FUJ00097159
FUJ00097159
Horizon Next Generation
Release authorisation AG3 — Joint Board ©
Meeting no AG3-07
Meeting of 28" January 2010
Attendees
Name Initials_I Role Comments
Andy McLean AM Head of Service Delivery Apologies
David Smith DxS Head of Change & IS Chair
Liz Tuddenham Uk Commercial lead — Post Office Not required
Mark Burley MB Programme Manager — Post Office
Phil Norton PN Reqts and Acceptance Manager — Post
Office
lan Trundell IT Design Authority — Post Office
Lee Farman LF Joint Test Manager — Post Office
John Wheeler JW. Programme Office — Post Office Notes
Neil Williams NW. Acceptance Manager — Post Office Not required
Dave Hulbert DH Senior Service Delivery Manager
Alan D’Alvarez AD. Programme Manager — Fujitsu
Mike Wood MW. Head of Programmes — Fujitsu
Graham Welsh GWe Migration Governance Manager — Fujitsu
Dave Keeling DK Customer Services Director — Fujitsu Apologies
Gaetan van GvA Customer Services - Fujitsu
Achte
Guy Wilkerson GWi Commercial lead - Fujitsu
Geoff Butts GB Programme Manager - Fujitsu
Dave Cooke DC Regts and Acceptance Manager - Fujitsu Not required
Jim Sweeting JS Chief Architect - Fujitsu Apologies
1 Minutes from Previous Meeting
Accepted
2 Actions and Points to Note from Previous Meeting/Current meeting
No. Owner Action or point to note Status/Progress Date
req’d
New Actions and points to note from RAB update meeting of 12/01/10
AG3.53 GWe
Performance of Backup
network if utilised. Fujitsu
will also provide MI on the
performance of the Orange
backup network should any
branch revert to backup
during the Low Volume Pilot.
21/01 C/fwd. This data is not
available for interrogation until
the Quality of Service
functionality is available (due
first week in February).
However — if an incident does
occur which causes a failover
to the WWAN, this will be
measurable, and specific data
on the failed over service can
be provided and assessed. If
30/01
Ref: AG3 Joint RAB minutes 100128.doc
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FUJ00097159
FUJ00097159
Horizon Next Generation
Release authorisation AG3 — Joint Board
Meeting no AG3-07
@
there is no incident, no
standard data will be available.
GWe will confirm the position
either way (with data if
appropriate) before 1° Feb.
28/01 C/fwd. GWe confirmed
no failovers had yet occurred.
Further update on 1°‘ Feb.
New Actions and points to note from combined meeting of 21/01/10 - ACCEPTANCE
AG3.60 I Decision I Acceptance position.
DC confirmed that there are no outstanding
High Severity Acceptance Incidents, and that all
other thresholds are within tolerance for
Acceptance Gateway 3.
Discussion ensued over the relevance to formal
acceptance of the outstanding assurances for
Service Delivery. It was agreed that these are
more relevant to the ongoing release
authorisation decisions, and therefore do not
preclude passing through AG3.
However it was agreed that the high priority
fixes in “Reset 4” — to be delivered as part of
Maintenance Release 01.08 — could constitute
a High Severity Al if not delivered in time for the
High Volume Pilot (over 272 branches).
As such, “Qualified Acceptance” at AG3 was
agreed, subject to the successful delivery of the
high priority items in Reset 04 (see
AG3.61below for assessment of “high priority”
items).
Whilst not an exact match, this is closest to
Acceptance Board Recommendation 3:
“Proceed at risk through Acceptance
Gateway’.
AG3.61 I ADDR I Non-High priority items in Reset 04. 28/01 C/fwd. Ongoin
MB offered an option to remove items Being progressed I 9
from Reset 04 which are not regarded by POL and FS
as High priority — if they are at risk of testing and
missing the High Volume Pilot deadline, I requirement
or affecting the delivery of items which teams. PN and IT
are High priority. AD will consider if any I have passed
items are at risk, and liaise with Post details across. DR
Office to discuss their possible removal is now confirming
the position
Ref: AG3 Joint RAB minutes 100128.doc
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FUJ00097159
FUJ00097159
Horizon Next Generation
Release authorisation AG3 — Joint Board
Meeting no AG3-07
@
(at the final discretion of Post Office
Ltd).
New Actions and p
AUTHORISATION
joints to note from combined meeting of 21/01/10 - RELEASE
AG3.61
he
Assurance of non-functional defects
of concern to Peter Stanley.
Peter Stanley (POL Architecture team)
had requested further assurance from
the programme that defects 12837,
12887, 12892 and 12893 were
manageable for Medium Volume Pilot.
The status of each is included in the
Fujitsu RAB slide pack, and appears to
be acceptable. IT will, however, feed
back to PS to confirm he is satisfied with
the responses and raise back any
exceptions by 25/01.
28/01 Complete.
IT has confirmed
with Peter Stanley
AG3.62
Info
Draft schedule for Medium Volume
pilot. Discussions have been ongoing
over the optimal timing and volume of
branches to migrate each day during the
Medium Volume pilot.
It has been agreed to target Thursday
28" January for the first 10 branches,
with the remaining schedule under
discussion, but expected to be along the
following lines:-
o Thursday 28/01 — 10 branches.
This is expected to allow the critical
fixes for the implementation issues to
be fixed (see AG3.64 below)
o Friday 29/01 to Sunday 31/01 — No
further branches
Then, dependent on success of the first
10;
o Mon 01 Feb — 20 branches
Tue 02 Feb - 50
Wed 03 Feb - 70
Thur 04 Feb - 100
Fri 05 Feb — 10 plus retries.
0000
This was different to the profile
understood by Fujitsu, but was agreed in
the meeting as feasible. Further
discussions will continue to fine tune and
agree branches.
IMPORTANT POST MEETING NOTE
Information Item
Ref: AG3 Joint RAB minutes 100128.doc
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FUJ00097159
FUJ00097159
Horizon Next Generation
Release authorisation AG3 — Joint Board
Meeting no AG3-07
@
Following further discussions between
MB and AD, this profile was modified as
follows :-
o Mon 01 Feb — 30 branches
o Tue 02 Feb - 50
o Wed 03 Feb - 60
co Thur 04 Feb - 100
o Fri 05 Feb — 10 plus retries
AG3.63 MB First 10 branches for Medium Volume
pilot. MB to confirm to Fujitsu later
today the target 10 branches for 28"
Jan.
28/01 Complete
AG3.64 Info I Issues raised in pilot : assessment of
risk and required timescales for fix
A number of POL-impacting issues have
occurred during the pilot, mostly during
the implementation process itself. To
ease the migration process, many of
these need to be fixed before any
further migrations can take place — while
others are more manageable.
These were therefore assessed in turn
for their “required by” dates using the
above migration profile.
This position is summarised in the table
Information item.
28/01 UPDATE —
position as at 28"
Jan has been
included below.
Closed items have
been shaded out.
below in blue:-
Issue Raised in Pilot Position Required Required Required
(Post Office- before next I before the before High
10 Branches I ‘250’ office Volume
are Migrated I pilot Pilot
(HVP)
28/01/10 01/02/10
15/02/10
[1] NT Policy File inconsistent I Work-round applied I Ideally should Essential Essential
due to variance in counter for Low Volume be fixed :
configuration. Pilot (LVP). workaround
Target date for fix acceptable if
[PEAK 193223] into live: 27th Jan really
(could be worked necessary
around for next 10
sites)
28/01 UPDATE —
Confirmed in live
and working
[2] Maximum Retry flag not Work-round applied I Workaround Ideally Essential
reset after failed migration — for LVP. Acceptable should be
Branches that fail to migrate Target date for fix fixed
Ref: AG3 Joint RAB minutes 100128.doc
Page 4 of 12
FUJ00097159
FUJ00097159
Horizon Next Generation ;
Release authorisation AG3 — Joint Board ©
Meeting no AG3-07
are unable to retry the into live: 31st Jan dependent on
following day until the retry (KEL in place for final
flag is manually reset. next 10 sites) assessment,
but
[PEAK 192198] 28/01 UPDATE — workaround
targeted for likely to be
Release 01.08. extendable
All agreed this is 28/01 update
acceptable workaround
agreed by all
as
acceptable —
fix is now
targeted at
release
01.08 (HVP)
[3] Branch inventory not Work-round applied I Workaround Essential Essential
consistent with BRDB - The to Warwick Acceptable
actual number of counters at Target date for fix
Branches may not be the into live: 31st Jan
same as captured in FS’s (will run check
BRDB database against next 10
sites)
[PEAK 193342] 28/01 UPDATE —
as above — remains
due for 31% Jan
[4] Business reference data Fix Deployed into Fixed Fixed Fixed
download not completing live
before commit process —
Sequence of downloading
Reference data has caused
some issues. Re-sequencing
will resolve.
[PEAK 192231]
[5] Immediate process for ref Work-round applied I Ideally should Essential Essential
data catch up did not for LVP. be fixed :
function. (This would only Target date for fix workaround
occur during an equipment into live: 27th Jan acceptable if
swap out during the day, really
when all reference data cannot I UPDATE 28/01 — necessary.
be downloaded in the required I Now due to exit
time) test on 29" Jan.
Workaround
[PEAK 193388] agreed as OK for
next 10.
[6] PinPads prior to 2005 EMV I Work-round applied Acceptable Essential Essential
upgrade have null data in to impacted sites
required data fields —- During Target date for fix
Migration the Pin Pad is into live: 31st Jan
interrogated and the system (work-round to be
requires a Yes or No answer, applied to next 10
older pinpads reply with ‘Null’ I sites)
Ref: AG3 Joint RAB minutes 100128.doc Page 5 of 12
FUJ00097159
FUJ00097159
Horizon Next Generation ;
Release authorisation AG3 — Joint Board ©
Meeting no AG3-07
and the screen freezes 28/01 UPDATE —
as above — remains
[PEAK 193365] due for 31% Jan
[7] Migration process invoked I Caused by OCP. Fixed Fixed Fixed
without Branch pressing the correcting issue [2]
migration button. in wrong sequence.
OCP amended -
[No PEAK] — NOW FIXED Fixed
[8] Keyboard not Keyboard Position Believed Believed
functioning/screen freeze. swapped out and acceptable Acceptable Acceptable
now functioning but further but further
Has only happened once so Screen freeze investigation I investigation
may be equipment issue cleared by counter is ongoing is ongoing
reboot
[PEAK 193436] PEAK under
investigation to
understand root
cause
28/01 UPDATE —
remains under
investigation.
Confirmed not vital
at this stage
[9] CAPO Withdrawal has not PEAK under Possibly Possibly Possibly
been recorded at branch — investigation essential — essential — essential —
money debited from customer I Live issue being further further further
account and no reversal managed through investigation investigation I investigation
generated. CS prayers with is ongoing as I is ongoing as I is ongoing
Note this can also happen in I target to fix ASAP a matter of a matter of as a matter
existing Horizon — and is 28/01 UPDATE — urgency urgency of urgency
rectifiable via BAU processes; I Investigation
however need to investigate complete.
root cause. Confirmed as very
rare, and
[PEAK 193463] manageable via
BAU processes.
Can be closed
from this log.
[10] Unable to print receipt Printer working OK Position Likely Await further
after reboot acceptable acceptable, info
[PEAK 193439] PEAK under but
investigation to await further 28/01
understand root info UPDATE —
cause now targeted
28/01 UPDATE — 28/01 for HVP
Investigation UPDATE —
complete. Fix now targeted
targeted at RO1.08. at RO108 (for
All agreed this is HVP)
acceptable
Ref: AG3 Joint RAB minutes 100128.doc Page 6 of 12
FUJ00097159
FUJ00097159
Horizon Next Generation
Release authorisation AG3 — Joint Board
Meeting no AG3-07
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[11] Cash payment icons are No fault — No Issue No Issue No Issue
greyed over procedural issue
[PEAK 193481] — NON ISSUE
No. Owner Action or point to note Status/Progress Date
req’d
AG3.65 I AD,IT I Further investigation items. AD and IT I 28/01 Complete —
to progress impact of item [9] above see updates as per
(CAPO withdrawal) as a matter of table above
urgency. Also to progress item [10]
(lower priority).
AG3.66 Info I Internally raised issues by Fujitsu Information item.
during pilot. The same analysis was 28/01 UPDATE —
then applied to issues raised internally _I position as at 28"
by Fujitsu. This position is summarised I Jan has been
below :- included below.
Closed items have
been shaded out.
Issue Raised in Pilot Position Required Required Required
(Fujitsu internally raised) before next I before the before
10 Branches I ‘250’ office High
are Migrated I pilot Volume
Pilot
28/01/10 01/02/10
15/02/10
[12] Initial log-in not working Target date for fix Acceptable Ideal Essential
into live: 27th Jan
[PEAK 193154] (not essential for
next 10 sites)
28/01 UPDATE —
Tested and ready
to be put live
[13] Branches cannot pull Target date for fix Essential Essential Essential
down changes to ref data into live: 27th Jan
[PEAK 193135]
28/01 Update -
28/01 UPDATE — Urgency has
The analysis of been
this has moved on. reduced-
It has been
confirmed this is Ideally should
an issue for Help be fixed :
files only workaround
(resulting in out-of- I acceptable if
date help being really
displayed). necessary
It was previously
feared this
Ref: AG3 Joint RAB minutes 100128.doc
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FUJ00097159
FUJ00097159
Horizon Next Generation ;
Release authorisation AG3 — Joint Board ©
Meeting no AG3-07
problem affected
all business
reference data. As
such it was agreed
by all that the
priority of this item
can be reduced to
“Ideal” for the first
10.
Note that the fix
has been installed
but not confirmed
as working at the
time of this
meeting
[14] Automated reporting Work round in Ideally should Essential Essential
through to migration database I place to support be fixed :
not functioning small numbers of workaround
migration acceptable if
[PEAKs 192856, 193001 and Target date for really
193414] fixes into live: 27th necessary
Jan (required to
prove migration
management
processes]
28/01 UPDATE —
individual PEAKs
are tested and can
be released into
live. However
PEAK 192856
requires 192687
(Ref [16]) to be
installed.
However this is
not an issue for
the first 10 as a
workaround
remains
acceptable.
[15] Automated reporting Required for Acceptable ideally Essential
through to migration database I migrations in should be in
excess of 100 per place;
[PEAK 193413] night further
28/01 UPDATE — information
Further required
information still
required to confirm
threshold.
Remains
acceptable for the
first 10
[16] Services not started on Target date for fix Ideally should Essential Essential
failure during migration into live: 27th Jan be fixed :
Ref: AG3 Joint RAB minutes 100128.doc Page 8 of 12
FUJ00097159
FUJ00097159
Horizon Next Generation
Release authorisation AG3 — Joint Board
Meeting no AG3-07
@
[PEAK 192687]
28/01 UPDATE — workaround
this has missed acceptable if
the 27" Jan target, really
but is scheuled to necessary
be delivered
before the 1* Feb.
Customer
Services
confirmed this is
manageable for
the first 10, but
must be fixed for
the next 250.
No. Owner
Action or point to note
Status/Progress Date
req’d
AG3.67 I AD, IT
Acceptance of PO Credit Card bills. 28/01 Complete.
MB noted that in addition to the issues in I This is now
the Fujitsu RAB pack, there had been a_ I operating correctly
problem with the system rejecting
payment of PO Credit Card bills. This
also needs to be assessed against its
urgency for fix within the proposed
medium volume pilot profile. AD and IT
to progress
AG3.68 I Decision
DECISION. Decision
Based on the balance of the above
items, it was agreed that — subject to
progress against AG3.64, AG3.66 and
AG3.67 — the pilot should extend to the
next 10 branches on 28" January.
A checkpoint meeting will be held on 27"
January to confirm that sufficient
progress has been made to go to the 10.
A further checkpoint will be held on 1*
February to confirm sufficient progress
has been made to continue pilot at the
next 250 branches.
AG3.69 PN
Setup checkpoints for 27" Jan and 1% I 28/01 Complete
Feb.
New Actions and points to note from combined meeting of 28/01/10
AG3.70 Info
Branch Trading Statements at Coton Information item Nia
House and Warwick. It was confirmed
that on-screen error messages had
occurred at both offices which meant
that their Branch Trading Statements
Ref: AG3 Joint RAB minutes 100128.doc
Page 9 of 12
FUJ00097159
FUJ00097159
Horizon Next Generation
Release authorisation AG3 — Joint Board
Meeting no AG3-07
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could not be completed.
The root cause position at Coton house
was understood, but the Warwick office
had additional complexities.
It was confirmed, however, that in both
cases the underlying data integrity and
external feeds to POL-MI and POL-MS
were not affected.
AG3.71
Info
Double settlement at Derby. In
addition to the above, there have been 2
instances of a transaction appearing to
be settled twice. This was picked up by
the standard reconciliation process and
corrected via BAU processes. However
the root cause is yet to be identified, and
investigation is underway.
Information item
Nia
AG3.72
Decision
Decision - Postponement of next 10
branches. Based on the lack of a
known root cause for AG3.70 and
AG3.71, it was agreed that the next 10
branches should be postponed until the
impact and way forward is fully
understood. A checkpoint will be held at
10:30 on Friday 29" Jan, with follow-up
RAB still timetabled for 1 Feb. No
further migration dates can therefore be
proposed at this stage.
DECISION
Nia
AG3.73
JW
Message to Gold Team and Migration
support. JW will agree the wording of a
message to be sent to Gold Team and
Migration support teams to stop
migrations at branches due tonight.
New item
28/01
AG3.74
GWe
Ensuring no branches do migrate.
GWe will ensure monitoring is put in
place so that if — despite the above
message — any branch does try to
migrate, this will be picked up by Fujitsu,
and an urgent message got to Post
Office via MB to regress the migration in
the morning. GWe will also check
whether it is possible to disable the
migration buttons tonight.
New item
28/01
3 Next meeting : 01 Feb 2010 at 11:00.
Ref: AG3 Joint RAB minutes 100128.doc
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