FUJ00097311
FUJ00097311
Board
Meeting no AG3-07
Horizon Next Generation y
Release authorisation AG3 - Joint
Meeting of 28' January 2010
Attendees
Andy McLean AM Head of Service Delivery Apologies
David Smith DXS Head of Change & IS Chair
Liz Tuddenham LT 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 Achte I GvA Customer Services - Fujitsu
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
ns and points to note from RAB update meeting of 12/01/10
AG3.53 GWe I Performance of Backup 21/01 C/fwd. This data is not
network if utilised. Fujitsu I available for interrogation until
will also provide MI on the the Quality of Service
performance of the Orange _I functionality is available (due
backup network should any first week in February).
branch revert to backup However — if an incident does
during the Low Volume Pilot. I occur which causes a failover
to the WWAN, this will be
measurable, and specific data
on the failed over service can
30/01
Ref: AG3 Joint RAB minutes 100128.doc Page 1 of 12
FUJ00097311
FUJ00097311
Horizon Next Generation
Release authorisation AG3 - Joint
Board
Meeting no AG3-07
@
be provided and assessed. If
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 Cifwd. Ongoin
MB offered an option to remove items Being progressed 9g
from Reset 04 which are not regarded as I by POL and FS
High priority — if they are at risk of testing and
Ref: AG3 Joint RAB minutes 100128.doc
Page 2 of 12
FUJ00097311
FUJ00097311
Horizon
Next Generation
Release authorisation AG3 - Joint
Board
Meeting no AG3-07
@
missing the High Volume Pilot deadline,
or affecting the delivery of items which
are High priority. AD will consider if any
items are at risk, and liaise with Post
Office to discuss their possible removal
(at the final discretion of Post Office Ltd).
requirement teams.
PN and IT have
passed details
across. DR is now
confirming the
position.
New Actions and points to note from combined meeting of 21/01/10 - RELEASE
AUTHORISATION
AG3.61
IT
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
o Tue 02 Feb -50
o Wed 03 Feb - 70
o Thur 04 Feb - 100
o Fri 05 Feb — 10 plus retries.
Information Item
Ref: AG3 Joint RAB minutes 100128.doc
Page 3 of 12
FUJ00097311
FUJ00097311
Horizon Next Generation
Release authorisation AG3 - Joint
Board
Meeting no AG3-07
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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
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
o Thur 04 Feb - 100
o Fri 05 Feb — 10 plus retries
AG3.63 MB First 10 branches for Medium Volume I 28/01 Complete
pilot. MB to confirm to Fujitsu later
today the target 10 branches for 28"
Jan.
AG3.64 Info Issues raised in pilot : assessment of I Information item.
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
below in blue:-
28/01 UPDATE —
position as at 28"
Jan has been
included below.
Closed items have
been shaded out.
Issue Raised in Pilot Position Required Required Required
(Post Office-visible) 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 :
Ref: AG3 Joint RAB minutes 100128.doc
Page 4 of 12
FUJ00097311
FUJ00097311
Horizon Next Generation 7
Release authorisation AG3 - Joint ©
Board
Meeting no AG3-07
Issue Raised in Pilot Position Required Required Required
(Post Office-visible) 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
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 I Ideally should Essential
reset after failed migration - for LVP Acceptable be fixed :
Branches that fail to migrate Target date for fix dependent
are unable to retry the into live: 31st Jan on final
following day until the retry (KEL in place for assessment,
flag is manually reset. next 10 sites) but
workaround
[PEAK 192198] 28/01 UPDATE — likely to be
targeted for extendable
Release 01.08. 28/01 update
All agreed this is workaround
acceptable 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 same I into live: 31st Jan
as captured in FS’s BRDB (will run check
database against next 10
sites)
[PEAK 193342] 28/01 UPDATE -
as above — remains
due for 315 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.
Ref: AG3 Joint RAB minutes 100128.doc
Page 5 of 12
FUJ00097311
FUJ00097311
Horizon Next Generation 7
Release authorisation AG3 - Joint ©
Board
Meeting no AG3-07
Issue Raised in Pilot Position Required Required Required
(Post Office-visible) 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
[PEAK 192231]
[5] Immediate process for ref Work-round applied I Ideally should Essential Essential
data catch up did not function. I for LVP be fixed :
(This would only occur during I Target date for fix workaround
an equipment swap out during I into live: 27th Jan acceptable if
the day, when all reference really
data cannot be downloaded in I UPDATE 28/01 — necessary.
the required time) Now due to exit test
on 29th Jan.
[PEAK 193388] Workaround
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)
and the screen freezes 28/01 UPDATE —
as above — remains
[PEAK 193365] due for 31st 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
Ref: AG3 Joint RAB minutes 100128.doc Page 6 of 12
FUJ00097311
FUJ00097311
Horizon Next Generation .
Release authorisation AG3 - Joint ©
Board
Meeting no AG3-07
Issue Raised in Pilot Position Required Required Required
(Post Office-visible) 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
[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 amatterof I asa matter
existing Horizon ~ and is 28/01 UPDATE — urgency urgency of urgency
rectifiable via BAU processes; _I !nvestigation
however need to investigate complete.
root cause. Confirmed as very
rare, and
manageable via
Leelee) 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
[11] Cash payment icons are No fault — No Issue No Issue No Issue
greyed over procedural issue
[PEAK 193481] — NON ISSUE
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 Internally raised issues by Fujitsu Information item.
Ref: AG3 Joint RAB minutes 100128.doc Page 7 of 12
FUJ00097311
FUJ00097311
Horizon Next Generation
Release authorisation AG3 - Joint
Board
Meeting no AG3-07
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below :-
during pilot. The same analysis was
then applied to issues raised internally by
Fujitsu. This position is summarised
28/01 UPDATE —
position as at 28""
Jan has been
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
28/01 Update
[PEAK 193135] 28/01 UPDATE — - Urgency
The analysis of has been
this has moved on. reduced-
It has been
confirmed this is Ideally should
an issue for Help be fixed :
files only (resulting I I workaround
in out-of-date help acceptable if
being displayed). really
It was previously necessary
feared this
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
Ref: AG3 Joint RAB minutes 100128.doc
Page 8 of 12
FUJ00097311
FUJ00097311
Horizon Next Generation y
Release authorisation AG3 - Joint ©
Board
Meeting no AG3-07
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
as working at the
time of this
meeting
[14] Automated reporting Work round in Ideally should Essential Essential
through to migration database 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 asa
workaround
remains
acceptable.
[15] Automated reporting Required for Acceptable Ideally should I Essential
through to migration database I migrations in be in place;
excess of 100 per further
[PEAK 193413] night information
28/01 UPDATE — required
Further 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 :
28/01 UPDATE — workaround
[PEAK 192687] this has missed acceptable if
the 27" Jan target, really
but is scheuled to necessary
be delivered
Ref: AG3 Joint RAB minutes 100128.doc Page 9 of 12
FUJ00097311
FUJ00097311
Horizon Next Generation
Release authorisation AG3 - Joint
Board
Meeting no AG3-07
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Issue Raised in Pilot
(Fujitsu internally raised)
Position Required
are Migrated I pilot Volume
Pilot
28/01/10 01/02/10
15/02/10
Required Required
before next I before the before
10 Branches I ‘250’ office High
before the 1° Feb.
Customer Services
confirmed this is
manageable for
the first 10, but
must be fixed for
the next 250.
AG3.67
AD, IT
Acceptance of PO Credit Card bills.
MB noted that in addition to the issues in
the Fujitsu RAB pack, there had been a
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
28/01 Complete.
This is now
operating correctly
AG3.68
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.
Acheckpoint 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.
Decision
AG3.69
PN
Setup checkpoints for 27" Jan and 1*
Feb.
28/01 Complete
New Actions and pi
joints to note from combined meeting of 28/01/10
AG3.70
Info
Branch Trading Statements at Coton
House and Warwick. It was confirmed
Information item
Nia
Ref: AG3 Joint RAB minutes 100128.doc
Page 10 of 12
FUJ00097311
FUJ00097311
Horizon Next Generation
Release authorisation AG3 - Joint
Board
Meeting no AG3-07
@
that on-screen error messages had
occurred at both offices which meant that
their Branch Trading Statements 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 18' 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
Ref: AG3 Joint RAB minutes 100128.doc
Page 11 of 12
FUJ00097311
FUJ00097311
Horizon Next Generation y
Release authorisation AG3 - Joint ©
Board
Meeting no AG3-07
3 Next meeting : 01 Feb 2010 at 11:00.
Ref: AG3 Joint RAB minutes 100128.doc Page 12 of 12