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Horizon Commercial Forum oO
Minutes No. 16 (Draft1) FUJITSU
Meeting: 14-00 — 16 -00
Held on 28" April 2004
At Calthorpe House, 15-20 Phoenix Place,
LONDON
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)
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
# denotes minute-taker
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
Nicholas Samuel NS Post Office _I Commercial Manager (FS)
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. Scorecard.
8. A.O.B. (i) Technical Service Desk (ii) Evidence for Court Cases. (iii) Next Executive Forum — 17/05/04
(preparation of report) (iv) Smart post CT costs (v) Liam Foley letter 25/02/04
(vi) Schedule 12 Benefits (vii) Gartner UK — NDA (viii) Audit Queries. (ix) Modification of the CT Form &
General comments on the CT Form (CT0191)
9. DONF No 17. -26.05.04 (in Feltham)
Commercial Forum Minutes No 16.(Draft 1) Page I of 11
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Horizon Commercial Forum oO
Minutes No. 16 (Draft1) FUJITSU
Meeting: 14-00 — 16 -00
Held on 28" April 2004
At Calthorpe House, 15-20 Phoenix Place,
LONDON
Review of Previous Actions
Ref
ACTION
By Target Date
Whom
(Inits)
STATUS
(i=in progress,
M=monitoring,
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LONDON
Horizon Commercial Forum
Minutes No. 16 (Draft1)
Meeting: 14-00 — 16 -00
Held on 28" April 2004
At Calthorpe House, 15-20 Phoenix Place,
re)
FUJITSU
Ref
ACTION
By
Whom
(Inits)
Target Date
STATUS
(i=in progress,
these dis ni
15.02
HF to consider how we record in the contract any
ongoing Post Office responsibilities contained in
CCN’s (and possibly CTs)
HF
28/04/04
Closed
28/04/04 [PP: what
is his problem ????
action was to
consider and
discuss with KB at
next Forum which
we did — and we
agreed it too !! KB
and I agreed that
new ongoing resps
would go into the
relevant section of
PO Resps CCD or
into the Debit Card
spec CCD as
appropriate and
that those updates
would be done at
contract baseline
Noted
CLS and KB discussed the contents of a ‘draft’
letter with further proposed changes to Schedule
12 Benefits [PP : shouldn’t this be greyed out?]
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Horizon Commercial Forum
Minutes No. 16 (Draft1)
Meeting: 14-00 — 16 -00
Held on 28" April 2004
At Calthorpe House, 15-20 Phoenix Place,
LONDON
re)
FUJITSU
Ref
ACTION
Whom
(Inits)
By I Target Date
STATUS
(i=in progress,
M=monitoring,
Noted
KB advised that 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.
Appendix A — Simultaneous Finance Meeting
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LONDON
Horizon Commercial Forum
Minutes No. 16 (Draft1)
Meeting: 14-00 — 16 -00
Held on 28" April 2004
At Calthorpe House, 15-20 Phoenix Place,
re)
FUJITSU
Ref
ACTION
By
Whom
(Inits)
Target Date
STATUS
(i=in progress,
M=monitoring,
SFM
Q)
POL to perform housekeeping on all purchase
orders to reflect 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 to this purchase order in the
case of cancellation and creating a new purchase
order number.IPP — As we discussed other day -
Keith said that he did not want to do this. He
wants us to inform them when it looks like we
will exceed the value (and by how much) on any
CTs which would be affected by the RPI rate
change. Der! And we should notify DPF of this
one as they seem to have given us the action in
the first place]
DB
14/05/04
In Progress
SFM __I To inform FS of new purchase orders for the key DB 19/04/04 In Progress
(4) contractual payment i.e. availability fees, All complete,
implementation charges etc due in 2004/05 except OBC
[PP — check with CLS whether this can be closed (See new action
and a new action opened ~ is it not the same point 16.03)
action? I
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Horizon Commercial Forum
Minutes No. 16 (Draft1)
Meeting: 14-00 — 16 -00
Held on 28" April 2004
At Calthorpe House, 15-20 Phoenix Place,
LONDON
Pre)
FUJITSU
New Action Points, Decisions Recorded, Items Noted
ACTION/DECISION/NOTED —details By Target
Whom Date
({Inits)
16.01 JC to add review of Asset Register as an AOB item for May
Commercial Forum
JC 26/05/04
Noted and I CLS provided an analysis of the “quick turnaround”(QT) CT’s,
Agreed I which provide the reason why the QT were required.
KB stated QT’s needed to be kept to the minimum, especially with
the onset of summer leave commitments etc. With better planning it
should be possible to reduce the number of bridging CT’s, for
example for Impact and Banking, necessitating turnarounds of less
than 2 weeks. [PP — do you think we should notify DPF on these
minutes? I
16.02 KB to inform CLS of what Post Office wish the ‘credit note’
generated by reimbursement of costs from late cancellation of
ROMEC fitting Rate Boards, to be set against
KB 14/05/04
16.03 To inform FS of new purchase orders for OBC contractual payments
(JC to liaise with Liz McKinstry)
JC 30/04/04
16.04 Scorecard - consider additions or deletions from the current
measures, provide suggestions at next Forum.
All 26/05/04
Noted KB explained that POL may wish to terminate the TSD and wanted
to know what commercial issues FS anticipated if that were done.
CLS outlined his understanding of discussions covering this at the
SMF where FS had proposed use of the spare capacity by adding
work to the TSD. CLS also suggested it may be possible to trade off
TSD capacity to cover the over limit status of the HSH.
16.05 CLS to provide a financial analysis of the consequences of ceasing CLS 14/05/04
the TSD
Noted and I KB suggested that when the ‘Clevellys’ court case had been
agreed. concluded, a review is undertaken to find improvements in
information storage for future cases.
16.06 Report for next Executive Forum on 17/05/04 to be completed by
10/05/04
KB/CLS I 10/05/04
16.07 FS to investigate charging arrangements for Smart Post CT costs,
there appear to be ‘miscellaneous’ costs which are not included in
CT0092. JC to provide details of the relevant invoices to HF
JC 07/05/04
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Horizon Commercial Forum
Minutes No. 16 (Draft1) FUJITSU
Meeting: 14-00 — 16 -00
Held on 28" April 2004
At Calthorpe House, 15-20 Phoenix Place,
LONDON
ACTION/DECISION/NOTED —details By Target
Whom Date
({Inits)
Noted KB explained, his understanding of how the new discount would
work, this was 20% from each CT (and a year end discount up to
7.5%), it was agreed that a memo amount would be put on each CT
to estimate the 20% element. The details of the discounts need not be
shown on CT’s as they will be added to Schedule 10 of the
Agreement,
KB also wanted to know, when the new grading structure was going
to be introduced. CLS said that CT’s should be using the new
grading structure, and would be effective from 01/04/04.
HF said that until the new grading rates were introduced into the
contract nothing should be changed. It was also agreed that the
Demand Planning Forum would need to have detailed information
for resource purposes.
16.08 HF to raise the necessary CCN to introduce the appropriate new HF 14/05/04
grading structure and the discount mechanism for additional SI
[PP ; we did not agree any date for this. When do you think you can
et it done by? Or is it on my list? in which case make it June! I
Noted CLS stated that the rates quoted in Liam Foley’s letter of 10
December 2003, would be subject to an RPI increase (2.8%)
KB said that the letter stated that the rates applied until 31 March
2005, so no adjustment was due this year.
16.09 CLS and KB to check with Liam Foley and Ian O’Driscoll CLS/KB I 07/05/04
respectively whether the rates in the letter would be subject to the
RPI increase of 31/03/04
16.10 CLS to provide a draft CCN for Schedule 12 Benefits (from letter of CLS 07/05/04
25/03/04 to Tam Curran)
16.11 SG to check current position with Joint Working (ISL Guide) SG 30/04/04
16.12 HF to check current position with Tony Drahota regarding status of HF 30/04/04
Joint Working ISL Guide.
Noted With respect to the terms of reference for Gartner UK:
(i) Gartner would NOT be provided with a copy of the
Agreement;
(ii) Gartner would be engaged against terms of reference
setting out the required outputs and methodology;
(iii) Gartner would need to access information about current
services in order to understand the ported $80 baseline.
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Horizon Commercial Forum
Minutes No. 16 (Draft1) FUJITSU
Meeting: 14-00 — 16 -00
Held on 28" April 2004
At Calthorpe House, 15-20 Phoenix Place,
LONDON
ACTION/DECISION/NOTED —details By Target
Whom Date
({Inits)
Noted KB explained that POL may wish to exercise the option of increasing
the number of Audit Record Queries, however Schedule 10 para
5.12, was unclear about any increased costs which may apply if this
option is taken.
To get nearer to the volumes that POL now wanted we would need to
go up 2 steps on the published scale. [no it wasn’t was it? I think KB
said he might do this when he had the info he asked us for!I . It was
agreed that FS would provide details of the notice period needed to
go up 2 steps at the same time, the possibility of amending the
contractually prescribed limits resulting from “step 2”, the
availability of any capacity to provide additional Audit Record
Queries for DWP probably until 2007 and any additional costs that
might be incurred.
16.13 CLS to provide costs if we progress to 720 Audit Record Queries and CLS 10/05/04
15000 Query Days ,[it is not ths simple ! we could put the limits WE DID
above and then say here to provide info asked for in point above] NOT
AGREE
THIS —
Bill is on
the case
but until
I speak
to him on
Tuesday
do not
know if
10"
achievabl
e!
Noted and I HF explained that following a number of suggested improvements to
Agreed I the existing CT form from Post Office it was agreed that the first
page of the revised CT form would be introduced, with one of the 2
requested sets of check boxes (specifying the Development
Lifecycle Stage), but with “other (Specify)” replaced by “not
applicable”. FS would propose changes to the deliverables list that
had been requested.
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" [oe
Minutes No. 16 (Draft1) FUJITSU
Meeting: 14-00 — 16 -00
Held on 28" April 2004
At Calthorpe House, 15-20 Phoenix Place,
LONDON
ACTION/DECISION/NOTED —details By Target
Whom Date
({Inits)
16.14 HF to provide FS response on possible inclusion of “deliverables” HF I did not
list on CT form as requested by POL. agree this
date! Say
21/05/04
earliest!
PP do we need to record anything about discussion on CT191a or
allow it — I have had enough of this ! not sure we need to mention it
as we didn’t agree much did we?
Also should we record that I asked SG (and he agreed) to copy CM
on correspondence regarding comments on CTs?
Actions/Communications communicated to other Forums
Ref Action Communicated I Status/Comments I Target date
to
oin;
Actions/Communications communicated from other Forums
Ref Action Communicated I Status/Comments Target date
from
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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Horizon Commercial Forum
Minutes No. 16 (Draft1) FUJITSU
Meeting: 14-00 — 16 -00
Held on 28" April 2004
At Calthorpe House, 15-20 Phoenix Place,
LONDON
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
Commercial Forum Minutes No 16.(Draft 1) Page 10 of 11
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Horizon Commercial Forum oO
Minutes No. 16 (Draft1) FUJITSU
Meeting: 14-00 — 16 -00
Held on 28" April 2004
At Calthorpe House, 15-20 Phoenix Place,
LONDON
Key points from the meeting are tabulated below for the information of other Horizon Governance Forums.
Commercial Forum Minutes No 16.(Draft 1) Page 11 of 11
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