ICL Pathway
Implementation Strategy (Release 1b)
Ref: IM/STR/0003
Version: 1.2
Date: 30/05/97
Document Title:
Document Type:
Abstract:
Status:
Distribution:
ICL Pathway
Implementation Strategy
Strategy Document
This paper documents the strategy through which the Horizon.
counter infrastructure is implemented in the Post Office
network. In particular this version covers the activities required
for release 1b
Issued
ICL Pathway
PDA
Terry Austin
John Dicks
Liam Foley
Steve Muchow
Barrie Davies
Bob McDermott
John Hunt
Jan Honnor
Richard Long
Alan Ward
Barry Vaughan
Andy Moley
Steve Warwick
Jan Morrison
Steve Cowburn
Pete Jeram
John Coman
Peter Burden
Eugene Dempsey
Dave Howells
Phil Boyle
Paul Underwood
Eamonn Long
Barry Hancill
Lorraine Holt
Steve Hyde
John Coleman
Simon Lee
Martin Riddell
Dave Fletcher
Andy Donnachie
Allan Prescott
Billy Herd
Anna Campopiano
Sue Downham
Andy Jones
John Bruce
Steve Grayston
Douglas Craik
Suppliers
Steve Gibbons, WTL
Bob McCully, Sorbus
Alistair Cameron, D2D
Stuart Kearns, Peritas
Vivian Butler, Exel
Simon Girling, Energis
Chris Mee, Verification Centre
Jim Booth, Verification Centre
Celia Tebbs, WTL
Les Betts, Sorbus
Linda James, Exel
Author: Mark Fisk
Comments to: Mark Fisk
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Nothing contained herein shall be deemed or construed as affecting existing contractual obligations or creating new contractual
obligations between ICL Pathway, the DSS and / or POCL
© 1997 ICL Pathway Ltd
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ICL Pathway Implementation Strategy (Release 1b) Ref: IM/STR/0003
Version: 1.2
Date: 30/05/97
0 Document control
0.1 Document history
Version Date Reason
0.1 17/12/96 Initial first draft for limited circulation only
0.2 14/2/97 Updated with comments received on version 0.1
1.0 28/2/97 Document issued to PDA for comments
Ll 23/4/97 Document updated after PDA comments
1.2 28/2/97 Document updated after moderators review
0.2 Approval authorities
Name Position Signature Date
Barrie Davies Implementation Manager
ICL Pathway
Bob McDermott Rollout Manager
ICL Pathway
Douglas Craik Head of POCL
Implementation (PDA)
Andy Jones Installation Manager
PDA
0.3 Associated documents
Reference Vers Date Title Source
1 PM/PLA/0008 1.0 Rollout Stage Management Plan Barry
Hancill
2. TD/ARC/0001 1.0 21/10/96 Technical Environment Description Alan Ward
3. RS/FSP/001 1.0 Security Functional Specification
4. IM/STR/00014 1.0 Implementation Security Strategy Eamonn
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Nothing contained herein shall be deemed or construed as affecting existing contractual obligations or creating new contractual
obligations between ICL Pathway, the DSS and / or POCL
FUJ00119569
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ICL Pathway Implementation Strategy (Release 1b) Ref; IM/STR/0003
Version: 1.2
Date: 30/05/97
Long
5. 527/001/3.0 3.0 17/10/96 Counter Hardware Strategy Dave
Cooke
6. TBA 0.2 Horizon Counter Layouts - Options for
release 1b
7. Access Control Policy Belinda
Fairfield
8. DW/DOC/000n 01. 3/12/96 — Data Warehouse: High Level System Andrew
Interfaces Boyd
9. IM/STR/0011 — 1.0 Bar Coding of Post Office and Counter Dave
PC Howells
10. IMP/STR/0013 2.0 In Office Migration Strategy for release 1b Sue
Downham
11 IM/PRC/006 2.0 Operation aspects of Horizon Field Mark Fisk
Support Officers - release 1b
12 IM/PRC/ Ll Post Office Establishment Process Mark Fisk
13 IM/ACS/0005 0.1 18/3/97 I DSS/POCL Implementation Part D - Pamela
Rollout Acceptance Specification Barlow
14 TBA 0.2 Training Requirements for releaselb Lorraine
Holt
15 IM/FSP/0003 2.1 Rollout database - Interface definition Paul
Underwood
0.4 Abbreviations
ALPS Automation of London Post Offices
AP Automated Payments
APT Automated Payments Terminal
BA Benefit Agency
BAD Benefit Agency District
BOS Back Office System.
CAD Computer Aided Design
CM Configuration Management
D2D Design to Delivery
DSS Department of Social Security
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Version: 1.2
Date: 30/05/97
ECCO Electronic Cash Register on Counters
ICL International Computers Ltd.
ISDN Integrated Services Digital Network
IT Information Technology
LAN Local Area Network
PC Personal Computer
PDA Programme Delivery Authority
PO Post Office
POCL Post Office Counters Ltd
PSTN Public Switched Telephone Network
UTP Unshielded Twisted Pair
WAN Wide Area Network
WTL Workplace Technologies Ltd
0.5 Changes in this version
This version has been specifically updated to reflect release 1b strategies only
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0.6 Table of content
T Emtroduction oo... eeseecsecs cess eesseeseeeseesvecseecseesnessneasecsesanecsussseeneeseesstesneeaessesseessecssseae 9
TL PUrpOse..... eee seeeeccecesecseeeseesesesesececeeeceseecsesssneececersacavsnsececesersesevenseseceneeeesenenereneesees 9
1.2 Scope
1.3 Implementation Overview ..............ccccccccceseseeseeeesseeeeeeeseeeeseeeeesesneetesnseteeeneeseee 10
2 About this document. 0.2... cece eee eeseeeeeen nese eeeesneeenesssseesseessseesseeeniessseesseeees 14
3 Communication during the Rollout Programme. .............:.:.:eseseeeeseeesteeeeeteeeeeeeee LS
3.1 Correspondence..............ceesec cesses eeseseseesseeseseseeseeneetsnsseesneneeisstteteetseestneeeeeeee LS)
3.2 Telephone Calls oo... cece eececeseeceee esses eeseseeseeeeeneetessesteeneesetssneeteeneeteteeneeeeeeee LS
3.3 Security vetting procedures ...........ceceesecsecseseseeseereeseseseeseereeeesreseesnereeneeneeeeanes 15
3.4 Secure sites.
3.5 Behaviour On Site 0.2.0... ceceeseeesees ness tees eesneeseeeieeeeesseesneesessneeeeenaeaneesneaneeseees 16
4 Horizon Counter Hardware Strategy ...........0.cccccceecesees cesses esteseseeseeseeteeneeeestteeeseeseeee LT,
4.1 The counter environment. «0.0.00... cesses eesseeeeseeeeeeseveeesnensennereneesneneess 17
4.1.1 Equipment packaging... cece eee eeeee ee eeeree teense estes teeteseeeeeeees LO
4.1.2 Positioning of equipment in Outlets... eee eeeeeeeeesteeeeeeeeeeee 19
4.1.3 Physical equipment layout at the counter position. ......0....00.:cc eee 23
4.2 Communications environment 0.2.0.0... eects eeeseeeeseeseseeessenseneessseeseeneees 25
4.2.1 Wide Area Network Connections. ...........0..scecccescesseecseeceeseeeeseteeeeeeneeneee 25
4.2.2 LAN Intercommections 00.0.0... cesseessesssesseessecssesseeenecseesseesseesessesseesseessee 27
4.3 Peripheral environment ..............ceccecsecseesecseeseseeseeseeseeseseeeesesseeeseereesneneeeaeeeee 30
4.3.1 Office Primtet oo... eecceecstecsseesseeseseeesseessnessseesseeessneesssesenneeeseesenenenneees 30
4.4 Existing systems environment 0.0.2.0... cece cece ee eeseeseeeeeecstesneeeeeeseeeeeeneeeeee 31
4.4.1 Manual weigh scale:
4.4.2 All other environments .
4.5 Categorising outlet:
5 Rollout Database
5.1 Inputs to the database.
5.1.1 Input from POCL.
§.1.2 Input via Database Rule:
5.1.3 Input via Updates. ..
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Date: 30/05/97
5.1.4 Input via the Administrator 0.0... cece eecessee tenes eeteeneeteeeeesteereeeeee OD
5.1.5 Amending data on the Rollout database. .............:ccccesseseseesseeseesneeeeenee 37
5.2 Outputs from the Rollout database ...........cceeccsescsseeseseeseeseeseeeesneeeeseeseeseeneeeenes 37
5.2.1 Output to the Configuration Database. ..............eececeeeeseeseteeeeeeeeeeeeeee 38
§.2.2 Output to the Management Interface System... cece 38
§.2.3 Output as Reports ..........ceceeccesseceesesseesesseseeseeseesesseseeseeneesssneaeaueneeeeeneeeeenes 38
5.2.4 Outputs to specific Users ........eeccccccceseeseeseeseeseseseeseeseeeesneseeseeseeseeneeesees 38
§.2.5 Outputs to PDA. oo... cece esces ee eeseeseeeeeeeeeeseeeeeseeneetessetesesnteteansetssneneeeenes OD
5.3 Views on the database ............ccecccecsesseecseesseesneeseessesseessessneesessssseesesesneeseeaneeseees 39
5.4 Outlet Identifiers. 0. ec cece cess teeesseesseeesneesneneesneesnnseseesnneenersneeseeeeenee 40
5.4.1 Post Office Code format. ......0...eecceescieesseesceeessseesseetseesnesssneesnereeseee ee AO,
5.5 Physical commections. .............c0 ce ceseesessess esses nesses esessesteeeeeeeeeeeeneeeeeeeneeeeeneeeeeee AL
5.5.1 Operating the rollout database. 0.0... eeccccesseseeseeeeseeteseeeeseeeeeneeneeeeenes 42
6 Overview of the Implementation process. ...
6.1 Structure of the Pathway Implementation Team. ............0.0.c0ccecesee eee eeeeeeee 44
6.2 Overview of the implementation process. ...............c cece eesesees testes eeeeeeeeeeeeeeee 44
6.2.1 Preparation for release 1D oo... eececcecsesseseeseesesesseseeseeseesesneeeeseeneeseeneeeeenes 45
6.2.2 Implementation ProgrammMe...............c.seecseeseeeseeseeeseeeseeeeeeeeseeeeeenneeeeeeee 45
6.2.3 Preparation activities... cece eeee ee ees ees eesesnee testes eesesneeeaeeesateneeeeenee 4D
6.2.4 Installation activities 0.0... eeeecsecseecs cess eessesseessesseesseesnesssenesseesneesneeneenee 59
6.2.5 Post Implementation activities 2.0... eecccececseeseeseeseeeseeeeeseeseeseeneeeeees 60
6.2.6 Hand Over to Steady State activities... eeeeeeeceeesseeseeeseeeneeeeeee 60
6.2.7 Initial population of the rollout database. 0.000... cece eee OL
6.2.8 Implementation Unit Schedules .............c.ecccccceeseeseeseeseeeeseseesseseeeeneeeeees 61
6.2.9 Management of Change ...........-eececsccseseeseeseeseesesseeeeseeeeesesneeeesneseeseeneeeenes 61
6.2.10 Scheduling Priority of Outlets... cece teeter OL
6.3 Outlets which fail to meet target dates... eee eeeeeeeesee testes eeeeeeeeeseeeeee 63
6.4 Management of Drop Off 64
65
66
66
.67
68
6.5 Interfaces and Escalation Route:
7 Version Control of Horizon Hardware and Software
7.1 Software Baselines.
7.1.1 Production of a BASELINE.
7.1.2 Creating anew BASELINE.
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7.1.3 Baseline time-scales. 69
7.1.4 Software BASELINE integrity.............scecscessecssesseesseesneeseesresseesneenneeneenee 70
7.1.5 Configuration information ............ccccccseeseeseesessesseseeseeseeesneceeseereeseeneeeeenes 70
7.2 Hardware BASELINES. ...........c:-scsessseesss esses eessseessneesseeesseessessseessenssstesseesseees 10
8 System Build & Configuration 2.0... cece cesees ees eeseeeeseeseesesneetesneeessneeeeeeeneeeeanes 7
8.1 Overshipper Contents. 0.2.2.0... cecccccesseseeseeseesesneseeseeseesesseeeseereeseaneceaueeeeneeneeeeenes 71
8.2 Equipment test routines...
8.3 Initial forecasts for Horizon equipment «0.2.2... cece estes teseeeeeeeeeeeeeeee 72
8.4 Confirmed orders for Horizon equipment...............cecceseecsess cess eesseeseeeeesenseees 72
8.5 Equipment Delivery ..........0...000.
8.6 Overshipper requirements and packaging ................escesesesseesseesseeseesteeeeeeeens D2,
8.6.1 Overshipper Release Number ............... cece ceeeeeeeeeseeseeetessseeteeeeeeeees 13
8.7 Overshipper Collection. ...........:.ccceccesseecseecseesseeseessesseessessseesesensesesstennseseenseeseess 73
8.8 Rollout database requirements. ..............ccccseseeseesesseeseseeseeseeseesesneseeseeseeseeseeeeenes 73
8.9 Equipment Spares. ...............ccsccesces es eesesseesese cece ses eesesseetesnseseeesntetenseesstesteeeenee 4
8.10 Escalation Routes ..............ccccesssessesseesseesseesneeseessesseesseesneesesesesessnesneenneeeeeseess 74
9 Site Survey & Preparation .........ccececceececsccsesseseesessesesseseesesneesesneceesesreesesneeeeseeseeennenee 75
OD Site SUIVEY oo... eeceecc ees eessecsecseeceeeseeesneeseseseeeecsnecsneeaeeseeeesneesnessnteetesessneesneeeeeeee 1D)
9.1.1 Authoritative signature... cece eeseesesseetesteseeseseetesneeeseteneeeeenee D7
9.1.2 Landlords Permission and Listed buildings. ......0....00.0..cceccesseeeeeteeeeeees 78
9.2 Activities Carried out after Site Survey. ...........eccececeeseeseeseeseeseeseeeeseeseeseeneeee 19)
9.3 Site Preparation ...........ceccecccssesseessesseeeeeeeeeeeesneeeneeseeseeeeeseeesneesneeeeseeesneeeneeseees BO
9.3.1 Physical counter position ............c..ccc cece cece es eeseeeeseseeetesneeeesneneeseeneeeeens 81
9.3.2 Local Area Network and Data Cabling .......0..0.cccecccceeceseeeeeteeeeeteeeeeeees 81
9.3.3 Electrical installation Work .............ccccssscessseseeeseesseesseeseeeseeeeeseeseneeeneeeeeeee 82
9.3.4 Communications links 0.0... ccc eee eee teetece ese eeeneesteeneeeteeseeeneenneeneeeee 8S
9.4 Existing equipment oo... ccceeceeecceeecseeseseeeeeeeseeeseeneeeesneeeesesneeeseseeetsneeeesneeeeee 83
9.5 Escalation Route:
10 Installation
10.1 Installation requirements 84
10.2 Generic activities 86
10.2.1 Arrival at the Outlet . 86
10.2.2 Installation of Gateway server 87
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10.3 Specific Activities .............
10.3.1 Installation of counter System.
11 Configuration .89
12 Acceptance .............. 90
12.1 Handover of system to Steady State support..
13 Data Centres
14 Migration Strategy ..
15 User Training for Horizon..........
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1 Introduction
This document has been produced as one in the series of strategy documents reflecting
the processes involved in the implementation of the Horizon counter systems.
Specifically the document provides the high level overview of the processes required
to install the Horizon counter infrastructure in 190 outlets targeted for release 1b.
1.1. Purpose
The purpose of the document is to describe all the activities related to the
implementation of the Horizon counter system for release 1b only. Acceptance of the
strategy results in the production of lower level processes and procedures which
document the implementation programme in more detail.
Where related activities are documented in other strategy papers this document will
make reference to them accordingly.
Any changes to the implementation strategy will be reflected by change proposals to
this document or other related documents. At intervals accepted change proposals will
be incorporated in to new versions of this document.
1.2 Scope
The acceptance of this document allows the production of a further series of lower
level working documents to be produced. The relationship to the appropriate chapter
in this document is shown in the following table;
Chapter Heading Working Level Document
Communication during the ¢ Implementation Security Policy (Ref. [3]).
rollout programme
Horizon Counter Hardware e Post Office Establishment Process (Ref. [12])
Strategy ¢ Horizon Counter Layouts - Options for release
1b
Rollout Database ¢ Rollout database Interface definition (Ref.
(1s)
e Bar Coding of Post Office and Counter PC
(Ref. [9])
.
Installation e Post Office Establishment Process (Ref. [12])
© Operational Aspects of Horizon Field Support
Officers - release 1b (Ref. [11])
Acceptance e Post Office Establishment Process (Ref. [12])
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Date: 30/05/97
1.3
© Operational Aspects of Horizon Field Support
Officers - release 1b (Ref. [11])
Migration e In office data migration strategy for release 1b
(Ref. [10])
Training ¢ Training requirements for release 1b (Ref.
[14])
This document is written in the present tense to indicate the activities that would be
taking place when the strategy is implemented.
Implementation Overview
The Horizon Counter systems are to be implemented in Post Offices, also referred to
as Outlets, across the United Kingdom. The implementation strategy associates all the
activities required to deliver the Horizon Counter infrastructure as one implementation
programme. This enables all parties associated with the implementation to monitor
any events accordingly.
The Horizon counter infrastructure is implemented across the country in four
implementation programmes each mapping to a number of Benefit Agency Districts
and Post Office Regions. These together with their relationships are summarised
below;
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¢ Pathway Implementation Programmes (IP) split the rollout programme across four
regions namely;
1. IPI Scotland & Northern Ireland
2. IP2 North Wales, North West and North East
3. IP3 South Wales, South West and Midlands
4. 1P4 South East and London.
© Post Office Counters Ltd divides the country in to 7 regions.
© The Benefits Agency divides the country in to 136 districts.
At release 1b only outlets in IP2 and IP3 are affected.
Each Outlet is implemented with one or more Horizon Counter systems depending on
the number of counter positions.
For illustration purposes the various configurations will be represented in this
document as one entity as shown in the diagram below.
Communication to the Pathway Campus infrastructure and equally POCL customers is
afforded through one network connection. Communication within an Outlet with more
than one system is afforded through a Local Area Network.
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Gateway Server Horizon Counter Systems
© 4 o@ 4 a
Ie
Connection
Local area Network
The activities to deliver an operational system at each Post Office are controlled
through the Pathway Implementation Team, working with representatives of the
Programme Delivery Authority and Post Office Counters Ltd. and a number of third
party suppliers. The scope of these interfaces is described in Rollout Stage
Management Plan. (Ref. [1])
ICL Pathway provides the infrastructure through which the implementation
programme is achieved.
The implementation of the Counter system itself is dependant on a number of related
activities having first been completed before processing of Post Office transactions
can take place. These are summarised below;
e The communications network and Pathway campuses are installed and in an
operational state.
© The Post Office user population is fully trained ready for implementation of the
Counter system.
A high level overview of the implementation activities are summarised in the
following diagram.
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PO Rollout Database
Details
Days ~y
f ‘L is Pathwa
“115
Wr
ENE ENENGIS
4s : se]
-20 Site Install
5 Collect
3 User I
oq Install pee
ee ce
Once the Counter infrastructure has been installed existing data in the Outlet, that is
the information relating to the business operations is migrated to the new system.
During the installation programme target users of the system attend User awareness
and training sessions to become familiar with the operation of the Horizon counter
system and its operation.
When the system is operational Post Office users are supported through the Horizon
System Help Desk.
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2 About this document.
The implementation strategy has been developed resulting from a series of workshops
between PDA ICL Pathway and the third party suppliers, where all aspects of the
delivery mechanism have been discussed and agreed.
Rollout of the Horizon Counter system is dependant on a number of related
components provided as part of the Pathway solution being available. The Horizon
technical infrastructure is described in detail in the “Technical Environment
Description” (Ref. [2]).
Approval of the document provides the strategy with which the Horizon counter
infrastructure is implemented for release 1b.
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3.1
3.2
3.3
Communication during the Rollout Programme.
This section documents the communication strategy that operates throughout the
implementation programme. The implementation programme, which is also referred
to as the rollout programme is associated with the all the activities necessary to deliver
a fully operational Counter environment to the 190 Outlets for release 1b. To achieve
this Post Office representatives together working together with ICL Pathway plan
organise and communicate the principles of the implementation programme to Post
Office counter staff and any third party suppliers operating on behalf of ICL Pathway.
The lower level processes and working practices relating to communication is
documented in the Implementation Security Strategy document.
All parties operating to ICL Pathway involved with the implementation programme
will be identified at the Post Offices using a standard identity pass. The exception to
this rule is BT who will continue to use their own pass.
e All correspondence, telephone calls and visits to Post Office Outlets will reference
ICL Pathway.
e All personnel working in this environment will be security vetted to a standard
agreed with the Post Office.
e All representatives will be identifiable through the use of a common ICL pathway
identity card.
This is detailed further in the following sections.
Correspondence
Any written correspondence which is delivered to Outlets as part of the
implementation programme will be reviewed and agreed with PDA before being
dispatched.
Telephone Calls
All telephone calls to Post Office Outlets are scripted, such that the nature and content
of the call is agreed with PDA before any call is made.
Security vetting procedures
All personnel employed under the Horizon programme, who visit Outlets are vetted to
a standard agreed with POCL. To achieve this personal details are passed to POCL in
an agreed format.
e Full name and address, Date and place of Birth, National Insurance Number.
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3.4
3.5
e Signed passport photograph of the employee taken with a light or white coloured
background. The photograph should not be attached to any of the paper work with
paper clips or staples.
© Specimen signature
Once security approval has been reached the information is passed to ICL security
where a ICL Pathway pass is produced. The ICL pass shows the picture, signature and
expirey date. The information is also passed to the Post Office Help Line.
Access to any Post Office site requires that clearance is obtained through the Post
Office Help Line before access is allowed behind the counter.
Secure sites.
The rollout programme visits Outlets which are, by the very nature of the business
they undertake, governed by higher security vetting procedures than the standard
Outlets. (Ref. [3]).
Behaviour on site
All personnel who visit or represent the Horizon rollout programme Post Office staff
are expected to conduct and present themselves to the standards detailed in Ref. [4].
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41
Horizon Counter Hardware Strategy
This section describes the strategy associated with the hardware elements of the
Counter systems together with any of the associated components implemented in each
Outlet. The diagram below shows the different environments documented in this
section.
+ gs . Hub ISDN
Communications environment =
ee
b
Counter environment
Existing Systems
environment
el APT
Periheral environment geales
Office
Printer
In summary these are:
¢ The counter environment
¢ The communications environment
¢ The peripheral environment
e The existing systems environment
The counter environment.
The Horizon counter equipment is physically installed in Outlets in either a
“Counter”, or a “Back Office” position.
A “Counter” is a customer facing serving position day to day operations are
performed. These are defined as follows and may be mixed in an outlet:
Fortress: a glass screen mounted on the counter
Rising screen: a metal screen concealed inside the counter
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Qpen Plan: a counter position with no screen serviced by an operator-managed
secure cash dispensing device
A “Back Office Position” is a location which does not provide a customer
facing role but from which An example is the giro position in Outlets.
The counter component of the Horizon solution comprises a set of PC based
equipment, the detail of which is documented in the Counter Hardware Design
Specification (Ref. [5]). In summary the Standard Counter configuration comprises;
e Base Unit,
¢ 10” Monitor with Touch Screen controller.
© Keyboard with integral Magnetic Card Reader and SMART Card Reader,
¢ Bar Code Reader,
¢ Counter printer, printer ribbon and three spare till roll.
e Associated cables and power leads to interconnect the equipment.
The counter environment must satisfy the minimum criteria shown in the table below;
Criteria Satisfied by
1. An interface is required to connect ISDN card fitted in one of the
to the communications network Counter systems. This system is
known as the gateway system.
2. An Office Printer is required for e An A4 Inkjet or Laser printer is
the generation of reports. supplied to each Outlet. The type is
specified for each Outlet by POCL.
3. Outlets may require a back office I Outlets requiring a back office
system system are specified by POCL. These
are satisfied by supplying and
additional standard counter
configuration.
To satisfy the various criteria in an Outlet, a number of Counter configurations, see
table below, exist.
No Code Configuration Variation
01 GSI Single Office gateway e Base Unit from standard system fitted
with ISDN card.
e Base Unit fitted with exchangeable
hard disk
e A4 Inkjet printer
02 GMZ I Multiple Office gateway A' I e Base Unit from standard system fitted
1 No requirement has currently been identified for this configuration. It is left here for completeness.
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with ISDN card
03 GMI_ I Multiple Office gateway B I e Base Unit from standard system fitted
with ISDN card
e A4 Inkjet printer
04 GML I Multiple Office gateway C I Base Unit from standard system fitted
with ISDN card
e A4 Laser Printer
05 SCZ I Counter e Standard Counter configuration
Each Base Unit is built with a pre-configured disk of software. This is a BASELINE
set of software. The production and control of the BASELINE is detailed in section 7.
4.1.1 Equipment packaging
The 5 Counter configurations are packaged prior to shipment to an Outlet. All the
equipment is functionally tested during this process. The hardware configurations are
created when equipment is packaged in sealed containers known as Overshippers (see
section 8).
The number and type of Overshippers for each Outlet is determined during the Site
Survey Process detailed in section 9 based on the following;
e Each Outlet is supplied with one gateway system.
© Multi position Outlets are also supplied with additional Counter systems.
e The type of gateway is determined by the office printer type.
e Where there is a requirement for a back office system, this is satisfied by supplying
an additional Counter system.
4.1.2 Positioning of equipment in Outlets
Counter equipment is installed in Outlet offices in a layout detailed in this section.
Outlets use a variety of schemes to number the counter positions, for example;
1. Counters are numbered 1-x left to right as viewed form the customer side.
2. Counter positions are identified using letters of the alphabet ( as viewed
from the counter side).
To overcome this, the implementation strategy specifies the labelling of counter
positions for the rollout as follows;
e Counter positions are numbered 01 - xx, where x is the number of positions from
left to right as viewed from the counter side.
e A back office system is always the gateway server.
e Numbering of positions is as follows;
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(i) gateway server is always position 01
(ii) Counter positions are numbered 02 - xx
(iii) Open plan positions are numbered after all counter positions have been
allocated.
The numbering of positions is required for the configuration of the Horizon platform
as detailed in section 11.
The strategy is best explained using a series of examples.
Example 1___ Single counter position
In this example there is only one system installed and as such will always be position
number 1. This system is the gateway and affords the connection for the office printer.
Customer
ol
ISDN Printer
Example 2__3 counter position
In this example , two scenarios are shown.
The first is where the gateway system is installed at counter position 01. The ISDN
connection can be installed in the same area as the gateway system.
The second scenario is where the ISDN connection cannot be collocated with the
gateway system. In this situation additional cabling is installed such that the gateway
system still remains in position 01.
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Customer
Gateway
Customer
Gateway
ISDN
Printer [
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Example 3___4 counter position and a back office system.
In this example there is “Back Office” system installed. This system is the gateway
system, which also affords the connection for the office printer.
The counter positions number from the “Back Office” system from 1. The counter
positions number from 2 through to 5.
Customer
ISDN
Back Office System
Example 4___ Outlet with Open Plan Positions
In this example there are two Open Plan Positions. The Back Office and counter
positions are numbered first followed in sequence by the Open Plan Positions.
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Customer Side
fia I 06 07
02 03 04 05
2, f= Counter Side
4 8 o1
Back Office System
4.1.3 Physical equipment layout at the counter position.
The positioning of equipment on the counter position is limited, for standard
installations by the length of the equipment cabling and the physical layout of the
Outlet. Cabling is the physical wiring that interconnects the peripheral equipment, i.e.
the monitor, keyboard, counter printer and bar-code reader.
The table below provides the maximum distances at which the peripheral equipment
can be positioned from the Base Unit or power socket.
Peripheral Cable length from Base Unit Cable length from Power
socket.
Monitor 2.95m 2.95m
Keyboard 2.5m -
Bar Code Reader 2.5m -
Counter Printer 2.5m 2.5m
Office Printer 2.5m 2.5m
(where
connected)
The rollout of the Horizon platform encounters numerous Outlets, each of which may
be physically different. There is no standard Counter layout or sizing defined for a
Post Office. The positioning of the physical equipment at counter positions must
satisfy the following;
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e Equipment is positioned on the counter to satisfy the Health and Safety
recommendations based on the of work commissioned by the PDA through an
ergonomist
© Monitors must not be customer facing
e Equipment cabling must be installed in a tidy manner
Counter equipment layouts and approved shelving, stands and counter modifications
to satisfy this are provided in the options paper ( Ref [6]).
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4.2
4.2.1
Communications environment
The communication environment for the Horizon counter system is provided through
a Wide Area Network connection to the Pathway Campuses or via a Local Area
Network for internal outlet communications.
Wide Area Network Connections.
Each Outlet communicates with the Pathway Campuses through an ISDN connection
installed as part of the implementation process.
The ISDN service does not at present cover the entire United Kingdom. Where ISDN
is not available, the connection will be afforded using PSTN”. The decision whether
the communications connection is ISDN or PSTN is determined once the order has
been placed with BT by Energis. Outlets which cannot be satisfied using PSTN are
subject to review the PDA and this document will be updated when all the options to
satisfy PSTN are available.
ISDN connections delivered to Outlets are terminated using a Network Termination
Device (NTI - ISDN 2). This box is physically mounted in a position as near to the
gateway system as is practically possible. The location is identified and labelled
during the Site Survey process. The connector cable between the ISDN 2 unit and the
gateway position is installed as part of the Site Preparation process (see section 9).
The connector cable is of sufficient length to prevent strain on the cable if either the
termination box or gateway server should either require servicing as shown in the
diagram below.
Gateway System
Cable trunking ISDN
Mounted on wall Connection
Data Cabling
Where either of these boxes cannot be fitted next to the gateway system due to
physical constraints, then the box is placed at the next nearest location point. A
connector cable will bridge the physical distance between the Box and the gateway
server.
? To be confirmed with POCL when the coverage is known,
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4.2.1.1 ISDN Connections.
Outlets whose connections are afforded using ISDN, are supplied with a NT6 or NT 8
unit. The unit supports two outlets through which the physical connection with the
gateway system can be made. For the Horizon Outlets connection is established
through the left hand channel, as shown in the diagram below.
Channel to
Gateway
Server
NT8 Termination view from undemieath
Channel to
Gateway
s NT6 Unit
jerver
The gateway system connects to the ISDN 2 using a pre-installed UTP cable . The
cable is terminated at each end with an RJ45 male connector.
The connection to the gateway system is afforded through the ISDN card.
The ISDN circuit is tested during the implementation programme as shown below;
© On installation by the network supplier to ensure that the circuit is in a operation
state
¢ Two days before Horizon equipment installation by the communications supplier
Energis to ensure the circuit is still available.
© Before Horizon equipment installation starts by the installers using an ISDN phone
e During the Horizon equipment acceptance process (see section 12).
The ISDN connection is labelled with a bar code sticker which identifies the Outlet
and indicating Pathway ownership during the Site Preparation process.
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4.2.2 LAN Interconnections
In addition to the communication connection, multiple counter position offices require
further LAN cabling to allow the interconnection of the counter systems. All cabling
will be Cat 5 UTP.
4.2.2.1 Two Position Outlet
In a two Position Outlet the LAN connection is achieved using a cross over cable.
Where the distance between the two Positions exceeds 10m. the interconnection is
achieved using a cross over cable, RJ45 sockets and a flylead. The strategy is shown
in the example below;
ol 02
UTP cross over cable [2]
4 a a)
Gateway Server
ol 02
UTP cross Flylead
over cable
a i i
ta RIAS sockets
and cable
Gateway Server
Distance between positions is greater than 10m.
e Cross over cable is always connected to the Gateway server.
¢ The colour of the cross over cable is red.
4.2.2.2. Greater than 2 Positioned Outlet
In Outlets with 3 or more Positions the LAN infrastructure is afforded through a
3Com small hub The cabling infrastructure is achieved using UTP flyleads and/or
RJ45 sockets depending on the distance of the furthest Position from the Hub.
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The infrastructure is determined from the table below;
Distance of furthest counter position from Hub
Less than 10m Greater than 10m.
© UTP flyleads between Ie Flyleads between Hub
Hub and Base Units and RJ45 sockets.
¢ RJ45 sockets to counter
positions
e Flyleads between RJ45
sockets and Base Units
The strategy is shown in the following examples;
o1 02 03
-
04
[=]
a
I Flyleads
Gateway
Server
RJ4S5 sockets and
Cabling
BOGE
Flyleads
3Com small hub © RJ45 Sockets
Dis df Position (04) hi
10m from 3Com small hub
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o1 02 03 04
[@] [2] (2)
i ch
i 8 ia 4a
Flyleads
(i “2 3Com small hub
Distance of furthest Position (04) I
10m from 3Com small hub
The number of 3Com small hubs that are installed at Site Preparation is dependant on
the number of Positions in the Outlet.
Where hubs are fitted the following applies;
e Each hub requires its own separate power supply installed at Site Preparation.
e Hubs are mounted in cabinets.
© Hubs are located as close to the Gateway server on installation.
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4.3
4.3.1
Peripheral environment
The peripheral environment is that used on the Horizon counter environment for
shared devices in the outlet. At release 1b this only applies to the Office Printer.
Office Printer
Each outlet is equipped with either an A4 inkjet printer or an A4 Laser printer which
is used for the generation of reports in the Outlet. The type of printer for each outlet is
determined from information supplied by POCL. The printer hardware is described in
the Counter Hardware Design Specification ( Ref. [4])
The location of the Office Printer in the office is limited by the length of the cable
which connects the printer to the Base Unit.
The printer is shared by all the counter positions in the Outlet. To achieve this all the
Counter Systems are configured with details of which Base Unit the printer is
physically attached to. (See section 10).
Although the printer can be connected to any of the Horizon devices installed in an
Outlet, the configuration software needs to know about the actual location. To achieve
this the printer is always attached to the gateway server in an outlet.
Each printer is supplied with the following consumables;
© One pack of A4 paper (500 sheets)
This is supplied and packaged as part of the Overshipper.
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4.4 Existing systems environment
Existing systems are those environments currently operating in outlet environments
which are affected by the introduction of the Horizon counter infrastructure. Systems
may be affected as follows;
e Existing equipment and its functionality remains in the Category I
outlet after Horizon installation, but may require
relocation.
e Existing equipment is removed and the functionality Category 2
migrated to the Horizon counter infrastructure by ICL
Pathway as part of the Horizon installation.
e The functionality of the existing equipment is migrated Category 3
to the Horizon counter infrastructure and is therefore
redundant after Horizon installation. The responsibility
for removal of the existing equipment is the responsibility
of either POCL or the post master.
Existing equipment environments currently identified are as follows. For each the
target category is also identified.
Type of Equipment. Category
* APT - for Magnetic Stripe card and Barcode transactions 3
«APT - for Magnetic Stripe Card, Barcode transactions, and/or Smart Card transactions. 3
« APT - for Magnetic Stripe Card, Barcode transactions, Smart Card transactions and/or 3
Smart Key transactions.
« ECCO terminal.
iy
* ECCO terminal with facility to transact non-Smart automated payment business.
iy
© ECCO terminal with facility to transact both Smart and non-Smart automated payment
business
© Electronic Funds Transfer Point of Sale (EFTPOS) Terminal T
* ATMs 1
* Bureau De Change Terminals 1
© County Cash Registers 1
Franking Machine Accounting Systems 1
© Lottery Terminals 1
© Mondex Terminal 1
Post Shop (CRISP) till/terminal 1
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© Quantum Terminal 1
‘* Electronic Stop Notice System (ESNS) terminal (ALPS area only) 3
* Electronic Stop Notice System (ESNS) laptop computer - outside ALPS area 3
© Post Office Accounting Support System - CAPTURE 3
* Post Office Accounting Support System - Richard Jackson 3
Post Office Accounting Support System - GML. 3
© Stamp Vending Machines 1
«Teller Cash Dispensers 1
¢ Electronic scales D101 1
« Electronic scales D104 1
« Electronic scales D404 1
Manual scales 1
At release 1b the 190 outlets are of a nature where there is no requirement to remove
or incorporate existing equipment functionality as part of the Horizon counter
infrastructure. However during the implementation process situations any be
encountered which impede the implementation of the Horizon counter infrastructure.
These are discussed in the following sections.
4.4.1 Manual weigh scales
Manual weigh scales are existing equipment whose functionality is not impacted by
the installation of the Horizon counter infrastructure. To accommodate the installation
of the Horizon Counter equipment may require that the manual weigh scales are
moved. This is determined during the Site Survey process (see section 9). The
following applies;
e Manual weigh scales can be moved to an agreed location determined during the
Site Survey process
e The physical movement of the manual scales can be carried out, subject to local
agreement by either the post master or by the Site Preparation engineer
e Manual weigh scales may be relocated to the customer side of counters on existing
shelving, provided the following applies;
No additional counter modifications are required to accommodate the scales
The manual weigh scales are firmly secured to the counter using the approved
Avery Berkell mounting brackets.
e Manual scales may be relocated to a new position, subject to local agreement,
behind the counter.
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4.4.2
After any movement of the manual scales, calibration of the manual scales is carried
out by the post master.
All other environments
At release 1b other existing environments may be encountered which impact the
installation of the Horizon counter infrastructure. Where this situation is encountered
the following will apply.
Location of the existing Action P
equipment
Does not impede Horizon e Equipment is left in the current position
installation
Impedes Horizon installation e Post Master agrees to move the 1
equipment before Horizon installation
e Agreed minimum displacement of the 2
equipment is made to accommodate
Horizon installation
¢ Outlet referred to ICL Pathway / PDA 3
for consideration
4.5 Categorising outlets
The implementation programme will require that a variety of preparation work is
required in outlets for the Horizon counter infrastructure. The amount of work
necessary is determined during the Site Survey, where the outlet is categorised
according to the following guidelines;
Category Definition of work Authorisation.
A e Site Preparation with limited or no WTL
modifications.
B ¢ Site Preparation requiring 1 or more of the WTL
approved modifications ICL Pathway
1. Upgrade to the electrical distribution
board to support the Horizon platform
2. Minor joinery work
3. Out of hours working. (This must also be
in agreement with the post master)
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Cc ¢ Outlets which require preparation work which I ICL Pathway
does not conform to category A or B.
The main categories of preparation are detailed further in the options paper (Ref. [6]).
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5 Rollout Database
The Rollout database provides the Horizon implementation process with the
mechanism to control the rollout programme. The database acts as the central system
for all activities relating to the implementation programme. Information is collated
from a number of sources, validated and applied to the database. A number of
applications exist to input, manipulate and extract rollout programme information.
The Rollout database receives information from a number of defined sources.
Relationships between activities is defined in the database such that when information
is applied an automatic series of generated events is created. All the external links,
communication routes, security and integrity of the data is documented in the Access
Control Policy ( Ref. [7])
Users are defined on the database and they provide updates and / or information
relating to activities assigned to them. As such Users can confirm when activities are
completed.
Failure to meet certain specified criteria results in alarms being raised.
This section summarises the following;
e Inputs to the database;
e Outputs from the database;
¢ Views of the database
For release 1b the rollout database will not be used as the main controlling system for
the preparation activities on the 190 outlets. The rollout database however will be
introduced during the life cycle of release 1b as follows;
¢ Parallel operation of the release 1b outlets, to test the various inputs, outputs and
operation of the database
¢ Preparation in readiness for the implementation of release 1c outlets
The manual processes used for release 1b, through the use of EXCEL spreadsheets
and MS WORD documents will reflect the planned operation of the rollout database
as described in the following sections.
5.1 Inputs to the database.
Inputs are provided from four sources.
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*Comms details
*Additional PO details Updates
+Overshipper information
POCL Update to events
“PO Details (e.g. f
address, tel no.)
Contract Type Rollout
+No of Counters Database Inputs
“Back Office System
“Printer type
“Existing environment) /-¢ chedule of activities
“Office opening times I I .Order of installation “Users
+FAD Code viterin for Offices *D/B Administration
“Special Constraints “Special Constraints Administration
Database Rules Data
Input from POCL.
The input from POCL is based around details of each of the Outlets involved in the
rollout. Initially this is manually generated extracted from the POCL database.
Ultimately this data is provided using the Reference Data interface between POCL
and Pathway. The information which is used to initially populate the database is
shown below
¢ PO Details - Providing the Post Office name and address, post code, the Office
telephone number.
¢ Contract type - This is code which describes the Outlet Account type. The
Account type refers to the type of contract that exists between POCL and the
Outlet. These codes are described further in section 6.
e No of Counters. - This field represents the number of forecast operating Counter
positions at the Outlet. The figure at this stage is only an estimation derived from
Post Office data. The figure is further qualified during the Site Survey process.
¢ Back Office Systems - This field is a flag, which indicates whether a Back Office
System is required at the Outlet.
e Printer type - This field indicates the Office printer type at the Outlet, that is Laser
or Inkjet.
e Existing environment. - This is a series of fields which provide details of any
existing equipment at the Outlet such as ECCO+, ALPS, Manual and Richard
Jackson.
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© Office opening times - A range of post office contracted days and times at which a
service is provided for Post Office Customers. These are confirmed during the Site
Survey process for the actual opening days and times.
© FAD code - This field is a unique code allocated by POCL for the Outlet.
e Special constraints - This is the field which allows any additional information on
the Outlet to be provided.
Regular updates from the reference data are provided to the rollout database to ensure
the integrity of the supplied data.
Input via Database Rules.
Database Rules data are the rules relating to the relationship between the activities
generated on the database.
e The schedule of activities is the relationship between the rollout activities. As such
when the planned date of installation is entered, the system will automatically
generate rollout activities.
e The Order of Installation are the rules specific to Outlets that have to be performed
in a certain order.
e There is also a category for any further Special Constraints such as restrictions to
scheduling times in specified Outlets on Monday mornings..
Input via Updates.
Updates refer to items on the database which updated during the rollout process. This
information is provided through the Users interfaces. Examples are;
¢ Comms details - These are a series of fields which provide details of the
communication link ( ISDN or PSTN ) and ISDN addresses or PSTN information.
e Additional PO details - These are a series of fields which provide details relating
to the Post Office which are gathered during the implementation processes. These
include Post Master name, Fax & Counter telephone numbers, Multiple names and
addresses, Horizon Release number, Outlet category type.
e Overshipper information - Fields for providing details of the Overshippers, serial
numbers and their contents.
e Update to events - These are fields which are updated during the rollout
programme that are used to monitor the progress.
5.1.3.1 Updating events on the rollout database.
This mechanism is key to the management of the rollout programme. Key activities
are defined as events using the rules of the database. The timing of the events is
derived from the implementation schedule (see section 6) for which Planned Date
and Time are derived. As activities are completed inputs to the database populate the
Actual Date and Time. Associated with the event is a Date Range by which the
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event must be completed by. Should the activity not be completed within the specified
date range of the Planned date then an alarm is raised for which action must be taken.
Input via the Administrator
Administration of the database includes User set up and their rights, Archive facilities,
Version control.
Amending data on the Rollout database.
The Rollout Database provides ICL Pathway, Suppliers and PDA with the ability to
monitor and perform the Horizon implementation activities. As such Users may read
the data through a number of predefined interfaces. Data, however, can only be
amended on the database through one of the following interfaces.
e Through use of a predefined interface. This interface only allows fields on the
database to be amended once verification has taken place.
¢ Through a Change Control process. this process is internal to the implementation
rollout. The Change Control mechanism allows Users of the database to request
changes through an accountable mechanism. This is detailed further in section 6.
e Through the Pathway Administrator. This is a special user who has write
permissions through a controlled interface to amend fields on the database. It is this
user who will apply Change Controlled amendments to the database.
e Through the Database Administrator. This user has the ability to amend, maintain
and repair the database through special database administration tools.
5.2 Outputs from the Rollout database
Outputs from the database are as follows;
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5.2.1
5.2.2
5.2.3
5.2.4
Via Reports
+ Rollout Schedules.
MIS
+ Dates and Times
To Configuration D/B)
+ Office
+ ISDN Addresses
+ IP Addresses
Rollout Qutputs
+ No of Systems Database
+ Configuration types Pa
To PDA a y 4
+ Equipment Removals [To Specific Users To SORBUS
«Date Outlet Live + Sundries + PO Details
+ Alarms + Serial Nos
Output to the Configuration Database.
There is a feed from the Rollout Database to the Configuration database. This
information is used in the generation of the Horizon Counter infrastructure. The
information is generated at specific times and is electronically transferred to the
Configuration database.
Output to the Management Interface System.
There is one feed from the rollout database which feeds information through to the
Central Data Warehouse. The interface requirements are documented in Ref. [8].
Output as Reports
There are a number of reports which are generated from the Rollout Database to either
a storage device or to an attached printer. These are the rollout schedules, Date and
time lists relating to activities on the database and specific User generated reports.
Outputs to specific Users
The database produces, under certain pre-defined conditions, events which are
directed to specific Users for action, Examples are shown below
Alarms are raised when key events have been met. Examples are Installation complete
which is directed at the Pathway Implementation Team or Outlet Live which is
directed at the Pathway Implementation Team.
Alerts are used to highlight potential problems occurring during the rollout activities
such as key events which have not been met.
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e Sundries are those Outlets which cannot meet the scheduled implementation time
scales. This could be for a number of reasons and is covered in section 6.
5.2.5 Outputs to PDA.
PDA require additional information relating to the rollout programme. This
information can be generated as reports, electronic transfer or created as a file.
e Equipment removals relates to information on equipment under the control of
POCL which has been released as part of the Horizon implementation programme.
This enables an inventory to be created of these assets.
e The date equipment is Live is also provided as an output to POCL.
5.3. Views on the database
Views on the database are as follows;
EXEL
Rollout
DatabaseI Database
PDA& t
Regions
Pathway
Implementation
Team
The Views on the rollout database relate to the Users (i.e. Organisations and Teams)
who can view items on the database. Each of the units have physical terminals through
which information relating to their components of the database is presented.
The PDA and Post Office Regions are fed information via the Pathway
Implementation Team
Each user is controlled through an administration tool which governs the access on the
database. Users are restricted to update access on fields determined by use of the
administration tool.
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5.4 Outlet Identifiers.
In order that each Outlet can be tracked during the rollout a unique identifier in the
rollout database is established. The identifier is derived from information relating to
its location, as identified below.
e The database reference for each Outlet is a unique key. The key is an allocated
number in the range 1-40,000 which is associated with individual offices. This
reference is an internal identifier which is only within the database.
e An additional key is also associated with each Outlet based on the FAD code ( the
Post Office identifier for Outlets). The rollout project will refer to this code as the
Post Office Code.
5.4.1 Post Office Code format.
The Post Office Code is used during the implementation programme is a unique
reference which relates to the Post Office Identifier and Outlet Type. The format used
is:
123456AAA,
where
123456 I Unique Post Office FAD Provided on initial
code population of the
database.
AAA Numeric identifier relating to I ¢ 001 is default for all
the Outlet type and its Outlets.
relationship to other Outlets
This field is currently
reserved for future use.
A further 2 digits are used with the Post Office Code to identify the counter position
(see section 3) within the Outlet. This is the Node-id using the format:
123456AAABB
BB Node id. ¢ 01 for gateway
A code relating to the ¢ xx relating to counter
Position of Horizon position
equipment in the Outlet.
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The format of the code and its use is explained in the following example
Example - Outlet with FAD Code 123456 and 4 counter positions
The Pathway Post Office Code format for this Outlet is
123456001.
This is the Outlet identifier used in the rollout process. The identifier is
translated to a bar code and is installed during the Implementation process. It is
this code which is scanned by Exel during the Asset information gathering
phase.
12345600101 - 12345600104
These codes are used during the Implementation process. The identifiers are
translated into bar code format and are installed on the Base Unit at each
Counter position. It is this code which is used during the Configuration stage
of the Implementation process. For each Outlet sufficient codes are produced
to allow for 24 nodes in the Outlet.
Details of the production of Bar Codes and their distribution is documented in the Bar
Code strategy ( Ref. [9]).
5.5 Physical connections.
The Rollout database is located at ICL Pathway site at Feltham. Each User outlet is
connected to the database using an ISDN connection from a PC located within their
own environment.
Two interfaces exist; online access and batch updates.
Online access provides Users of the rollout database with the ability to view events on
the database.
Batch updates provides the interface for data flow between those databases specific to
Suppliers used to control their own operation during the rollout programme and the
rollout database and is summarised in the diagram below;
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+
Interface
Through which
Supplier database data is verfied Rollout database
and data transfer
‘Through which takes place ‘Through which
internal proccesses HORIZON process
are controlled are controlled
The physical connections using the Pathway Communication infrastructure is
documented in a network design. The design provides details of the following;
© Details of the hardware used for the build of the rollout database.
e Details of the disk layout and additional equipment peripherals used in the
construction of the rollout database.
© Details of the remote system requirements (i.e. PCs used by each supplier ) and the
software used to build the systems.
© Details of the communications links that are used to interconnect the rollout
database peripherals, remote access systems and system interfaces. This also
includes details of the physical network connections, addresses and locations.
5.5.1 Operating the rollout database.
Users of the rollout database transfer information relating to implementation activities
to the system. This section provides an overview of information each User is required
to supply from the database and is summarised in table below.
User Information from the database I__Information to the database
D2D e Numbers of Overshipper e Supplied Overshipper type
types on daily basis. associated with the Post
Office it was supplied to.
¢ Supplied Overshipper serial
numbers
¢ Serial numbers of equipment
associate with each
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Overshipper
Peritas Post Office details Awareness event completion.
System generated user dates associated with each
awareness event planned Outlet
dates. Training event completion
System generated user dates associated with each
training event planned Outlet.
System generated Manager Confirmed Post Office details
awareness event planned
dates
Special categories such as
Post Office Auditors who are
not associated with specific
Post Office Outlets.
WTL Post Office details Site survey completed details
System generated site survey Outlet classification details
& preparation planned dates Site Preparation completed
for each Outlet details.
Energis Post Office details Site survey completed details
System generated site survey Site Preparation completed
& preparation planned dates details
for each Outlet Network tested completed
System generated network details.
test planned dates
ICL Post Office details System installation completed
SORBUS/ System generated installed details.
Exel dates
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6.1
6.2
Overview of the Implementation process.
The implementation of the Horizon Counter infrastructure is controlled by the
Pathway Implementation Team. This section provides an overview of how the
implementation programme is managed and covers the following topics.
© Structure of the Pathway Implementation Team
© Overview of the implementation process
© Management of “Drop Offs”
Structure of the Pathway Implementation Team.
The Pathway Implementation Team has been constructed to cover all aspects of the
Horizon Counter infrastructure rollout activities. This structure is defined together
with the Roles and Responsibilities in the “Rollout Stage Management Plan” (Ref.
(1).
Overview of the implementation process
There are over 19,000 Outlets to be visited as part of the rollout of the Horizon
platform. To control an implementation programme of this size requires that the
Outlets are grouped together and implemented in controlled stages.
To facilitate this, Outlets are grouped in to four Pathway Implementation Programme
Regions. Within the IP Regions the Outlets are grouped in to Implementation Units
associated with the Benefit Agency Districts. So for the rollout programme, Outlets
are managed in Implementation Unit stages.
The delivery of a Horizon Counter system to an Outlet involves the inter-working of a
number of Organisations and teams under the control of the Pathway Implementation
Team. Each are responsible for a specific set of activities which collectively result in
the successfully implementation of the counter system.
Organisations involved are;
e D2D - who are responsible for the testing and packaging of the Horizon Counter
equipment.
e Peritas - who are responsible for the delivery of training and awareness events.
e Workplace Technologies Ltd - who are responsible for providing the infrastructure
within the Outlet to support the Horizon Counter equipment.
e Energis - who are responsible for providing the communication infrastructure.
e ICL SORBUS / EXEL - who are responsible for installation of the equipment
within an Outlet.
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6.2.1
6.2.2
© Verification Centre - who are responsible for the management of software and
hardware baselines and the production of D2D build scripts.
e ICL Pathway who are responsible for management of the implementation
programme and the interface with PDA and POCL.
e PDA and POCL, who are responsible for managing the interface between ICL
Pathway and the implementation of the Horizon infrastructure for the Post Office.
Preparation for release 1b
This section describes the implementation process and timescales for national rollout.
The programme is controlled through the rollout database. Development of the
interfaces for the database mean that for the first 190 outlets in release 1b, the
programme will operate without the rollout database. The implementation programme
will therefore for this release be controlled through the use of spreadsheets and
manual reporting schemes replacing their corresponding sections that are available
through the rollout database.
To test the processes operate correctly some parallel operation of the rollout database
will occur with the manual processes.
Additionally the timescales mentioned in this section refer to the target operational
timescales for national rollout. These timescales are reduced for release 1b to ensure
that the programme runs to a target live schedule agreed between PDA and ICL
Pathway.
Implementation Programme
The implementation programme comprises four main groups of activities.
The Preparation activities are those necessary to prepare outlets ready for the
Horizon Counter equipment.
The Implementation activities are those relating to the physical installation of
the equipment.
The Post Implementation ac ies are those relating to the migration and
acceptance of the Horizon platform.
The Movement to Steady State Support are those activities which result in
the movement of the Horizon platform into Steady State Support
This is summarised for an Outlet in the diagram below.
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oo
os
Working days
Preparation Activities
Thiplenientation Activities:
To successful manage the implementation activities in an Implementation Unit
requires that the number of Outlets and the time scales in which the activities take
place are monitored. For the Implementation of the Horizon platform the workable
Implementation Unit comprises 75 Outlets and operating over a maximum of 5
working days. This has been calculated as follows;
Average number of Outlets implemented each week = 300
Number of IP’s = 4
Number of outlets per working week per IP = 75
To prepare the environment and the User in readiness for the delivery of the Horizon
environment activities are planned relative to installation date, day 0. These activities
may take place either on a specific working day relative to the installation day or
within a specific working week relative to the implementation week.
Activities associated with a specific Outlet are tracked through the rollout database
(see section 5). Information is passed to and from the rollout database during the
implementation life cycle. The tracking of the activities occurs through the generation
of schedules reports and alarms which are targeted at specific users.
To ensure that all the necessary activities take place in the right sequence, a schedule
of events is used. The schedule shows key activities for an Implementation Unit and
the individual Outlets in the Implementation Unit.
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The critical activities for the preparation, implementation and post implementation
activities are summarised in the following sections. For each activity the following is
provided.
¢ Description of the activity.
e The timescales relative to the implementation date (day 0) when the activity takes
place. This may be a date applicable to the Implementation Unit or one applicable
to a specific Outlet. This is determined using the following key;
- x days - indicates that the activity occurs at x days relative to the Implementation
day 0.
- x week - indicates that the activity occurs at x week relative to the
Implementation week 0, which occurs in week 0. Implementation weeks are
determined from the following table;
Day I Week Day Week
1-5 1 61-65 13
6-10 2 66 - 70 14
11-15 3 71-75 15
16 - 20 4 76 - 80 16
21-25 5 81-85 17
26 - 30 6 86 - 90 18
31-35 7 91-95 19
36-40 8 96 - 100 20
41-45 9 101 - 105 21
46 - 50 10 I 106-110 22
51-55 11 111-115 23
56 - 60 12 116 - 120 24
¢ An indicator of (TU) means that the activity described relates to all the outlets in the
Implementation Unit
An indicator of (O) means that the activity described relates to a specific Outlet in
the Implementation Unit
© The organisation who is responsible for carrying out the activity.
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e The Inputs to the activity. These are the feeds that the activity needs in order that
the task can be carried out.
e The Outputs from the activity. These are the outputs from the activity which are
used further in the programme.
e The Contact with Post Master column indicates where there is communication
with the Post Office Outlets.
Where information is collected relative to the Outlet and supplied to the rollout
database this is shown through the following interface. The interface shows the fields
that are populated in the data base during the rollout.
‘Adare: Existing equipment
FAD Code Site Contact
‘Telephone Number Post Master
Fax Number Office Manager
‘Counter Telephone Category
BA District Parking Category
‘No of Counters
‘Comms. Link Type
Back Office System
CLIPSTN details:
Printer,
Multiple Name
‘Opening Hours
Multiple Address
Release Number
‘Number of Staff
Survey D&T Asset data
‘Training Date Installation flag
ISDN D&T Site Preparation D&T
Lottery ISN, Main
Installation D&T
Last Minimum
Training Date
Compliance
where;
Key
Description
‘Address
Post Office supplied address of the Outlet including the Post Code’
FAD Code.
‘A unique 6 character key referencing the post Office.
General Telephone
Number
The Post Office supplied telephone number for the Outlet
Fax Number
The FAX number at the Outlet if one exists
‘Counter Telephone
The Counter telephone if this is different to the General Telephone
umber.
BA District
The Benefit Agency District to which this Outlet belongs.
No of Counters
The number of Counters in this Outlet
Back Office System
‘Whether a Back Office System is required at the Outlet.
Printer
‘What type of printer is required (Laser or Inkje)
‘Opening Hours
The opening hours of the Outlet
Release Number ‘What is the target Horizon release for the Outlet.
Survey D&T The date and time when survey takes place
‘Training Date
ISDN D&T The date and time when the ISDN installation takes place.
Installation D&T
The date and time when the Horizon equipment is installed
Existing equipment
‘What equipment exists in the Outlet
Site Contact
Post Master
Office Manager
Category
Office type determined at Site Survey A, B or C
Parking Category
Determines the parking situation
‘Comms. Link Type
Whether ISDN or PSTN
CLUPSTN details
Address details
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Multiple Name Name of the Multiple an Outlet is part of if appheable
Multiple Address Adairess of the Multiple an Outlet is part of if applicable
Number of Staff ‘The total number of staff including the Office Manager
Asset data Field relating to information relating to the equipment in the Office
after installation.
Lottery ISN Set when the outlet is supporting National Lottery Node
MAIN Set to indicate that the outlet is classified as MAIN office and is,
completed within the first stages of the implementation programme.
Tnstallation fag Set when the installation is complete
Site Preparation D&T_I The date and time when Site Preparation activities take place
Last Minimum ‘A date which is determined from the number of staff in the Outlet
Training Date Who must be trained before any installation can take place and the
Compliance date by which this is achieved.
Fields are updated as shown below;
ning Date P The left justified mark indicates the entry
is provisional
Training Date C J] The right justified mark indicates the entry
is confirmed
6.2.3. Preparation activities
This section summarises the preparation activities and their interaction with the
rollout database. The rollout database is initially populated with the following
information relating to the Post Office Outlets. For each Outlet the following is
available.
‘Adare: Cc ting equipment a
FAD Code Cc Contact
Telephone Number Post Master
Fax Number ‘Office Manager
‘Counter Telephone Category
BA District, C II Parking Category
No of Counters P ‘Comms. Link Type
Back Office System C I CLI/PSTN details
Printer C II Multiple Name Cc
‘Opening Hours P Multiple Address Cc
Release Number C I Number of Staff.
Survey D&T ‘Asset data
Training Date Installation flag
ISDN D&T Site Preparation D&T.
Lottery LSN P Main a
Installation D&T P Last Minimum
Training Date
Compliance
Activity @ -120 days (IU)
List of Outlets grouped as an Implementation Unit are passed to I Pathway
Exel, WTL for planned installation dates to be applied. The same
schedule is passed to Peritas who use the initial schedule for
planning of User Awareness Events.
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Inputs Outputs To
© List obtained from List of Post Office Outlet
populated rollout database. details
© Number of Counters to be
installed.
Exel together with WTL apply dates and times for each Outlet as to when the planned
Site Survey, Preparation and Installation date occurs using the guidelines detailed in
section 6.3.
Activity : @ - 114 days (IU)
Planned installation dates for each Outlet are applied to the I Exel
database. From this the complete planned dates relative to the
installation date are applied for each Outlet.
Inputs Outputs Contact with Post
Master
© List of Post Office Outlets I ¢ Planned date and times for
grouped in a stage relating each Site Survey
to an Implementation Unit Preparation, and Installation
The following information has now been determined for each Outlet in the
Implementation Unit.
Address € J] Existing equipment c
FAD Code > [[ Site Contact
phone Number C [Post Master
Fax Number Office Manager
‘Counter Telephone Category
BA District II Parking Category
No of Counters P ‘Comms. Link Type.
Back Office System C II CLI/PSTN details
Printer C I Mattipte Name c
Opening Hours P Multiple Address Cc
Release Number C [Number of Staff
Survey D&T P ‘Asset data
Training Date P Installation flag
ISDN D&T P Site Preparation D&T__[ P.
Lottery LSN P Main c
Installation D&T P Last Minimum
Training Date
Compliance
The rollout database generates all the other dates relative to the installation day and
the dates are agreed with all suppliers and at this point Baseline 1 (STATUS
PLANNED) for the schedule is declared.
The rollout database generates all the other dates relative to the installation day
Activity : @ - 110 days (IU)
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The Installation date Baseline 1 is established. I Pathway
The planned dates are available for the Installation.
At this stage Outlets in an Implementation Unit are not aware of any of the dates.
User awareness events are scheduled for Outlets in an Implementation Unit and Users
are invited to attend.
Activity :
Issue a written invitation
n for the User awareness events to those
Outlets involved in this phase of the implementation. The invitation
also contains an acceptance slip.
@ - 87 days (IU)
Peritas
Inputs
Outputs
Contact with Post
Master
«Planned dates as generated °
from the rollout database
Written invitations are sent
to all Outlets for this stage.
The written invitation also
provides details to the Outlet of
the range of dates during which
implementation takes place
The response to the User awareness event provides additional details to the rollout
database. For some fields the entries are confirmed.
contacted by telephone.
‘Address C J] Existing equipment c
FAD Code c ite Contact
“Telephone Namber C I] Post Master
Fax Number C I] Office Manager c
Counter Telephone C I[ Category
BA Disttict C II Parking Category
No of Counters P ‘Comms. Link Type
Back Office System © I CLIPSTN details
Printer C I Mattipte Name c
‘Opening Hours P Multiple Address Derived from
database
Release Number C I Number of Staff P
Survey D&T P ‘Asset data
Training Date P Installation flag
ISDN D&T P Site Preparation D&T__[ P.
Lottery LSN P Main c
Installation D&T P Last Minimum
Training Date
Compliance
Activity : @ -72 days
Any Outlets which have not responded to the invitation are I Peritas
Inputs
Outputs
Contact with Post
Master
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© Planned dates as generated
from the rollout database
e Acceptance letters from Post
Office Outlets
A list of Outlets who have
not responded.
Telephone call to those Outlets
who have not responded to the
invitation, offering the event.
Activity :
Joining instructions are sent to those Outlets who are attending the
User Awareness events. The training venues booked are associated
with the Outlets.
@ -70 days
Peritas
Inputs
Outputs
Contact with Post
Master
e Planned dates as generated
from the rollout database.
¢ List of Outlets that have
accepted.
Information pack sent to the
Outlets showing details of
the training venues and the
training programme.
Post Office details on the
database are verified.
Information pack sent to the
Outlet.
Activity :
Number of Post Office Outlets and hence the number of network
connections are available for initial orders to be placed for the
communications circuits.
@ - 65 days (O)
Energis
Inputs
Outputs
Contact with Post
Master
© Rollout database details for
Post Office Outlet.
Confirmation of the circuit
type is available
Initial orders for circuit is
placed.
Confirmation of the communication link and details are available at this point. This
information is populated into the database by Energis
‘Address C J] Existing equipment
FAD Code C II Site Contact
Telephone Number. C II Post Master
Fax Number € ][ Office Manager c
Counter Telephone C II Category
BA District € I Parking Category
No of Counters P ‘Comms. Link Type c
Back Office System C II CLI/PSTN details c
Printer € II Muhiipte Name a
‘Opening Hours P Multiple Address Derived from
database
Release Number © I Number of Staff P
Survey D&T P Asset data
Training Date Pr Installation flag
ISDN D&T P Site Preparation D&T [P
Tottery LSN P Main c
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Installation D&T P Tast Minimum
‘Training Date
Compliance
Activity : @ - 63 days
Telephone contact is made with Post Office Outlets to confirm the I Peritas
attendance to the User awareness events.
Inputs Outputs Contact with Post
Master
e Planned dates as generated e Contact established with Telephone contact is made with
from the rollout database Office Manager Outlets regarding the User
© List of confirmed Outlets for siwareness events
the User awareness events.
Activity : @ -57 days (IU)
User awareness events completed for Outlets in the Implementation I Peritas
Unit
Inputs Outputs Contact with Post
Master
© Planned dates from the © Post Office Users attend User awareness event occurs for
rollout database events groups of Outlets at central
locations
At this point Post Office Users may or may not have attended a User Awareness
event. This information is determined from the rollout database for a particular Outlet.
Those outlets which sent representatives to the event are confirmed by Peritas via the
rollout database.
WTL use this information to determine the telephone conversation that takes place
with the Office Manager. (See section ?).
During the telephone conversation, the Post Master is asked to agree the target dates
for the Site Survey, Site Preparation and Installation events.
Where the target dates for the Site Survey and/or Site Preparation events cannot be
achieved, WTL will follow the rules in section 6.2.9 to determine how alternative
dates are established.
Activity : @ -Week 11 (IU)
Telephone contact is made with post Office Outlets to arrange for I WTL
the Site Survey, Preparation and Installation to take place.
Confirmation of dates and times results in a letter together with a
training questionnaire being sent to the Office Manager
Inputs Outputs Contact with Post
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Master
e Planned dates from the
rollout database
© Confirmed Post Office
Outlet details
Site survey date and time is
arranged
Site preparation date and
times confirmed
Installation date and times
are confirmed.
Telephone call to Post Office
Outlets to confirm details held
on the database and to arrange
the site survey.
Letter sent to Outlet confirming
dates together with training
questionnaire
Information obtained from the call with the Office Manager provides further update
and conformation of the rollout database parameters for the Outlet.
‘Address C J] Existing equipment a
FAD Code C [Site Contact
Telephone Number C I Post Master
Fax Number. C II Office Manager c
~Counter Telephone C II Categor
BA District C II Parking Category P
No of Counters P ‘Comms. Link Type a
Back Office System C I CLIPSTN details Cc
Printer C I Mattipte Name’ c
Opening Hours P Multiple Address Derived from
database
Release Number C I Number of Stat P
y C I Asset data
Training Date P Installation lag
ISDN D&T P Site Preparation D&T c
Lottery LSN P Main c
Installation D&T
€ I Last Minimam
Training Date
Compliance
When contact has been made with the last Outlet in the Implementation Unit and the
planned dates determined then a further Baseline (STATUS BASELINED) is created
for the Implementation Unit.
From this point no date changes are allowed except through the full Change Control
procedures established for the implementation process.
Activity :
The Installation date is established. No further date
changes are allowed for the Outlet from this point.
@ - week 10 (IU)
Pathway
Activity :
Bar Codes are prepared which attach to the Base Unit’s and the
communications port. These are used during the auto-configuration
phase. Bar codes are dispatched at -50 days to the two suppliers.
@ -54 days (IU)
D2D
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Inputs
Outputs
Contact with Post
Master
e Planned dates from the
rollout database
* Confirmed Post Office
Outlet details
Bar code sheets dispatched
to WTL project office and
Exel.
Activity :
WTL representative attend the Post
Office Outlets in the
Implementation Unit to carry out the site survey which determines
where and how the counter environment is installed.
@- week 9 (IU)
WTL
Inputs
Outputs
Contact with Post
Master
© Planned dates from the
rollout database.
© Post Office Outlet details
© Number of counter positions
Full survey of the Outlet.
Planned equipment layout,
Network communications
point identified.
Outlet visited for the first time.
Scripted questions and answers
available for the offices.
The Site Survey Process provides additional fields to the rollout database
Address C J] Existing equipment a
FAD Code C II Site Contact c
Telephone Number C II Post Master c
Fax Number € [I Office Ma c
~Counter Telephone C [Category a
BA District C I Parking Category c
No of Counters C II Comms. Link Type c
Back Office System C II CLI/PSTN details Cc
Printer C II Mutipte Name c
‘Opening Hours € II Multiple Address Derived from
database
Release Number C I Namber of Staff P
Survey D&T C I Asset data
‘Training Date P Installation flag
ISDN D&T C II Site Preparation D&T c
Lottery LSN P Main, c
Installation D&T © [Last Minimum
Training Date
Compliance
Activity :
The site survey details collects the Peritas Training forms.
@ -30 days (IU)
WTL
Inputs Outputs Contact with Post
Master
e Planned dates from the ¢ Documented details of each
rollout database. Post Office Outlet
* Completed site survey forms I ¢ Confirmed number of
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positions and equipment
available.
© Trainee details for Outlet
available to Peritas
Activity : @-26 days (O)
The invitations to the User training events together with the Course I Peritas
Joining instructions are sent to the Post Office Outlets. The
invitation also has a response form.
Inputs Outputs Contact with Post
Master
¢ Planned dates from the © Letter sent to Outlets Letter sent to the Outlet.
rollout database providing details of training
* Post Office details venues and dates
e Training venues
The invitation to the User training event populates the database with confirmation of
specific training dates and details of the number of staff. From this the last minimum
training date compliance is derived. This is an indication, based on the number of
Staff, a date at which the minimum number of staff in the Outlet must have been
trained.
Where an Outlet has been identified as being associated with a Multiple, the Multiple
name is supplied to the rollout database. The Multiple name is associated by the
rollout database with the corresponding Multiple address.
‘Address C J Existing equipment a
FAD Code C II Site Contact c
Telephone Number C I] Post Master c
Fax Number C II Office Manager c
Counter Telephone C II Category Cc
BA District C II Parking Category Cc
‘No of Counters C I Comms. Link Type Cc
Back Office System C I CLIPSTN details a
Printer C I Mattipte Name c
Opening Hours C II Multiple Address: Derived from
database
Release Number C I Number of Staff c
Survey D&T C I Asset data
Training Date C I installation flag
ISDN D&T C II Site Preparation D&T c
Lottery LSN P Main Cc
Installation D&T C I Last Minimum Cc
Training Date
Compliance
Activity : @ - week 4 (IU)
The Outlet environment is prepared for the installation of the I WTL & Energis
counter equipment. This activity is the Site Preparation
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Inputs Outputs Contact with Post
Master
Planned dates from the © Site prepared ready for Visit to the Outlet to prepare the
rollout database equipment installation. site.
* Post Office details Data cabling, new power and
. communications link are
© Number of counters at each installed.
Outlet
Insert section regarding Auto Configuration when the details are known.
For release 1b configurations will be manually built. Details of these activities are
shown in section 12.
Activity : @ - 12 days (O)
Joining instructions for the User Training events are dispatched to I Peritas
the Outlets.
Inputs Outputs Contact with Post
Master
e Planned dates from the I ¢ Joining instructions for each I The Office manager and staff
rollout database member of staff joining instructions are
~ . dispatched to the Office
© Post Office Outlet details manager
© Staff Details
Activity : @ -8 days (O)
Telephone calls are made to the Outlets to remind the Users of the I Peritas
forth coming training events. The day is 3 days prior to the first
training event in an Office
Inputs Outputs Contact with Post
Master
Planned dates from the rollout I Users reminded of forth coming I Telephone call to the Outlet
database training events manager
Post Office Outlet details
Activity : @-5 days (O)
The Overshipper requirement for the an Outlet is call off from D2D I Exel
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by Exel
Inputs
Outputs
Contact with Post
Master
© Post Office Outlet details
Planned dates as generated I e Overshippers prepared for
from the rollout database collection
Activity : @-4 days (O)
The Office Manager User training event take place Peritas
Inputs Outputs Contact with Post
Master
© Training venues
© Post Office Outlet details
¢ Planned dates as generated © User trained in the use of the
from the rollout database counter platform
Office manager attends training
event
Activity :
The Minimum number of staff® required to have completed training
in order that the Outlet can have the equipment installed is
completed. The minimum number of staff required to complete the
training is determined from the number of staff at the Outlet*
@-1 days (O)
Peritas
Inputs
Outputs
Contact with Post
Master
e Training venues
© Post Office Outlet details
e Planned dates as generated e User trained in the use of the
from the rollout database counter platform
Office staff attends training
event
Activity :
The equipment for the counter positions is collected from the D2D
storage site. Equipment is collected for local sites
-2 to-1 days
SORBUS / Exel
Inputs Outputs Contact with Post
Master
© Post Office Outlet details © Equipment collected
5 To be defined by POCL
4 Details on how this figure is determined required from PDA
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© Number of counter positions
Activity : @ -2 days
The Network Communications link is re tested to ensure all is fully I Energis
operational®
Inputs Outputs Contact with Post
Master
© Post Office Outlet details © Network communications
* Planned dates from the link tested
rollout database
6.2.4 Installation activities
This section summarises the installation activities.
Activity : @ 0 days
The Horizon counter equipment is delivered and installed.
Exel
Inputs
Outputs
Contact with Post
Master
© Post Office Outlet details
¢ Planned dates from the
rollout database
Number of counter positions
Outlet installed with
Horizon counter equipment
Visit is made to the Outlet site
to install the Horizon platform.
Confirmation that the installation has been completed is populated to the database
together with Asset data relating to the Outlet.
‘Address a sting equipment a
FAD Code C II Site Contact c
Telephone Number C I Post Master c
Fax Number € I[ Office Manager c
-Counter Telephone C I[ Category c
BA District C II Parking Category c
No of Counters € II Comms. Link Type c
Back Office System C I CUIPSTN details a
Printer C II Mattipte Name c
‘Opening Hours © II Multiple Address Derived from
database
Release Number C II Number of Stal c
Survey D&T. C I Asset data c
Training Date C I[nstallation flag. c
ISDN D&T C II Site Preparation D&T c
5 The mechanism of how this is carried out is to be confirmed.
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Toitery ESN P Main c
Installation D&T © I Last Minimam Cc
Training Date
Compliance
6.2.5 Post Implementation activities
The following activities relate to Post Horizon implementation.
Completion of the above activity triggers the migration activity below
Activity : @ 0 days
Data migration activities are carried out within the Outlet ( Ref.
[10])
Inputs Outputs Contact with Post
Master
At this point the Post Office Outlet is operating on Horizon platform.
6.2.6 Hand Over to Steady State activities
The following activities relate to the hand over of the Horizon environment to Steady
State. No dates are shown for these activities as they may occur at different days
depending on the type of Outlet.
Steady State is the terminology used to describe the support state after the Horizon
platform has been implemented and data migrated to the system.
Activity : +2 days (O)
Asset details extracted on installation are passed by Exel to D2D. I D2D
The translation from Overshipper units to equipment serial
numbers is confirmed and passed to the rollout database.
Inputs Outputs Contact with Post
Master
© Post Office Outlet details ¢ Asset serial numbers
e Horizon asset information
Activity : +3 days (O)
Extract from Rollout database transferred to Steady State. Pathway
Inputs Outputs Contact with Post
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Master
© Post Office Outlet details I Required level of training
© Hort tnformati reached for Users in an
lorizon asset information Outlet
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6.2.7
6.2.8
6.2.9
Initial population of the rollout database.
For the rollout activities to be managed as Implementation Units, the rollout database
has to be initially populated with details of all the planned Outlets. This is a one off
initialisation activity which is carried out at the beginning of the programme.
Post Office details which include the addresses, telephone numbers and the number of
counter positions is provided to Pathway by Post Office representatives. This is
applied to the rollout database from which an initial High Level Design rollout
schedule is produced. This schedule is used by all parties involved in the
implementation action as a planning tool.
Implementation Unit Schedules
The rollout of the Horizon Counter system is scheduled by grouping Outlets in to
Implementation Units. As each stage starts, schedules are extracted from the database,
for each IP region. These extracts are derived from the HLD rollout scheduled dates.
These stages allow the practical management of the rollout programme.
e Version 0.1 is sent to all suppliers to review. Comments are co-ordinated by
Pathway for inclusion on the schedule. This version of the schedule is the first
Baseline 1.0, STATUS PLANNED and is produced at -110 days relative to the first
outlet implementation.
¢ Version 1.0 is used to control the rollout programme for the particular
Implementation Unit. The schedule of activities allows for some dates to be
negotiated with Outlets as to the most convenient time, providing the activities
occur within certain windows. Dates are set and confirmed during the telephone
call to arrange the Site Survey process at week -13. At this point the schedule is
baselined again as version 2.0, STATUS BASELINED and is produced during -
week 10 relative to the first outlet implementation.
Management of Change
During the implementation programme, changes will occur to planned activities.
Changes are controlled through the rollout change management system, which is
based on the standard ICL Pathway / POCL change management system. As changes
to dates in schedules, impact initially teams involved in the rollout program, the
circulation lists are limited to PDA, RLM’s, ICL Pathway Implementation Team and
suppliers. The change management process also involves the establishment of a
Change Review Board for the implementation process.
6.2.10 Scheduling Priority of Outlets.
The rollout processes encounters many categories of Outlet types during the
implementation of the Horizon counter infrastructure. There are a number of inter-
relationships between these categories which dictates the order in which Outlet types
are implemented within an Implementation Unit. Activities in Outlets are scheduled to
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meet the optimum time for the Outlet. For example activities in the Outlet need to be
avoided on the busiest days such as Thursday mornings.
The rules detailed in this section of the document have been developed with Post
Office representatives as the optimum day and time for different types of Outlets.
Outlets are categorised from POCL by Account type. The following table provides
details of these Account types.
e Account type - The Post Office Account Type of an Outlet.
e Abbrev - The Abbreviation of the Account Type
Account Type Abbrev
Cash Remittance Units CRU
Modified Scale Payment Office MSPO
Branch Office BO
‘Community Cash Account Office COMMCA
‘Company Franchise Post Office CPO
Court Post Office - Royal Residences (not generally I COURT PO
open to the public)
Independent Franchise Post Office TFPO
Restricted Hours Cash Account Office RESHRCA
Restricted Hours Non Cash Account Office RESHRNCA,
‘Seale Payment Sub Office Cash Account SPSOCA
‘Community Credit Stock Office COMMCSO
Satellite Post Office to a SPSOCA SATELLITE
‘Seale Payment Sub Office Credit Stock Offices ‘SPSOCSO
The following guidelines are to be used for determining when Site Survey, Site
Preparation and Installation activities can take place in Outlets.
e Activities should not take place in adjacent Outlets at the same time.
This allows Post Office customers to access services from a nearby Outlet should
any disruption occur at an outlet during the implementation activities.
¢ Activities should avoid Monday and Thursday mornings in single busy® position
offices.
Outlets which are traditionally busy on these mornings.
¢ Activities should generally avoid Monday mornings where possible.
Monday mornings are traditionally the busy days in most Outlets. Activities should
be avoided where scheduling allows.
© Definition of busy to be defined by POCL
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¢ Activities should always be scheduled in Outlets when open unless by agreement
with the post Master. (Examples are 2 day, lunch hours, early finishing, late,
weekends and holidays.)
The POCL supplied opening times are available from the rollout database and these
are to be considered when scheduling activities.
e National Lottery Local Server Node power downs must be agreed with “Branded
Markets”, POCL.
Ten days notice is required for any power down of LSN’s Generally this should be
scheduled to occur between 2300hrs and 0500hrs. However in many instances
power may be lost for less than one minute during normal trading hours. Power
down requests quoting the 4 or 5 digit code on the LSN, time date and reason with
at least 10 days notice are made through;
Ken Angel
Lottery Operations Manager
National Lottery Team
Branded Markets
Post Office Counters Ltd
1 - 16 Blackfrairs Road
London
SE] 9UA
Tel 0171 922 1467
e An additional field is provided on the rollout database which indicates which
Outlets are classed as MAIN’s.
These are a special category of Outlet in which Horizon is implemented within the
first year of rollout program.
e Seasonal offices are to be scheduled when they are open (and not out of season).
This information is available from the rollout database.
6.3 Outlets which fail to meet target dates
When Outlets are contacted to confirm the target Site Survey, Site Preparation and
Installation dates, circumstances may be encountered which do not allow the target
dates to be met. This may be for a number of reasons. The schedule of activities has
been produced to allow rescheduling of some events within specific defined time
scales. These are as follows;
e Site Survey activities
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6.4
© Site Preparation activities
e Site Install activities.
The times for these are arranged during the telephone call made during week 11 to the
Outlets in the Implementation Unit. If contact is not made directly with the Outlet at
the first attempt, three further attempts are made before escalation procedures are
invoked.
For the Site Survey and Preparation activities rescheduling is allowed providing the
rearranged day occurs in the same working week. Where the date cannot be
rescheduled within this period, then escalation procedures are invoked.
For the Site Install activities WTL may establish during the phone call an alternative
date (providing this occurs within the same working week) which is confirmed with
Exel before agreement with the Post Master. Where the date cannot be rescheduled
within this period, then escalation procedures are invoked.
In all cases the amended date is applied back through the rollout database.
In all situations where escalation procedures are invoked, the Outlet STATUS is
changed to SUSPEND.
Management of Drop Offs
Occasionally situations arise during the implementation life cycle at Outlets which
require the focus of the Implementation Team. Examples of these conditions are;
¢ Outlets which have a STATUS of SUSPEND for over 24 hours.
e Alarms are raised from the rollout database for Outlets where activities have failed
to meet a planned date.
e An Outlet has been classified as category C (see section 4) and requires Pathway
approval continuing with the work.
e An Outlet is closed, for example by Post Office Auditors.
¢ Site Preparation work can not be carried out without a Landlords permission which
has not been obtained within the planned dates.
Each situation requires consideration based on its own merit.
To ensure these specific Outlets are managed with the correct visibility an option is
available within the rollout database to move the Outlet outside of the default
manageable unit of the Implementation Unit to be managed as a Sundries item.
Reports relating to the Sundries schedule can either be produced on request by
nominated users of the database, or generated on a regular basis the frequency of
which is determined through the administration tool. The default values for these
reports is as specified in below.
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6.5
Report User Frequency
Sundries Schedule Pathway Rollout Manager I Weekly
Sundries Outlet Pathway Rollout Manager I Ad - Hoc
The objectives of the rollout programme are to keep the number of Outlets which are
managed as sundries items down to a minimum. Where situations occur that require
an Outlet to be managed as a sundry the escalation routes are described in section 6.5.
Where the problem in the Outlet is due to problems encountered during the Site
Survey or Preparation activities then the escalation route will involve transferring the
Outlet to managed initially through the WTL Sundries manager who interfaces will
the ICL Pathway Central management team and PDA to resolve the issue.
Interfaces and Escalation Routes.
Management of the rollout is dependant on the establishment of good communication
interfaces. When problems are encountered escalation routes are required such that
sufficient management focus is applied to the problem area to determine the correct
resolution.
To achieve this problems encountered during the rollout are managed through the
interfaces described below;
e ICL Pathway suppliers use one interface (known as the rollout help desk) to
register problems. The help desk is responsible for the escalation within the ICL
Pathway organisation.
e Each IP region is managed through ICL Pathway IP managers. IP Managers
interface directly with Post Office Regional Liaison Managers for each IP, through
verbal, schedule meetings and written correspondence. IP Managers are responsible
for the day to day operations of the rollout and initial management of problems
encountered during the rollout specific to their area.
¢ Central management team, who are responsible for initial management of
schedules and for problem escalation.
Details of the escalation routes is documented in the lower level working practices
produced on the acceptance of this document.
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7.1
Version Control of Horizon Hardware and Software
To ensure that the Horizon platform that is delivered to an Outlet is the same as that
which has been tested in the Test and Integration environment, both the hardware and
software is controlled.
The hardware and software release description is documented at each Release through
the Counter Systems Release Baseline definition document. The document which is
produced by the Verification Centre, is authorised by Pathway Software Development
manager and the Test & Integration manager.
This section describes the processes involved in establishing that control.
Software Baselines.
The Horizon Counter system is delivered to Outlets installed with a baseline hard disk
installed with a generic release of software. This section describes, at high level, the
processes involved in the production and management of baseline disks.
The Base Unit hard disk is pre loaded before the system is packaged and shipped with
a Configuration Management controlled release of software. This software is an
approved version having passed the appropriate Pathway Quality Control procedures.
This control is applied to all aspects of software used on the Pathway platform from
the operating system through to the Horizon Counter applications.
e The collective group of software is known as a software RELEASE. The term
RELEASE used in this section will refer to this group of CM controlled software.
e The RELEASE of software once applied to a Base Unit disk is then known as a
BASELINE.
This BASELINE then becomes the MASTER copy and can then be used to build
“copies” of this disk which are created during the packaging of new Counter Base
Units.
A High Level overview of the processes used to control the generation of a
BASELINE is shown in the diagram below.
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CM RELEASE ————
of software Pentium PC
and scripts Delivered with
no software
BASELINE production
and verification
RELEASE and scripts BASELINE Copying on to
created to produce Pentium PC hard disk
BASELINE during packaging
Pentium PC packaged
in Overshipper for delivery
to Outlet
e Pathway Configuration Management control all scripts and RELEASEs of software
associated with the Horizon platform.
e Only the approved scripts and RELEASEs are applied to the Horizon disks.
e The control and production of BASELINEs is carried out by the Verification
Centre.
¢ The copying of the BASELINE on to the Base Unit disks is carried out by D2D.
7.1.1. Production of a BASELINE.
BASELINEs are produced by applying a RELEASE of software together with any
specific BASELINE software to a disk which becomes the MASTER copy.
BASELINE software is that which is required on a system to allow the initial
connection to the Auto Configuration server. At release 1b the Auto Configuration
server will not be used and therefore there is no specific requirements to add any
additional BASELINE software. An overview of the processes is shown in the
diagram below.
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CONFIGURATION MANGEMENT
CM RELEASE
of software BASELINE software
and scripts and scripts
zy
Create and test
D2D build
Scripts
Build and test
MASTER disk
PRODUCTION
e Pathway Configuration Management provide the RELEASE and the associated
build scripts together with the BASELINE software and its associated scripts.
© The Verification Centre use the scripts to build the BASELINE disk.
e The BASELINE disk is then tested and validated using a set of pre-defined test
scripts. This set of tests ensures that the Counter environment operates as expected.
Additionally the BASELINE is supplied to Pathway Test & Integration who
perform end to end testing of the BASELINE.
© On completion of the testing cycle the BASELINE is passed to CM for control.
The BASELINE is allocated a version number. This is different to the RELEASE
version number.
e A series of scripts are then created which are used by D2D during the copying
process. The script’s are tested and passed to CM for registration.
© The scripts and MASTER BASELINE together with the D2D build scripts are used
in the production cycle.
Creating a new BASELINE.
During the rollout programme it is expected that new RELEASEs of software will be
required in the Post Office network. These may be to introduce new functionality or
simply to fix problems experienced during live use. As such there is a requirement to
create a new BASELINE during the rollout programme. This section provides the
High Level overview of how this is achieved.
New RELEASEs have to be applied to the Post Office network using one of two
methods.
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© Creation of a new BASELINE from which new systems which are installed have
the new RELEASE applied.
© Software distribution to those systems which have already been installed.
The creation of anew BASELINE is achieved as follows;
CONFIGURATION MANGEMENT
CM RELEASE
CM current BASELINE software of software
BASELINE and scripts and scripts
CM current RELEASE and BASELINE
BASELINE Software and scripts applied
NEW BASELINE
e Pathway Configuration Management provide the RELEASE and the associated
build scripts together with the BASELINE software and its associated scripts.
e Pathway Configuration Management provide the current BASELINE.
e The Verification Centre use the scripts provided to apply the RELEASE and
BASELINE software to the current BASELINE system.
e The new BASELINE created is then processed through the testing cycle as detailed
in the previous section.
Baseline time-scales.
The creation of a new BASELINE requires 30 working days notice. This ensures that
the cycle detailed above is completed.
As new BASELINEs are created the following systems are upgraded.
e Existing Spare disks. The timing of this is dependant on the interception of the
RELEASE in the network. As such there is a requirement to support two
RELEASES in the network at any one time.
¢ Training systems used by Peritas
e Spare systems carried by Exel during the rollout programme.
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7.1.4
7.2
Software BASELINE integrity
To ensure that the MASTER disk used to create software BASELINE is built to the
required software level, the following applies;
© Software and installation scripts as issued from Configuration Management.
e BASELINE disk returned through Test & Integration for final sign off before
production of systems start.
Configuration information
At release 1b the Horizon systems targeted for the 190 outlets are configured during
the system build phase (see section 8) using a configuration script. This is prepared in
advance by the Verification Centre. Configuration details are discussed in section 10.
Hardware BASELINEs.
All hardware used in the Counter environment is controlled through the modification
status or revision levels associated with the hardware. These are registered for each set
of equipment comprising the Horizon environment with Pathway Configuration
Management.
Equipment manufacturers are required to notify ICL Pathway of all hardware revision
level changes. Processes are established by which these changes are assessed for their
impact before registration with CM and their introduction to the rollout programme.
All changes to the manufacturing state of hardware are assessed by the Verification
Centre before the equipment is allowed to be implemented as part of the rollout
programme.
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8.1
8.2
System Build & Configuration
This section provides details on how the equipment that comprise Horizon
configuration are built, tested and packaged ready for delivery to a specific Outlet. A
number of processes are involved to deliver this functionality.
1. Preparation activities
© Overshipper equipment contents are defined by ICL Pathway.
© Test routines are prepared and scripted by the Verification Centre
¢ Configuration scripts and parameters are prepared and scripted by the Verification
Centre.
2. Order activities
e Initial forecasts for Horizon equipment are provided to ICL Pathway by D2D.
© Confirmed orders for Horizon equipment are provided to ICL Pathway by D2D.
e Equipment is delivered to D2D.
e Overshipper requirements for D2D.
3. Collection activities
e Equipment is packaged in an Overshipper
e Equipment is collected from D2D by Exel
These are described in more detail in the following sections.
Overshipper contents.
The contents of each of the Overshippers, also known as the Bill of Materials, are
defined by ICL Pathway. The list comprises all the items that are required to build a
configuration in an Outlet. There are several versions of the Overshipper contents
which map to the 5 categories of Outlets defined in section 4. This is required to cater
for the different models of Touch Screen monitor that are used in the implementation
programme.
Equipment test routines.
All equipment is tested prior to packaging in the Overshipper. The test scripts for each
item is prepared by the Verification Centre. Where equipment items have
configuration switches, or where equipment has pre configuration menus associated
with them, these are checked to comply with the Configuration Controlled
requirements. Again these are scripted by the Verification Centre.
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8.3
8.4
8.5
8.6
As each Base Unit is tested, the correct baseline software is applied to the disk, which
also includes the Baseline scripts and configuration items. The process is scripted by
the Verification Centre.
All scripts generated for the test routines are registered with ICL Pathway
Configuration Management. As changes or amendments are made, these are
controlled through the normal Change Management routines.
Initial forecasts for Horizon equipment
Initial forecasts for equipment comprising the Horizon counter system are passed to
equipment suppliers by ICL Pathway. In order that suppliers are aware of the potential
numbers of systems required to satisfy the rollout, initial forecasts are obtained on a
weekly basis. D2D supply the forecast figures based on information from the rollout
database. The rollout database figures are converted to build figures which are
submitted to ICL Pathway.
This consolidated information forecasts the number of Horizon systems based on the
number of counters, Back Office Systems and printer type supplied by POCL. These
figures are translated into Overshipper equipment contents by ICL Pathway. It is these
forecast figures which are provided to the equipment suppliers at various triggered
dates providing initial estimates of +/- 20% of the target.
Confirmed orders for Horizon equipment
Confirmed figures are supplied by ICL Pathway to equipment suppliers such that
confirmed orders are placed. The figures are estimated to be within +/- 12% of the
target. These figures are determined by D2D to ICL Pathway based on the Build
figures determined from the rollout database.
The true number of systems is confirmed during the Site Survey process (see section
9).
Equipment Delivery
The equipment items ordered using the process detailed above arrive at D2D. The
equipment is checked into the storage area and the confirmed numbers supplied back
to ICL Pathway. This equipment is used to build the target Overshippers for delivery
to Outlets.
Overshipper requirements and packaging
The requirements for Overshipper types is passed to D2D by ICL Pathway. The
rollout database figures supplied at this point are based on confirmed figures supplied
on the Rollout database after the Site Survey process and bear the true requirement for
the target Outlets.
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8.6.1
8.7
8.8
The Overshipper types are derived from the rollout database figures of Number of
Counters, Back Office System Flag Printer type and Release number. The report
generated translates these figures to Overshipper types based on the rules of the
database. To assist with build process the report provides a consolidation of all the
Overshipper types required in Outlets whose target installation date is 25 working
days ahead. This information is extracted on a working day basis.
As such D2D are presented with a requirement for a quantity of Overshipper types as
detailed in section 2 built to a specified Release number.
As the Overshippers are built in this release they are configured with configuration
information relating to the specific outlet and counter position. This is applied during
the build process using scripts provided by the Verification Centre. Each Overshipper
is then labelled with Bar-codes indicating the Overshipper type, serial number of the
Overshipper and the Release Number, together with a label indicating the target office
counter position and number of Overshippers in the consignment.
Once the Overshippers are built they are moved to a buffer area ready for collection a
minimum of 10 days before Outlet installation.
Overshipper Release Number
All the Horizon equipment hardware and software is controlled through the
Configuration Management system and is controlled through the Release Number.
Scripts controlling the software builds is detailed in section 7. The mechanisms for
controlling the hardware builds passed to D2D is documented in section 7.
Overshipper collection.
Exel are responsible for collecting Overshippers from D2D ready for the Installation
Process and may collect the Overshipper types for Outlets up to a maximum of 5 days
before installation.
As part of the collection process Exel supply Overshipper requirements information
on a quantity basis
Rollout database requirements.
The following activities are monitored through the rollout database and hence for
release 1b manual report sheets, as part of the System Build and Configuration
process.
e Forecast numbers are passed to D2D for a weekly build schedule to be produced
e Version number of the software is checked at -30 working days before
implementation
e Exel supply serial numbers of equipment to D2D who pass back through ICL
Pathway to the Steady State support services.
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8.9
8.10
Equipment Spares.
The Exel installation engineers are equipped with sufficient spares to support the
rollout programme. The following conditions apply;
e Where a Base Unit is identified as faulty during the Implementation activities all
the equipment belonging to the Overshipper is exchanged with a new Overshipper
of the same type and Release state.
e Where another item of equipment fails during the Implementation activities only
the faulty piece is exchanged with a replacement item of the same type and Release
state.
The number of spare items is calculated at the start of the rollout programme. These
are based on figures provided by Exel and D2D to Pathway.
Consideration is made for the management of the following;
¢ Introduction of hardware and software baselines and the support of two releases.
e Recovery and replacement of failed items on installation.
e Recycling of spare systems during the implementation period.
e The use of spare equipment and systems at the end of the implementation rollout.
Escalation Routes
Problems encountered during the System Build and Configuration process are
reported through the Horizon System Help Desk. The Horizon System Help Desk are
responsible for assignment and ownership to these problems within the ICL Pathway
Implementation Team.
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9.1
Site Survey & Preparation
This section provides details on how the Site Survey and site Preparation functions are
carried out. At all times these activities are scheduled and planned to cause the
minimum disruption possible to the operation of an Outlet.
Site Survey
The Site Survey function is the operation that is performed at each Outlet. Its purpose
is to gather enough information in a visit such that the Horizon Counter infrastructure
can be implemented.
The trigger for a Site Survey to take place starts from the dates planned on the Rollout
database. For release 1b the information is transferred via Exel spreadsheets and an
Access database to provide the information shown below;
© Post Office name and Address, Post Code & Telephone number
e Actual date for the Survey and the Planned Preparation and Installation dates (See
section 5).
© Outlet Account Type (See section 6).
e Number of Counters, as provided by POCL (this number requires confirmation
during the Site Survey process), whether a Back Office system is required and the
Printer type.
¢ Communication circuit type.
e A code which indicates any existing equipment in the Outlet.
This information is used by WTL to establish initial contact using the name and
number supplied.
To allow the Horizon environment to be installed a number of preparation activities
must take place. The purpose of the site survey is to identify the amount of work that
is required and prepare a document which is used by WTL, Energis ( using BT as a
sub-contractor ) and Exel during the Site Preparation and Installation phases. The Site
Survey process also allows the distribution and collection of User training
information, used later on in the implementation cycle.
Initial contact with the Outlet is by telephone call to arrange and schedule the Site
Survey date with the Office Manager. The date that is arranged is then confirmed by
letter. Accompanying the letter is a training letter which requests information on the
number and names of staff at the Outlet. This is collected when the Site is visited as
part of the survey.
The site survey identifies the following items.
© Details of the power distribution and how it is used.
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e Where the additional power is required to support the Horizon infrastructure. This
is 6 electrical sockets at each counter position, together with a further 6 sockets
where a Back Office system is due to be installed.
© The location and capacity of the electrical distribution board box and condition
(where this is possible ) of the existing wiring is noted.
e The physical condition of the existing electrical wiring is noted.
e A location for the communications link is identified and marked. This point is
located as close as possible to the Horizon gateway server.
e The classification of an Outlet based on A B C as described in section 4 of this
document.
e The physical layout of the existing counter positions are noted including all sizes
relating the existing counter positions, door apertures, and access points to the
Outlet. This is agreed with the Office Manager.
© The proposed locations of the Horizon infrastructure at the counter positions is
noted. This includes the location of trunking, power supplies and the LAN cabling.
e The physical preparation activities such as where holes are to be drilled in the work
area to locate remote cables is noted.
e Any other environmental restrictions, such as obstacles in the Outlet which may
prevent easy access to the counter position are noted.
e The authoritative signature in the Outlet to allow the work to go ahead.
¢ Confirmation of the Site Preparation and Installation date and times.
¢ Parking restrictions around the Outlet.
e The Office Manager is reminded that a mutually convenient time between the WTL
engineer and the Outlet Manager during which power can be turned off during the
Site Preparation activities will need to be agreed at the time of the Site Preparation.
This is to allow the connection of the new electrical sockets which are required for
the Horizon equipment.
Outlet Managers are also reminded that the loss of power during the Site
Preparation Process will initiate the requirements for the Post Office Outlet
recovery procedures that will need to be invoked.
In certain Outlets this set of activities may result in the replacement of the existing
distribution board. Connection of incoming electrical supply is the responsibility of
the local electricity company, however this is arranged through WTL.
e Whether the Outlet may require any additional work such as draw modifications or
shelves to support the Horizon equipment. Where this occurs, additional surveys
may be required in order to determine the work involved.
The rules for the positioning of the equipment, cabling layout are detailed in the
Implementation Strategy, i.e. this document.
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9.1.1
The details collected at the Site Survey are documented in a Survey Pack. This will
eventually comprise a detailed description of the Outlet in the form of a CAD drawing
and a narrative. However in order that late changes identified later in the process, such
as cable re-routes, the CAD drawing is not produced until after the Site Preparation
activities. During the Site Survey process, a dimensional sketch is made of the Outlet
which is translated into a CAD drawing after the Site Preparation activities.
The dimensional sketch and the narrative provide sufficient information to allow the
Site Preparation work to be carried out. The documents work on the assumption that a
different Site Preparation engineer can use the information to carry out their tasks
without having to refer back to the Site Survey engineer to qualify any part of the
preparation. Examples of the level of detail required is summarised below.
e The dimensional sketch shows the positioning of the equipment with respect to the
counter positions and any of the existing equipment that remains. The drawing
labels the counter positions in accordance with the strategy detailed in section 3 of
this document. Details of the cable routes and the location of any existing
equipment remaining together with the position of any proposed re-location.
e The narrative provides details of existing equipment to remain, Weigh scales, the
te-positioning of any equipment in the Outlet which has to occur on installation,
and any other restrictions agreed with the Post Master regarding the installation.
On completion of the Site Preparation work the sketch is translated to a CAD drawing
with an accompanying narrative. Copies when completed are sent to ICL Pathway and
Exel’ for use later in the rollout programme. The documents contain a high level of
sensitive information. Documents are securely stored and controlled at all stages of
the implementation cycle.
All Site survey activities must be completed in one day with one visit.
In addition to the WTL site survey, Energis ( using BT as a subcontractor ) are also
required to establish the detail of any work required at an Outlet. Where access to an
Outlet is required as apart of their site survey, then this is arranged by Energis to
coincide with the day of the WTL visit.
Authoritative signature.
To allow any site preparation work to be carried out in an Outlet, the identified work
must be agreed at the time of the Site Survey. WTL obtain from each Outlet an
authoritative signature. The Outlet manager is made aware of this requirement during
the User awareness events. This person must satisfy the following criteria;
e Where the Outlet is owned by the Outlet manager, as is the case with some Sub
Post Offices, then the authoritative signature is the owner of the building.
e Where the Outlet is rented from a Landlord, then the authoritative signature must
seek the Landlords permission for the work to be carried out to act as the
authoritative signature.
7 Format to be agreed
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For a majority of the Outlets visited under the rollout programme, details of whether
Landlords permission is required for the work being carried out may not be
determined until the Site Survey process. This, together with details on Outlets located
in listed buildings, is covered in the following sections.
Landlords Permission and Listed buildings.
Post Office Outlets are located at a variety of locations. These vary from those
buildings which are owned by the Outlet manager, to those located in large shopping
complexes or those located in buildings which are rented through a Landlord. In
addition to this some Outlets are located in Listed buildings and therefore potentially
require special permission before any installation work can be carried out.
9.1.2.1 Listed buildings
The amount of physical work that can be carried out in Listed buildings is controlled
by planning regulations. Additional restrictions may be further imposed through local
conservation groups. In order that the impact on the work required for the
implementation of the Horizon platform is assessed before the rollout occurs, WTL
will contact the Heritage Societies for advise.
Where special permissions are required in Post Office Outlets located in Listed
buildings, this will be the responsibility of the Outlet Manager to obtain the
appropriate consents. WTL will assist in this process by acting where required on
behalf of the Subpostmaster.*
Outlets which fall in to this category are managed as Sundries Offices, which require
special attention.
9.1.2.2. Landlords permissions
Before any Site Preparation work can be carried out in some Outlets which are not
owned by the Post Master, Landlords permission may be required.
For those Outlets owned by the Post Office, or are part of the Post Office Multiples
scheme, Landlords permission will be sought at the beginning of the rollout
programme. To try and prevent any potential delays which this process may identify
for these Outlets, WTL will make the first contact with these Landlords outlining the
type of work involved to obtain permission. The list of these Outlets is provided by
Post Office representatives at the beginning of the rollout programme.
For those Outlets which do not fall in to the above categories, the issue of whether
Landlords Permission is required is only determined at Site Survey time. The
following diagram is used to determine the appropriate action that is required for
Outlets which fall in to this category.
§ Statement to be checked and qualified
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Site Survey
Can you authorise this work?
ves { J xo
Are you the
Authoritive signature? permission require
NO 4 NO { { YES
Procedural follow up Can this be done
(es) on your behalf?
Procedural follow up Pursue Authoritive
Signature
Procedural follow up is the activity that is required to pursue the correct signature.
This may involve a number of related activities which are initiated by WTL. Where
the correct signature cannot be obtained, then escalation procedures are invoked.
9.2 Activities Carried out after Site Survey.
This section details the activities which are carried out after a Site Survey has been
performed.
© Copies of the Site Survey Preparation form, consent forms and Survey sketches are
sealed in a pre addressed envelope and posted to WTL for processing.
e Identify immediately after Site Survey Outlets which are categorised as Class C to
ICL Pathway for further processing.
This will require a summary of the additional work involved to be made available
for assessment. Further details are provided on receipt of the appropriate Site
Survey forms.
e Energis will arrange ( through BT as a subcontractor ) for any external preparation
of the ISDN communication link. This may involve preparation of the local
connection boxes, installation of communication cables to the outside of the
Outlets, preparation, configuration of the local switching exchanges for the new
links and the confirmation of the appropriate ISDN or PSTN addresses back to ICL
Pathway via the Rollout database.
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9.3
¢ WTL will pursue any Landlord Permission Outlets where an Authoritative
Signature has not been obtained.
On receipt of the forms WTL will;
e Update the Pathway Implementation Team that the Site Survey process has been
completed.
© Confirm the Site Preparation and Installation dates.
e Arrange for the order of the appropriate equipment for Site Preparation.
e Arrange for the local electricity company to be present at the Site Preparation
activities as necessary.”
e Send the Training information forms collected at the Site Survey process to Peritas
for further processing.
Site Preparation
The Site Preparation is the set of activities that is carried out to prepare an Outlet
ready for the installation of the Horizon counter platform. These activities have been
scoped as part of the Site Survey activities.
This section documents the strategy that is used.
Post Office Outlets are only prepared for the Horizon counter infrastructure once the
following criteria has been satisfied.
¢ The Outlet is classified as Type A
e The Outlet is classified as a Type B and the associated work has been documented
back through the rollout database to ICL Pathway.
¢ ICL Pathway approval has been obtained for a Type C Outlet, where appropriate.
e An authoritative signature has been obtained, for the work to go ahead
e All the appropriate Landlords permissions and/or Listed building permissions have
been satisfied.
The Site Preparation activities are carried out by WTL and BT on the same working
day.
Site Preparation work conforms to all the current electrical and telecommunications
standards. As changes occur to these standards, they are reflected in the rollout
working practices through the Change Control mechanism.
All the equipment, materials required for the Site Preparation activities are provided
by WTL in advance of the work being carried out.
The following sub sections summarises the activities that are carried out.
° This situation needs to be confirmed as what happens when systems cannot be connected and when responsibilities have been
identified
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9.3.1
9.3.2
Physical counter position
The counter position environment is prepared, as identified at the Site Survey, for the
installation of the Horizon counter equipment. In summary this involves some or all of
the activities below;
¢ 60mm holes are drilled in the counter position to allow the equipment cables to
pass between the top and underside of the desk. Protective grommets are fitted to
these holes to prevent damage to any cables passing through them.
80mm holes are drilled in counter positions to allow the office printer cable to be
passed through, where this is required. Protective grommets are fitted to these holes
to prevent damage to any cables passing through them.
e Additional storage units such as shelves are installed to support the Horizon
equipment. These shelves may be installed to move any existing items from the
counter position creating the appropriate space for the installation of the Horizon
equipment.
e Additional equipment mounting units, such as monitor support arms are installed.
Local Area Network and Data Cabling
In multi positioned Outlets, additional Local Area Network cabling is installed as
identified at the Site Survey. In summary this involves some or all of the activities
below;
¢ In two counter position Outlets a dual UTP RJ45 fly-lead is installed between the
two counter positions. The cable is installed in trunking between the two positions
as appropriate.
e In three or more counter position Outlets, one or more modular Hubs are installed.
These are located in an enclosed environment, through which the appropriate
cabling is returned. All cabling is retained in position using the appropriate cabling
ties and installed in trunking between positions as appropriate.
e Sufficient inter counter position cabling is installed to allow the Horizon
equipment to be installed and moved on the counter position without causing strain
on the cables.
e Where two or more hubs are installed to support the counter positions in an Outlet,
the appropriate inter-Hub link cabling is installed.
e Cables are installed from the Hub to the counter position as described in section 4
of this document.
All standard cabling is pre tested by the manufacturer. Cabling which is installed and
physically terminated in an Outlet is tested as part of the Site Preparation activities.
For Outlets installed with ISDN a UTP cable is installed in the appropriate trunking
between the physical location of the ISDN box and the Horizon gateway server.
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9.3.3. Electrical installation work
All electrical work identified for the Horizon equipment will be installed where
appropriate. Where this is identified at Site Survey use of any existing wiring
infrastructure is made. All the new wiring and electrical sockets are returned to the
electrical distribution box at the Outlet and is separate from all other electrical cabling
infrastructure. Existing cabling runs are utilised where possible for the installation of
the new electrical wiring in Outlets. In summary this involves some or all of the
activities below;
e Installation of a minimum of 5 power sockets at each counter position to support
the Horizon infrastructure. Where appropriate these sockets will all be co-located.
In exceptional circumstances it may be necessary to locate individual sockets at
various locations.
Eee
(TTTTH Cy
6 Electrical Sockets or
Colocated
Li
t=" :CCsiss«aa.
CTTT I
6 Electrical Sockets
not colocated
¢ Installation of a minimum of 5 electrical sockets for Outlets identified as having a
Back Office system.
e Installation of additional power sockets to support the Hubs in a multi position
Outlet.
© Modifications to or replacement of the Outlets existing distribution board or circuit
breakers to allow the physical connection of the Horizon electrical wiring
infrastructure.
In circumstances which result in the distribution board being replaced, the
connection to the existing supply is carried out by the local electricity company.
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9.3.4
9.4
9.5
This is arranged at Site Survey time to coincide where possible with the Site
Preparation activities.'”
To facilitate the additional power requirements in an Outlet it is necessary to switch
off the power. This may impact the business operation of some of the Outlets. This
activity is agreed with the Outlet Manager as to a convenient slot.
The existing electrical cabling is also tested at the time of installation of the new
cabling. If this cabling or the electrical safety of the Outlet is found to be dangerous
then there is duty of care requiring immediate notification to be made to the post
master and to the POCL. In situations where this is found, ICL Pathway will be
notified immediately. The appropriate escalation procedures as detailed in section 9.5
of this document are then invoked.
Communications links
The communications links impacted as part of the Site Preparation activities are
identified as part of the Site Survey process. In summary this involves the activity
below;
e Installation of an ISDN link to support the Horizon counter infrastructure.
The positioning of the communications link for the Horizon equipment is determined
at Site Survey time. The location is identified with BT label and Bar code indicating
the Site. Energis (using BT as a subcontractor) position the data communications
termination point at the exact location identified during the Site Survey process.
Existing equipment
No additional Site Preparation activities are required at release 1b.
Escalation Routes
Where problems are encountered during the Site Survey and/or Preparation activities
information relating to the problem is supplied through the Horizon System Help
Desk.
10 This is an Outstanding issue aS (O what happens if this cannot be achieved.
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10
10.1
Installation
This section covers specifically the activities that occur within an Outlet on the day of
installation. Activities up to this specific date have dealt with the preparation of the
Outlet environment and personnel ready for the installation of the new equipment. In
summary these activities have been;
e Manager and User awareness and training events.
e Site Survey events
e Equipment order, build and test events
e Site Preparation event.
e Equipment collection ready for installation.
The installation activities are now supported by the Horizon Field Support Officers
introduced at release 1b. (Ref. [11]). The installation procedures are developed further
in the Post Office Establishment Process (Ref. [12]).
Installation requirements
ICL Sorbus, (using Exel) are responsible for Horizon equipment installation.
Activities start as a result from the manual schedules used at release 1b in place of the
rollout database. Installation activities are dependant on the following;
Dependency Details
Outlet Details Postal address
Telephone number
Office Manager
Horizon Equipment Overshipper types
Number of Overshippers
Site Survey details Outlet layout
Installation details
Horizon configurations Configuration for each
system to be installed
Configuration of Horizon
infrastructure
Existing Environment Details of existing
equipment that may have
to moved or removed
Bar Codes Provides Outlet details for
Asset management and
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configuration
The Horizon equipment, which has been packaged in Overshippers for an Outlet has
already been collected from the distribution depot. The management of this is detailed
in section 8
This section provides details on the activities that are required to achieve installation
of the Horizon infrastructure. From this strategy lower level operation procedures are
produced. These are approved by ICL Pathway and POCL/PDA before installation
activities take place.
The activities performed at Outlets are dependant on the existing environment.
Activities are categorised as followed.
1. Generic activities.
These are the activities which are carried out for each installation
Examples are the unpacking of kit,
2. Specific Activities
These are the activities that are carried out when certain criteria is met in Outlets.
These are detailed in the following sections.
Selection of activities are determined from the type of Outlet and the number of
Counter positions that are installed. The order of activities at each Outlet are shown in
the following table. Details of the activities are shown in the following sections
Office Type
Order of generic
activities
Order of specific
activities
Manual offices
1. Arrival at outlet
encountered at release 1b 2. Installation of gateway
server 3. Installation of Counter
positions (if applicable)
In multiple counter position offices additional counters are installed using the
following criteria.
Number of Counter Positions Number of consecutive installations
2-4 1
5-10 2
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>11 3
10.2 Generic activities
10.2.1
Arrival at the Outlet
Activity
Description
Where information is
obtained from
Introduction to Office
Manager
Engineer introduces
himself to the Office
Manager and to the
Horizon Field Support
Officer
Confirmation of Outlet
Presentation of Pathway
pass
Security procedures
Describe activities to
Office Manager
Engineer describes a
summary of the activities
that will take place
Site Survey.
Installation procedures
Confirm Site Survey Engineer confirms site Site Survey
details survey details with Office
Manager
Identifies The area is required to Site Survey
Overshi vershij ,
vershipper unpack Overshipper and “Recey” of site
unpacking area its contents.
Obtain Outlet Office Managers Office Manager
Manager permission permission to start the
to start installation activities is
required
Report in through Installation team uses
ICL Sorbus ISDN link to call help
desk
This process also
validates the
communications link
before activities are
started.
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10.2.2 Installation of Gateway server
The gateway server is always the first system to be installed. This section describes
the activities.
The Gateway server is located in a position determined during the Site Survey
process. Details are found in section 4.
All interconnecting cables are cable tied such that the counter position is left in a tidy
fashion.
Activity Description Where information is
obtained from
Unpack Overshipper I Confirm correct Gateway I ¢ Overshipper id
server
© Confirm correct version
number
Install gateway server I ¢ Unpack equipment and e Site Survey &
install in identified Implementation Strategy
location
e Connect Gateway PC to
Communication port
e Connect Gateway PC to
LAN (if there)
© Connect peripherals Section 4
Label Gateway e Attach Bar-code 01 to e Section 5
Gateway PC
Power on PC
Collect asset Details I ¢ Scan the Bar-code .
attached to the PC and
Overshipper
10.3 Specific Activities
10.3.1 Installation of counter System
Counter systems are installed after the gateway server. There is no set order for the
installation. Each counter PC is labelled with a Bar Code that represents the counter
position. Details of the Bar Code are found in section 5. Details of the numbering of
the counter position is found in section 4
All interconnecting cables are cable tied such that the counter position is left in a tidy
fashion.
Activity Description Where information is
obtained from
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“Date: 30/05/97
Unpack Overshipper I Confirm correct counter © Overshipper id
system
¢ Confirm correct version
number
Install counter server I ¢ Unpack equipment and © Site Survey &
install in identified Implementation Strategy
location
¢ Connect to LAN
¢ Connect peripherals © Section 4
Label Gateway e Attach Bar-code xx to Counter position xx is
counter PC dependant on number of
counters. See section 4 &
5
Power on PC
Collect asset Details I Scan the Bar-code
attached to the PC and
Overshipper
e The Horizon equipment after installation will be signed for by the post master.
¢ On completion of the installation activities the site is left in a clean and tidy state.
e Exel installers will only move to the next site on completion on the equipment
acceptance activities (see section 12).
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11. Configuration
This section provides an overview of the processes involved in generating and
applying a configuration to the Horizon counter environment. Configuration
parameters are required to allow the end to end communication between the different
components of the Horizon solution. For release 1b these are specified by the
Verification centre in advance of the system builds. Systems are configured during the
System Build and Configuration process ( see section 6)
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12
12.1
Acceptance
At various stages through the Implementation programme milestones are achieved
which meet specific contractual agreements. For release 1b the following will apply;
e Acceptance Criterion demonstrated by Acceptance tests is documented in the
DSS/POCL Implementation Part D Rollout Acceptance Specification (Ref. [13]).
e Authoritative signatures collected on completion of the Site Survey and Preparation
activities.
e Authoritative signatures collected on completion of the Horizon equipment
installation.
e Authoritative signature collected as part of the Horizon equipment acceptance tests.
Completion of the acceptance tests results in a telephone call being made by the
horizon Field Support Officer to the Horizon System Help Desk. This is
documented in the Post Office Establishment Process (Ref. [12]) and the Operation
aspects of Horizon Field Support Officers - release 1b (Ref. [11])
Only after completion of the acceptance activities will the Exel installer will move
to the next site.
The Horizon equipment acceptance tests demonstrate to the post master that the
equipment that has been installed is functionally operating. (Ref.[12]).
Handover of system to Steady State support.
Completion of the acceptance procedures results in the hardware platform being
supported from Steady State. Notification to Steady State occurs 1 working day after
systems acceptance. This allows for full migration activities section 13 to have been
completed.
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13 Data Centres
The Horizon Counter infrastructure for release 1b is supported from the data centre
based primarily at Feltham Data Centre. Replicated builds of the main operational
components (Correspondence Server, Agent Machine & Router) are available on
standby in the vent of major problem. The equipment used is that used through the
Model Office Rehearsal and Test.
At the end of the Model Office Test the data centre components are cleared ready for
operational use. The service will then be transferred from a test service to a live
service and the 190 offices for release 1b will be connected to the data centre using
ISDN.
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14 Migration Strategy
For release 1b the migration strategy involves the introduction of users in the office to
the Horizon counter infrastructure. This will be performed by the Horizon Field
Support Officer in conjunction with the Office Manager.
The migration strategy is documented in the In office data migration strategy for
release 1b (Ref. [10]).
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15 User Training for Horizon
Post Office users in Outlets targeted for release 1b are provided with sufficient
training programmes to use the Horizon counter system. The training needs and
requirements for users at release 1b is documented in Training requirements 1b/Ic
document (Ref. [14]).
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