FU,
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Horizon Commercial Forum
Meeting: 14-00 — 16 -00
Held on 28" April 2004
At Calthorpe House, 15-20 Phoenix Place,
; ; [oe
Minutes No. 16 (Final) FUJITSU
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.(Final) Page I of 1
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. Horizon Commercial Forum PS)
Minutes No. 16 (Final) FU] ITSU
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,
Commercial Forum Minutes No 16.(Final)
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. Horizon Commercial Forum PS)
Minutes No. 16 (Final) FU] ITSU
Meeting: 14-00 — 16 -00
Held on 28" April 2004
At Calthorpe House, 15-20 Phoenix Place,
LONDON
Ref
ACTION
By Target Date
Whom
(Inits)
STATUS
(i=in progress,
M=monitoring,
Appendix A — Simultaneous Finance Meeting
(SFM)
Commercial Forum Minutes No 16.(Final)
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Horizon Commercial Forum
Minutes No. 16 (Final)
Meeting: 14-00 — 16 -00
Held on 28" April 2004
At Calthorpe House, 15-20 Phoenix Place,
re)
FUJITSU
LONDON
Ref ACTION By Target Date I STATUS
Whom (i=in progress,
(Inits) onitoring,
C=closed)
SFM __ I POL to perform housekeeping on all purchase DB 14/05/04 In Progress
(2) 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.
SFM _ I KB informed FS that PO Ltd did not want to Inform DPF
(2) reissue all POs due to the RPI increase. FS to
Agreed I inform PO Ltd when it looks like FS will exceed
the value (and by how much) on any CTs which
would be affected by the RPI rate change.
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Horizon Commercial Forum
Minutes No. 16 (Final) FUJITSU
Meeting: 14-00 — 16 -00
Held on 28" April 2004
At Calthorpe House, 15-20 Phoenix Place,
LONDON
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 JC 26/05/04
Commercial Forum
Agreed It was agreed that new PO responsibilities would be documented in
the relevant sections of the PO responsibilities CCD or into the Debit
Card spec CCD as appropriate and those updates would be done at
contract baseline time.
16.02 HF to send KB drafting re old PO responsibilities HF 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.
16.03 KB to inform CLS of what Post Office wish the ‘credit note’ KB 14/05/04
generated by reimbursement of costs from late cancellation of
ROMEC fitting Rate Boards, to be set against
16.04 To inform FS of new purchase orders for OBC contractual payments JC 30/04/04
(JC to liaise with Liz McKinstry)
16.05 Scorecard - consider additions or deletions from the current All 26/05/04
measures, provide suggestions at next Forum.
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.
16.06 CLS to provide a financial analysis and lead time to terminate the CLS 14/05/04
TSD
Noted and I KB suggested that when the *Cleveleys’ court case had been
agreed. concluded, a review is undertaken to find improvements in
information storage for future cases.
16.07 Report for next Executive Forum on 17/05/04 to be completed by KB/CLS I 10/05/04
10/05/04
16.08 FS to investigate charging arrangements for Smart Post CT costs, JC 07/05/04
there appear to be ‘miscellaneous’ costs which are not included in
CT0092. JC to provide details of the relevant invoices to HF
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Horizon Commercial Forum
Minutes No. 16 (Final) 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 discount structure
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.
16.09 HF to raise the necessary CCN to introduce the appropriate new HF 26/05/04
grading structure and the discount mechanism for additional SI
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.
16.10 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
16.11 CLS to provide a draft CCN for Schedule 12 Benefits (from letter of CLS 07/05/04
25/03/04 to Tam Curran)
16.12 SG to check current position with Joint Working (ISL Guide) SG 30/04/04
16.13 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 S80 baseline.
Commercial Forum Minutes No 16.(Final) Page 6 of 10
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Horizon Commercial Forum
Minutes No. 16 (Final)
Meeting: 14-00 — 16 -00
Held on 28" April 2004
At Calthorpe House, 15-20 Phoenix Place,
LONDON
Pre)
FUJITSU
ACTION/DECISION/NOTED —details
By
Whom
({Inits)
Target
Date
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. 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.
16.14
FS to consider POL request surrounding Audit Record Queries and
will provide an update at the next Commercial Forum.
CLS
26/05/04
Noted and
Agreed
HF explained that following a number of suggested improvements to
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.
16.15
HF to provide FS response on possible inclusion of “deliverables”
list on CT form as requested by POL.
HF
21/05/04
Agreed
It was agreed POL would copy FS Change Management on all
correspondence regarding comments on the CT forms
16.16
KB requested FS to provide a formal written offer surrounding NBX
costs which Ian Lamb verbally made to Alan Barrie regarding the
cost of developing report at circa £600k and the proposition to reduce
the recovery time in respect of link recovery from Smins to 2 mins at
an additional cost at circa £100k
CLS
07/05/04
Actions/Communications communicated to other Forums
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Meeting
Horizon Commercial Forum
Minutes No. 16 (Final)
: 14-00 — 16 -00
Held on 28" April 2004
At Calthorpe House, 15-20 Phoenix Place,
Pre)
FUJITSU
LONDON
Ref Action Communicated I Status/Comments Target date
to
CF FS to inform PO Ltd when it looks Ongoing
16/SFM/2 I like FS will exceed the value (and I Demand
by how much) on any CTs which I Planning Forum
would be effected by the RPI rate
change
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 (Final) 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.(Final) Page 9 of 10
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Horizon Commercial Forum oO
Minutes No. 16 (Final) FU] ITSU
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.(Final) Page 10 of 10
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