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Horizon Commercial Forum
Minutes No. 15 (Draft)
Meeting: 14-00 — 16 -00
Held on 24"* March 2004
At Fujitsu Services Offices in FELTHAM
Pre)
FUJITSU
Present
Name Initials I Org. Role
Keith Baines* KB Post Office _I Contract Manager (FS)
Simon Glynn SG Post Office_I Commercial & Contract Manager (FS)
Nicholas Samuel NS Post Office I Commercial Manager (FS)
John Cole # JC Post Office _I Contract Author
Colin Lenton-Smith* CLS Fujitsu Director Commercial and Finance
Hilary Forrest HF Fujitsu Commercial & Contracts Manager
Pam Purewal PP Fujitsu Commercial Executive
Dawn Brooks ~I{did I miss something? I DB Post Office I Strategic Finance
did these last 3 attend?
Richard Escobar~ RE Fujitsu Financial Controller
Claire Wadeson~ CW Fujitsu Project Accountant
# denotes minute-taker
~ denotes simultaneous finance meeting (see Appendix A)
Apologies
(Note: if'a member of a Forum is not able to attend a meeting, a fully empowered deputy shall be nominated by the relevant Lead
Attendee to take his/her place. Schedule 4 para 1.1.4)
Name Initials I Org. Role
Tam Curran TC Post Office I Commercial Manager Purchasing
Services
Copies to
Post Office: Yodit Tewelde
Fujitsu Services:
Post Office Account Document Management
Meeting Agenda (as set out in Schedule 4 for the relevant Forum)
1. Review Actions & Communications from other Forums
2. Ordering and Invoice Process
3. Commercial Terms for Work Orders
4, Oversight of carrying out Work Orders
5. Management of Price Review
6. Escalated disputes
7. Banking 2 Programme
8. Impact Programme (End to End)
Commerial Forum Minutes No 15(Draft)
Page I of 9
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FUJ00121585
FUJ00121585
Horizon Commercial Forum
Minutes No. 15 (Draft)
Meeting: 14-00 — 16 -00
Held on 24" March 2004
At Fujitsu Services Offices in FELTHAM
re)
FUJITSU
9. Scorecard
10. A. OB: (i). New ongoing PO “Responsibilities” (ii) Day J Data Service Level (iii)* Invoicing arrangements
for work packages (iv) Schedule 12 Benefits (v) Court Case — Mrs Julie Wolstenholme V Post
ll.
Review of Previous Actions
Office (vi) Fast turn around of CT’s —quantity.
DONF No 16 — 28.04.04.(in London)
*(Meeting held outside Commercial Forum)
Ref
ACTION
By Target Date
Whom
(Inits)
STATUS
(IFin progress,
M=monitoring,
Noted.
systems.
KS explained the various options on the small
spreadsheet for replacement of current training
Commerial Forum Minutes No 15(Draft)
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Horizon Commercial Forum
Minutes No. 15 (Draft) FUJITSU
Meeting: 14-00 — 16 -00
Held on 24" March 2004
At Fujitsu Services Offices in FELTHAM
Ref ACTION By Target Date I STATUS
Whom (I=in progress,
(Inits) M=monitoring,
C=closed)
Noted I Following discussion it was agreed that
and I acceptance criteria were applicable to CTs which
Agreed I included the completion of solution build and test
and/or implementation phases.
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Minutes No. 15 (Draft) FUJITSU
Meeting: 14-00 — 16 -00
Held on 24" March 2004
At Fujitsu Services Offices in FELTHAM
Ref ACTION By Target Date I STATUS
Whom (I=in progress,
(Inits) M=monitoring,
C=closed)
in Progress
8
Commercial Forum Agenda.
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FUJ00121585
FUJ00121585
Horizon Commercial Forum
Minutes No. 15 (Draft)
Meeting: 14-00 — 16 -00
Held on 24"* March 2004
At Fujitsu Services Offices in FELTHAM
Pre)
FUJITSU
Ref
ACTION
By
Whom
(Inits)
Target Date
STATUS
(I=in progress,
M=monitoring,
14.13 I NS explained the difficulties with late CLS 19/03/04 Closed
cancellation, of ROMEC Rate Board upgrades 19/03/04
during the recent service incident caused by
expired keys. PO would like FS to pay these (see new action
costs. point 15.01)
CLS to consider the proposal.
New Action Points, Decisions Recorded, Items Noted
Ref ACTION/DECISION/NOTED ~—details By Target
Whom Date
({Inits)
15.01 CLS explained that Ian Lamb and Alan Barrie had discussed a KB 16/04/04
process to reimburse Post Office for costs incurred due to late
cancellation of ROMEC fitting Rate Board’s. KB to find out the
result of these discussions.
15.02 HF to consider how we record in the contract any ongoing Post HF 28/04/04
Office responsibilities contained in CCN’s (and possibly CTs)
15.03 JC to find out from Dennis Norgard who in FS is the contact with JC 02/04/04
regard to Day J Data Service level issue.
Noted CLS and KB discussed the contents of a ‘draft’ letter with further
proposed changes to Schedule 12 Benefits
15.04 CLS to send latest Schedule 12 Benefits letter to KB CLS 26/03/04
Noted KB outlined that there were a number of CT’s received recently with
And agreed “quick turnaround” expiry dates,. He wanted to find ways of
Agreed I reducing this number because it was accepted at certain times it may
not be possible to for the correct people/reviewers to turn them
round quickly.
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Minutes No. 15 (Draft) FUIITSU
Meeting: 14-00 — 16 -00
Held on 24"* March 2004
At Fujitsu Services Offices in FELTHAM
Ref ACTION/DECISION/NOTED —details By Target
Whom Date
(nits)
15.05 CLS to investigate ways of reducing the number of ‘quick CLS 28/04/04
turnaround’ CT’s.[Does Colin accept this action? I thought we said
we would look into the ones in the period not try to stop next lot
happening? I
[JC took an action to issue revised scorecard for one section that I
can’t remember but we should record action here shouldn’t we?]
[Did Colin take an action to arrange a discussion with Keith to see
how we can avoid Julie Wolstenholmes” in the future? — I have it
noted as a non-urgent action]
[I think I should have an action to arrange for suspension of CR
POLCC_FSL_CR0015. Also an action (easier to make it separate) to
send a draft of some amended wording to SG which we will agree
off-line before we formally submit a CCN. Suspension date can be
26/03 but date for sending drafting no earlier than next forum please]
Appendix A — Simultaneous Finance Meeting (SFM)
SFM (1) _I DB to confirm with CW invoicing arrangements for March 2004 DB 19/04/04
SFM (2) I POL to perform housekeeping on all purchase orders to reflect DB 14/05/04
revised CT’s values following RPI increase and to look specifically
at PO 4500093608 as part of this exercise. POL to liaise with FS
with regards ton this purchase order in the case of cancellation and
creating a new purchase order number.
SFM (3) I Liaise with purchasing regarding missing hard copy purchase orders DB Ongoing
look at option of supplying by e-mail
SFM (4) I To inform FS of new purchase orders for the key contractual DB Ongoing
payment i.e. availability fees, implementation charges etc due in
2004/05
Actions/Communications communicated to other Forums
Ref Action Communicated I Status/Comments Target date
to
CF. Revise baseline value of CT’s, Demand Ongoing
15/SFM/5 I taking into account 2.8% RPI Planning Forum
increase.
Actions/Communications communicated from other Forums
Ref Action Communicated I Status/Comments Target date
from
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Horizon Commercial Forum
Minutes No. 15 (Draft)
Meeting: 14-00 — 16 -00
Held on 24"* March 2004
At Fujitsu Services Offices in FELTHAM
Pre)
FUJITSU
Disputes for Forum Review*
(Note: See Annex 2 to Schedule 4, paragraphs 2 and 3.1)
* optional section, may be omitted b
Forums not requiring it
Reference I Brief Description and List of Referred by I Next Action Date of Next
Related Documents Action
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" [oe
Minutes No. 15 (Draft) FUJ ITSU
Meeting: 14-00 — 16 -00
Held on 24"* March 2004
At Fujitsu Services Offices in FELTHAM
Agreed as a true and complete record of the meeting:
Signature: Signature:
For Post Office Ltd. For Fujitsu Services Ltd.
Note: Governance Forum Minutes are to be agreed as a true and complete record either at the meeting or within 48 hours of the end
of the meeting (Schedule 4 paragraph 1.1.5). Alternatively, by exchange of digitally signed emails between authorised signatories.
Commerial Forum Minutes No 15(Draft) Page 8 of 9
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FUJ00121585
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COMMERCIAL-IN-CONFIDENCE
Horizon Commercial Forum
Minutes No. 15 (Draft) FUJITSU
Meeting: 14-00 — 16 -00
Held on 24"* March 2004
At Fujitsu Services Offices in FELTHAM
Key points from the meeting are tabulated below for the information of other Horizon Governance Forums.
Commerial Forum Minutes No 15(Draft) Page 9 of 9
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