
B IM/ACS/o005_ 0.1 18/3/97 I DSS/POCL Implementation Part D - Pamela
Rollout Acceptance Specification Barlow
14 TBA 0.2 Training Requirements for releaseib Lorraine
Holt
15 IM/FSP/0003 2.1 Rollout database - Interface definition Paul
Underwoo
d
0.4 Abbreviations
ALPS Automation of London Post Offices
AP Automated Payments
APT Automated Payments Terminal
BA Benefit Agency
BAD Benefit Agency District
BOS Back Office System.
CAD Computer Aided Design
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ICL Pathway
Implementation Strategy (Release 1b)
FUJ00078114
FUJ00078114
Ref: IM/STR/o003
Version: 1.2
Date: 12/01/98
PDA
PO
POCL
PSTN
UTP
WAN
WTL
Configuration Management
Design to Delivery
Department of Social Security
Electronic Cash Register on Counters
International Computers Ltd.
Integrated Services Digital Network
Information Technology
Local Area Network
Personal Computer
Programme Delivery Authority
Post Office
Post Office Counters Ltd
Public Switched Telephone Network
Unshielded Twisted Pair
Wide Area Network
Workplace Technologies Ltd
0.5 Changes in this version
This version has been specifically updated to reflect release 1b strategies only
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Version: 1.2
Date: 12/01/98
0.6 Table of content
1 Introduction
1.1 Purpose ...
1.2 Scope ...
1.3 Implementation Overview ........ssceseeessesseesesneeseeneens
2 About this document.
3 Communication during the Rollout Programme.
3.1 Correspondence
3.2 Telephone Calls
3.3 Security vetting procedures ........sccsseseseseesesesseeseeenee
3.4 Secure sites. ..
3.5 Behaviour on site...
4 Horizon Counter Hardware Strategy
4.1 The counter environment. ..........scessseceeseesseeseesesseeseesee
4.1.1 Equipment packaging...........cccseceseseeseseeseeseeees
4.1.2 Positioning of equipment in Outlets
4.1.3 Physical equipment layout at the counter position. ..
4.2 Communications eENvirONMENE .........eeeeeeteteteeeeeeees
4.2.1 Wide Area Network Connections.
4.2.2 LAN Interconnections.........ceccsssesssesseseesseseeseenees
4.3 Peripheral environment...
4.3.1 Office Printer...
4.4 Existing systems envirONMENt 1...
4.4.1 Manual weigh scales.
4.4.2 All other environMent..........cessesesesseeseeseenee
4.5 Categorising outlets...
5 Rollout Database...
5.1 Inputs to the database. ...
5.1.1 Input from POCL....
5.1.2 Input via Database Rules.
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ICL Pathway Implementation Strategy (Release 1b)
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Version:
Date:
FUJ00078114
5.1.3 Input via Updates. .............
5.1.4 Input via the Administrator ..............
5.1.5 Amending data on the Rollout database. .....
5.2 Outputs from the Rollout database
5.2.1 Output to the Configuration Database.
5.2.2 Output to the Management Interface System.
5.2.3 Output as Reports
5.2.4 Outputs to specific Users...
5.2.5 Outputs to PDA.........00
5.3 Views on the database ...............
5.4 Outlet Identifiers. ......
5.4.1 Post Office Code format. «0.0... eee
5.5 Physical connections.
5.5.1 Operating the rollout database. ........
6 Overview of the Implementation process. ....
6.1 Structure of the Pathway Implementation Team. ..............
6.2 Overview of the implementation process.............
6.2.1 Preparation for release 1b...
6.2.2 Implementation Programme
6.2.3 Preparation activities
6.2.4 Installation activities..
6.2.5 Post Implementation act
6.2.6 Hand Over to Steady State activities
6.2.7 Initial population of the rollout database. ...
6.2.8 Implementation Unit Schedules.......
6.2.9 Management of Change...
6.2.10 Scheduling Priority of Outlets.
6.3 Outlets which fail to meet target dates ....
6.4 Management of Drop Offs
6.5 Interfaces and Escalation Routes. ..........04+
7 Version Control of Horizon Hardware and Software ...
7.1 Software Baselines. .....
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37
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Version: 1.2
Date: 12/01/98
7.1.1 Production of a BASELINE............ . 67
7.1.2 Creating a new BASELINE.............+. + 68
7.1.3 Baseline time-scales. ..........
7.1.4 Software BASELINE integrity
7.1.5 Configuration information
7.2 Hardware BASELINEs.
8 System Build & Configuration .
8.1 Overshipper contents............05
8.2 Equipment test routines........
8.3 Initial forecasts for Horizon equipment............... oot)
8.4 Confirmed orders for Horizon equipment 17
8.5 Equipment Delivery ond
8.6 Overshipper requirements and packaging 172
8.6.1 Overshipper Release Number
8.7 Overshipper collection. ............. 73
8.8 Rollout database requirements............. 73)
8.9 Equipment Spares...... oon Th
8.10 Escalation Routes ..... ons Fh
g Site Survey & Preparation 75
9.1 Site SUIVEY.....csseeceeeeees
g.1.1 Authoritative signature.
9.1.2 Landlords Permission and Listed building:
9.2 Activities Carried out after Site Survey.
9.3 Site Preparation.
9.3.1 Physical counter position ..............
9.3.2 Local Area Network and Data Cabling . 81
9.3.3 Electrical installation work . 82
9.3.4 Communications links . 83
9.4 Existing equipment.... . 83
9.5 Escalation Routes 83
10 Installation 84
10.1 Installation requirements ......... + 84
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Version: 1.2
Date: 12/01/98
10.2 Generic activities ....
10.2.1 Arrival at the Outlet .........cccscsssesseesseeseessesseeseesseess
10.2.2 Installation of Gateway server..
10.3 Specific Activities...
10,3.1 Installation of counter System .........sscseseeseeeees
ul Configuration ...
12 Acceptance....
12.1 Handover of system to Steady State support. ..........0..
33 Data Centres
14 Migration Strategy..
15 User Training for Horizon
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ICL Pathway Implementation Strategy (Release 1b) Ref: IM/STR/0003
Version: 1.2
Date: 12/01/98
11
1.2
Introduction
This document has been produced as one in the series of strategy documents
reflecting the processes involved in the implementation of the Horizon counter
systems. Specifically the document provides the high level overview of the
processes required to install the Horizon counter infrastructure in 190 outlets
targeted for release 1b.
Purpose
The purpose of the document is to describe all the activities related to the
implementation of the Horizon counter system for release ib only. Acceptance
of the strategy results in the production of lower level processes and procedures
which document the implementation programme in more detail.
Where related activities are documented in other strategy papers this document
will make reference to them accordingly.
Any changes to the implementation strategy will be reflected by change
proposals to this document or other related documents. At intervals accepted
change proposals will be incorporated in to new versions of this document.
Scope
The acceptance of this document allows the production of a further series of
lower level working documents to be produced. The relationship to the
appropriate chapter in this document is shown in the following table;
Chapter Heading Working Level Document
Communication during the I ¢ Implementation Security Policy (Ref. [3]).
rollout programme
Horizon Counter Hardware Ie Post Office Establishment Process (Ref.
Strategy [12])
¢ Horizon Counter Layouts - Options for
release 1b
Rollout Database ¢ Rollout database Interface definition (Ref.
hs])
¢ Bar Coding of Post Office and Counter PC
(Ref. [9])
°
Installation © Post Office Establishment Process (Ref.
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ICL Pathway Implementation Strategy (Release 1b) Ref: IM/STR/0003
Version: 1.2
Date: 12/01/98
1.3
3)
¢ Operational Aspects of Horizon Field
Support Officers - release 1b (Ref. [11])
Acceptance ¢ Post Office Establishment Process (Ref.
h2])
¢ Operational Aspects of Horizon Field
Support Officers - release 1b (Ref. [11])
Migration ¢ In office data migration strategy for release
ib (Ref. [10])
Training ¢ Training requirements for release 1b (Ref.
h4})
This document is written in the present tense to indicate the activities that
would be taking place when the strategy is implemented.
Implementation Overview
The Horizon Counter systems are to be implemented in Post Offices, also
referred to as Outlets, across the United Kingdom. The implementation
strategy associates all the activities required to deliver the Horizon Counter
infrastructure as one implementation programme. This enables all parties
associated with the implementation to monitor any events accordingly.
The Horizon counter infrastructure is implemented across the country in four
implementation programmes each mapping to a number of Benefit Agency
Districts and Post Office Regions. These together with their relationships are
summarised below;
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Version: 1.2
Date: 12/01/98
¢ Pathway Implementation Programmes (IP) split the rollout programme
across four regions namely;
1. IPi Scotland & Northern Ireland
2. IP2 North Wales, North West and North East
3. IP3 South Wales, South West and Midlands
4. IP4 South East and London.
¢ Post Office Counters Ltd divides the country in to 7 regions.
¢ The Benefits Agency divides the country in to 136 districts.
At release 1b only outlets in IP2 and IP3 are affected.
Each Outlet is implemented with one or more Horizon Counter systems
depending on the number of counter positions.
For illustration purposes the various configurations will be represented in this
document as one entity as shown in the diagram below.
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Implementation Strategy (Release 1b) Ref: IM/STR/0003
Version: 1.2
Date: 12/01/98
d
Communication to the Pathway Campus infrastructure and equally POCL
customers is afforded through one network connection. Communication within
an Outlet with more than one system is afforded through a Local Area Network.
Gateway Server
Horizon Counter Systems
Network
a
ie}
a
i=
[eo] S
= o.
al, ia
Connection
Local area Network
The activities to deliver an operational system at each Post Office are controlled
through the Pathway Implementation Team, working with representatives of
the Programme Delivery Authority and Post Office Counters Ltd. and a number
of third party suppliers. The scope of these interfaces is described in Rollout
Stage Management Plan. (Ref. [1])
ICL Pathway provides the infrastructure through which the implementation
programme is achieved.
The implementation of the Counter system itself is dependant on a number of
related activities having first been completed before processing of Post Office
transactions can take place. These are summarised below;
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¢ The communications network and Pathway campuses are installed and in an
operational state.
¢ The Post Office user population is fully trained ready for implementation of
the Counter system.
A high level overview of the implementation activities are summarised in the
following diagram.
PO Rollout Database Dates
Details
Days
“on L Pathwa
-115
On Site
45 Equipment
Build moon
-I5 -
“5 Collect
3 User
Install.
° COUNTER [ssl [ive
Once the Counter infrastructure has been installed existing data in the Outlet,
that is the information relating to the business operations is migrated to the
new system.
During the installation programme target users of the system attend User
awareness and training sessions to become familiar with the operation of the
Horizon counter system and its operation.
When the system is operational Post Office users are supported through the
Horizon System Help Desk.
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Version: 1.2
Date: 12/01/98
2 About this document.
The implementation strategy has been developed resulting from a series of
workshops between PDA ICL Pathway and the third party suppliers, where all
aspects of the delivery mechanism have been discussed and agreed.
Rollout of the Horizon Counter system is dependant on a number of related
components provided as part of the Pathway solution being available. The
Horizon technical infrastructure is described in detail in the “Technical
Environment Description” (Ref. [2]).
Approval of the document provides the strategy with which the Horizon
counter infrastructure is implemented for release 1b.
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Version: 1.2
Date: 12/01/98
3.1
3.2
3.3
Communication during the Rollout Programme.
This section documents the communication strategy that operates throughout
the implementation programme. The implementation programme, which is
also referred to as the rollout programme is associated with the all the activities
necessary to deliver a fully operational Counter environment to the 190 Outlets
for release 1b. To achieve this Post Office representatives together working
together with ICL Pathway plan organise and communicate the principles of
the implementation programme to Post Office counter staff and any third party
suppliers operating on behalf of ICL Pathway.
The lower level processes and working practices relating to communication is
documented in the Implementation Security Strategy document.
All parties operating to ICL Pathway involved with the implementation
programme will be identified at the Post Offices using a standard identity pass.
The exception to this rule is BT who will continue to use their own pass.
e All correspondence, telephone calls and visits to Post Office Outlets will
reference ICL Pathway.
e All personnel working in this environment will be security vetted to a
standard agreed with the Post Office.
¢ All representatives will be identifiable through the use of a common ICL
pathway identity card.
This is detailed further in the following sections.
Correspondence
Any written correspondence which is delivered to Outlets as part of the
implementation programme will be reviewed and agreed with PDA before
being dispatched.
Telephone Calls
All telephone calls to Post Office Outlets are scripted, such that the nature and
content of the call is agreed with PDA before any call is made.
Security vetting procedures
All personnel employed under the Horizon programme, who visit Outlets are
vetted to a standard agreed with POCL. To achieve this personal details are
passed to POCL in an agreed format.
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ICL Pathway Implementation Strategy (Release 1b) Ref: IM/STR/0003
Version: 1.2
Date: 12/01/98
3.4
3.5
e Full name and address, Date and place of Birth, National Insurance Number.
¢ Signed passport photograph of the employee taken with a light or white
coloured background. The photograph should not be attached to any of the
paper work with paper clips or staples.
¢ Specimen signature
Once security approval has been reached the information is passed to ICL
security where a ICL Pathway pass is produced. The ICL pass shows the
picture, signature and expirey date. The information is also passed to the Post
Office Help Line.
Access to any Post Office site requires that clearance is obtained through the
Post Office Help Line before access is allowed behind the counter.
Secure sites.
The rollout programme visits Outlets which are, by the very nature of the
business they undertake, governed by higher security vetting procedures than
the standard Outlets. (Ref. [3]).
Behaviour on site
All personnel who visit or represent the Horizon rollout programme Post Office
staff are expected to conduct and present themselves to the standards detailed
in Ref. [4].
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Version: 1.2
Date: 12/01/98
4 Horizon Counter Hardware Strategy
This section describes the strategy associated with the hardware elements of the
Counter systems together with any of the associated components implemented
in each Outlet. The diagram below shows the different environments
documented in this section.
a . Hub ISDN
Communications environment
S S
P om 4
i ooo @ l ooo a L ooo a
Counter environment
Periheral environment Seales Existing Systems
environment
Office
Printer a = APT
In summary these are:
¢ The counter environment
¢ The communications environment
¢ The peripheral environment
¢ The existing systems environment
4.1 The counter environment.
The Horizon counter equipment is physically installed in Outlets in either a
“Counter”, ora “Back Office” position.
A “Counter” is a customer facing serving position day to day operations
are performed. These are defined as follows and may be mixed in an
outlet:
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Ref: IM/STR/o003
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Fortress: a glass screen mounted on the counter
Rising screen: a metal screen concealed inside the counter
Open Plan: a counter position with no screen serviced by an operator-
managed secure cash dispensing device
A “Back Office Position” is a location which does not provide a customer
facing role but from which An example is the giro position in Outlets.
The counter component of the Horizon solution comprises a set of PC based
equipment, the detail of which is documented in the Counter Hardware Design
Specification (Ref. [5]). In summary the Standard Counter configuration
comprises;
¢ Base Unit,
¢ 10” Monitor with Touch Screen controller.
¢ Keyboard with integral Magnetic Card Reader and SMART Card Reader,
e Bar
Code Reader,
¢ Counter printer, printer ribbon and three spare till roll.
e Associated cables and power leads to interconnect the equipment.
The counter environment must satisfy the minimum criteria shown in the table
below;
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Criteria
Satisfied by
An interface is required to
connect to the communications
network
ISDN card fitted in one of the
Counter systems. This system is
known as the gateway system.
see table below, exist.
2. An Office Printer is required for Ie An Aq Inkjet or Laser printer is
the generation of reports. supplied to each Outlet. The type
is specified for each Outlet by
POCL.
3: Outlets may require a back © Outlets requiring a back office
office system system are specified by POCL.
These are satisfied by supplying
and additional standard counter
configuration.
To satisfy the various criteria in an Outlet, a number of Counter configurations,
No
Code Configuration
Variation
ol
GSI I Single Office gateway
e Base Unit from standard system
fitted with ISDN card.
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¢ Base Unit fitted with exchangeable
hard disk
¢ Aq Inkjet printer
02 IGMZ I Multiple Office gateway I Base Unit from standard system
AY fitted with ISDN card
03 I GMI I Multiple Office gateway B I ¢ Base Unit from standard system
fitted with ISDN card
e Aq Inkjet printer
04 IGML I Multiple Office gateway C I ¢ Base Unit from standard system
fitted with ISDN card
e Aq Laser Printer
05 ~=©I SCZ I Counter ¢ Standard Counter configuration
Each Base Unit is built with a pre-configured disk of software. This is a
BASELINE set of software. The production and control of the BASELINE is
detailed in section 7.
4.1.1 Equipment packaging
The 5 Counter configurations are packaged prior to shipment to an Outlet. All
the equipment is functionally tested during this process. The hardware
configurations are created when equipment is packaged in sealed containers
known as Overshippers (see section 8).
The number and type of Overshippers for each Outlet is determined during the
Site Survey Process detailed in section 9 based on the following;
¢ Each Outlet is supplied with one gateway system.
¢ Multi position Outlets are also supplied with additional Counter systems.
¢ The type of gateway is determined by the office printer type.
e Where there is a requirement for a back office system, this is satisfied by
supplying an additional Counter system.
4.1.2 Positioning of equipment in Outlets
Counter equipment is installed in Outlet offices in a layout detailed in this
section. Outlets use a variety of schemes to number the counter positions, for
example;
* No requirement has currently been identified for this configuration. It is left here for completeness.
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Date: 12/01/98
1. Counters are numbered 1-x left to right as viewed form the customer
side.
2. Counter positions are identified using letters of the alphabet ( as
viewed from the counter side).
To overcome this, the implementation strategy specifies the labelling of counter
positions for the rollout as follows;
¢ Counter positions are numbered o1 - xx, where x is the number of positions
from left to right as viewed from the counter side.
e A back office system is always the gateway server.
¢ Numbering of positions is as follows;
(i) gateway server is always position 01
(ii) Counter positions are numbered o2 - xx
(iii) Open plan positions are numbered after all counter positions have been
allocated.
The numbering of positions is required for the configuration of the Horizon
platform as detailed in section u.
The strategy is best explained using a series of examples.
Example1 Single counter position
In this example there is only one system installed and as such will always be
position number 1. This system is the gateway and affords the connection for
the office printer.
Customer
Ol
ISDN Printer
Example 2__3 counter position
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In this example , two scenarios are shown.
The first is where the gateway system is installed at counter position 01. The
ISDN connection can be installed in the same area as the gateway system.
The second scenario is where the ISDN connection cannot be collocated with
the gateway system. In this situation additional cabling is installed such that
the gateway system still remains in position o1.
Customer
Ol 02 03
Gateway
ISDN Customer
Gateway &
i
e
B
ISDN
I
Printer I =
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Example 3 4 counter position and a back office system.
In this example there is “Back Office” system installed. This system is the
gateway system, which also affords the connection for the office printer.
The counter positions number from the “Back Office” system from 1. The
counter positions number from 2 through to 5.
Customer
01
ISDN Printer
4 a,
Back Office System
Example 4 Outlet with Open Plan Positions
In this example there are two Open Plan Positions. The Back Office and counter
positions are numbered first followed in sequence by the Open Plan Positions.
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oa Customer Side fo)
C=) 06 Fae]
i] 4 [oa 07
= 7 — ay Counter Side
4 8) o1
Back Office System
4.1.3. Physical equipment layout at the counter position.
The positioning of equipment on the counter position is limited, for standard
installations by the length of the equipment cabling and the physical layout of
the Outlet. Cabling is the physical wiring that interconnects the peripheral
equipment, i.e. the monitor, keyboard, counter printer and bar-code reader.
The table below provides the maximum distances at which the peripheral
equipment can be positioned from the Base Unit or power socket.
Peripheral Cable length from Base Unit Cable length from
Power socket.
Monitor 2.95m 2.95m
Keyboard 2.5m -
Bar Code Reader 2.5m -
Counter Printer 25m 2.5m
Office Printer 2.5m 2.5m
(where
connected)
The rollout of the Horizon platform encounters numerous Outlets, each of
which may be physically different. There is no standard Counter layout or sizing
defined for a Post Office. The positioning of the physical equipment at counter
positions must satisfy the following;
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e Equipment is positioned on the counter to satisfy the Health and Safety
recommendations based on the of work commissioned by the PDA through
an ergonomist
¢ Monitors must not be customer facing
¢ Equipment cabling must be installed in a tidy manner
Counter equipment layouts and approved shelving, stands and counter
modifications to satisfy this are provided in the options paper ( Ref [6]).
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4.2
4.2.1
Communications environment
The communication environment for the Horizon counter system is provided
through a Wide Area Network connection to the Pathway Campuses or via a
Local Area Network for internal outlet communications.
Wide Area Network Connections.
Each Outlet communicates with the Pathway Campuses through an ISDN
connection installed as part of the implementation process.
The ISDN service does not at present cover the entire United Kingdom. Where
ISDN is not available, the connection will be afforded using PSTN?. The
decision whether the communications connection is ISDN or PSTN is
determined once the order has been placed with BT by Energis. Outlets which
cannot be satisfied using PSTN are subject to review the PDA and this
document will be updated when all the options to satisfy PSTN are available.
ISDN connections delivered to Outlets are terminated using a Network
Termination Device (NTi - ISDN 2). This box is physically mounted in a
position as near to the gateway system as is practically possible. The location is
identified and labelled during the Site Survey process. The connector cable
between the ISDN 2 unit and the gateway position is installed as part of the Site
Preparation process (see section 9).
The connector cable is of sufficient length to prevent strain on the cable if
either the termination box or gateway server should either require servicing as
shown in the diagram below.
Gateway System
Cable trunking ISDN
Mountedonwall Connection
I es
Data Cabling
Where either of these boxes cannot be fitted next to the gateway system due to
physical constraints, then the box is placed at the next nearest location point. A
? To be confirmed with POCL when the coverage is known.
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connector cable will bridge the physical distance between the Box and the
gateway server.
4.2.11 ISDN Connections.
Outlets whose connections are afforded using ISDN, are supplied with a NT6 or
NT 8 unit. The unit supports two outlets through which the physical
connection with the gateway system can be made. For the Horizon Outlets
connection is established through the left hand channel, as shown in the
diagram below.
Channel to
Gateway —_————
Sever ————l_
NTS Termination view from undenieath
Channel to
Gateway
Server
NT6 Unit
The gateway system connects to the ISDN 2 using a pre-installed UTP cable .
The cable is terminated at each end with an RJ45 male connector.
The connection to the gateway system is afforded through the ISDN card.
The ISDN circuit is tested during the implementation programme as shown
below;
© On installation by the network supplier to ensure that the circuit is in a
operation state
¢ Two days before Horizon equipment installation by the communications
supplier Energis to ensure the circuit is still available.
¢ Before Horizon equipment installation starts by the installers using an ISDN
phone
¢ During the Horizon equipment acceptance process (see section 12).
The ISDN connection is labelled with a bar code sticker which identifies the
Outlet and indicating Pathway ownership during the Site Preparation process.
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4.2.2 LAN Interconnections
In addition to the communication connection, multiple counter position offices
require further LAN cabling to allow the interconnection of the counter
systems. All cabling will be Cat 5 UTP.
4.2.2.1 Two Position Outlet
In a two Position Outlet the LAN connection is achieved using a cross over
cable. Where the distance between the two Positions exceeds 10m. the
interconnection is achieved using a cross over cable, RJ45 sockets and a flylead.
The strategy is shown in the example below;
ol
So UTP cross over cable
j
fal
4 2
Gateway Server
Distance between Positions is less than 10m.
01 02
UTP cross
Flylead
{ud * ° foal
4 oa RJ45 sockets 4 2
and cable
Gateway Server
Distance between positions is greater than 10m.
¢ Cross over cable is always connected to the Gateway server.
¢ The colour of the cross over cable is red.
4.2.2.2. Greater than 2 Positioned Outlet
In Outlets with 3 or more Positions the LAN infrastructure is afforded through a
3Com small hub The cabling infrastructure is achieved using UTP flyleads
and/or RJ45 sockets depending on the distance of the furthest Position from the
Hub.
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ICL Pathway
Implementation Strategy (Release 1b)
Ref:
Version:
Date:
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12/01/98
The infrastructure is determined from the table below;
Distance of furthest counter position from Hub
Less thaniom
Greater than 10m.
e UTP flyleads between
Hub and Base Units
positions
e Flyleads between Hub
and RJ45 sockets.
¢ RJ45 sockets to counter
¢ Flyleads between RJ45
sockets and Base Units
The strategy is shown in the following examples;
o1 02 03 04
[2] 8
foal fos ey boa
ao) [pa fa ol fb
Gateway Flyleads
Server a u
RJ45 sockets and
I Cabling
Flyleads
3Com small hub
Distance of furthest Position (04) greater than
10m from 3Com small hub
B RJ45 Sockets
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oO 02 03 04
[2] 8 [2] [2]
ee
4 a 1 a 41 a 4 a
Flyleads
3Com small hub
10m from 3Com small hub
The number of 3Com small hubs that are installed at Site Preparation is
dependant on the number of Positions in the Outlet.
Where hubs are fitted the following applies;
e Each hub requires its own separate power supply installed at Site
Preparation.
¢ Hubs are mounted in cabinets.
¢ Hubs are located as close to the Gateway server on installation.
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4.3
43.1
Peripheral environment
The peripheral environment is that used on the Horizon counter environment
for shared devices in the outlet. At release 1b this only applies to the Office
Printer.
Office Printer
Each outlet is equipped with either an Aq inkjet printer or an Aq Laser printer
which is used for the generation of reports in the Outlet. The type of printer for
each outlet is determined from information supplied by POCL. The printer
hardware is described in the Counter Hardware Design Specification ( Ref. [4])
The location of the Office Printer in the office is limited by the length of the
cable which connects the printer to the Base Unit.
The printer is shared by all the counter positions in the Outlet. To achieve this
all the Counter Systems are configured with details of which Base Unit the
printer is physically attached to. (See section 10).
Although the printer can be connected to any of the Horizon devices installed
in an Outlet, the configuration software needs to know about the actual
location. To achieve this the printer is always attached to the gateway server in
an outlet.
Each printer is supplied with the following consumables;
© One pack of Aq paper (500 sheets)
This is supplied and packaged as part of the Overshipper.
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4.4 Existing systems environment
Existing systems are those environments currently operating in outlet
environments which are affected by the introduction of the Horizon counter
infrastructure. Systems may be affected as follows;
e Existing equipment and its functionality remains Category 1
in the outlet after Horizon installation, but may
require relocation.
e Existing equipment is removed and_ the Category 2
functionality migrated to the Horizon counter
infrastructure by ICL Pathway as part of the Horizon
installation.
¢ The functionality of the existing equipment is Category 3
migrated to the Horizon counter infrastructure and is
therefore redundant after Horizon installation. The
responsibility for removal of the existing equipment
is the responsibility of either POCL or the post
master.
Existing equipment environments currently identified are as follows. For each
the target category is also identified.
Type of Equipment. Category
«APT - for Magnetic Stripe card and Barcode transactions, 3
* APT - for Magnetic Stripe Card, Barcode transactions, and/or Smart Card 3
transactions.
* APT - for Magnetic Stripe Card, Barcode transactions, Smart Card transactions 3
and/or Smart Key transactions.
« ECCO terminal. 2
« ECCO terminal with facility to transact non-Smart automated payment business. 2
« ECCO terminal with facility to transact both Smart and non-Smart automated 2
payment business,
Electronic Funds Transfer Point of Sale (EFTPOS) Terminal 1
* ATMs 1
* Bureau De Change Terminals 1
* County Cash Registers 1
© Franking Machine Accounting Systems 1
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© Lottery Terminals 1
© Mondex Terminal 1
© Post Shop (CRISP) till/terminal 1
© Quantum Terminal 1
* Electronic Stop Notice System (ESNS) terminal (ALPS area only) 3
* Electronic Stop Notice System (ESNS) laptop computer - outside ALPS area 3
‘© Post Office Accounting Support System - CAPTURE 3
* Post Office Accounting Support System - Richard Jackson 3
* Post Office Accounting Support System - GML 3
* Stamp Vending Machines 1
© Teller Cash Dispensers 1
Electronic scales Dior 1
* Electronic scales Diog 1
* Electronic scales Dgo4 1
© Manual scales 1
. 1
At release 1b the 190 outlets are of a nature where there is no requirement to
remove or incorporate existing equipment functionality as part of the Horizon
counter infrastructure. However during the implementation process situations
any be encountered which impede the implementation of the Horizon counter
infrastructure. These are discussed in the following sections.
4.4.1 Manual weigh scales
Manual weigh scales are existing equipment whose functionality is not
impacted by the installation of the Horizon counter infrastructure. To
accommodate the installation of the Horizon Counter equipment may require
that the manual weigh scales are moved. This is determined during the Site
Survey process (see section 9). The following applies;
¢ Manual weigh scales can be moved to an agreed location determined during
the Site Survey process
¢ The physical movement of the manual scales can be carried out, subject to
local agreement by either the post master or by the Site Preparation engineer
¢ Manual weigh scales may be relocated to the customer side of counters on
existing shelving, provided the following applies;
No additional counter modifications are required to accommodate the scales
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4.4.2
4.5
The manual weigh scales are firmly secured to the counter using the
approved Avery Berkell mounting brackets.
e Manual scales may be relocated to a new position, subject to local
agreement, behind the counter.
After any movement of the manual scales, calibration of the manual scales is
carried out by the post master.
All other environments
At release 1b other existing environments may be encountered which impact
the installation of the Horizon counter infrastructure. Where this situation is
encountered the following will apply.
Location of the existing Action P
equipment
Does not impede Horizon ¢ Equipment is left in the current
installation position
Impedes Horizon installation ¢ Post Master agrees to move the 1
equipment before Horizon
installation
¢ Agreed minimum displacement of 2
the equipment is made to
accommodate Horizon installation
¢ Outlet referred to ICL Pathway / 3
PDA for consideration
Categorising outlets
The implementation programme will require that a variety of preparation work
is required in outlets for the Horizon counter infrastructure. The amount of
work necessary is determined during the Site Survey, where the outlet is
categorised according to the following guidelines;
Category Definition of work Authorisation
A e Site Preparation with limited or no WTL
modifications.
B ¢ Site Preparation requiring 1 or more of the WTL
approved modifications ICL Pathway
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1. Upgrade to the electrical distribution
board to support the Horizon
platform
2. Minor joinery work
3. Out of hours working. (This must also
be in agreement with the post master)
Cc ¢ Outlets which require preparation work} ICL Pathway
which does not conform to category A or B.
The main categories of preparation are detailed further in the options paper
(Ref. [6]).
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a
Rollout Database
The Rollout database provides the Horizon implementation process with the
mechanism to control the rollout programme. The database acts as the central
system for all activities relating to the implementation programme. Information
is collated from a number of sources, validated and applied to the database. A
number of applications exist to input, manipulate and extract rollout
programme information.
The Rollout database receives information from a number of defined sources.
Relationships between activities is defined in the database such that when
information is applied an automatic series of generated events is created. All
the external links, communication routes, security and integrity of the data is
documented in the Access Control Policy ( Ref. [7])
Users are defined on the database and they provide updates and / or
information relating to activities assigned to them. As such Users can confirm
when activities are completed.
Failure to meet certain specified criteria results in alarms being raised.
This section summarises the following;
e Inputs to the database;
© Outputs from the database;
¢ Views of the database
For release 1b the rollout database will not be used as the main controlling
system for the preparation activities on the 190 outlets. The rollout database
however will be introduced during the life cycle of release 1b as follows;
¢ Parallel operation of the release 1b outlets, to test the various inputs, outputs
and operation of the database
e Preparation in readiness for the implementation of release 1c outlets
The manual processes used for release ib, through the use of EXCEL
spreadsheets and MS WORD documents will reflect the planned operation of
the rollout database as described in the following sections.
Inputs to the database.
Inputs are provided from four sources.
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+Comms details
+Additional PO details Updates
+Overshipper information
POCL -Update to events
*PO Details (e.g. {
address, tel no.)
Contract Type —p Rollout
+No of Counters Database Inputs
“Back Office System
Printer type t
“Existing environment) (schedule of activities
*Office opening times / I order of installation wes
«FAD Code “Criteria for Otfiees *D/B Administration
‘Special Constraints I I special Constraints Administration
Database Rules Data
Input from POCL.
The input from POCL is based around details of each of the Outlets involved in
the rollout. Initially this is manually generated extracted from the POCL
database. Ultimately this data is provided using the Reference Data interface
between POCL and Pathway. The information which is used to initially
populate the database is shown below
¢ PO Details - Providing the Post Office name and address, post code, the
Office telephone number.
¢ Contract type - This is code which describes the Outlet Account type. The
Account type refers to the type of contract that exists between POCL and the
Outlet. These codes are described further in section 6.
¢ No of Counters. - This field represents the number of forecast operating
Counter positions at the Outlet. The figure at this stage is only an estimation
derived from Post Office data. The figure is further qualified during the Site
Survey process.
¢ Back Office Systems - This field is a flag, which indicates whether a Back
Office System is required at the Outlet.
¢ Printer type - This field indicates the Office printer type at the Outlet, that
is Laser or Inkjet.
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e Existing environment. - This is a series of fields which provide details of
any existing equipment at the Outlet such as ECCO+, ALPS, Manual and
Richard Jackson.
© Office opening times - A range of post office contracted days and times at
which a service is provided for Post Office Customers. These are confirmed
during the Site Survey process for the actual opening days and times.
e FAD code - This field is a unique code allocated by POCL for the Outlet.
e Special constraints - This is the field which allows any additional
information on the Outlet to be provided.
Regular updates from the reference data are provided to the rollout database to
ensure the integrity of the supplied data.
Input via Database Rules.
Database Rules data are the rules relating to the relationship between the
activities generated on the database.
¢ The schedule of activities is the relationship between the rollout activities. As
such when the planned date of installation is entered, the system will
automatically generate rollout activities.
e The Order of Installation are the rules specific to Outlets that have to be
performed in a certain order.
e There is also a category for any further Special Constraints such as
restrictions to scheduling times in specified Outlets on Monday mornings..
Input via Updates.
Updates refer to items on the database which updated during the rollout
process. This information is provided through the Users interfaces. Examples
are;
¢ Comms details - These are a series of fields which provide details of the
communication link ( ISDN or PSTN ) and ISDN addresses or PSTN
information.
e Additional PO details - These are a series of fields which provide details
relating to the Post Office which are gathered during the implementation
processes. These include Post Master name, Fax & Counter telephone
numbers, Multiple names and addresses, Horizon Release number, Outlet
category type.
¢ Overshipper information - Fields for providing details of the Overshippers,
serial numbers and their contents.
¢ Update to events - These are fields which are updated during the rollout
programme that are used to monitor the progress.
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5.1.3.1 Updating events on the rollout database.
5.1.5
This mechanism is key to the management of the rollout programme. Key
activities are defined as events using the rules of the database. The timing of the
events is derived from the implementation schedule (see section 6) for which
Planned Date and Time are derived. As activities are completed inputs to the
database populate the Actual Date and Time. Associated with the event is a
Date Range by which the event must be completed by. Should the activity not
be completed within the specified date range of the Planned date then an alarm
is raised for which action must be taken.
Input via the Administrator
Administration of the database includes User set up and their rights, Archive
facilities, Version control.
Amending data on the Rollout database.
The Rollout Database provides ICL Pathway, Suppliers and PDA with the ability
to monitor and perform the Horizon implementation activities. As such Users
may read the data through a number of predefined interfaces. Data, however,
can only be amended on the database through one of the following interfaces.
¢ Through use of a predefined interface. This interface only allows fields on the
database to be amended once verification has taken place.
e Through a Change Control process. this process is internal to the
implementation rollout. The Change Control mechanism allows Users of the
database to request changes through an accountable mechanism. This is
detailed further in section 6.
¢ Through the Pathway Administrator. This is a special user who has write
permissions through a controlled interface to amend fields on the database.
It is this user who will apply Change Controlled amendments to the
database.
¢ Through the Database Administrator. This user has the ability to amend,
maintain and repair the database through special database administration
tools.
Outputs from the Rollout database
Outputs from the database are as follows;
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5.2.1
5.2.2
5.2.4
Via Reports
+ Rollout Schedules
+ Dates and Times
MIS
To Configuration D/B
* Office
+ ISDN Addresses
+ IP Addresses
Database
+ No of Systems
+ Configuration types
ai a n 4
+ Equipment Removals [To Specific UsersI To SORBUS
* Sundries * PO Detail
+ Date Outlet Live ceed erally
+ Alarms + Serial Nos
Output to the Configuration Database.
There is a feed from the Rollout Database to the Configuration database. This
information is used in the generation of the Horizon Counter infrastructure.
The information is generated at specific times and is electronically transferred
to the Configuration database.
Output to the Management Interface System.
There is one feed from the rollout database which feeds information through to
the Central Data Warehouse. The interface requirements are documented in
Ref. [8].
Output as Reports
There are a number of reports which are generated from the Rollout Database
to either a storage device or to an attached printer. These are the rollout
schedules, Date and time lists relating to activities on the database and specific
User generated reports.
Outputs to specific Users
The database produces, under certain pre-defined conditions, events which are
directed to specific Users for action, Examples are shown below
Alarms are raised when key events have been met. Examples are Installation
complete which is directed at the Pathway Implementation Team or Outlet Live
which is directed at the Pathway Implementation Team.
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Alerts are used to highlight potential problems occurring during the rollout
activities such as key events which have not been met.
e Sundries are those Outlets which cannot meet the scheduled implementation
time scales. This could be for a number of reasons and is covered in section 6.
5.2.5 Outputs to PDA.
PDA require additional information relating to the rollout programme. This
information can be generated as reports, electronic transfer or created as a file.
¢ Equipment removals relates to information on equipment under the control
of POCL which has been released as part of the Horizon implementation
programme. This enables an inventory to be created of these assets.
© The date equipment is Live is also provided as an output to POCL.
5.3 Views on the database
Views on the database are as follows;
WTL
EXEL a
Rollout I Views of
Database II Database
PDA & fi
Regions
Pathway
Implementation
Team
The Views on the rollout database relate to the Users (i.e. Organisations and
Teams) who can view items on the database. Each of the units have physical
terminals through which information relating to their components of the
database is presented.
The PDA and Post Office Regions are fed information via the Pathway
Implementation Team
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5.4
5.4.1
Each user is controlled through an administration tool which governs the access
on the database. Users are restricted to update access on fields determined by
use of the administration tool.
Outlet Identifiers.
In order that each Outlet can be tracked during the rollout a unique identifier
in the rollout database is established. The identifier is derived from information
relating to its location, as identified below.
© The database reference for each Outlet is a unique key. The key is an
allocated number in the range 1-40,000 which is associated with individual
offices. This reference is an internal identifier which is only within the
database.
e An additional key is also associated with each Outlet based on the FAD code
( the Post Office identifier for Outlets). The rollout project will refer to this
code as the Post Office Code.
Post Office Code format.
The Post Office Code is used during the implementation programme is a
unique reference which relates to the Post Office Identifier and Outlet Type.
The format used is:
123456AAA,
where
123456 I Unique Post Office FAD Provided on initial
code population of the
database.
AAA Numeric identifier relating I ¢ 001 is default for all
to the Outlet type and its Outlets.
relationship to other
Outlets
This field is currently
reserved for future use.
A further 2 digits are used with the Post Office Code to identify the counter
position (see section 3) within the Outlet. This is the Node-id using the format:
123456AAABB
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BB Node id. ¢ o1 for gateway
A code relating to the ¢ xx relating to
Position of Horizon counter position
equipment in the Outlet.
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The format of the code and its use is explained in the following example
Example - Outlet with FAD Code 123456 and 4 counter positions
The Pathway Post Office Code format for this Outlet is
123456001.
This is the Outlet identifier used in the rollout process. The identifier is
translated to a bar code and is installed during the Implementation
process. It is this code which is scanned by Exel during the Asset
information gathering phase.
12345600101 - 12345600104,
These codes are used during the Implementation process. The identifiers
are translated into bar code format and are installed on the Base Unit at
each Counter position. It is this code which is used during the
Configuration stage of the Implementation process. For each Outlet
sufficient codes are produced to allow for 24 nodes in the Outlet.
Details of the production of Bar Codes and their distribution is documented in
the Bar Code strategy ( Ref. [9]).
Physical connections.
The Rollout database is located at ICL Pathway site at Feltham. Each User
outlet is connected to the database using an ISDN connection from a PC
located within their own environment.
Two interfaces exist; online access and batch updates.
Online access provides Users of the rollout database with the ability to view
events on the database.
Batch updates provides the interface for data flow between those databases
specific to Suppliers used to control their own operation during the rollout
programme and the rollout database and is summarised in the diagram below;
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vA —=>
a>
Interface
‘Through which
Supplier database data is verfied Rollout database
and data transfer
takes place Through which
HORIZON process
are controlled. are controlled
The physical connections using the Pathway Communication infrastructure is
documented in a network design. The design provides details of the following;
¢ Details of the hardware used for the build of the rollout database.
© Details of the disk layout and additional equipment peripherals used in the
construction of the rollout database.
¢ Details of the remote system requirements ( i.e. PCs used by each supplier )
and the software used to build the systems
¢ Details of the communications links that are used to interconnect the rollout
database peripherals, remote access systems and system interfaces. This also
includes details of the physical network connections, addresses and
locations.
5.5.1 Operating the rollout database.
Users of the rollout database transfer information relating to implementation
activities to the system. This section provides an overview of information each
User is required to supply from the database and is summarised in table below.
User Information from the Information to the
database database
D2D e Numbers of Overshipper ¢ Supplied Overshipper type
types on daily basis. associated with the Post
Office it was supplied to.
¢ Supplied Overshipper serial
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numbers
Serial numbers of
equipment associate with
each Overshipper
Peritas Post Office details Awareness event
System generated user completion dates
awareness event planned associated with each Outlet
dates. Training event completion
System generated user dates associated with each
training event planned Outlet.
System generated Manager Confirmed Post Office
awareness event planned details
dates
Special categories such as
Post Office Auditors who
are not associated with
specific Post Office Outlets.
WTL Post Office details Site survey completed
System generated site details
survey & preparation Outlet classification details
planned dates for each Site Preparation completed
Outlet details.
Energis Post Office details Site survey completed
System generated site details
survey & preparation Site Preparation completed
planned dates for each details
Outlet Network tested completed
System generated network details.
test planned dates
ICL Post Office details System installation
SORBUS/ System generated installed completed details.
Exel dates
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6.1
6.2
Overview of the Implementation process.
The implementation of the Horizon Counter infrastructure is controlled by the
Pathway Implementation Team. This section provides an overview of how the
implementation programme is managed and covers the following topics.
e Structure of the Pathway Implementation Team
¢ Overview of the implementation process
¢ Management of “Drop Offs”
Structure of the Pathway Implementation Team.
The Pathway Implementation Team has been constructed to cover all aspects of
the Horizon Counter infrastructure rollout activities. This structure is defined
together with the Roles and Responsibilities in the “Rollout Stage Management
Plan” (Ref. [1]).
Overview of the implementation process
There are over 19,000 Outlets to be visited as part of the rollout of the Horizon
platform. To control an implementation programme of this size requires that
the Outlets are grouped together and implemented in controlled stages.
To facilitate this, Outlets are grouped in to four Pathway Implementation
Programme Regions. Within the IP Regions the Outlets are grouped in to
Implementation Units associated with the Benefit Agency Districts. So for the
rollout programme, Outlets are managed in Implementation Unit stages.
The delivery of a Horizon Counter system to an Outlet involves the inter-
working of a number of Organisations and teams under the control of the
Pathway Implementation Team. Each are responsible for a specific set of
activities which collectively result in the successfully implementation of the
counter system.
Organisations involved are;
e D2D - who are responsible for the testing and packaging of the Horizon
Counter equipment.
¢ Peritas - who are responsible for the delivery of training and awareness
events.
¢ Workplace Technologies Ltd - who are responsible for providing the
infrastructure within the Outlet to support the Horizon Counter equipment.
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e Energis - who are responsible for providing the communication
6.2.1
6.2.2
infrastructure.
¢ ICL SORBUS / EXEL - who are responsible for installation of the equipment
within an Outlet.
¢ Verification Centre - who are responsible for the management of software
and hardware baselines and the production of D2D build scripts.
¢ ICL Pathway who are responsible for management of the implementation
programme and the interface with PDA and POCL.
¢ PDA and POCL, who are responsible for managing the interface between ICL
Pathway and the implementation of the Horizon infrastructure for the Post
Office.
Preparation for release 1b
This section describes the implementation process and timescales for national
rollout. The programme is controlled through the rollout database.
Development of the interfaces for the database mean that for the first 190
outlets in release 1b, the programme will operate without the rollout database.
The implementation programme will therefore for this release be controlled
through the use of spreadsheets and manual reporting schemes replacing their
corresponding sections that are available through the rollout database.
To test the processes operate correctly some parallel operation of the rollout
database will occur with the manual processes.
Additionally the timescales mentioned in this section refer to the target
operational timescales for national rollout. These timescales are reduced for
release 1b to ensure that the programme runs to a target live schedule agreed
between PDA and ICL Pathway.
Implementation Programme
The implementation programme comprises four main groups of activities.
The Preparation activities are those necessary to prepare outlets ready
for the Horizon Counter equipment.
The Implementation activities are those relating to the physical
installation of the equipment.
The Post Implementation activities are those relating to the
migration and acceptance of the Horizon platform.
The Movement to Steady State Support are those activities which
result in the movement of the Horizon platform into Steady State
Support
This is summarised for an Outlet in the diagram below.
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Activities
+120 -1 0 41
Key: Working days
Preparation Activities
ati ivities—I
Post Implementation Activities
To successful manage the implementation activities in an Implementation Unit
requires that the number of Outlets and the time scales in which the activities
take place are monitored. For the Implementation of the Horizon platform the
workable Implementation Unit comprises 75 Outlets and operating over a
maximum of 5 working days. This has been calculated as follows;
Average number of Outlets implemented each week = 300
Number of IP’s = 4
Number of outlets per working week per IP = OB}
To prepare the environment and the User in readiness for the delivery of the
Horizon environment activities are planned relative to installation date, day o.
These activities may take place either on a specific working day relative to the
installation day or within a_ specific working week relative to the
implementation week.
Activities associated with a specific Outlet are tracked through the rollout
database (see section 5). Information is passed to and from the rollout database
during the implementation life cycle. The tracking of the activities occurs
through the generation of schedules reports and alarms which are targeted at
specific users.
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Version: 1.2
Date: 12/01/98
To ensure that all the necessary activities take place in the right sequence, a
schedule of events is used. The schedule shows key activities for an
Implementation Unit and the individual Outlets in the Implementation Unit.
The critical activities for the preparation,
implementation and post
implementation activities are summarised in the following sections. For each
activity the following is provided.
¢ Description of the activity.
e The timescales relative to the implementation date (day o) when the activity
takes place. This may be a date applicable to the Implementation Unit or one
applicable to a specific Outlet. This is determined using the following key;
-x days - indicates that the activity occurs at x days relative to the
Implementation day o.
- x week - indicates that the activity occurs at x week relative to the
Implementation week o, which occurs in week o. Implementation weeks are
determined from the following table;
Day I Wee Day Week
k
1-5 1 61- 65 B
6-10 2 66 - 70 14
u-i5 3 7-75 5
16 - 20 4 76 - 80 16
21-25 5 81-85 17
26 - 30 6 86 - 90 18
31-35 7 91-95 19
36-40 8 96 - 100 20
41-45 9 101 - 105 2
46-50 10 106 - 110 22
51-55 n ml - 115 23
56 - 60 12 116 - 120 24
e An indicator of (IU) means that the activity described relates to all the
outlets in the Implementation Unit
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Date:
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An indicator of (O) means that the activity described relates to a specific
Outlet in the Implementation Unit
¢ The organisation who is responsible for carrying out the activity.
e The Inputs to the activity. These are the feeds that the activity needs in
order that the task can be carried out.
e The Outputs from the activity. These are the outputs from the activity
which are used further in the programme.
e¢ The Contact with Post Master column
communication with the Post Office Outlets.
indicates where there is
Where information is collected relative to the Outlet and supplied to the rollout
database this is shown through the following interface. The interface shows the
fields that are populated in the data base during the rollout.
where;
Existing equipment
Site Contact
Post Master
Office Manager
Category
No of Counters ‘Comm:
Parking Category
Link Type
Back Office System CLI/PSTN details
Multiple Name
Opening Hours Multiple Address
Release Number. Number of Staff.
Asset data
Tnstallation flag
Site Preparation D&T.
Main
Installation D&T Last Minimum
Training Date
Compliance
Description
Post Office supplied address of the Outlet including the Post
Code
‘A unique 6 character key referencing the post Office.
General Telephone I The Post Office supplied telephone number for the Outlet
The FAX number at the Outlet if one exists
Counter Telephone I The Counter telephone if this is different to the General
Telephone number.
The Benefit Agency District to which this Outlet belongs.
No of Counters
The number of Counters in this Outlet.
Back Office System _ I Whether a Back Office System is required at the Outlet.
What type of printer is required (Laser or Inkjet)
Opening Hours
The opening hours of the Outlet.
Release Number
What is the target Horizon release for the Outlet,
The date and time when survey takes place
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ISDN D&T The date and time when the ISDN installation takes place.
Installation D&T
The date and time when the Horizon equipment is installed
Existing equipment
What equipment exists in the Outlet
Site Contact.
Post Master
Office Manager
Categor
Office type determined at Site Survey A, B or C
Parking Categor
Determines the parking situation
Comms. Link Type
‘Whether ISDN or PSTN.
CLI/PSTN details Address details
Multiple Name Name of the Multiple an Outlet is part of if applicable
Multiple Address I Address of the Multiple an Outlet is part of if applicable
Number of Staff I The total number of staff including the Office Manager
Asset data Field relating to information relating to the equipment in the
Office after installation.
Lottery LSN Set when the outlet is supporting a National Lottery Node
MAIN Set to indicate that the outlet is classified as MAIN office and is
completed within the first stages of the implementation
programme.
Installation flag
Set when the installation is complete
Site Preparation
Dar
The date and time when Site Preparation activities take place
Last Minimum
Training Date
Compliance
‘A date which is determined from the number of staffin the
Outlet who must be trained before any installation can take
place and the date by which this is achieved.
Fields are updated as shown below;
‘Training Date P
The left justified mark indicates the entry
is provisional
Training Date
© II The right justified mark indicates the entry
is confirmed
6.2.3 Preparation activities
This section summarises the preparation activities and their interaction with
the rollout database. The rollout database is initially populated with the
following information relating to the Post Office Outlets. For each Outlet the
following is available.
Address € J Existing equipment c
FAD Code C II Site Contact
Telephone Post Master
Number
Fax Number Office Manager
Counter Category
‘Telephone
BA District C II Parking Category
No of Counters P Comms. Link Type
Back Office System C I CLIPSTN details
Printer C II Multiple Name c
Opening Flours P Multiple Address c
Release Number C I Number of Staff
Survey D&T Asset data
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Training Date Tastallation flag
ISDN D&T Site Preparation D&T
Lottery LSN P Main c
Installation D&T I P Tast Minimum
Training Date
Compliance
Activity : @ -120 days (IU)
List of Outlets grouped as an Implementation Unit are passed I Pathway
to Exel, WTL for planned installation dates to be applied. The
same schedule is passed to Peritas who use the initial
schedule for planning of User Awareness Events.
Inputs Outputs To
* List obtained from I ¢ List of Post Office Outlet
populated rollout details
database.
¢ Number of Counters to be
installed.
Exel together with WTL apply dates and times for each Outlet as to when the
planned Site Survey, Preparation and Installation date occurs using the
guidelines detailed in section 6.3.
Activity : @ - 114 days (IU)
Planned installation dates for each Outlet are applied to the I Exel
database. From this the complete planned dates relative to the
installation date are applied for each Outlet.
Inputs Outputs Contact with Post
Master
¢ List of Post Office Outlets I e Planned date and times
grouped ina stage relating I _for each Site Survey
to an Implementation Preparation, and
Unit Installation
The following information has now been determined for each Outlet in the
Implementation Unit.
‘Address C J Existing equipment €
FAD Code C I[ Site Contact
Telephone C I Post Master
Number
Fax Number Office Manager
Counter Category
‘Telephone
BA District C II Parking Category
No of Counters P Comms. Link Type
Back Office System C I CLI/PSTN details
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Printer C J Multiple Name c
Opening Hours P Multiple Address c
Release Number C I Number of Staff
Survey D&T P Asset data
Training Date P Installation flag
ISDN D&T P Site Preparation D&T P
Lottery LSN_ P Main c
Installation D&T P Last Minimum
‘Training Date
Compliance
The rollout database generates all the other dates relative to the installation day
and the dates are agreed with all suppliers and at this point Baseline 1 (STATUS
PLANNED) for the schedule is declared.
The rollout database generates all the other dates relative to the installation day
Activity : @ - 110 days (IU)
The Installation date_i.e. Baseline _1__is I Pathway
established. The planned dates are available
for the Installation.
At this stage Outlets in an Implementation Unit are not aware of any of the
dates.
User awareness events are scheduled for Outlets in an Implementation Unit
and Users are invited to attend.
Activity : @ - 87 days (IU)
Issue a written invitation for the User awareness events to I Peritas
those Outlets involved in this phase of the implementation.
The invitation also contains an acceptance slip.
Inputs Outputs Contact with Post
Master
e Planned dates as ¢ Written invitations are The written invitation also
generated from the rollout sent to all Outlets for this I provides details to the Outlet
database stage. of the range of dates during
which implementation takes
place
The response to the User awareness event provides additional details to the
rollout database. For some fields the entries are confirmed.
Address C I Existing equipment c
FAD Code C I Site Contact
Telephone C II Post Master
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Number
Fax Number C II Office Manager c
Counter C I Category
Telephone
BA District, € II Parking Category
No of Counters P Comms. Link Type
Back Office System C I CLIPSTN details
Printer C II Multiple Name c
Opening Hours P Multiple Address Derived from
database
Release Number C I Number of Staff P
Survey D&T P Asset data
Training Date P Installation fla
ISDN D&T P Site Preparation D&T I P.
Lottery LSN P MainI c
Installation D&T I P Last Minimum
Training Date
Compliance
Activity : @ -72 days
Any Outlets which have not responded to the invitation are I Peritas
Inputs
Outputs
Contact with Post
Master
¢ Planned dates as
generated from the rollout
database
* Acceptance letters from
A list of Outlets who have
not responded.
Telephone call to those
Outlets who have not
responded to the invitation,
offering the event.
Post Office Outlets
Activity : @ -70 days
Joining instructions are sent to those Outlets who are I Peritas
attending the User Awareness events. The training venues
booked are associated with the Outlets.
Inputs
Outputs
Contact with Post
Master
° Planned dates as
generated from the rollout
database.
¢ List of Outlets that have
accepted.
Information pack sent to
the Outlets showing
details of the training
venues and the training
programme.
Post Office details on the
database are verified.
Information pack sent to the
Outlet.
Activity :
Number of Post Office Outlets and hence the number of
network connections are available for initial orders to_be
@ - 65 days (O)
Energis
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Date: 12/01/98
placed for the communications circuits.
Inputs
Outputs
Contact with Post
Master
* Rollout database details
for Post Office Outlet.
Confirmation of the
circuit type is available
Initial orders for circuit is
placed.
Confirmation of the communication link and details are available at this point.
This information is populated into the database by Energis
Address C [Existing equipment
FAD Code C_I[ Site Contact
Telephone C I] Post Master
Number
Fax Number C II Office Manager c
Counter C II Category
Telephone
BA District I Parking Category
No of Counters I P Comms. Link Type C
Back Office System CICUIPSTN details C
Printer C II Multiple Name c
Opening Hours P Multiple Address Derived from
database
Release Number C I Number of Staff P
Survey D&T P Asset data
Training Date P Installation flag
ISDN D&T P Site Preparation D&T_I P
Lottery LSN_ P Main c
Installation D&T P Last Minimum
Training Date
Compliance
Activity : @ - 63 days
Telephone contact is made with Post Office Outlets to I Peritas
confirm the attendance to the User awareness events.
Inputs
Outputs
Contact with Post
Master
* Planned dates as
generated from the rollout
database
* List of confirmed Outlets
for the User awareness
events.
Contact established with
Office Manager
Telephone contact is made
with Outlets regarding the
User awareness events.
Activity :
User awareness events completed for Outlets in the
Implementation Unit
@ -57 days (IU)
Peritas
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Inputs Outputs Contact with Post
Master
* Planned dates from the © Post Office Users attend User awareness event occurs
rollout database events for groups of Outlets at
central locations
At this point Post Office Users may or may not have attended a User Awareness
event. This information is determined from the rollout database for a particular
Outlet. Those outlets which sent representatives to the event are confirmed by
Peritas via the rollout database.
WTL use this information to determine the telephone conversation that takes
place with the Office Manager. (See section ?).
During the telephone conversation, the Post Master is asked to agree the target
dates for the Site Survey, Site Preparation and Installation events.
Where the target dates for the Site Survey and/or Site Preparation events
cannot be achieved, WTL will follow the rules in section 6.2.9 to determine how
alternative dates are established.
Activity : @ -Week 11 (IU)
Telephone contact is made with post Office Outlets to arrange I WTL
for the Site Survey, Preparation and Installation to take place.
Confirmation of dates and times results in a letter together
with a training questionnaire being sent to the Office
Manager
Inputs Outputs Contact with Post
Master
¢ Planned dates from the ¢ Site survey date and time I Telephone call to Post Office
rollout database is arranged Outlets to confirm details
: : held on the database and to
* Confirmed Post Office * Site preparation dateand I ay ranue the site survey,
Outlet details times confirmed
I llation d rT Letter sent to Outlet
= dnstalauon ac ioe confirming dates together
Eines. ate Conarmed: with training questionnaire
Information obtained from the call with the Office Manager provides further
update and conformation of the rollout database parameters for the Outlet.
Address C ][ Existing equipment c
FAD Code € I[ Site Contact
Telephone € II Post Master
Number
Fax Number C II Office Manager c
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“Counter C I Category
Telephone
BA District, € II Parking Category P
No of Counters P Comms. Link Type c
Back Office System C I CLIPSTN details c
Printer C II Multiple Name c
Opening Hours P Multiple Address Derived from
database
Release Number C II Number of Staff P
Survey D&T C II Asset data
Training Date P Installation fla
ISDN D&T P Site Preparation D&T a
Lottery LSN P Main) c
Installation D&T € I Last Minimum
Training Date
Compliance
When contact has been made with the last Outlet in the Implementation Unit
and the planned dates determined then a further Baseline (STATUS
BASELINED) is created for the Implementation Unit.
From this point no date changes are allowed except
through the full Change
Control procedures established for the implementation process.
Activity :
@ - week 10 (IU)
The Installation date is established. No further
date changes are allowed for the Outlet from
this point.
Pathway
Activity :
@ -54 days (IU)
Bar Codes are prepared which attach to the Base Unit’s and
the communications port. These are used during the auto-
configuration phase. Bar codes are dispatched at -50 days to
the two suppliers.
D2D
Inputs Outputs
Contact with Post
Master
Bar code sheets
dispatched to WTL
project office and Exel.
Planned dates from the
rollout database
Confirmed Post Office
Outlet details
Activity :
@- week g (IU)
WTL representative attend the Post Office Outlets in the
Implementation Unit to carry out the site survey which
determines where and how the counter environment is
installed.
WTL
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Inputs
Outputs
Contact with Post
Master
Planned dates from the
rollout database.
Post Office Outlet details
Number of counter
positions
Full survey of the Outlet.
Planned equipment
layout.
Network communications
point identified.
Outlet visited for the first
time. Scripted questions and
answers available for the
offices.
The Site Survey Process provides additional fields to the rollout database
‘Address [Existing equipment c
FAD Code C I Site Contact c
Telephone II Post Master c
Number
Fax Number C II Office Manager c
~Counter C II Category c
Telephone
BA District, C II Parking Category c
No of Counters I Comms. Link Type c
Back Office System C I CLIPSTN details c
Printer C II Multiple Name c
Opening Hours C II Multiple Address Derived from
database
Release Number C I Number of Staff P
Survey D&T C I Asset data
Training Date P Tnstallation fla
ISDN D&T C II Site Preparation D&T c
Lottery LSN P Main. c
Installation D&T € II Last Minimum
Training Date
Compliance
Activity :
@ -30 days (IU)
The site survey details collects the Peritas Training forms.
WIL
Inputs Outputs
Contact with Post
Master
Documented details of
each Post Office Outlet
Planned dates from the
rollout database.
Completed site survey Confirmed number of
forms positions and equipment
available.
¢ Trainee details for Outlet
available to Peritas
Activity : @-26 days (O)
The invitations to the User training events together with the
Course Joining instructions are sent to the Post Office Outlets.
Peritas
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The invitation also has a response form.
Inputs Outputs Contact with Post
Master
¢ Planned dates from the ¢ Letter sent to Outlets Letter sent to the Outlet.
rollout database providing details of
F training venues and dates
© Post Office details mem
* Training venues
The invitation to the User training event populates the database with
confirmation of specific training dates and details of the number of staff. From
this the last minimum training date compliance is derived. This is an indication,
based on the number of Staff, a date at which the minimum number of staff in
the Outlet must have been trained.
Where an Outlet has been identified as being associated with a Multiple, the
Multiple name is supplied to the rollout database. The Multiple name is
associated by the rollout database with the corresponding Multiple address.
Address C [Existing equipment C
FAD Code C II Site Contact C
Telephone C II Post Master C
Number
Fax Number C I) Office Manager C
~Counter C I Category C
Telephone
BA District C I Parking Category C
No of Counters I[ Comms. Link Type C
Back Office System C I CLIPSIN details C
Printer C II Multiple Name C
Opening Hours C II Multiple Address Derived from
database
Release Number C I Number of Staff C
Survey D&T C I Asset data
Training Date C I[nstallation flag
ISDN D&T C I[ Site Preparation D&T C
Tottery LSN P Main C
Tastallation D&T € I Last Minimum C
‘Training Date
Compliance
Activity : @ - week 4 (IU)
The Outlet environment is prepared for the installation of the I WTL & Energis
counter equipment. This activity is the Site Preparation
Inputs Outputs Contact with Post
Master
Planned dates fromthe I Site prepared ready for Visit to the Outlet to prepare
rollout database equipment installation. the site.
© Post Office details Data cabling, new power and
communications link _ are
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© Number of counters at installed.
each Outlet
Insert section regarding Auto Configuration when the details are known.
For release 1b configurations will be manually built. Details of these activities
are shown in section 12.
Activity : @ - 12 days (O)
Joining instructions for the User Training events are I Peritas
dispatched to the Outlets.
Inputs Outputs Contact with Post
Master
* Planned dates from the I Joining instructions for I The Office manager and staff
rollout database each member of staff joining instructions —_are
, dispatched to the Office
* Post Office Outlet details manager
° Staff Details
Activity : @ - 8 days (O)
Telephone calls are made to the Outlets to remind the Users I Peritas
of the forth coming training events. The day is 3 days prior to
the first training event in an Office
Inputs Outputs Contact with Post
Master
Planned dates from the I Users reminded of forth I Telephone call to the Outlet
rollout database coming training events manager
Post Office Outlet details
Activity : @-5 days (O)
The Overshipper requirement for the an Outlet is call off from I Exel
DaD by Exel
Inputs Outputs Contact with Post
Master
e Planned dates as e Overshippers prepared for
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generated from the rollout
database
© Post Office Outlet details
Training venues
the counter platform
ICL Pathway Implementation Strategy (Release 1b) Ref: IM/STR/0003
Version: 1.2
Date: 12/01/98
generated from the rollout collection
database
* Post Office Outlet details
Activity : @-4 days (O)
The Office Manager User training event take place Peritas
Inputs Outputs Contact with Post
Master
° Planned dates as ¢ User trained in the use of I Office manager attends
training event
Activity :
installed is completed. The
number of staff at the Outlet*
required to complete the trai
The Minimum number of staff? required to have completed
training in order that the Outlet can have the equipment
minimum number of staff
ining is determined from the
@-1 days (O)
Peritas
Inputs
Outputs
Contact with Post
Master
* Planned dates as
generated from the rollout
database
* Post Office Outlet details
« Training venues
¢ User trained in the use of
the counter platform
Office staff attends training
event
Activity :
The equipment for the counter
D2D storage site. Equipment is
positions is collected from the
collected for local sites
@ -2 to -1 days
SORBUS / Exel
Inputs Outputs Contact with Post
Master
* Post Office Outlet details I» Equipment collected
3 To be defined by POCL
4 Details on how this figure is determined required from PDA.
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POCL
Nothing contained herein shall be deemed or construed as affecting existing contractual obligations or creating new contractual
obligations between ICL Pathway, the DSS and / or
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« Number of counter
positions
Activity : @ -2 days
The Network Communications link is re tested to ensure all is I Energis
fully operational?
Inputs Outputs Contact with Post
Master
© Post Office Outlet details I Network communications
+ Planned dates from the alia
rollout database
6.2.4 Installation activities
This section summarises the installation activities.
Activity : @ o days
The Horizon counter equipment is delivered and installed. Exel
Inputs Outputs Contact with Post
Master
© Post Office Outlet details I Outlet installed with Visit is made to the Outlet
Horizon counter site to install the Horizon
« Planned dates from the equipment platform
rollout database ap °
« Number of counter
positions
Confirmation that the installation has been completed is populated to the
database together with Asset data relating to the Outlet.
‘Address C J Existing equipment c
FAD Code C I[ Site Contact c
Telephone C II Post Master c
Number
Fax Number C II Office Manager c
“Counter € II Category Cc
Telephone
BA District, C II Parking Category c
No of Counters C I Comms. Link Type c
Back Office System C II CLI/PSTN details c
Printer C II Multiple Name c
5 The mechanism of how this is carried out is to be confirmed.
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Opening Hours C ] Multiple Address Derived from
database
Release Number C I Number of Staff c
Survey D&T C II Asset data c
Training Date I[Tastallation fla c
ISDN D&T C II Site Preparation D&T c
Lottery LSN P Main) c
Installation D&T € I Last Minimum c
Training Date
Compliance
6.2.5 Post Implementation activities
The following activities relate to Post Horizon implementation.
Completion of the above activity triggers the migration activity below.
Activity : @ o days
Data migration activities are carried out within the Outlet (
Ref. [10])
Inputs Outputs Contact with Post
Master
. .
At this point the Post Office Outlet is operating on Horizon platform.
6.2.6 Hand Over to Steady State activities
The following activities relate to the hand over of the Horizon environment to
Steady State. No dates are shown for these activities as they may occur at
different days depending on the type of Outlet.
Steady State is the terminology used to describe the support state after the
Horizon platform has been implemented and data migrated to the system.
Activity : +2 days (O)
Asset details extracted on installation are passed by Exel to I D2D
D2D. The translation from Overshipper units to equipment
serial numbers is confirmed and passed to the rollout
database.
Inputs Outputs Contact with Post
Master
© Post Office Outlet details I Asset serial numbers
* Horizon asset information
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Activity : +3 days (O)
Extract from Rollout database transferred to Steady State. Pathway
Inputs Outputs Contact with Post
Master
© Post Office Outlet details I Required level of training
; ; reached for Users in an
* Horizon asset information
Outlet
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6.2.7
6.2.8
6.2.9
Initial population of the rollout database.
For the rollout activities to be managed as Implementation Units, the rollout
database has to be initially populated with details of all the planned Outlets.
This is a one off initialisation activity which is carried out at the beginning of
the programme.
Post Office details which include the addresses, telephone numbers and the
number of counter positions is provided to Pathway by Post Office
representatives. This is applied to the rollout database from which an initial
High Level Design rollout schedule is produced. This schedule is used by all
parties involved in the implementation action as a planning tool.
Implementation Unit Schedules
The rollout of the Horizon Counter system is scheduled by grouping Outlets in
to Implementation Units. As each stage starts, schedules are extracted from the
database, for each IP region. These extracts are derived from the HLD rollout
scheduled dates.
These stages allow the practical management of the rollout programme.
¢ Version 0.1 is sent to all suppliers to review. Comments are co-ordinated by
Pathway for inclusion on the schedule. This version of the schedule is the
first Baseline 1.0, STATUS PLANNED and is produced at -110 days relative to
the first outlet implementation.
¢ Version 1.0 is used to control the rollout programme for the particular
Implementation Unit. The schedule of activities allows for some dates to be
negotiated with Outlets as to the most convenient time, providing the
activities occur within certain windows. Dates are set and confirmed during
the telephone call to arrange the Site Survey process at week -13. At this
point the schedule is baselined again as version 2.0, STATUS BASELINED
and is produced during -week 10 relative to the first outlet implementation.
Management of Change
During the implementation programme, changes will occur to planned
activities. Changes are controlled through the rollout change management
system, which is based on the standard ICL Pathway / POCL change
management system. As changes to dates in schedules, impact initially teams
involved in the rollout program, the circulation lists are limited to PDA, RLM’s,
ICL Pathway Implementation Team and suppliers. The change management
process also involves the establishment of a Change Review Board for the
implementation process.
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6.2.10 Scheduling Priority of Outlets.
The rollout processes encounters many categories of Outlet types during the
implementation of the Horizon counter infrastructure. There are a number of
inter-relationships between these categories which dictates the order in which
Outlet types are implemented within an Implementation Unit. Activities in
Outlets are scheduled to meet the optimum time for the Outlet. For example
activities in the Outlet need to be avoided on the busiest days such as Thursday
mornings.
The rules detailed in this section of the document have been developed with
Post Office representatives as the optimum day and time for different types of
Outlets.
Outlets are categorised from POCL by Account type. The following table
provides details of these Account types.
e Account type - The Post Office Account Type of an Outlet.
e Abbrev - The Abbreviation of the Account Type
Account Type Abbrev
Cash Remittance Units CRU
Modified Scale Payment Office MSPO
Branch Office BO
‘Community Cash Account Office COMMCA
‘Company Franchise Post Office CEPO
Court Post Office - Royal Residences (not generally I COURT PO.
open to the public)
Independent Franchise Post Office TPO)
Restricted Hours Cash Account Office RESHRCA
Restricted Hours Non Cash Account Office RESHRNCA
‘Scale Payment Sub Office Cash Account SPSOCA
‘Community Credit Stock Office COMMCSO
Satellite Post Office to a SPSOCA ‘SATELLITE
‘Scale Payment Sub Office Credit Stock Offices ‘SPSOCSO
The following guidelines are to be used for determining when Site Survey, Site
Preparation and Installation activities can take place in Outlets.
¢ Activities should not take place in adjacent Outlets at the same time.
This allows Post Office customers to access services from a nearby Outlet
should any disruption occur at an outlet during the implementation
activities.
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* Activities should avoid Monday and Thursday mornings in single busy®
position offices.
Outlets which are traditionally busy on these mornings.
¢ Activities should generally avoid Monday mornings where possible.
Monday mornings are traditionally the busy days in most Outlets. Activities
should be avoided where scheduling allows.
¢ Activities should always be scheduled in Outlets when open unless by
agreement with the post Master. (Examples are % day, lunch hours, early
finishing, late, weekends and holidays.)
The POCL supplied opening times are available from the rollout database
and these are to be considered when scheduling activities.
© National Lottery Local Server Node power downs must be agreed with
“Branded Markets”, POCL.
Ten days notice is required for any power down of LSN’s Generally this
should be scheduled to occur between 2300hrs and o5oohrs. However in
many instances power may be lost for less than one minute during normal
trading hours. Power down requests quoting the 4 or 5 digit code on the
LSN, time date and reason with at least 10 days notice are made through;
Ken Angel
Lottery Operations Manager
National Lottery Team
Branded Markets
Post Office Counters Ltd
1-16 Blackfrairs Road
London
SE1 QUA
Tel 0171 922 1467
¢ An additional field is provided on the rollout database which indicates which
Outlets are classed as MAIN’s.
These are a special category of Outlet in which Horizon is implemented
within the first year of rollout program.
© Definition of busy to be defined by POCL.
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¢ Seasonal offices are to be scheduled when they are open (and not out of
season).
This information is available from the rollout database.
6.3. Outlets which fail to meet target dates
When Outlets are contacted to confirm the target Site Survey, Site Preparation
and Installation dates, circumstances may be encountered which do not allow
the target dates to be met. This may be for a number of reasons. The schedule
of activities has been produced to allow rescheduling of some events within
specific defined time scales. These are as follows;
e Site Survey activities
e Site Preparation activities
Site Install activities.
The times for these are arranged during the telephone call made during week 1
to the Outlets in the Implementation Unit. If contact is not made directly with
the Outlet at the first attempt, three further attempts are made before
escalation procedures are invoked.
For the Site Survey and Preparation activities rescheduling is allowed providing
the rearranged day occurs in the same working week. Where the date cannot be
rescheduled within this period, then escalation procedures are invoked.
For the Site Install activities WTL may establish during the phone call an
alternative date (providing this occurs within the same working week) which is
confirmed with Exel before agreement with the Post Master. Where the date
cannot be rescheduled within this period, then escalation procedures are
invoked.
In all cases the amended date is applied back through the rollout database.
In all situations where escalation procedures are invoked, the Outlet STATUS is
changed to SUSPEND.
6.4 Management of Drop Offs
Occasionally situations arise during the implementation life cycle at Outlets
which require the focus of the Implementation Team. Examples of these
conditions are;
e Outlets which have a STATUS of SUSPEND for over 24 hours.
e Alarms are raised from the rollout database for Outlets where activities have
failed to meet a planned date.
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6.5
¢ An Outlet has been classified as category C (see section 4) and requires
Pathway approval continuing with the work.
e An Outlet is closed, for example by Post Office Auditors.
¢ Site Preparation work can not be carried out without a Landlords permission
which has not been obtained within the planned dates.
Each situation requires consideration based on its own merit.
To ensure these specific Outlets are managed with the correct visibility an
option is available within the rollout database to move the Outlet outside of the
default manageable unit of the Implementation Unit to be managed as a
Sundries item.
Reports relating to the Sundries schedule can either be produced on request by
nominated users of the database, or generated on a regular basis the frequency
of which is determined through the administration tool. The default values for
these reports is as specified in below.
Report User Frequency
Sundries Schedule Pathway Rollout Weekly
Manager
Sundries Outlet Pathway Rollout Ad - Hoc
Manager
The objectives of the rollout programme are to keep the number of Outlets
which are managed as sundries items down to a minimum. Where situations
occur that require an Outlet to be managed as a sundry the escalation routes
are described in section 6.5. Where the problem in the Outlet is due to
problems encountered during the Site Survey or Preparation activities then the
escalation route will involve transferring the Outlet to managed initially
through the WTL Sundries manager who interfaces will the ICL Pathway
Central management team and PDA to resolve the issue.
Interfaces and Escalation Routes.
Management of the rollout is dependant on the establishment of good
communication interfaces. When problems are encountered escalation routes
are required such that sufficient management focus is applied to the problem
area to determine the correct resolution.
To achieve this problems encountered during the rollout are managed through
the interfaces described below;
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e ICL Pathway suppliers use one interface (known as the rollout help desk) to
register problems. The help desk is responsible for the escalation within the
ICL Pathway organisation.
¢ Each IP region is managed through ICL Pathway IP managers. IP Managers
interface directly with Post Office Regional Liaison Managers for each IP,
through verbal, schedule meetings and written correspondence. IP Managers
are responsible for the day to day operations of the rollout and initial
management of problems encountered during the rollout specific to their
area.
¢ Central management team, who are responsible for initial management of
schedules and for problem escalation.
Details of the escalation routes is documented in the lower level working
practices produced on the acceptance of this document.
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7 Version Control of Horizon Hardware and Software
To ensure that the Horizon platform that is delivered to an Outlet is the same
as that which has been tested in the Test and Integration environment, both the
hardware and software is controlled.
The hardware and software release description is documented at each Release
through the Counter Systems Release Baseline definition document. The
document which is produced by the Verification Centre, is authorised by
Pathway Software Development manager and the Test & Integration manager.
This section describes the processes involved in establishing that control.
7.1 Software Baselines.
The Horizon Counter system is delivered to Outlets installed with a baseline
hard disk installed with a generic release of software. This section describes, at
high level, the processes involved in the production and management of
baseline disks.
The Base Unit hard disk is pre loaded before the system is packaged and
shipped with a Configuration Management controlled release of software. This
software is an approved version having passed the appropriate Pathway Quality
Control procedures. This control is applied to all aspects of software used on
the Pathway platform from the operating system through to the Horizon
Counter applications.
¢ The collective group of software is known as a software RELEASE. The term
RELEASE used in this section will refer to this group of CM controlled
software.
e The RELEASE of software once applied to a Base Unit disk is then known as a
BASELINE.
This BASELINE then becomes the MASTER copy and can then be used to build
“copies” of this disk which are created during the packaging of new Counter
Base Units.
A High Level overview of the processes used to control the generation of a
BASELINE is shown in the diagram below.
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CM RELEASE .
of software Pentium PC
and scripts Delivered with
no software
—aa
BASELINE production
and verification
RELEASE and scripts BASELINE Copying on to
created to produce Pentium PC hard disk
BASELINE during packaging
Pentium PC packaged
in Overshipper for delivery
to Outlet
¢ Pathway Configuration Management control all scripts and RELEASEs of
software associated with the Horizon platform.
¢ Only the approved scripts and RELEASEs are applied to the Horizon disks.
¢ The control and production of BASELINEs is carried out by the Verification
Centre.
¢ The copying of the BASELINE on to the Base Unit disks is carried out by
D2D.
7.1.1 Production of a BASELINE.
BASELINEs are produced by applying a RELEASE of software together with any
specific BASELINE software to a disk which becomes the MASTER copy.
BASELINE software is that which is required on a system to allow the initial
connection to the Auto Configuration server.
At release ib the Auto
Configuration server will not be used and therefore there is no specific
requirements to add any additional BASELINE software. An overview of the
processes is shown in the diagram below.
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CONFIGURATION MANGEMENT
CM RELEASE
of software
and scripts
BASELINE software
and scripts
i Create and test
Build and test —_ d
MASTER disk D2D build
Scripts
PRODUCTION
¢ Pathway Configuration Management provide the RELEASE and the
associated build scripts together with the BASELINE software and its
associated scripts.
e The Verification Centre use the scripts to build the BASELINE disk.
e The BASELINE disk is then tested and validated using a set of pre-defined
test scripts. This set of tests ensures that the Counter environment operates
as expected.
Additionally the BASELINE is supplied to Pathway Test & Integration who
perform end to end testing of the BASELINE.
¢ On completion of the testing cycle the BASELINE is passed to CM for
control. The BASELINE is allocated a version number. This is different to the
RELEASE version number.
e A series of scripts are then created which are used by D2D during the
copying process. The script’s are tested and passed to CM for registration.
¢ The scripts and MASTER BASELINE together with the D2D build scripts are
used in the production cycle.
Creating a new BASELINE.
During the rollout programme it is expected that new RELEASEs of software
will be required in the Post Office network. These may be to introduce new
functionality or simply to fix problems experienced during live use. As such
there is a requirement to create a new BASELINE during the rollout
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programme. This section provides the High Level overview of how this is
achieved.
New RELEASEs have to be applied to the Post Office network using one of two
methods.
¢ Creation of a new BASELINE from which new systems which are installed
have the new RELEASE applied.
¢ Software distribution to those systems which have already been installed.
The creation of a new BASELINE is achieved as follows;
CONFIGURATION MANGEMENT
CM current BASELINE software
BASELINE and scripts
Vv
CM current RELEASE and BASELINE
BASELINE Software and scripts applied
CM RELEASE
of software
and scripts
~—a_-
NEW BASELINE
e Pathway Configuration Management provide the RELEASE and _ the
associated build scripts together with the BASELINE software and its
associated scripts.
e Pathway Configuration Management provide the current BASELINE.
e The Verification Centre use the scripts provided to apply the RELEASE and
BASELINE software to the current BASELINE system.
¢ The new BASELINE created is then processed through the testing cycle as
detailed in the previous section.
Baseline time-scales.
The creation of a new BASELINE requires 30 working days notice. This ensures
that the cycle detailed above is completed.
As new BASELINEs are created the following systems are upgraded.
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72
e Existing Spare disks. The timing of this is dependant on the interception of
the RELEASE in the network. As such there is a requirement to support two
RELEASES in the network at any one time.
¢ Training systems used by Peritas
¢ Spare systems carried by Exel during the rollout programme.
Software BASELINE integrity
To ensure that the MASTER disk used to create software BASELINE is built to
the required software level, the following applies;
¢ Software and installation scripts as issued from Configuration Management.
e BASELINE disk returned through Test & Integration for final sign off before
production of systems start.
Configuration information
At release 1b the Horizon systems targeted for the 190 outlets are configured
during the system build phase (see section 8) using a configuration script. This
is prepared in advance by the Verification Centre. Configuration details are
discussed in section 10.
Hardware BASELINEs.
All hardware used in the Counter environment is controlled through the
modification status or revision levels associated with the hardware. These are
registered for each set of equipment comprising the Horizon environment with
Pathway Configuration Management.
Equipment manufacturers are required to notify ICL Pathway of all hardware
revision level changes. Processes are established by which these changes are
assessed for their impact before registration with CM and their introduction to
the rollout programme.
All changes to the manufacturing state of hardware are assessed by the
Verification Centre before the equipment is allowed to be implemented as part
of the rollout programme.
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8 System Build & Configuration
This section provides details on how the equipment that comprise Horizon
configuration are built, tested and packaged ready for delivery to a specific
Outlet. A number of processes are involved to deliver this functionality.
1. Preparation activities
© Overshipper equipment contents are defined by ICL Pathway.
¢ Test routines are prepared and scripted by the Verification Centre
¢ Configuration scripts and parameters are prepared and scripted by the
Verification Centre.
2. Order activities
¢ Initial forecasts for Horizon equipment are provided to ICL Pathway by D2D.
© Confirmed orders for Horizon equipment are provided to ICL Pathway by
D2D.
e Equipment is delivered to D2D.
¢ Overshipper requirements for D2D.
3. Collection activities.
¢ Equipment is packaged in an Overshipper
e Equipment is collected from D2D by Exel
These are described in more detail in the following sections.
8.1 Overshipper contents.
The contents of each of the Overshippers, also known as the Bill of Materials,
are defined by ICL Pathway. The list comprises all the items that are required to
build a configuration in an Outlet. There are several versions of the
Overshipper contents which map to the 5 categories of Outlets defined in
section 4. This is required to cater for the different models of Touch Screen
monitor that are used in the implementation programme.
8.2 Equipment test routines.
All equipment is tested prior to packaging in the Overshipper. The test scripts
for each item is prepared by the Verification Centre. Where equipment items
have configuration switches, or where equipment has pre configuration menus
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8.3
8.4
associated with them, these are checked to comply with the Configuration
Controlled requirements. Again these are scripted by the Verification Centre.
As each Base Unit is tested, the correct baseline software is applied to the disk,
which also includes the Baseline scripts and configuration items. The process is
scripted by the Verification Centre.
All scripts generated for the test routines are registered with ICL Pathway
Configuration Management. As changes or amendments are made, these are
controlled through the normal Change Management routines.
Initial forecasts for Horizon equipment
Initial forecasts for equipment comprising the Horizon counter system are
passed to equipment suppliers by ICL Pathway. In order that suppliers are
aware of the potential numbers of systems required to satisfy the rollout, initial
forecasts are obtained on a weekly basis. D2D supply the forecast figures based
on information from the rollout database. The rollout database figures are
converted to build figures which are submitted to ICL Pathway.
This consolidated information forecasts the number of Horizon systems based
on the number of counters, Back Office Systems and printer type supplied by
POCL. These figures are translated into Overshipper equipment contents by
ICL Pathway. It is these forecast figures which are provided to the equipment
suppliers at various triggered dates providing initial estimates of +/- 20% of the
target.
Confirmed orders for Horizon equipment
Confirmed figures are supplied by ICL Pathway to equipment suppliers such
that confirmed orders are placed. The figures are estimated to be within +/- 12%
of the target. These figures are determined by D2D to ICL Pathway based on the
Build figures determined from the rollout database.
The true number of systems is confirmed during the Site Survey process (see
section 9).
Equipment Delivery
The equipment items ordered using the process detailed above arrive at D2D.
The equipment is checked into the storage area and the confirmed numbers
supplied back to ICL Pathway. This equipment is used to build the target
Overshippers for delivery to Outlets.
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8.6 Overshipper requirements and packaging
The requirements for Overshipper types is passed to D2D by ICL Pathway. The
rollout database figures supplied at this point are based on confirmed figures
supplied on the Rollout database after the Site Survey process and bear the true
requirement for the target Outlets.
The Overshipper types are derived from the rollout database figures of Number
of Counters, Back Office System Flag Printer type and Release number. The
report generated translates these figures to Overshipper types based on the
rules of the database. To assist with build process the report provides a
consolidation of all the Overshipper types required in Outlets whose target
installation date is 25 working days ahead. This information is extracted on a
working day basis.
As such D2D are presented with a requirement for a quantity of Overshipper
types as detailed in section 2 built to a specified Release number.
As the Overshippers are built in this release they are configured with
configuration information relating to the specific outlet and counter position.
This is applied during the build process using scripts provided by the
Verification Centre. Each Overshipper is then labelled with Bar-codes
indicating the Overshipper type, serial number of the Overshipper and the
Release Number, together with a label indicating the target office counter
position and number of Overshippers in the consignment.
Once the Overshippers are built they are moved to a buffer area ready for
collection a minimum of 10 days before Outlet installation.
8.6.1 Overshipper Release Number
All the Horizon equipment hardware and software is controlled through the
Configuration Management system and is controlled through the Release
Number. Scripts controlling the software builds is detailed in section 7. The
mechanisms for controlling the hardware builds passed to D2D is documented
in section 7.
8.7 Overshipper collection.
Exel are responsible for collecting Overshippers from D2D ready for the
Installation Process and may collect the Overshipper types for Outlets up to a
maximum of 5 days before installation.
As part of the collection process Exel supply Overshipper requirements
information on a quantity basis
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8.8
8.9
8.10
Rollout database requirements.
The following activities are monitored through the rollout database and hence
for release ib manual report sheets, as part of the System Build and
Configuration process.
e Forecast numbers are passed to D2D for a weekly build schedule to be
produced
¢ Version number of the software is checked at -30 working days before
implementation
¢ Exel supply serial numbers of equipment to D2D who pass back through ICL
Pathway to the Steady State support services.
Equipment Spares.
The Exel installation engineers are equipped with sufficient spares to support
the rollout programme. The following conditions apply;
e Where a Base Unit is identified as faulty during the Implementation
activities all the equipment belonging to the Overshipper is exchanged with
a new Overshipper of the same type and Release state.
¢ Where another item of equipment fails during the Implementation activities
only the faulty piece is exchanged with a replacement item of the same type
and Release state.
The number of spare items is calculated at the start of the rollout programme.
These are based on figures provided by Exel and D2D to Pathway.
Consideration is made for the management of the following;
¢ Introduction of hardware and software baselines and the support of two
releases.
¢ Recovery and replacement of failed items on installation.
¢ Recycling of spare systems during the implementation period.
¢ The use of spare equipment and systems at the end of the implementation
rollout.
Escalation Routes
Problems encountered during the System Build and Configuration process are
reported through the Horizon System Help Desk. The Horizon System Help
Desk are responsible for assignment and ownership to these problems within
the ICL Pathway Implementation Team.
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9.1
Site Survey & Preparation
This section provides details on how the Site Survey and site Preparation
functions are carried out. At all times these activities are scheduled and planned
to cause the minimum disruption possible to the operation of an Outlet.
Site Survey
The Site Survey function is the operation that is performed at each Outlet. Its
purpose is to gather enough information in a visit such that the Horizon
Counter infrastructure can be implemented.
The trigger for a Site Survey to take place starts from the dates planned on the
Rollout database. For release 1b the information is transferred via Exel
spreadsheets and an Access database to provide the information shown below;
¢ Post Office name and Address, Post Code & Telephone number
e Actual date for the Survey and the Planned Preparation and Installation
dates (See section 5).
¢ Outlet Account Type (See section 6).
¢ Number of Counters, as provided by POCL (this number requires
confirmation during the Site Survey process), whether a Back Office system
is required and the Printer type.
¢ Communication circuit type.
¢ Acode which indicates any existing equipment in the Outlet.
This information is used by WTL to establish initial contact using the name and
number supplied.
To allow the Horizon environment to be installed a number of preparation
activities must take place. The purpose of the site survey is to identify the
amount of work that is required and prepare a document which is used by
WTL, Energis ( using BT as a sub-contractor ) and Exel during the Site
Preparation and Installation phases. The Site Survey process also allows the
distribution and collection of User training information, used later on in the
implementation cycle.
Initial contact with the Outlet is by telephone call to arrange and schedule the
Site Survey date with the Office Manager. The date that is arranged is then
confirmed by letter. Accompanying the letter is a training letter which requests
information on the number and names of staff at the Outlet. This is collected
when the Site is visited as part of the survey.
The site survey identifies the following items.
e Details of the power distribution and how it is used.
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e Where the additional power is required to support the Horizon
infrastructure. This is 6 electrical sockets at each counter position, together
with a further 6 sockets where a Back Office system is due to be installed.
¢ The location and capacity of the electrical distribution board box and
condition (where this is possible ) of the existing wiring is noted.
¢ The physical condition of the existing electrical wiring is noted.
e A location for the communications link is identified and marked. This point
is located as close as possible to the Horizon gateway server.
e The classification of an Outlet based on A B C as described in section 4 of
this document.
¢ The physical layout of the existing counter positions are noted including all
sizes relating the existing counter positions, door apertures, and access
points to the Outlet. This is agreed with the Office Manager.
¢ The proposed locations of the Horizon infrastructure at the counter
positions is noted. This includes the location of trunking, power supplies
and the LAN cabling.
¢ The physical preparation activities such as where holes are to be drilled in
the work area to locate remote cables is noted.
e Any other environmental restrictions, such as obstacles in the Outlet which
may prevent easy access to the counter position are noted.
¢ The authoritative signature in the Outlet to allow the work to go ahead.
¢ Confirmation of the Site Preparation and Installation date and times.
¢ Parking restrictions around the Outlet.
¢ The Office Manager is reminded that a mutually convenient time between
the WTL engineer and the Outlet Manager during which power can be
turned off during the Site Preparation activities will need to be agreed at the
time of the Site Preparation. This is to allow the connection of the new
electrical sockets which are required for the Horizon equipment.
Outlet Managers are also reminded that the loss of power during the Site
Preparation Process will initiate the requirements for the Post Office Outlet
recovery procedures that will need to be invoked.
In certain Outlets this set of activities may result in the replacement of the
existing distribution board. Connection of incoming electrical supply is the
responsibility of the local electricity company, however this is arranged
through WTL.
e Whether the Outlet may require any additional work such as draw
modifications or shelves to support the Horizon equipment. Where this
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occurs, additional surveys may be required in order to determine the work
involved.
The rules for the positioning of the equipment, cabling layout are detailed in
the Implementation Strategy, i.e. this document.
The details collected at the Site Survey are documented in a Survey Pack. This
will eventually comprise a detailed description of the Outlet in the form of a
CAD drawing and a narrative. However in order that late changes identified
later in the process, such as cable re-routes, the CAD drawing is not produced
until after the Site Preparation activities. During the Site Survey process, a
dimensional sketch is made of the Outlet which is translated into a CAD
drawing after the Site Preparation activities.
The dimensional sketch and the narrative provide sufficient information to
allow the Site Preparation work to be carried out. The documents work on the
assumption that a different Site Preparation engineer can use the information
to carry out their tasks without having to refer back to the Site Survey engineer
to qualify any part of the preparation. Examples of the level of detail required is
summarised below.
¢ The dimensional sketch shows the positioning of the equipment with respect
to the counter positions and any of the existing equipment that remains. The
drawing labels the counter positions in accordance with the strategy detailed
in section 3 of this document. Details of the cable routes and the location of
any existing equipment remaining together with the position of any
proposed re-location.
¢ The narrative provides details of existing equipment to remain, Weigh scales,
the re-positioning of any equipment in the Outlet which has to occur on
installation, and any other restrictions agreed with the Post Master regarding
the installation.
On completion of the Site Preparation work the sketch is translated to a CAD
drawing with an accompanying narrative. Copies when completed are sent to
ICL Pathway and Exel’ for use later in the rollout programme. The documents
contain a high level of sensitive information. Documents are securely stored
and controlled at all stages of the implementation cycle.
All Site survey activities must be completed in one day with one visit.
In addition to the WTL site survey, Energis ( using BT as a subcontractor ) are
also required to establish the detail of any work required at an Outlet. Where
access to an Outlet is required as apart of their site survey, then this is arranged
by Energis to coincide with the day of the WTL visit.
7 Format to be agreed
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9.1.1
9.1.2.1
Authoritative signature.
To allow any site preparation work to be carried out in an Outlet, the identified
work must be agreed at the time of the Site Survey. WTL obtain from each
Outlet an authoritative signature. The Outlet manager is made aware of this
requirement during the User awareness events. This person must satisfy the
following criteria;
e Where the Outlet is owned by the Outlet manager, as is the case with some
Sub Post Offices, then the authoritative signature is the owner of the
building.
¢ Where the Outlet is rented from a Landlord, then the authoritative signature
must seek the Landlords permission for the work to be carried out to act as
the authoritative signature.
For a majority of the Outlets visited under the rollout programme, details of
whether Landlords permission is required for the work being carried out may
not be determined until the Site Survey process. This, together with details on
Outlets located in listed buildings, is covered in the following sections.
Landlords Permission and Listed buildings.
Post Office Outlets are located at a variety of locations. These vary from those
buildings which are owned by the Outlet manager, to those located in large
shopping complexes or those located in buildings which are rented through a
Landlord. In addition to this some Outlets are located in Listed buildings and
therefore potentially require special permission before any installation work can
be carried out.
Listed buildings
The amount of physical work that can be carried out in Listed buildings is
controlled by planning regulations. Additional restrictions may be further
imposed through local conservation groups. In order that the impact on the
work required for the implementation of the Horizon platform is assessed
before the rollout occurs, WTL will contact the Heritage Societies for advise.
Where special permissions are required in Post Office Outlets located in Listed
buildings, this will be the responsibility of the Outlet Manager to obtain the
appropriate consents. WTL will assist in this process by acting where required
on behalf of the Subpostmaster.®
Outlets which fall in to this category are managed as Sundries Offices, which
require special attention.
8 Statement to be checked and qualified
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9.1.2.2 Landlords permissions
9.2
Before any Site Preparation work can be carried out in some Outlets which are
not owned by the Post Master, Landlords permission may be required.
For those Outlets owned by the Post Office, or are part of the Post Office
Multiples scheme, Landlords permission will be sought at the beginning of the
rollout programme. To try and prevent any potential delays which this process
may identify for these Outlets, WTL will make the first contact with these
Landlords outlining the type of work involved to obtain permission. The list of
these Outlets is provided by Post Office representatives at the beginning of the
rollout programme.
For those Outlets which do not fall in to the above categories, the issue of
whether Landlords Permission is required is only determined at Site Survey
time. The following diagram is used to determine the appropriate action that is
required for Outlets which fall in to this category.
Site Survey
Can you authorise this work?
yes { } No
Are you the Is third party
Authoritive signature? permission required?
NO nof {ves
Procedural follow up Can this be done
?
Procedural follow up (ts) on your behalf”
Procedural follow up Pursue Authoritive
Signature
Procedural follow up is the activity that is required to pursue the correct
signature. This may involve a number of related activities which are initiated by
WTL. Where the correct signature cannot be obtained, then escalation
procedures are invoked.
Activities Carried out after Site Survey.
This section details the activities which are carried out after a Site Survey has
been performed.
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9.3
¢ Copies of the Site Survey Preparation form, consent forms and Survey
sketches are sealed in a pre addressed envelope and posted to WTL for
processing.
¢ Identify immediately after Site Survey Outlets which are categorised as Class
C to ICL Pathway for further processing.
This will require a summary of the additional work involved to be made
available for assessment. Further details are provided on receipt of the
appropriate Site Survey forms.
¢ Energis will arrange ( through BT as a subcontractor ) for any external
preparation of the ISDN communication link. This may involve preparation
of the local connection boxes, installation of communication cables to the
outside of the Outlets, preparation, configuration of the local switching
exchanges for the new links and the confirmation of the appropriate ISDN or
PSTN addresses back to ICL Pathway via the Rollout database.
¢ WTL will pursue any Landlord Permission Outlets where an Authoritative
Signature has not been obtained.
On receipt of the forms WTL will;
e Update the Pathway Implementation Team that the Site Survey process has
been completed.
¢ Confirm the Site Preparation and Installation dates.
e Arrange for the order of the appropriate equipment for Site Preparation.
e Arrange for the local electricity company to be present at the Site
Preparation activities as necessary.?
¢ Send the Training information forms collected at the Site Survey process to
Peritas for further processing.
Site Preparation
The Site Preparation is the set of activities that is carried out to prepare an
Outlet ready for the installation of the Horizon counter platform. These
activities have been scoped as part of the Site Survey activities.
This section documents the strategy that is used.
Post Office Outlets are only prepared for the Horizon counter infrastructure
once the following criteria has been satisfied.
¢ The Outlet is classified as Type A
9 ‘This situation needs to be confirmed as what happens when systems cannot be connected and when responsibilities
have been identified.
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9.3.1
9.3.2
e The Outlet is classified as a Type B and the associated work has been
documented back through the rollout database to ICL Pathway.
e ICL Pathway approval has been obtained for a Type C Outlet, where
appropriate.
¢ An authoritative signature has been obtained, for the work to go ahead.
e All the appropriate Landlords permissions and/or Listed building
permissions have been satisfied.
The Site Preparation activities are carried out by WTL and BT on the same
working day.
Site Preparation work conforms to all the current electrical and
telecommunications standards. As changes occur to these standards, they are
reflected in the rollout working practices through the Change Control
mechanism.
All the equipment, materials required for the Site Preparation activities are
provided by WTL in advance of the work being carried out.
The following sub sections summarises the activities that are carried out.
Physical counter position
The counter position environment is prepared, as identified at the Site Survey,
for the installation of the Horizon counter equipment. In summary this involves
some or all of the activities below;
¢ 6omm holes are drilled in the counter position to allow the equipment cables
to pass between the top and underside of the desk. Protective grommets are
fitted to these holes to prevent damage to any cables passing through them.
80mm holes are drilled in counter positions to allow the office printer cable
to be passed through, where this is required. Protective grommets are fitted
to these holes to prevent damage to any cables passing through them.
e Additional storage units such as shelves are installed to support the Horizon
equipment. These shelves may be installed to move any existing items from
the counter position creating the appropriate space for the installation of the
Horizon equipment.
e Additional equipment mounting units, such as monitor support arms are
installed.
Local Area Network and Data Cabling
In multi positioned Outlets, additional Local Area Network cabling is installed
as identified at the Site Survey. In summary this involves some or all of the
activities below;
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9.3.3
¢ Intwo counter position Outlets a dual UTP RJ45 fly-lead is installed between
the two counter positions. The cable is installed in trunking between the two
positions as appropriate.
e In three or more counter position Outlets, one or more modular Hubs are
installed. These are located in an enclosed environment, through which the
appropriate cabling is returned. All cabling is retained in position using the
appropriate cabling ties and installed in trunking between positions as
appropriate.
¢ Sufficient inter counter position cabling is installed to allow the Horizon
equipment to be installed and moved on the counter position without
causing strain on the cables.
e Where two or more hubs are installed to support the counter positions in an
Outlet, the appropriate inter-Hub link cabling is installed.
¢ Cables are installed from the Hub to the counter position as described in
section 4 of this document.
All standard cabling is pre tested by the manufacturer. Cabling which is
installed and physically terminated in an Outlet is tested as part of the Site
Preparation activities.
For Outlets installed with ISDN a UTP cable is installed in the appropriate
trunking between the physical location of the ISDN box and the Horizon
gateway server.
Electrical installation work
All electrical work identified for the Horizon equipment will be installed where
appropriate. Where this is identified at Site Survey use of any existing wiring
infrastructure is made. All the new wiring and electrical sockets are returned to
the electrical distribution box at the Outlet and is separate from all other
electrical cabling infrastructure. Existing cabling runs are utilised where
possible for the installation of the new electrical wiring in Outlets. In summary
this involves some or all of the activities below;
¢ Installation of a minimum of 5 power sockets at each counter position to
support the Horizon infrastructure. Where appropriate these sockets will all
be co-located. In exceptional circumstances it may be necessary to locate
individual sockets at various locations.
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ee
LTT TTT)
6 Electrical Sockets or
Colocated I
LL]
PI
LITT)
6 Electrical Sockets
not colocated
¢ Installation of a minimum of 5 electrical sockets for Outlets identified as
having a Back Office system.
¢ Installation of additional power sockets to support the Hubs in a multi
position Outlet.
* Modifications to or replacement of the Outlets existing distribution board or
circuit breakers to allow the physical connection of the Horizon electrical
wiring infrastructure.
In circumstances which result in the distribution board being replaced, the
connection to the existing supply is carried out by the local electricity
company. This is arranged at Site Survey time to coincide where possible
with the Site Preparation activities.”°
To facilitate the additional power requirements in an Outlet it is necessary to
switch off the power. This may impact the business operation of some of the
Outlets. This activity is agreed with the Outlet Manager as to a convenient slot.
The existing electrical cabling is also tested at the time of installation of the new
cabling. If this cabling or the electrical safety of the Outlet is found to be
dangerous then there is duty of care requiring immediate notification to be
made to the post master and to the POCL. In situations where this is found, ICL
Pathway will be notified immediately. The appropriate escalation procedures as
detailed in section 9.5 of this document are then invoked.
°° This is an Outstanding issue aS to what happens if this cannot be achieved.
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9.3.4 Communications links
The communications links impacted as part of the Site Preparation activities are
identified as part of the Site Survey process. In summary this involves the
activity below;
e Installation of an ISDN link to support the Horizon counter infrastructure.
The positioning of the communications link for the Horizon equipment is
determined at Site Survey time. The location is identified with BT label and Bar
code indicating the Site. Energis (using BT as a subcontractor) position the data
communications termination point at the exact location identified during the
Site Survey process.
9.4 Existing equipment
No additional Site Preparation activities are required at release 1b.
9.5 Escalation Routes
Where problems are encountered during the Site Survey and/or Preparation
activities information relating to the problem is supplied through the Horizon
System Help Desk.
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10
10.1
Installation
This section covers specifically the activities that occur within an Outlet on the
day of installation. Activities up to this specific date have dealt with the
preparation of the Outlet environment and personnel ready for the installation
of the new equipment. In summary these activities have been;
e Manager and User awareness and training events.
e Site Survey events
¢ Equipment order, build and test events
e Site Preparation event.
e Equipment collection ready for installation.
The installation activities are now supported by the Horizon Field Support
Officers introduced at release ib. (Ref. [11]). The installation procedures are
developed further in the Post Office Establishment Process (Ref. [12]).
Installation requirements
ICL Sorbus, (using Exel) are responsible for Horizon equipment installation.
Activities start as a result from the manual schedules used at release 1b in place
of the rollout database. Installation activities are dependant on the following;
Dependency Details
Outlet Details Postal address
Telephone number
Office Manager
Horizon Equipment Overshipper types
Number of Overshippers
Site Survey details Outlet layout
Installation details
Horizon configurations I Configuration for each
system to be installed
Configuration of
Horizon infrastructure
Existing Environment Details of existing
equipment that may
have to moved or
removed
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Bar Codes Provides Outlet details
for Asset management
and configuration
The Horizon equipment, which has been packaged in Overshippers for an
Outlet has already been collected from the distribution depot. The
management of this is detailed in section 8
This section provides details on the activities that are required to achieve
installation of the Horizon infrastructure. From this strategy lower level
operation procedures are produced. These are approved by ICL Pathway and
POCL/PDA before installation activities take place.
The activities performed at Outlets are dependant on the existing environment.
Activities are categorised as followed.
1. Generic activities.
These are the activities which are carried out for each installation
Examples are the unpacking of kit,
2. Specific Activities
These are the activities that are carried out when certain criteria is met in
Outlets.
These are detailed in the following sections.
Selection of activities are determined from the type of Outlet and the number
of Counter positions that are installed. The order of activities at each Outlet are
shown in the following table. Details of the activities are shown in the following
sections
Office Type
Order of generic
activities
Order of specific
activities
Manual offices
encountered at release
ib
1. Arrival at outlet
2. Installation of
gateway server
3. Installation of
Counter positions (if
applicable)
In multiple counter position offices additional counters are installed using the
following criteria.
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Number of Counter Positions
Number of consecutive
installations
2-4 1
5-10 2
>u 3
10.2 Generic activities
10.2.1 Arrival at the Outlet
Activity
Description
Where information is
obtained from
Introduction to
Office Manager
Engineer introduces
himself to the Office
Manager and to the
Horizon Field Support
Officer
Confirmation of Outlet
Presentation of Pathway
pass
Security procedures
Describe activities
to Office Manager
Engineer describes a
summary of the
activities that will take
place
Site Survey.
Installation procedures
Manager permission
to start
permission to start the
installation activities is
required
Confirm Site Survey Engineer confirms site I Site Survey
details survey details with
Office Manager
Identifies The area is required to I ¢ Site Survey
Overshipper unpack Overshipper * “Reccy” of site
unpacking area and its contents.
Obtain Outlet Office Managers © Office Manager
Report in through
ICL Sorbus
Installation team uses
ISDN link to call help
desk
This process also
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validates the
communications link
before activities are
started.
10.2.2 Installation of Gateway server
The gateway server is always the first system to be installed. This section
describes the activities.
The Gateway server is located in a position determined during the Site Survey
process. Details are found in section 4.
All interconnecting cables are cable tied such that the counter position is left in
a tidy fashion.
Activity Description Where information is
obtained from
Unpack ¢ Confirm correct © Overshipper id
Overshipper Gateway server
¢ Confirm correct version
number
Install gateway ¢ Unpack equipment and I Site Survey &
server install in identified Implementation
location Strategy
¢ Connect Gateway PC to
Communication port
¢ Connect Gateway PC to
LAN (if there)
¢ Connect peripherals
Section 4
Label Gateway e Attach Bar-code 01 to © Section 5
Gateway PC
Power on PC
Collect asset Details I e Scan the Bar-code .
attached to the PC and
Overshipper
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Version: 1.2
Date: 12/01/98
10.3 Specific Activities
10.3.1 Installation of counter System
Counter systems are installed after the gateway server. There is no set order for
the installation. Each counter PC is labelled with a Bar Code that represents the
counter position. Details of the Bar Code are found in section 5. Details of the
numbering of the counter position is found in section 4
All interconnecting cables are cable tied such that the counter position is left in
a tidy fashion.
Confirm correct version
number
Activity Description Where information is
obtained from
Unpack Confirm correct counter I ¢ Overshipper id
Overshipper system
Install counter
server
Unpack equipment and
install in identified
location
Connect to LAN
Connect peripherals
e Site Survey &
Implementation
Strategy
e Section 4
Label Gateway
Attach Bar-code xx to
counter PC
Counter position xx is
dependant on number
of counters. See section
4&5
Power on PC
Collect asset Details
Scan the Bar-code
attached to the PC and
Overshipper
¢ The Horizon equipment after installation will be signed for by the post
master.
¢ On completion of the installation activities the site is left in a clean and tidy
state.
e Exel installers will only move to the next site on completion on the
equipment acceptance activities (see section 12).
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11 Configuration
This section provides an overview of the processes involved in generating and
applying a configuration to the Horizon counter environment. Configuration
parameters are required to allow the end to end communication between the
different components of the Horizon solution. For release 1b these are specified
by the Verification centre in advance of the system builds. Systems are
configured during the System Build and Configuration process ( see section 6)
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12 Acceptance
At various stages through the Implementation programme milestones are
achieved which meet specific contractual agreements. For release 1b the
following will apply;
e Acceptance Criterion demonstrated by Acceptance tests is documented in
the DSS/POCL Implementation Part D Rollout Acceptance Specification
(Ref. [13]).
¢ Authoritative signatures collected on completion of the Site Survey and
Preparation activities.
¢ Authoritative signatures collected on completion of the Horizon equipment
installation.
¢ Authoritative signature collected as part of the Horizon equipment
acceptance tests. Completion of the acceptance tests results in a telephone
call being made by the horizon Field Support Officer to the Horizon System
Help Desk. This is documented in the Post Office Establishment Process
(Ref, [12]) and the Operation aspects of Horizon Field Support Officers -
release 1b (Ref. [11])
Only after completion of the acceptance activities will the Exel installer will
move to the next site.
The Horizon equipment acceptance tests demonstrate to the post master that
the equipment that has been installed is functionally operating. (Ref.[12]).
12.1 Handover of system to Steady State support.
Completion of the acceptance procedures results in the hardware platform
being supported from Steady State. Notification to Steady State occurs 1
working day after systems acceptance. This allows for full migration activities
section 13 to have been completed.
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13. Data Centres
The Horizon Counter infrastructure for release 1b is supported from the data
centre based primarily at Feltham Data Centre. Replicated builds of the main
operational components (Correspondence Server, Agent Machine & Router) are
available on standby in the vent of major problem. The equipment used is that
used through the Model Office Rehearsal and Test.
At the end of the Model Office Test the data centre components are cleared
ready for operational use. The service will then be transferred from a test
service to a live service and the 190 offices for release 1b will be connected to the
data centre using ISDN.
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Date: 12/01/98
14 Migration Strategy
For release 1b the migration strategy involves the introduction of users in the
office to the Horizon counter infrastructure. This will be performed by the
Horizon Field Support Officer in conjunction with the Office Manager.
The migration strategy is documented in the In office data migration strategy
for release 1b (Ref. [10]).
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15‘ User Training for Horizon
Post Office users in Outlets targeted for release 1b are provided with sufficient
training programmes to use the Horizon counter system. The training needs
and requirements for users at release ib is documented in Training
requirements 1b/1c document (Ref. [14]).
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