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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
Attendees at simultaneously held Finance meeting
Dawn Brooks ~ DB Post Office I Strategic Finance
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)1.doc
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FUJ00121591
FUJ00121591
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
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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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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)
in Progress
8
Commercial Forum Agenda.
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FUJ00121591
FUJ00121591
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 Target Date
Whom
(Inits)
STATUS
(I=in progress,
M=monitoring,
14.13
CLS to consider the proposal.
NS explained the difficulties with late CLS 19/03/04
cancellation, of ROMEC Rate Board upgrades
during the recent service incident caused by
expired keys. PO would like FS to pay these
costs.
(see new action
point 15.01)
Closed
19/03/04
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.
15.05 CLS to investigate reasons behind ‘quick turnaround’ CT’s CLS 28/04/04
submitted during the period
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FUJ00121591
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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
ee)
FUJITSU
Ref ACTION/DECISION/NOTED —details By Target
Whom Date
(nits)
15.06 JC to update scorecard and re send to FS with revised score. JC 29/03/04
Noted KB advised that a PO were trying to negotiate a settlement with
regard to the Julie Wolstenholme case.
KB further suggested that a discussion should be held between both
parties at some future date to understand how the situation regarding
the “Expert” could be avoided in the future.
15.07 HF to arrange for suspension of CR POLCC_FSL_CROO0IS5. HF 26/03/04
15.08 HF to send draft amended wording in relation to CR POLCC FSL HF 28/04/04
CRO0O15 to SG which HF and SG will agree off-line before FS
formally submit a CCN.
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 ete 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 by 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.
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FUJ00121591
FUJ00121591
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.
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