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Document Title: POA Operations Major Incident Procedure
Document Type: Procedure Definition
Release: HNG-X
Abstract: This document describes the POA Operations Major Incident
Management Procedure.
Document Status: APPROVED
Author & Dept: Tony Wicks — POA Operations; Aleksandra Zawislak
Internal Distribution: As listed on pages 4 and 5 for
Mandatory Review
Optional Review
Issued for information
External Distribution: For information
Martin Godbold (POL), Anna Schofield (ATOS)
Security Risk YES
Assessment Confirmed
Approval Authorities:
Signature
Steve Bansal Senior Service Delivery See Dimensions for record of approval.
Manager
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0 Document Control
0.1 Table of Contents
0 DOCUMENT CONTROL.
0.1 Table of Contents.
0.2 Document History.
0.3 Review Details..
0.4 Acceptance by Document Re’
0.5 Associated Documents (Internal & External
0.6
0.7
0.8
0.9
0.10
asa
1
2
2 MANDATORY GUIDELINES...
3 DEFINITION OF A MAJOR INCIDENT.
3.1 Incident Classification...
3.2. Influencing Factors in calling a Major Inciden'
3.3. Major Incident Triggers.....
3.3.1 Network Triggers.......
3.3.2 Infrastructure Components Trigger:
3.3.3 Data Centre Triggers.
3.3.4 Online Service Triggers.
3.3.5 POLSAP Service Triggers.
3.3.6 Security Triggers.
4 CALLING THE MAJOR INCIDENT......
PROCESS FLOW.....
5.1. Process Description......
6 COMMUNICATION...
6.1. Technical Bridge..
6.2 Service Bridge..
6.3 Communication Process Flow.
6.4 Major Incident Communication
6.5 Major Incident Progress Template..
6.6 Escalation Communication Protocol.
6.7. Core Major Incident Management Team.
6.8 Corporate Alert.....
7 FORMAL INCIDENT CLOSURE & POST INCIDENT REVIEW....
2
4
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7.1 Post Incident Review...
7.2. The Major Incident Report
7.3 Calculating potential LD liability for
lajor Incident
8 FUJITSU ROLES AND RESPONSIBILITIES DURING A MAJOR INCIDENT.....37
8.1 Role of the MAC Team.
8.2. Role of the Major Incident Manager.
8.3 Role of the Technical Recovery Manager.
8.4 Role of the Problem Manager...
8.5 Role of the Communications Manage!
8.6 Role of the SDUs: (Technical Teams /SMC/MAC & Third Parties)
8.7 Role of the Service Delivery Manager owning the affected service.
8.8 Role of the Service Lead/Senior SDM....
9 APPENDICES.
9.1 List of Templates.
9.2 Daytime Duty Manager Contact Details..
9.3. Out of Hours Duty Manager Contact Details.
9.4 POA Service Delivery Contact Details.
9.5 Special Situations..
9.5.1 Personnel Absenct
9.5.2 OOH . .
9.5.3 Duty Manager Change Over.....
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0.2 Document History
Version No. Date Summary of Changes and Reason for Issue Associated Change -
CP/PEAK/PPRR
Reference
4 03-Oct-06 First draft — to detail the Major Incident Escalation process. Draft
taken from Horizon Document CS/PRD/122, V1.0.
1.0 11-Oct-06 Revision following comments from Reviewers
2.0 02-Sep-08 Changes for Acceptance by Document Review: insertion of
Section (0.4) containing table of cross references for Acceptance
by Document Review and addition of note to front page. No other
content changes.
24 24-Feb-2009 I Changes made for Acceptance by Document Review by Fiona
Woolfenden including the removal of references to CS/PRD/O74
which has been Withdrawn and replaced by SVM/SD/PRO/0018
and other tidying up changes.
Other changes to update Contact details.
22 14-Apr-2009 Some Personnel Name changes and POA to POA +
Abbreviations. Security Updates to sections 5.1, 6.3, 8.2.1, 9.0,
23 3-June-2009 Some Personnel Changes and minor changes following review in
May 2009
3.0 7-duly-2009 Following security audit 2 minor changes. Alan Simpson now on
distribution and 6.3, an extra bullet entry added at end of list
3.0 7-duly-2009 Following security audit 2 minor changes. Alan Simpson now on
distribution and 6.3, an extra bullet entry added at end of list.
34 14-Jan-2010 Changes following director failing to sign off v3.0, plus minor
contact changes.
40 26-Mar-2010 __I Approval version
4A 18-May-2010 I Following team restructure, the process has been significantly
reviewed
42 03-Jun-2010 Updated following minor comments provided during review cycle
of version 4.1. This version will be presented for approval at v5.0
5.0 07-Jun-2010 I Approval version
60 14-Sep-2010 I Approved version following updates to personnel and table in
10.4 and section 10.8
61 15 July-2011 Updates to personnel and changes from ‘Process’ to Procedure’
62 05-Sept-2011 I Updates following changes requested by Bill Membery from 6.1,
plus clarification of TRM role
63 14-Oct-2011 I Cosmetic changes mainly changing RMGA with POA and also
updating abbreviations
64 21-Dec-2011 I Updating of details for a Service Bridge.
‘Also some POL requests.
Despite this being an internal POA document, all external
comments that can improve the document are considered.
65 16-Jan-2012 Updated, following review and cosmetic changes in relation to
version 6.4
7.0 02-Jan-2013 Changes in relation to Personnel and also Tower Leads and other
cosmetic changes
7A 04-Feb-2013 I Changes in relation to Personnel and revisions around
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Communications
72 17-Sep-2013 I Major update to align with Business Assurance Management
procedures and for organisational changes.
(This version was originally identified as version 8.1)
80 18-Oct-2013 __I Updated for minor changes from Nana Parry.
at 10-Jun-2014 I Amended to replace the HSD function with the Atos Service
Desk and replaced IMT references with the MAC team.
‘Also updated to reflect the introduction of Atos as POL's Service
Integrator.
9.0 14-Aug-2014 I Implemented minor changes following 8.1 review cycle.
a4 22-Jan-2015 I Optional Reviewers amended to include Chris Harrison & Shaun
Stewart.
Section 3.3.5 POLSAP Service Triggers added
Section 10.1 amended to refer to the Major Incident Report and
Post incident Review Report templates which are now held in
Dimensions.
10.0 12-Feb-2015 _I Minor update to section 9.1 and issued for approval.
10.1 10-Sep-2015 —_I Note added to Section 1.1
General revision to reflect recent organisational changes, the
removal of the Engineering service.
Created table entry 6.13 and section 8.2 to cover the production
and management of multiple versions of the Major Incident
Report
10.2 22-Sep-2015 _I Minor changes for comments received from informal review and
issued for formal review.
11.0 12-Jan-2016 I Section 4.0 updated, table entry 6.12 amended, other minor
updates and issued for approval. - This Version was
REJECTED in Dimensions.
WA 23-Jun-2016 I Section 4, Security Major Incidents deleted. Re-aligned cross
references to section numbering from 5 onwards
12 19-Jul-2016 Revised to include feedback from Steve Bansal replacing Tower
Lead with Senior SDM and/or Service Lead and incorporated
changes requested by Bill Membery.
12.0 19-Jul-2016 Approval version
12.4 14-Dec-2016 I Section 3.3.5 POLSAP Service Triggers modified to reflect 5°
October 2016 migration of POLSAP application support to
Accenture
Section 7.1 modified to include recommendations to share
lessons learnt across Fujitsu, as per the Fujitsu EMEIA Business
Management System Major incident Procedure issued on 28"
July 2016
122 09-Jan-2017 I Removed Sandie’s name from optional review —appeared twice
13.0 12-Jan-2017 I Approval version
13.4 20-Jul-2017 The procedure was checked and updated for CCN1602 (section I CCN1602; CCN1609;
3.3.5 amended to remove reference to Credence), CCN1609 (no I CCN1614
change) and CCN1614 (section 3.3.1 amended to remove
reference to the VSAT service).
Revised section 0.5.
13.2 12-Sep-2017 _I Revised section 9.3, Out of Hours Duty Manager Contact Details.
14.0 12-Sep-2017 I Approval version. Updated link to Dimensions web service,
section 9.1
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0.3 Review Details
Review Comments by :
Review Comments to Tony Wicks
Mandatory Review
Role Name
Senior Service Delivery Manager Steve Bansal
POA Acceptance Manager Steve Evans
Optional Review
Role Name
POA Infrastructure Operations Manager Andrew Hemingway
POA Business Continuity Manager Almizan Khan
POA Problem Manager Steve Gardiner
POA Lead SDM Online Services Yannis Symvoulidis.
POA Senior Ops Manager HNS Alex Kemp
POA SDM Major Account Controllers Sandie Bothick
POA Operations Manager Jerry Acton
POA Security Manager Jason Muir
POA Quality Compliance and Risk Manager Bill Membery
POA Network Infrastructure SDM Chris Harrison
Issued for Information Please restrict this
distribution list to a minimum
Position/Role Name
POA CISO Steve Godfrey
(*) = Reviewers that returned comments
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0.4 Acceptance by Document Review
The sections in this document that have been identified to POL as comprising evidence to support
Acceptance by Document review (DR) are listed below for the relevant Requirements:
POL NFR DR _ Internal FS P% Document Document Section Heading
Acceptance Ref NFR Reference Section Number
SER-2200 SER-2178 Whole Document
SER-2202 SER-2179 Whole Document
SEC-3095 SEC-3266 3.3.5 Security Triggers
SEC-3095 SEC-3266 10.5 Security Major Incidents
0.5 Associated Documents (Internal & External)
Reference Versiot ite Title Source
ARC/SEC/ARC/0001 Security Constraints Dimensions
CS/IFS/008 POA/POL Interface Agreement for the Dimensions
Problem Management Interface
CS/QMS/001 Customer Service Policy Manual Dimensions
EMEIA Incident EMEIA Incident Management Process EBMS
Management Process
EMEIA Major Incident EMEIA Major Incident Procedure EBMS:
Procedure
EMEIA Root Cause EMEIA Root Cause Analysis (RCA) Process I EBMS
Analysis (RCA)
Process
Issc-t1a Information Security Incident ManagementI ATOS
Procedure
PA/PRO/001 Change Control Process Dimensions
PGM/DCM/TEM/0001 Fujitsu Services Post Office Account HNG-X I Dimensions
(D0 NOT REMOVE) Document Template
SVM/SDM/INR/2693 Major Incident Report Template Dimensions
SVM/SDM/PLA/0001 HNG-X Support Services Business Dimensions
Continuity Plan
SVM/SDM/PLA/0002 HNG-X Services Business Continuity Plan Dimensions
SVM/SDM/PLA/0031 HNG-X Security Business Continuity Plan Dimensions
SVM/SDM/PRO/0018 POA Operations Incident Management Dimensions
Procedure
SVM/SDM/PRO/0025 POA Problem Management Procedure Dimensions
SVM/SDM/SD/0011 Branch Network Services Service Dimensions
Description
SVM/SDM/SD/0023 POA Incident Enquiry Matrix Dimensions
SVM/SDM/TEM/2531 Post Incident Report Template Dimensions
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Unless a specific version is referred to above, reference should be made to the current approved
versions of the documents.
0.6 Abbreviations
Abbreviation Definition
AtG Advice & Guidance
BCP Business Continuity Plan
BMS Business Management System
EMEIA Europe, Middle East, India and Africa
Iso International Standards Organisation
ITIL Information Technology Infrastructure Library
KEDB Known Error Database
KEL Known Error Log
MAC Major Account Controllers
MBCI Major Business Continuity Incident
MIM Major Incident Manager
MICM Major Incident Communications Manager
MIR Major Incident Report
MSC Manage Service Change
MSU Management Support Unit
OOH Out Of Hours
PCI Payment Card Industry (as per Security Standards Council)
PO Post Office
POA Fujitsu Post Office Account
POL Post Office Limited
RFC Request For Change
SCT Service Continuity Team
SDM(s) Service Delivery Manager(s)
(NB: Throughout this document SDM refers to a person responsible for the Service,
and the SDM could work in, but not limited to, the Service Delivery, Service
Support, and Release Management or Security teams).
SDU Service Delivery Unit
SLT Service Level Targets
sISD Service Integrator Service Desk (Atos Service Desk)
SMC Systems Management Centre
SMS Short Message Service (as known globally within Mobile Telephone Networks)
SRRC Service Resilience & Recovery Catalogue
SSC System Support Centre
TB Technical Bridge
TP Third Party or Third Parties
TRM Technical Recovery Manager
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[ vip I VIP Post Office, High Profile Outlet ]
0.7 Glossary
Term Definition
EMEIA Business I The EMEIA Business Management System (EBMS) is the central library for all
Management System Policy, Process and associated assets which provides Fujitsu with the responsible
way of working that keeps the company, its employees and the services we deliver
efficient, effective and compliant
Fujitsu EMEIA Refers to Fujitsu Services Holdings PLC, Fujitsu Technology Solutions (Holding) BV
and their subsidiaries, whether they be incorporated within the EMEIA Region or
not, and any other company or organization that is managed by the EVP, Head of
EMEIA Region.
T Time of incident occurring
TH3 Time Incident Occurred plus 3 minutes
0.8 Changes Expected
Changes
Changes to reflect process and organisational changes.
This is expected to be changed for the OSR Messaging release
0.9 Accuracy
Fujitsu Services endeavours to ensure that the information contained in this document is correct but, whilst every
effort is made to ensure the accuracy of such information, it accepts no liability for any loss (however caused)
sustained as a result of any error or omission in the same.
0.10 Security Risk Assessment
Security risks have been assessed and it is considered that there are no security risks relating specifically to this
document.
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1 Introduction
1.1. Owner
The owner of the Major Incident Management process at the local POA level is the Fujitsu POA Senior
SDM, Problem and Major Incident.
Objective
The key objective of the procedure is to ensure effective and efficient management of Major Incidents,
through:
e Improvement of communication channels
e Clarification of the need to communicate awareness of potential incidents
e Improved accuracy of reporting of incident status
e Allowing technical teams the right amount of time to diagnose and impact an incident
e Avoiding unnecessary alerting of the service integrator and/or the customer
e Demonstrating a professional approach to Atos, the Service Integrator contracted to POL, and
Post Office Limited (the customer) and their clients.
« Provision of clearly defined roles and responsibilities
e Defined reporting and updating timelines throughout a major incident.
e Improved governance
e Assessing which incidents are major and which are ‘Business as Usual’
Note: This procedure is based upon the historical processes agreed between Post Office Limited and the
Post Office Account over a period of around fifteen years.
1.2 Rationale
This document outlines the communication and management procedure and guidelines to be used for
Major Incidents impacting the live estate.
The methodology defined within this document augments the existing SMS framework procedure
presently deployed within the live estate.
The aim of the document is to provide a pre-defined procedure for future major incident communication
and management.
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2
Mandatory Guidelines
It is important to maintain a balance between:
a) Allowing the technical teams the right amount of time to diagnose and impact an incident
b) Avoiding unnecessary alerting of the customer
c) Assessing which incidents are major
The following guidelines should be adhered to.
During the MAC Core Hours (Monday — Friday 08:00 — 20:00, Saturday 08:00 — 17:00) and Bank
Holidays 0800 — 1400 excluding Christmas Day. The MAC should be the first point of operational
contact between Fujitsu and the Atos Service Desk. Outside these hours the Atos Service Desk
or Atos OOH Duty Manager should contact the SMC. The SMC are responsible for escalation of
incidents to the POA OOH Duty Manager. The POA OOH Duty Manager may initiate
communications with the Atos OOH Duty Manger. The SMC operate on a 24 x 7 x 365 basis.
Any activity detailed in this document which is assigned to the MAC team is handed over to the
SMC outside the MAC Core Hours, with the exception of the above.
The relevant technical teams who are aware of and monitoring a potential major incident must
page / call the appropriate Major Incident Manager (Duty Manager out of hours) as soon as
possible. This is not limited to major incidents alone, but applies wherever a state other than
Business as Usual has been detected. The Major Incident Manager must in turn communicate
the potential incident, to the Atos Service Desk for awareness and monitoring in Atos. This is
usually done via the MAC team in core hours or via SMC out of hours.
The Major Incident Manager (or Duty Manager out of hours) is responsible for communicating
both up the Fujitsu organisation and across (see appendix 9.3) to their counterpart in Atos.
Where this is impractical (e.g. leave, out of hours, unavailable), the initiative should be taken to
jump up the organisation. Of prime importance is that the customer is informed in a timely
manner and at the correct touch point. This communication should be by voice or direct SMS.
The communication should include the date, time, name, nature of problem, severity, if service
affecting, likely impact, and the Fujitsu owner to contact.
The Major Incident Manager (Duty Manager OOH, who covers Monday to Friday 17:30 to 09:00
and from 17:00 Friday though to 09:00 Monday) should also initiate communication using SMS
via the MAC team (see operational hours above.). Outside of these hours the SMS should be via
the SMC. The SMS distribution list used is titled ‘SMS Internal’ and amongst others includes the
appropriate members of the POA Operations Management Team.
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3 Definition of a Major Incident
3.1 Incident Classification
As a general rule a Major Incident will be an incident rated as a Business Critical Incident as shown in
the following
- The ‘CONTRACT’
- Sections 3.2 and 3.3 below.
- POA Operations Incident Management Procedure document (SVM/SDM/PRO/0018).
- A series of connected lower severity incidents which combine to have a significant business
impact.
However not all incidents rated as Severity 1 qualify as a Major Incident as the severity levels do not
always reflect the overall business impact to POL. For example a single counter post office which is
unable to trade, regardless of its business volumes, is rated as a Severity 1 incident.
For incident classification on Post Office Account refer to the POA Incident Enquiry Matrix
SVM/SDM/SD/0023.
3.2. Influencing Factors in calling a Major Incident
It is important that a Major Incident is defined in accordance with section 3.3 Major Incident Triggers, as
such, because of its business impact on the day when it occurs, rather than simply being defined as a
Major Incident because it appears on a list. However the following parameters will also feed into the
consideration of whether a major incident should be called:
e Duration, i.e. how long has the vulnerability to service already existed?
e Impact across the estate, including consideration of whether a service is merely degraded or
actually stopped
e Time at which the event occurs in relation to the 24 hour business day
e Time of year — e.g. Christmas / Easter / End of month / quarter
e Anticipated time before service can be resumed
« Impact to POL branches, customers, clients or brand image
e Business initiatives e.g. product launches
3.3 Major Incident Triggers
The following criteria could trigger a major incident, however as detailed in 3.2, the influencing factors
must also be considered. As such the list below is not exhaustive, whilst if an incident occurs which is
not detailed below, e.g., legislative, it should not necessarily be precluded from being declared a major
incident.
It should be noted that any call trends in relation to the following, should be reported to the POA Duty
Manager as soon as the agreed threshold levels have been breached.
3.3.1. Network Triggers
Network Major Incident triggers are as follows:
« Complete or significant outage of the Central network, e.g. failure of both 3750 stack Catalyst
switches in totality for the Core layer in IRE11.
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e Complete or significant outage of the Talk Talk network
« Complete or significant outage of the ISDN network (whether C&W, BT or Kingston Comms).
3.3.2 Infrastructure Components Triggers
Infrastructure component Major Incident Triggers are as follows:
e Total loss of environments providing individual online service capability
« Breach of access to data centres
e Breach of security
« Virus outbreak.
3.3.3. Data Centre Triggers
Data Centre Major Incident triggers are as follows:
e Network / LAN outage
e Loss of Data Centre, or significant loss of Data Centre Components
e Breach of security.
3.3.4 Online Service Triggers
Online services Major Incident Triggers are as follows:
e Online service unavailable within the Data Centre (not counter level)
« Number of Branches without Communications Services — as defined by POL and in accordance
with Ping script thresholds.
e Third party provided service failure —- e.g. DVLA, Link, Moneygram, Santander etc
N.B Once the third party service provider has been deemed to be the source of the Major
Incident; it will be managed by either POA or Atos Service Desk in accordance with whichever
organisation manages that supplier relationship.
3.3.5 I POLSAP Service Triggers
POLSAP services Major Incident Triggers are as follows:
e Business stopped for any Fujitsu controlled reason, e.g. infrastructure failure/outage that would
render Post Office unable to process POLSAP business transactions.
« Outage of key Fujitsu infrastructure which affects the POLSAP services.
e APOLSAP infrastructure security incident
Whilst the POLSAP servers are maintained as a part of Fujitsu infrastructure, the cut over point of
POLSAP services migrated to Accenture on 5" October 2016 and incidents relating to POLSAP.
application should be routed to the third party via the ATOS Service Desk. Accenture support would
include, among others, the below which were previously solely Fujitsu responsibility:
e APOLSAP local environment failure resulting in Post Office departments being unable to
process work, e.g., FSC (POL settling with clients and tracking stock and cash for Post Office
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Ltd), Supply Chain (Cash Services Business Unit) or Cash Services CMS System (Quotations
and Client Management)
« Complete loss of a POLSAP application.
e APOLSAP application security incident.
3.1.6 Security Triggers
Security major incident triggers are as follows:
e Actual or suspected attacks on the Fujitsu Services Buildings and its resources, POA Network
or Information Systems
e Theft of IT equipment / property, and in particular PIN Pads
e = Theft of software
e Either Cardholder Data or Sensitive Authentication Data not being handled as described in the
CCD entitled “Security Constraints” (ARC/SEC/ARC/0001).
In the event of a Security Incident, minor or major (which may also include PCI Incidents), the POA
Operational Security Manager MUST be informed.
The POA Incident Management procedure SVM/SDM/PRO/0018 Appendix A provides further guidance
on security incidents and the contact details for the POA Operational Security Manager is contained in
Appendix B.
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4 Calling the Major Incident
During business hours the Major Incident Manager declares and manages the Major Incident (with
handovers to the POA OOH Duty Manager where applicable.)
Where the impact of the incident is not immediately obvious, and it is not clear if a Major Incident should
be called, escalation and discussion with the POA Operations Management Team should occur, and a
collective decision made. If a Major Incident is not called, the incident should be monitored until closure,
to ensure that the impact does not increase to that of a Major Incident.
In the event that multiple services are impacted, multiple Major Incident Managers may be appointed by
any Service Lead or Senior SDM and will remain in their roles until incident closure.
Out of hours the POA OOH Duty Manager is responsible for declaring a Major Incident.
Section 8 of this document specifies the roles and responsibilities during a major incident. The Major
Incident Manager, see section 8.2, is referred to the Manage Major Incident Procedure and must
endeavour throughout the life of a major incident to adhere to the principles of that procedure.
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5 Process Flow
MAJOR INCIDENT— Process, Information & Communication Overview
Technical Recovery
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MAJOR INCIDENT- Process, Information & Communication Overview
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5.1 Process Description
“I Box Title ~~] Description ©
I Accountab!
Major Incident
Incident identified, the definition of an incident is “Any event which is not part
of the standard Operation of a
Identified? service and which causes, or may cause, an interruption to, or a reduction in, the quality of that service.”
(SVM/SDM/PRO/0018). An incident may be reported from within POL domain, a supplier domain or other route
6.2 BC Incident? The Major Incident Manager will consult with the Business Continuity Plans I T+3 POA Duty Escalation as a
(see section 0.5 of this document) to identify if the potential MBC! or MBCI Manager (A) MBCI or Potential
triggers have been met, and inform the POA Business Continuity Manager MBCI is
if appropriate. undertaken if
required. (O)
6.3 Major Incident I An initial impact assessment of the incident is undertaken by members of I T+3 Major Incident I Major Incident
Triggers Met? I the POA Service Team taking into account impact on: . Manager (A) Manager assigned
All timescales (0)
Live Service, Financial Integrity, Business Image. quoted are ‘best
- A endeavours’
Refer to Section 3 of this procedure. and are
If the incident is profiled as a Major Incident, including consideration of I dependent upon
influencing factors, e.g. time, geographical coverage, business impact, I circumstances
security, public perception, duration and relevant business initiatives T+5
coinciding at POL then go to 6.3.1
If the incident does not meet the Major Incident criteria go to 6.4.
6.3.1 Initial The Atos Service Desk will be informed by the MAC or Major Incident Major Incident I Potential Major
Communication Manager of the incident, and this will also be escalated to POA Service Manager (A) Incident advised.
Management / POA Service Operations team managers, if this has not
already been done. (Note, in most cases of an issue impacting branches or
POL clients, e.g., unable to contact Data-centre, it is more likely that the
Atos Service Desk will initially inform the MAC team of the incident.) In the
event of either a potential Major Incident or a Major Incident in its own right,
the POA Major Incident Manager will escalate to the Atos Duty Manager or
(0)
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Atos Live Service Manager and advise accordingly.
6.3.2 With agreement from the POA SDM for the affected service, or the Duty POA SDM or SMS sent when
Manager out of hours, an SMS will be sent to POA Management and Atos POA Duty agreed
Duty Manager alerting to the potential existence of a Major Incident. Manager(A) (0)
6.3.3 POA Service Operations Manager or POA Duty Manager to send out an POA Ops SMS sent calling
SMS calling a Tech Bridge with a brief synopsis of the MI and Tech Bridge Mgr/POA Duty I TB. (O)
phone details. Manager (A)
Go to 6.5.
6.4 BAU Incident I If a Major Incident is not declared then the BAU Incident procedure is followed — the Atos I POA Duty Atos SD advised.
Procedure Service Desk will be informed that there is no Major Incident and an SMS sent to the POA I Manager (A) SMS sent to POA
Management Team. The POA SDM for the service should ensure that the Incident is re- Management(O)
impacted during its lifecycle to ensure that the impact has not increased. If, subsequently the 9
incident is declared a Major Incident, go to 6.5.
6.5 Major Incident T+5
Investigation &
Diagnosis
6.5.1 Relevant internal SDUs / Third Parties contacted to initiate investigation Major Incident I Initial contact with
and diagnosis. Manager (A) SDUs & = Third
: . . Parties. (O)
Attendees at the Tech Bridge may include POA Service Management,
SDus, Third Parties, POA Operations Security
Technical teams mobilised, diagnostics requested, further clarification on
the MI and symptoms, etc.
66 Tech Bridge T+10
6.6.1 Tech Bridge Before commencing the first and subsequent Tech Bridge calls, the Major Major Incident I MI Laminates
Incident Manager is to pick up the Major Incident Laminates from outside Manager (A) available for TB.
the POA ‘Parcel Room’ or from the desk of the Senior SDM for Problem (Input)
and Major Incidents.
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6.6.2 Tech Bridge
Once confirmed as a Major Incident the Major Incident Manager must
ensure that the information required for the Major Incident Report is
captured. See section9.1 for details of the template.
The Tech Bridge agenda which covers: Roll call, Summary / Overview of
Incident, Current Impact, Investigation / Recovery Action, Remedial
Actions, Actions to carry forward to Major Incident Review
During the Technical Bridge the MIM and TRM must consider if any of the
following are required and invoke applicable POA local procedures
The need for a Problem Record
Potential work around activities
A normal or emergency change.
Sufficient details to populate both the Major Incident Progress Template
and Report Template
Consider if a Problem Record is required or if the major incident could
potentially be resolved via a work around or planned change
T+15
Major Incident
Manager (A)
The information
required to
progress the MI
investigation,
provide updates
and maintain
records for MI
report. (O)
6.6.3 &I Tech Bridge
6.6.4
The Tech Bridge is chaired by the Major Incident Manager with assistance
from the Technical Recovery Manager (TRM).
The TRM is to ensure that the Technical Bridge aims are met as follows:
e To discuss and agree the recovery, investigation and resolution of the
Major Incident
e To provide a forum for up-to-date progress reports
« To aid communication and support the MIM to produce a short term
technical recovery plan and if appropriate longer term corrective
actions. These will be included in the Major Incident report.
Technical
Recovery
Manager/All
(R)
Major Incident
Manager (A)
6.6.5 Tech Bridge Where a Major Incident could be as a result of a Third Party, or require Third Parties Technical Support
their assistance in rectifying the issue, there input will be required in the (As applicable) I (I)
Tech Bridge
6.6.6 Tech Bridge If the outcome of the Tech Bridge is that the incident is determined Tech Bridge + Major Incident I Provide an SMS
Business As Usual (low) then an SMS communication will be sent stating 15 Manager (A) update. (O)
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that the incident is not a Major Incident.
From this point forward SMS communication, including both timing and
delivery requests, becomes the responsibility of the Major Incident
Manager.
NB 30 minute updates should be the norm unless otherwise requested by
Atos Duty Manager or Service Management.
The Major Incident Manager will also distribute recovery actions (provided
by the TRM), during the conference call.
At the time agreed at the first Tech Bridge, subsequent Tech Bridges are
held as required. The same agenda is followed, and progress on actions /
recovery is provided.
If no clear recovery path is identified, the decision is then taken on whether
to escalate for Service Bridge direction. (Invoking a Service Bridge)
Technical
Recovery
Manager (a)
Major Incident
Manager/
Technical
Recovery
Manager (A)
Distribute planned
recovery actions.
Decision on need
for a Service
Bridge. (O)
6.6.7 Tech Bridge If during the Tech Bridge a clear recovery path is identified, this should be
discussed and agreed alternatively further diagnostics and evidence will be I . ‘
" Technical Define diagnostic
required. “ .
Recovery evidence required.
Schedule a follow-up Technical Bridge to co-inside with either the Manager (A) (O)
completion of the recovery activities, if these are expected to be completed
within one hour, or at appropriate ‘touch-points’ agreed with the Technical
Recovery Manager, for recoveries that cover an extended duration. Major Incident I Next Technical
4 aati Manager (A) Bridge time
For recovery go to 6.7 and for further investigation go to 6.8. agreed. (0)
6.7 Recovery T+x
6.7.1 Recovery The Technical Recovery Manager will liaise with the SDUs and /or third Technical Co-ordinating and
parties during the recovery. Recovery Managing the
Where appropriate technical conference calls may be arranged for
technical discussions between SDUs and if applicable Third Parties.
The TRM is to advise the MIM if it is considered that the Recovery has
been successfully completed. The MIM is to call the MI Closure Tech
Bridge. Go to 6.10.
Manager (A)
Recovery process.
(OQ)
Advising the MIM.
to call the MI
Closure Tech
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Bridge (O).
6.7.2 Recovery After the MI has been in-progress for one hour the MIM is to consult with I >T+ 60 Major Incident I Decision on
POA Service Management to ascertain if a Service Bridge is required, if Manager (A) holding Service
one has not already been requested. See 6.11 for Service Bridge details. Bridge (O)
6.8 Investigation T+x
6.8.1 Investigation The Technical Recovery Manager will liaise with the SDUs and /or third Technical Diagnostic
parties during the MI investigation. Recovery information, event
Where appropriate technical conference calls may be arranged for Manager(A) Joos. tage)
technical discussions between SDUs and if applicable Third Parties. SDUs and PP!
The TRM is responsible for ensuring that the SDUs and Third Parties obtain we Parties
the agreed evidence to enable subsequent Technical Bridges.
6.8.2 Investigation After the MI has been in-progress for one hour the MIM is to consult with I >T+ 60 Major Incident I Decision on
POA Service Management to ascertain if a Service Bridge is required, if Manager (A) holding Service
one has not already been requested. See 6.11 for Service Bridge details. Bridge (O)
6.9 Tech Bridge This procedure will be followed as per instructions, irrespective of how Major Incident I Individual Major
1+ (in the many MI’s are running. Manager/ Incident Reports
event of . . . . . Technical for individual Major
multiple MI's) After the time agreed in step 6.6.7 the next Technical Bridge is to start. All Recovery Incidents.(O)
SDus investigating the MI are to take the evidence they have obtained
. ras En Manager (A)
following their investigations.
The MIM is to go to step 6.6 and ensure that they have copies of the Major
Incident Laminates to record the further details.
6.10 MI Closure T+X
Tech Bridge
6.10.1 MI Closure Once the incident is deemed to be resolved, a final Post Incident Review Major Incident I SMS sent
Tech Bridge (PIR) Technical Bridge is to be arranged to review the Major Incident. Manager (A) confirming that the
Major Incident has
been resolved and
the action taken to
resolve it. (O)
6.10.2 MI Closure The MIM is responsible for producing a Draft Major Incident Report and Major Incident_I Produce the
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Tech Bridge distributing this within one working day of resolution of the Major Incident. Manager (A) minutes of the
Therefore the MIM must ensure the results of this closure technical bridge Closure Technical
are documented. Bridge (O)
6.10.3 MI Closure The SDU and Third Parties are to provide updates on the actions taken to Major Incident I Actions
Tech Bridge restore service and confirm that all actions have been completed and that Manager (A) Completed,
the affected end service has been restored. Service Restored
SDUs & TPs ()
(R)
6.10.4 MI Closure The MIM, in conjunction with the TRM, is to confirm that service has been Major Incident I MI Resolved
Tech Bridge restored and the MI resolved. For resolved Mls go to 6.10.5 Manager (A) Decision (O)
If there is any doubt about the status of the MI it shall still be considered
Open and a further Tech Bridge is required. Go to 6.6
6.10.5 MI Closure The MIM is to send an SMS communication confirming resolution of the Major Incident I SMS sent
Tech Bridge incident. Manager (A) providing agreed
The MIM is to produce the draft report which is to be sent to Atos within one oo details.
working day and a formal version 1.0 of the report within seven days.
Draft MI Report
Within one working
day (0)
6.11 Service Bridge I The nature of the incident determines which POA Service Team members I Timescale Major Incident I Relevant decisions
and Atos Managers are involved in the Service Bridge but it would include I dependent upon I Manager (A) and information
all or some of the following: impact and i from the Service
Atos Service 5 1
. nature of Bridge(s) is to be
e Atos (personnel as instructed by Atos Duty Manager or Live Systems incident. Manager included in the
Service Mgr) Major Incident
* POA Service Lead or Senior SDM (Chair Person) Report. (O)
¢ POA Other Service Leads or Senior SDMs
e POA Problem and Major Incident Manager
« POA Business Continuity Manager
« POA Security Manager
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e POA SDM owning the affected service
e« POA Technical Recovery Manager
e Third Party Executives (if appropriate)
e Appointed working group representatives as appropriate
« MAC team Representative
The purpose of the Service Bridge is to:
e Provide appropriate direction on incident resolution
e Improve communications across Third Party business boundaries and
enable senior management in the respective organisations to address
any factors impeding a more timely resolution.
e Provide added impetus to restoration of service as quickly as possible
e Define communication intervals to key stakeholders
e Provide focused incident management in line with the impact and
severity of the incident
6.12 Post Incident I Hold a Post Incident Review of the Major Incident. POA Senior Finalise the Major
Review & . . SDM, Service I Incident Report
. Note 1, If the MI occurred on infrastructure outside of POAs control, e.g., i"
mal Incident Fujitsu Shared Network or Third Party environment then a PIR/RCA should Operations (A) I (using the output of
be conducted by the accountable party and a POA PIR may not be needed.
Additionally, if during the life of a MI the corrective actions have been
identified, e.g., within technical bridge meetings and they are detailed in the
MI report the POA Senior Service Delivery Manager may decide that a
separate PIR review and report are not necessary.
Note 2, there is no predefined time in which the PIR is held as it is
dependent upon follow-up actions including Problem Records being
addressed. Refer to section 7.0 for further details and give consideration to
the following:
e Lessons learnt
¢ Incident definition
the PIR). (O)
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* What went well
e Timeline
e Changes required to the infrastructure
e A review of the Major Incident communications
e Root Cause Analysis (if known at this point)
eBusiness impact
e Action plan, including any changes requiring MSCs
e Service Improvement Plan update
e Review any service risk(s) and update the Risk Register as appropriate
6.13
Major Incident
Report
Table entry 6.10.5 provided advised on the production of the draft Major
Incident Report and first formal version. Section 7.2 of this procedure
provides greater detail on the production, management and storing of the
Major Incident report
POA Senior
SDM
Final formal
version of the MIR
Report (O)
6.14
Formal
Closure
All remedial actions completed both short and long term. Including root
cause analysis, and also reviewing/closure with Atos all associated Problem
Records, including Atos signing off the Major Incident.
POA Senior
SDM, Service
Operations (A)
All PIR actions
completed. (O)
Note: Within 'Key Timescales’ the reference made to T, = Time of incident occurring, hence T+3 = time incident occurred plus 3 minutes.
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6 Communication
6.1 Technical Bridge
This is a Fujitsu technical conference for Technical experts and SDU’s to discuss and analyse the
incident and to formulate an action plan to restore the service to POL without delay. It should enable the
Technical Recovery Manager to baseline the anticipated response, covering resolution, time and
resources required. This will also include the appropriate owning SDU of the service affected by the
Major Incident.
The Technical Bridge will be set up as required by the Major Incident Manager.
Invitations to the Technical Bridge will be via SMS, email or voice. The SMS will be sent to the
distribution list titled ‘SMS Technical Bridge’. The SMS text will be sent to all technical experts on the
POA and will include outline details of the Major Incident. Also dial in details and the start time will be
provided as part of the meeting invitation.
The Technical Bridge will be started at T + 15, and reconvened at regular intervals during the Major
Incident; the exact scheduling will be discussed and agreed at each preceding Major Incident Call.
Each Technical Bridge follows a set agenda which will be distributed with the meeting invitation where
possible. The conference call is chaired by the Major Incident Manager with the recovery managed by
the Technical Recovery Manager.
A request for a Technical Recovery Manager (TRM) will be made to the appropriate Service Lead, who
will appoint one of his team to be the TRM.
Following each Technical Bridge, it is the responsibility of the TRM to publish any actions as follows
-Recovery / restoration actions (which should normally include associated MSC numbers),
-Service Improvement Plan recommendations
-Risk Register recommendations
-Recommendations for any improvements to KELS / Alerting / Configuration changes
The above will be documented in the Major Incident Report which is produced using the MIR Report
template SVM/SDM/INR/2693 available from Dimensions.
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6.2 Service Bridge
This is a service focussed call for Service Management (including the Technical Recovery Manager if
appropriate) and POL to discuss the service impact of the Major Incident and to receive updates on the
progress towards resolution. Atos Service Management may also be the initiators of a Service Bridge.
The purpose of the Service Bridge is to provide a focussed area from which strategic decisions can be
made regarding a Major Incident.
Attendance is made up of the following or their designated representative:
e Atos (Personnel as instructed by Atos Duty Manager or Live Systems Service Manager)
e POA Service Lead or Senior SDM (Chair Person)
« POA other Service Leads or Senior SDMs
« POALead SDM, Problem and Major Incident
« POA Business Continuity Manager
e POA Security Manager
e POA SDM owning the affected service
e POA Technical Recovery Manager
e Third Party Executives (if appropriate)
e Appointed working group representatives as appropriate
e MAC team Representative
Service Bridge responsibilities include:
e Agreement of a containment plan
« Documentation of all agreed actions and timescales with owners
e Consistent management of the Major Incident across all the locations involved
« Management of potential Major Business Continuity Incidents (MBCI’s) within Atos and the POA
« Co-ordinate meeting times and locations
In the event of a Major Incident requiring a Service Bridge, it is envisaged that this will be in place at
T+60 (or earlier if required by Atos). Participants required in the Service Bridge will be contacted via
SMS as appropriate.
A POA Service Lead or Senior SDM will send out a text via the MAC team in order to organise a Service
Bridge.
Invitations to the Service Bridge will be via SMS, email or voice. The SMS will be sent to the distribution
list titled ‘SMS HNGX External’
The SMS text should state such details as;
o An outline of the ongoing incident,
o Dial in details
o Start time.
e.g. ‘Your attendance is requi a Service Bridge to discuss the current Major Incident in relation to
Online Services. Please cal
The chairperson’s code is held by the POA Tower Leads and the Problem and Major Incident Managers.
The chairperson, normally the POA Service Lead or Senior SDM will initiate the call.
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The TRM will attend meetings as required and provide appropriate root cause analysis and corrective
action detail.
6.3 Communication Process Flow
e On suspicion or confirmation of a Major Incident, the MIM will escalate to the Senior SDM for the
area, Problem and Major Incident Management SDM, and to the POA Service Leads.
e The MIM will inform the Atos Service Desk, via the MAC team, of the start of the service
incident alerting of potential issues — including date, time, nature of problem, severity and impact
if known and then directly inform the Atos Live Service Manager
e All updates to the Atos Service Desk are via the MAC team, within agreed timescales controlled
by the MICM
e The MICM will issue an SMS text to the POA via the MAC team, alerting of potential issues —
including date, time, nature of problems, severity, impact and name
e APOA Service Lead or Senior SDM will inform the following within 10 minutes of start of the
service incident
o POA Delivery Executive
o POL Senior Service Delivery Managers
And will coordinate and ensure consistency of response to Atos and POA Senior Management
via The Service Bridge
e Periodic (interval to be determined depending on the nature of the issue but not more than 30
minutes for Major Incidents) SMS updates to be sent to the original SMS Dist list
e On final service restoration, an SMS text message must be sent to the original SMS Dist list
e The POA Senior SDM, will confirm understanding of Major Incident closure with Atos
management and POA senior management, and agree next steps
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Incident Communication Flow Diagram
6.4 Major
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6.5 Major Incident Progress Template
POL agreed template to base MI updates on.
Questions POL need to understand
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6.6 Escalation Communication Protocol
The primary principle:
“Up and Across”
Example:
The Major Incident Manager would escalate up to POA Lead SDM, Problem and Major Incident
Management, and across to the Atos Service Desk.
Major Business Continuity Incidents (MBC1)
For HNG-X the MBCI triggers are listed in:
e HNG-X Support Services Business Continuity Plan (SVM/SDM/PLA/0001)
e HNG-X Services Business Continuity Plan (SVM/SDM/PLA/0002)
e HNG-X Security Business Continuity Plan (SVM/SDM/PLA/0031)
These documents should be referred to as appropriate in the event of Major Incident to determine if
Business Continuity needs to be invoked.
6.7 Core Major Incident Management Team
The POA MICM has the task to communicate to Fujitsu Core Major Incident Management team within
the Fujitsu Services Resolution Management team when an incident meets the criteria of a Major
Incident.
e Monday-Friday 08:00 - 18:00 (GMT)
© Out of Hours }/ Quick Dial no;
6.8 Corporate Alert
Escalation to Corporate Alerts (in line with the Manage Complaints and Alerts Corporate Business
Improvement) is to be approved by POA Business Unit.
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7 Formal Incident Closure & Post Incident Review
7.1 Post Incident Review
The Post Incident Review is chaired by the Major Incident Manager and follows a set agenda which is
distributed with the Post Incident Review meeting invitation, along with the draft copy of the Major
Incident Report (if available). The template for writing a Post Incident Review Report is stored in
Dimension under SVM/SDM/TEM/2531.
The purpose of a Post Incident Review is:
e To understand the incident that prevented a Service or Services from being delivered.
« To confirm the impact to the business during and after the Incident and agree the number of
branches impacted and duration of Major Incident.
e To confirm the end-to-end recovery process and timeline, and identify that all documented
processes were followed.
« To analyse the management of the incident and the effectiveness of the governance process.
« To identify corrective actions, including agreed Third Party actions, to:
o prevent recurrence of the incident
o minimise future business impact
o improve the procedure for the management of incidents
Output: To confirm details provided in the draft MIR provided to Atos, update with corrective actions and
redistribute. To also include any of the following as appropriate
- any activities for a Service Improvement Plan
- any Changes and associated MSC numbers
- any follow up that requires to be progressed via Problem Management
- any improvements to KELS, alerting and /or event management
The agreed impact of the Major Incident must be provided for inclusion in the Counter Availability SLT
Figures.
If this review highlights areas where improvements can be made, an agreed Service Improvement Plan
will be produced with appropriate actions, owners and timescales. It will also identify any ongoing risks to
the service, together with any changes. Service Management will track all actions to resolution. Third
party actions will be reviewed at Service Review meetings.
Consideration should be given as to whether the improvements can be shared across Fujitsu as lessons
learnt, in accordance with Fujitsu EMEIA Business Management System document: Major Incident
Procedure (28/07/2016). These are to be documented on the Lessons Learnt portal to help other
Accounts to learn from the failures or success of the major incident activities. As stipulated in the
document, there may be situations when the lessons cannot be shared due to confidentiality reasons.
It is important that the number of branches impacted and the duration of the Major Incident is agreed at
the Major Incident Review. This information is required to calculate the impact on Branch and Counter
Availability and any associated Liquidated Damages (LD) liabilities
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7.2 The Major Incident Report
The Major Incident Report is produced using the MIR Report template SVM/SDM/INR/2693 available
from Dimension.
A first draft of the Major Incident Report is to be produced within 24 hours and on the approval of the
POA Senior Service Delivery Manager sent to ATOS Service Management.
The first formal version of the Major Incident Report is to be produced within five working days and on
the approval of the POA Senior Service Delivery Manager is sent to ATOS Service Management.
Generally this report will be produced after a Post Incident Review is held and the actions for the Major
Incident Report identified.
If applicable a Problem Record is to be opened for tracking the corrective actions and managed through
the POA Problem Management Process. The formal Major Incident Report version 1.0 is to be attached
to the TfS problem record and sent formally for storing in Dimension.
One or more formal versions of the Major Incident Report is to be produced which will also be sent to
either ATOS Service or Problem Management, after the approval of the POA Senior Service Delivery
Manager, providing feedback on the corrective actions. These major incident reports are also to be
attached to the TfS problem record and sent formally for storing within Dimension
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7.3 Calculating potential LD liability for Major Incidents
Major Incidents which qualify as Failure Events are detailed in the Branch Network Service Description
(SVM/SDM/SD/0011). A Failure Event is defined in this document as an event or series of connected
events which causes one or more Counter Positions to be deemed to be Unavailable due to a Network
Wide Failure or a Local Failure. Ongoing failures will be deemed to be part of such a Failure Event until
the Failure Event is closed in accordance with the Incident closure and Major Incident Review process as
detailed in section 6.0.
For a Failure Event the Incident Closure & Major Incident Review Process will require Atos and Fujitsu to
agree the number of branches and counter positions affected and the duration of the outage (rounded to
the nearest 30 minutes as detailed in the Network Wide Rounding Table).
Network Wide Rounding Table
Duration of Incident Deemed duration for the
purposes of LD calculations
30 minutes or less 30 minutes
More than 30 minutes 1 hour
but less than 1 hour
1 hour or more but less 1 hour
than 1 hour 30 minutes
1 hour 30 minutes or 2 hours
more but less than 2
hours
N hours or more but N hours
less than N hours 30
minutes
N hours 30 minutes or (N+1) hours
more but less than
(N+1) hours
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8 Fujitsu Roles and Responsibilities during a Major
Incident
This section defines the roles and responsibilities individuals and teams have as part of the Major
Incident Escalation Procedure. The following roles will be laminated and available for the MIM to assign
during a Major Incident.
8.1 Role of the MAC Team
The role of the Major Account Controllers team in the event of a Major Incident is as follows:
e Receive phone calls and log incidents from Atos Service Desk, and communicate the progress
of investigations to the Atos Service Desk.
Notes:
1, There is also a HDI interface between Atos SDM12 and Fujitsu TfS systems so incidents and
updates may be automatically transferred as well
2, These incidents are generally considered ‘software’ incidents as branch engineering incidents
are no longer managed by Fujitsu.
e Escalation of any Call Threshold Breaches to the POA Duty Manager
e Confirming times and details to Major Incident Manager (MIM)
e Send/update service impact details from the Atos Service Desk (e.g., trend analysis, which the
MAC is dependent upon Atos supplying) to the Major Incident Manager. These details will be
fed into the Technical Bridge in real time as requested, whilst details for the overall Major
Incident will be provided to the Major Incident Manager post the incident.
e Be responsible for sending communications as provided by the Major Incident Communications
Manager for the following:-
To send out SMS text messages and attend all Technical Bridges
- SMS to SMS Technical Bridge
To inform of new Major Incidents and provide MI updates of progress to the following
- E Mail Atos Service Desk
- Voice Atos Service Desk
- SMS to SMS Internal — POA Internal
- SMS to SMS TOWER - Senior Management
NB
The above communications will be as per instructed by the Major Incident
Communications Manager
ALL should be identical, in order to avoid any misunderstandings.
This also of course includes notification to Atos Service Desk and POA Management of
the restoration of service.
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8.2 Role of the Major Incident Manager
Major Incident Manager (MIM). This will by default be either the Day Time Duty Manager or OOH Duty
Manager (hours shown in 9.3). However a separate member of the Service Management team may be
appointed as the MIM depending on the situation. The primary role of the MIM in a Major Incident is to
facilitate the management of the Incident through investigation and diagnosis to resolution, with the aim
of making the process as efficient and effective as possible. Upon determining that a Major Incident has
been called, a request for a Technical Recovery Manager (TRM) will be made to the appropriate POA
Service Lead or Senior SDM who will appoint one of his team to be the TRM. The Major Incident
Manager acts as the central point for communication and non-technical information flow, allowing the
TRM to focus on the technical situation and the resolution of the Incident. The Major Incident Manager is
also responsible for creating and maintaining all the associated documentation. For the process to be
effective, all updates and information regarding the incident must be fed to the MIM to update the
timelines and report.
The Major Incident Manager:
e Calls and chairs the Technical Bridge
e Has responsibility for creating the Major Incident Report, using the template defined in
section9.1 and ensuring that the applicable information is captured.
e Records the Technical Bridge attendees names so they can be documented in the Major Incident
Report.
e Identifies Business and Service impact though discussions with the users, the Atos Service Desk
and the MAC team -— providing this input into the Tech Bridge.
e Distributes the Technical Bridge actions provided by the TRM (if appropriate).
e In conjunction with the TRM considers if escalation into the Corporate Alert process is desirable
and recommends this when required, see section 6.8 above.
e Assists with communication internally within the POA
e Track time lines
« Along with the POA Problem Manager, ensures that the TRM provides regular updates on any
longer term corrective actions.
« Following the resolution of the Incident, schedules and chairs the PIR
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8.3. Role of the Technical Recovery Manager
The primary functions of the Technical Recovery Manager are to co-ordinate and manage the restoration
of service, manage the technical teams, and act as the communication point for the technical teams and
third parties. The function will also include managing all longer term technical corrective actions, e.g.
recommendations for improvements to KELs, eventing and configuration.
The Technical Recovery Manager:
«Manages the technical recovery of the Incident — liaising with SDUs and third parties.
e Provides updates on the recovery, when technicians / representatives of technical teams are
unable to attend the Technical Bridge.
e Is the only person to liaise directly with the technical teams, including technical third parties.
« Provides summarised actions from Technical Bridge to the Major Incident Manager, including:
o Current status including impact and risk
o Advising on potential workarounds.
o Planned recovery activities including timelines
o Root Cause Analysis*, corrective actions, and their corresponding action owners and
timelines (where known)
The TRM will be responsible for attending any meetings and providing appropriate root cause analysis
and corrective action detail. This will also include managing any longer term technical corrective actions
that are documented in the Major Incident Report and will include where appropriate
- Any activities for a Service Improvement Plan
- Any Changes / MSC numbers
- Any Risks
- Any Configuration changes
- Any improvements to KELS, alerting and /or events
- Any associated Peak or TfS calls
e For Root Cause Analysis refer to section 6.0 and Fujitsu Services Business Management
Systems Process: Conduct Root Cause Analysis.
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8.4 Role of the Problem Manager
The Problem Manager ensures that corrective actions / investigations are tracked and completed
following the major incident.
Any corrective actions arising from the Major Incident Review will be added to the Major Incident Report
and also a Problem Record if appropriate, and tracked with POL through to completion. The updates will
be distributed to Atos as required, and in the case of a Security Major Incident associated with PCI
failures, the POL Security team will also receive a copy of the report.
8.5 Role of the Communications Manager
The Major Incident Communications Manager (MICM) will attend the Technical Bridge and produce each
update, where possible trying to ensure that updates are provided on time and following the agreed
Major Incident Progress Template. This will reduce any miscommunication and ensure all parties follow
process.
e Above all ensuring only one update is circulated
e Will ensure that updates are provided within the agreed times
e Updates will adhere to the agreed Major Incident Progress Template
e Update the master Tfs call with all updates
e Ensure update is provided to MAC to circulate through to Atos SD
e Supply update to Service Bridge
e Manages all communication internally within the POA
« Communicate to Fujitsu Core Major Incident Management team
« Manages via MAC, the communication with the Atos Service Desk on the progression of the
incident
8.6 Role of the SDUs: (Technical Teams /SMC/MAC &
Third Parties)
The role is to investigate the Incident, monitor the progress and feed into the Technical Bridge. Also in
the event of no pre-determined recovery options, suggest and evaluate potential recovery options to
resolve the Incident.
The technical teams should not be contacted by any party other than the Technical Recovery Manager.
The Technical Teams / SMC/ MAC team & Third Parties should send an attendee to the Tech Bridge
and the associated Major Incident Review meeting. Where attendance on the Tech Bridge is not
possible, a suitable alternative resource should attend. If neither is possible then a full update MUST be
provided to the TRM to ensure that the Bridge can be updated.
8.7 Role of the Service Delivery Manager owning the
affected service
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e — Attends Technical Bridge
« Attends PIR
e — Responsible for any further action proposed by the Problem Manager that falls outside the
Major Incident closure criteria.
e — Responsible for any Service Improvement Plan actions
8.8 Role of the Service Lead/Senior SDM
e Appoint a Technical Recovery Manager
« POA Service Lead or Senior SDM will inform within 10 minutes of the start of the service
incident the following-
o POA Delivery Executive
o Atos Senior Service Delivery Managers
e Will coordinate and ensure consistency of response to Atos and POA Senior Management
via the Service Bridge
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9 Appendices
9.1 List of Templates
All templates are stored in Dimensions, which can be accessed via the Document Management Web
Service
The Major Incident Report Template is stored in Dimensions, document reference SVM/SDM/INR/2693.
NAME OF DESCRIRTION! NOTES DISTRIBUTION
TEMPLATE Lo
Major Incident “The Major incident Report contains all the See full distribution list in Major
Report information about a Major Incident. This Incident Template document
Template document is distributed to Atos. SVM/SDM/INR/2693
The Post Incident Review Report template is stored in Dimension under SVM/SDM/TEM/2531.
NAME OF BEPCRE TOMI NOTES DISTRIBUTION
TEMPLATE oe : ed
Post Incident The Post Incident Review Report contains Depends upon attendees at the
Report details of the PIR This document is to be PIR. This document is to be treated
Template treated as an internal Fujitsu document. as an internal Fujitsu document.
Note: The Major Incident Reports have been formatted to include an ACTIONS section which provides
the high level view of the actions identified during the Post Incident Review.
9.2 Daytime Duty Manager Contact Details
« Steve Bansal —
° Steve Gardinet
e — Tony Wicks
9.3 Out of Hours Duty Manager Contact Details
The OOH Duty Manager provide: etweel 2
09.00 Friday PM to Monday AM. OOH Duty Mae can. 2 ted on the j Beare
detailed in th Baers Contact Details on Share Point (see 9.4 bel
ffice At
the date relevant POA OOH Duty Manager rota.
Outside these times, please contact the POA Duty Manager
Note: Names and phone numbers are correct at the time of document issue and subject to change. In
the event of difficulties refer to the Fujitsu Services Global Address List for the latest details.
9.4 POA Service Delivery Contact Details
The Post Office Account service delivery contact details can be found on the Post Office Account Share
Point under Operations > BCP in a folder named Post Office Account Service Delivery Contact Details.
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9.5 Special Situations
9.5.1 Personnel Absence
e Inthe absence of a POA Service Lead or Senior SDM, an alternative Lead will be
appointed.
e — Role cards have been produced and will be available to expedite the process.
9.5.2 OOH
e The OOH Duty Manager will act as the Major Incident Manager.
9.5.3 Duty Manager Change Over
« The Duty Manager at the beginning of the incident will be by default responsible for all MIM
communications responsibilities unless a different arrangement is made between the
outgoing and incoming Duty Managers.
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