FUJ00176270 - Audit Data Extraction Process - Ref: IA/PRO/004/ v2.0.
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AUDIT DATA EXTRACTION PROCESS
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Audit Data Extraction Process
Process
BI3
This document establishes the process undertaken by Pathway CS
Security Prosecution Support Section to locate, retrieve, extract,
filter and prepare audit data for despatch to authorised requesters.
APPROVED
Jane Bailey
Jan Holmes / Richard Laking / Graham Hooper
Jan Holmes, Richard Laking, Graham Hooper
Jamie Henderson (POLIA) and Graham Ward (POL SI)
(See PA/PRO/010 for Approval roles)
ame
Position
Signature
Date
jan Holmes
IAudit Manager
IGraham Hooper
ICS Security Manager
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0.0 Document Control
0.1 Document History
\Version No. (Date [Reason for Issue (Associated
(CP/PinICL
0.1 1/01/02 Initial draft based on CSR+ version IA/PRO/003
0.2 15/04/02 \Addition of comments and change to Fujitsu Services
1.0 29/05/02 IApproved
LL 17/01/03 [Update to BI3 system and contractual changes
2.0 27/01/03 [Approved
0.2 Review Details
Review Comments by :
Review Comments to :
Mandatory Review Authority Name
Audit Manager jan Holmes*
ICS Security Manager Graham Hooper*
IPDU Audit Richard Laking*
[PDU Audit [Bryan Muir*
(Optional Review / Issued for Information
( * ) = Reviewers that returned comments
0.3. Associated Documents
Reference Version [Date Title Source
IPA/TEM/001 8.0 19/12/02 Fujitsu Services I DocumentPVCS
(Template
[[A/MAN/005 [Horizon System Audit Manual
ILA/REQ/004 (Audit Data Retrieval
[Requirements (CSR+)
IA/SPE/008 ‘Audit Data Catalogue
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AUDIT DATA EXTRACTION PROCESS Ref: IA/PRO/004
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[A/SPE/018 Audit Data Catalogue - ADC)
Consignia SIS)
IA/SPE/019 ‘Audit Data Catalogue (Consignial
AP Clients)
ILA/SPE/020 [Audit Data Catalogue (SystemI
anagement)
ILA/SPE/021 Audit Data Catalogue (Internal
Audit)
IRS/MAN/010 SecureID Normal Token User
Guide
ILA/REQ/005 etwork Banking Internal Audi
Requirements
B/PRO/003 etwork Banking Management o!
Prosecution Support.
B/MAN/002 IPSS Database Manual
ICS/SER/019 Service Description for Securit:
‘Service Management
Unless a specific version is referred to above, reference should be made to the current
approved versions of the documents.
0.4 Abbreviations/Definitions
IAbbreviation Definition
ARQ ‘Audit Record Query
IAS (Audit Server
IAW ‘Audit Workstation
\CD-W riteable CD
(OBCS Order Book Control System
[PIN Personal Identification Number
[PinICL [Problem Management System operated by Fujitsu Services
IPOLIA Post Office Ltd, Internal Audit
IPSS Prosecution Support Section
IRFI [Request For Information (RFI is synonymous with ARQ.)
{TMS (Transaction Management System
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Version: 2.0
COMMERCIAL IN-CONFIDENCE Date: 27/01/03
0.5 Changes in this Version
\Version ‘Changes
1. [Updates to incorporate the Network Banking performance and update
facilities.
2.0 (Comments from review
0.6 Changes Expected
(Changes
[Reviewers comments.
IThe term RFI will be replaced by ARQ in the Audit Extractor Client at Bi3 $30. Screen prints will be;
faltered inline with these changes.
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0.7 Table of Contents
1.0 INTRODUCTION...
2.0 SCOPE.
3.0 TERMINOLOGY.
4.0 AUDIT DATA INTEGRITY.
5.0 RETRIEVAL SCHEMATIC.
6.0 OVERVIEW...
6.1 AupIT RECORD QUERY. is
6.2. MARKING FILES AND TAPES. 1
6.3 AUDIT TRACK RETRIEVER.
6.4 AupiT DATA CHECK SEAL.
6.5 AUDIT TRAIL EXTRACTOR 12
7.0 RETRIEVING & EXTRACTING AUDIT DATA,
7.1 RECEIVING THE ARQ.
7.2 INTERPRETING THE ARQ....
7.3 LOGIN AUDIT WORKSTATION
7.4 PRELIMINARY HOUSEKEEPIN
7.5 TARGETING THE DATA FILES.
8.0 USING AUDIT WORKSTATIONS.
9.0 EXTRACTOR CLIENT FUNCTIONALITY.
9.1 NEW RFI...
9.2
9.3
94
10.0 NT EXPLORER.
11.0 INTRODUCTION TO R-QUERY..
11.1 INVOKING R-QUERY AND CONNE!
11.2 RQUERY MAIN SCRE
11.2.1 Save and Restore - Restoring Retriev
11.2.2 Where - Changing Retrieval Parameters...
11.2.3. Select Cols - Selecting TMS Fields for Displa’
11.2.4 Order By Tab.
11.2.5 Groups Tab.
11.2.6 Output Options..
11.3 RUNNING THE QUERY ..csccssssssssssssssnsssnssnsinesnnenenneee
12.0 CREATING CDS.
13.0 DESPATCH OF AUDIT DATA.
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14.0 APPENDIX.
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1.0 Introduction
The Horizon system generates significant amounts of data that is of interest to Post Office Ltd
Internal Audit and other groups. The Horizon System Audit Manual [2], and the supporting
Audit Data Catalogues [4-8] provide further information on the structure, form and content of
this data, referred to in this document as ‘audit data’.
Subject to certain constraints the audit data must be made available to POLIA or other
authorised groups within time scales established in the Audit Data Retrieval Requirements
(CSR+) [3] and the Network Banking Internal Audit Requirements [10].
This document establishes the process for requesting audit data extractions and subsequent
activities undertaken to locate, retrieve, extract & filter and prepare for despatch on behalf of
authorised requesters.
2.0 Scope
Should future releases of Horizon bring about changes to the way that data is extracted this
process will be updated to reflect those changes.
This process applies to ALL audit data extraction requests in respect of:
1. PSS ARQs
2. Other requests from POLIA.
3. Internal Requests
Internal requests for audit data extraction will also be subject to this process. In these cases
the use of an Audit Record Query (ARQ) form is optional but a PinICL must be raised to the
data extraction stack.
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3.0 Terminology
Within this
process certain terms are used which have specific meaning within the Horizon
Audit Solution. They are:
Gatherer :
Sealer :
Hoarder :
Retriever :
Extractor :
Legato:
Centera :
The module responsible for collecting the audit files from the hosts, agents,
correspondence servers and interface mechanisms. This module is also responsible
for the application of the audit file naming policy.
The module responsible for calculating the checksum seal of each audit data file
before it is written to audit archive. This value is recalculated after data is
extracted by the Retriever and compared to the original value when first sealed.
Used to ensure data integrity during storage on audit archive.
The module responsible Pre-Bi3 for writing audit data files onto DLT at pre
defined intervals. From Bi3 sealer writes audit data to Centera cubes.
The module responsible for moving audit data from the buffers where it is placed
when retrieved by Legato (Pre Bi3) or Centera (Post Bi3) and making it available
to Legato
The Client/Server system responsible for retrieving data from Legato and Centera
and managing Audit Data Extractions.
Legato Networker is the storage management application selected by Pathway to
store and manage audit data onto DLTs Pre-Bi3. Post-Bi3 the data is migrated to
Centera cubes.
Online mass disk storage unit selected by Pathway to store and manage audit data
from Bi3.
A more complete explanation of these modules can be found in the Horizon System Audit
Manual [2].
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4.0 Audit Data Integrity
The integrity of audit data must be guaranteed at all times from its origination, storage and
retrieval to subsequent despatch to the requester. Controls have been established to provide
assurances to Post Office Internal Audit that this integrity is maintained.
During audit data extractions the following controls apply:
a Extractions can only be made through the Audit Workstations, which exist at Feltham and
the 2 Data Centres. These are all subject to rigorous physical security controls appropriate
to that location. Specifically, the Feltham AWs — where most extractions will take place —
are located in secure rooms subject to proximity pass access within a secured Fujitsu
Services site.
a Logical access to the AWs and their functionality is controlled by dedicated Logins,
password control and utilises the NT and Pathway security features defined in the overall
Horizon security policy.
a All extractions are logged on the Audit System and supported by documented ARQs,
authorised by nominated persons within POLIA. This log can be scrutinised on the AWs.
a Extractions will only be undertaken by individuals previously notified to POLIA. Currently
this is limited to Pathway Audit and Pathway CS Security Prosecution Support personnel.
Any additions will be notified to POLIA
a Agreement has been reached with POLIA regarding their rights to witness extractions
without warning or to request repeat extractions that they can witness.
a Checksum seals are calculated for audit data files when they are written to audit archive
and re-calculated when the files are retrieved.
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5.0 Retrieval Schematic
AUDIT SERVER AUDIT WORKSTATION
&
——, few Check
. 4 ‘Seal Table Data
sears I I I eT
ass Assurance
TMS JOURNAL
CHECK SEAL I REBUILDER i— PseudoCS
mm Restored_AT perriever If-—P> xetee_AT unury [fe Flatries excel (e)
EMC Post Office
Centera CD-ROM Authorised
Storage a Requester
Oevice ORACLE f )
eal TABLE i—t Oracle Tabies Discoverer
REBUILD
a
OPERATIONAL ENVIRONMENT AUDIT EXTRACTOR
ee
Nuve-oracie—7] Direct link to
AUDIT
EXTRACTION
SYSTEM Pathway
Prosecution
iaman-24.ins Support Service
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6.0 Overview
The process assumes that audit data has been Gathered, Sealed and written to audit
archive. The five main types of files are :
a. TMS Journals from the Correspondence Servers.
b. Flattened Oracle tables output from regular OBCS database purging cycles.
c. Transaction files to and from PO systems
d. AP Client Files
e. Tivoli Event files
All file types are referenced in the audit data catalogues [4-8]
The process is invoked through the receipt of an ARQ into Pathway CS Security PSS.
Expressed in business terms, the ARQ must be interpreted into its component Audit
Points and Sub-points. This then enables specific files to be identified and retrieved by
the Audit Retriever, formatted as appropriate and then further Extracted against the
ARQ criteria. Depending on the extraction method the data can be extracted to
standard MSExcel 95 before being placed onto CD-W or floppy disc for despatch to
the ARQ originator.
The following paragraphs present an overview of each step in the extraction process
and are ordered to reflect the actual processing of a Audit Record Query (ARQ) by
Pathway CS Security PSS.
6.1 Audit Record Query
All POLIA requests for audit data must be made via the Audit Record Query form.
This will contain a description, in business terms, of the times, outlets, events, items
activities that the Auditors are interested in. This request has to be interpreted by
Pathway CS Security PSS and mapped onto the Audit Points and Files described later
in this document.
Internal requests (e.g. from Pathway investigations personnel) will typically be in the
form of a PinICL on the ‘Dataextraction’ stack for CS Security.
6.2 Marking Files and Tapes
Based on the above interpretation of the ARQ, as many files of audit data that are
needed to satisfy the request are ‘marked’ for retrieval.
6.3 Audit Track Retriever
Polls the user area buffers and makes them available to sealer for seal verification
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6.4 Audit Data Check Seal
To assure the integrity of the audit data while on the audit archive the checksum seal
for the file is re-calculated by the Audit Track Sealer and compared to the original
value calculated when the file was originally written to the audit archive. The result is
maintained in a Check Seal Table.
6.5 Audit Trail Extractor
This is a facility that uses various tools to extract or reform the retrieved audit data in
accordance with the ARQ. It also places the information onto a CD-W, or other
suitable media, for despatch to the ARQ originator.
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7.0 Retrieving & Extracting Audit Data
7.1 Receiving the ARQ
a) POLIA requests for audit data extractions must come to Pathway CS Security PSS
in the form of an Audit Record Query. An example of this form can be found at Annex
A. The ARQ may be mailed, faxed or e-mailed to Pathway CS Security PSS.
ARQs will only be accepted from persons fulfilling the following role or their delegate
POL Internal Audit. Casework Manager: _ Tel ::
Current names of persons fulfilling this role will be confirmed in writing by POLIA
Internal Audit and held locally by PSS.
If other parts of the Post Office, or other organisations, require audit data extractions
they must be channelled through POLIA to Pathway CS Security PSS.
Contractual limits and turnaround times for the provision of Audit Record Queries are
detailed in the document Network Banking Management of Prosecution Support. [11]
b) Internal requests will be in the form of a PinICL, allowing the requestor’s identity
to be verified. Requestors should state what media is acceptable (e.g. CD-W, email of
WinZipped file up to 500kB) The despatching of confidential data is bound by Fujitsu
Services policy. For TMS files - also referred to as “message store” or
“Correspondence Server”- they should also specify the output file format(s): text, MS-
Excel or MS-Access. (See Section 8 for more information).
POLIA and Internal requests are recorded on the PSS Database (User Guide for
Prosecution Support Database [12]). They should be logged to record the following
information: Request id (e.g. ARQ no.), the date the request was received, the FAD
and date range to search. Turnaround times are covered by contract as specified in the
CCD CS/SER/016.
7.2 Interpreting the ARQ
It is necessary to interpret the ARQ by identifying the audit points and sub points that
generated the records that are required and, through the Audit Data Catalogues [4-8],
the files produced at those audit points and sub points.
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7.3 Login Audit Workstation
Carry out following procedure to Login and obtain necessary shares
1. Login 1 RH
2. Password : *#*# kK
3. Domain :PWYDCS
At this point the SecureI[D Authentication is invoked. See SecurID Normal Token
User Guide [9].
Carry out the following procedure to authenticate yourself as an authorised user
1. Enter passcode _: <personal 6 digit PIN and 6 digit SecureID token display>
The AW will present a blank desktop with a START icon in the bottom left of the
screen. Using pull up <Programs> will reveal the extent of products available for any
subsequent extraction work, as shown in Figure 1.
Start Menu
Figure 1
7.4 Preliminary Housekeeping
It is highly likely that an average ARQ will need a significant number of files to satisfy
it. To avoid the AW filestore becoming clogged with hundreds of files it is strongly
recommended that a working directory is established on the AW to hold all files
relevant to a particular ARQ:
1. Select <Windows_NT_Explorer> from the drop down menu.
2. Set up <New Folder> as D:\audit data\ARQ Reference No.
7.5 Targeting the Data Files
At this stage of the retrieval procedure the Audit Extractor Client is used to identify
and mark the files required for retrieval.
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8.0 Using Audit workstations
Each Audit Workstation is loaded with the following programs;
1. Audit Extractor Client
2. NT Explorer
3. RQuery
4. Roxio
An explanation of the functionality of each program is detailed in the following
sections.
9.0 Extractor Client Functionality
The Audit Extractor Client is invoked from the start menu. The user will select the
Data Centre they wish to work with as depicted in Figure 2. The Audit Extractor
Client refers to RFI (Request For Information). RFI is synonymous with ARQ
“Audit Extractor - Select Data Centre ba)
bout
DataCente. (SSF 3]
User Name: jhass0t A Ch, nos
Audit Extractor Client - Figure 2
Seow tdebatimes) Data Centre Selection —_ I wrestion s
aa ica ER ea
The Audit Extractor Client (Figure 3) has three main options;
<New RFI> (Figure 4)
<Open RFI> (Figure 7)
<Close RFI> (Figure 9)
wractor Co
Figure 3
You are logged in as
jhass01
atthe Audit Extractor Client -
Bootle Main Screen
data centre
Ent
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9.1 New RFI
This option is used to setup an audit trail for each request and to specify the search
criteria identified from the ARQ form. See Figure 4.
/ Reauet a aif aot ee rae Figure 4
Requester roam Z] BteReceived [oon 3009
Coogi ee Reged la
Receipt Reerence fF
‘Access Reason
Post tice ane, FAD code. dae orge ames
Raise New Request
pager I venice [12 aacene
Requester — Drop down list.
Other 3” party
Pathway IA (Post Office Internal Audit, ARQs are always POIA)
Pathway Other
SC
Pathway
POCL IA
POCL Other
POCL Security
Date Received — Date ARQ received, taken from ARQ form
Date Required — Date ARQ must be completed. Use SLA target times to calculate
date to be completed by
Catalogue Entry - Blank
Receipt Reference - ARQ Number, taken from ARQ form
Access Reason — Post Office Name, FAD and dates specified on ARQ form
<Specify Selection Criteria> See Figure 5 below.
From Date — The first date requested on the ARQ
To Date — The last date requested on the ARQ + 3 days. This ensures if data hoarded
late that all files are identified.
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‘Selection Cite ar Raeerce POI oe +
‘oe Pred Reauted 2 Figure 5
FiomDote [2auparco Yo Date [Sep 2a — {
ut Pet Seton Oia Fl
a 2 TD I . —
i Specify Search Criteria
[eae el Cement pele
Search Criteria Audit Points
ql Vaden nace : LadconstPotaeiies
poret a paces a c
‘nab Pont alte TS Ty Tat
sane supa
oes Figure 6 I pace
<Update> See Figure 6 above.
Audit points — Used to select AP Client files and Tivoli events, etc
Subpoints — Used to narrow audit point selection
FAD code — FAD code from ARQ
<Add> - input above value and click add to enter the details
<Delete> - Select any values in List of current Audit points and click
delete to remove them
<Return> - Click to return to Search Criteria Screen (Figure 5)
<Search files> — when file search completes, the ‘Retriever’ screen opens, see
Figure 10.
<Save selection> - saves the selection criteria
<Return to menu>— returns to main screen (Figure 3)
<Save request> - saves the request
<Return to menu>-— returns to main screen (Figure 3)
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9.2 Open RFI
Figure 7
Qpen Request FRetun to Meru
Open Existing Request
Select the ‘Request Reference’ from the drop down list i.e. POIA001B
<Show Details> - Figure 8 below.
SE hee Eo I
I Figure 8
Show Details
This lists the details of the request as inputted in Figure 4, New RFI. The user can not
add or update any fields.
Requester Details
Requester
Date Received
Date Required
Catalogue Entry
Receipt Reference
Access Reason
Selection Criteria
From Date
To Date
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File Source Requirement
e Audit Points
© Sub Points
e FAD Code
e File Name Template
<Close> Closes ‘Details’ screen and returns to ‘Open RFI’ screen
<Open Request> Displays Figure 10
<Return To Menu> Returns to Figure 4
9.3 Close RFI
ER Ante Comeacion Case Reasest
Close Request
‘legos Rees POL £
cs i ee] San
1 platen reece mene socom ener I
I
I
Fle Few
Dose eaint Bean toMer
fice te Cin
When all work has been completed the ARQ must be closed on the Audit Extractor
Client.
Request Ref - Select reference from drop down list (ref POIA***)
Access Reason
Filenames for RFI reference POIA**
<Close Request> - once the request is closed the audit log is written to the request
directory on the Audit Server, Figure 13. A copy of an example audit log can be
viewed in appendix 2.
<Return To menu> - returns to Figure 4
<Show details> — Figure 8 this function displays the ARQ details as in “Show Details’
from ‘Open RFI’ screen
9.4 Audit Extractor Client — Retriever Screen
Figure 10
INFI Page: 19 of 1
Audit Extractor Client —
I Retriever Screen
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Selection Criteria
These fields are as entered on the “New RFI’ screen, Figure 4.
Time Period Required
From Date
To Date
File Source Required
Audit Point Selection Criteria
Audit Points
Audit Subpoints
FAD Code
Filename Template
File Names for RFI Reference POIA***
The Audit Extractor Client retrieves the following information using the search criteria
inputted in the ‘New RFI’ screen, Figure 4
Filename
Size
Status
Volume
Barcode
On-Line
Current List Control
<Amend Criteria> - If the original search criteria is too narrow, select this button to re-
input the search criteria and re-search for the required files.
available once files have started to restore.
This facility is not
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Selected File List Control
<Restore Files> - Mark the files required by either holding the <CTRL> key and
marking the individual files spaced throughout the range listed or select the first file in
a group, hold the <SHIFT> key and select the last file to mark a consecutive group of
files. Once all the required files are marked click the “Restore Files’ button to restore
the files from archive.
<Replace Files> - Mark the required files, select ‘Replace Files’ and the files not
selected will be removed.
<Volume Status> - Again select the files required and click the ‘Volume Status’ button
to initiate a search for TMS Numbers and corresponding barcode reference for any
audit tapes required. This only applies to Pre Bi3 files stored in legato, not files held in
Centera.
<Delete Files> - Similar to ‘Replace Files’ except the marked files are removed from
the list.
<File Status> - this function updates the status of a set of selected files so that the user
can identify progress and seal validity.
<List Update> - this function updates the audit workstation in line with the audit
server
<File Sizes> - This button will update file sizes for Legato based files, in the ‘Files
Names for RFI Reference POIA****” section for the marked files. The user will need
to select “List Update’ to view this on the audit workstation. Centera file sizes are
shown in the original selection list
Main Menu
File / Close — This exits the ‘Retriever’ screen
Actions / Check Actions — Actions allow the user to view the status of each
function/facility as detailed throughout section 9.0 of this document, thus allowing the
user to identify when each process completes and if it completes successfully.
Actions Screen
Fa Figure 11
TMS
Once the TMS Archive files have been deposited in EXTRACTED_AT they must be
‘built’ into a pseudo Correspondence Server for R-Query to access. Further filtering is
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available to restrict the number of Outlet records that are included in the re-build
activity based on the original ARQ.
Clear MessageStore — This clears the current messagestore on the audit
workstation
Generate MessageStore — enter the date parameters and FAD code, as depicted
below in Figure 12 and then “Generate MessageStore’ to generate the message
store on the audit workstation.
F Audit Extractor
Generate Rip
Data centre: Wigan RI POIAtSOW
SiatDte [27 Sevtember 2007 End Date [ccter 2007 Generate Message
Lanurs Lone ae yee Store Screen
Post Oce FAD Code [272201 Be) er
< Dette a
Figure 12
GermateMesgssize I
PABST ACNE
Z
Server MS Build — Used to generate a messagestore on the audit server. Only
one workstation at a time can generate a messagestore on the audit server.
This shall only be used as a last resort.
Oracle / Build Table — Allows the user to rebuild Oracle back up files in the Oracle
format.
Unzipping Zipped Flat Files - It is strongly recommended that files to be unzipped are
transferred from the AS to the AW in their zipped state and unzipped on the AW. This
can produce space savings of the order of 90%.
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10.0 NT Explorer
NT Explorer
Figure 13
ace
Fa ering“ ser ot Cea
NT Explorer is used as a tool for viewing files associated with an ARQ. As cach new
request is logged on the Audit Extractor Client using ‘New RFI’ a directory will be
created on the audit server for which the request was initiated from. Each directory
takes the Audit Extractor Client RFI Reference ic. POIA****. This main directory
holds the sub directories; Extracted_at, Restore_at and Retrieved_at. The main
directory includes a txt file named using the Audit Extractor Client RFI reference.
This files contains details of each process initiated through the Audit Extractor Client.
NT Explorer allows a window to view these files and directories.
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11.0 Introduction to R-Query
R-Query is an interrogation tool used to extract data from a Correspondence Server. It
has powerful SQL type features, which are used to define the extraction scenarios and
the ability to output the results to standard MS-Office utilities.
It is a vital element in the Audit Workstation tool set and requires that a
Correspondence Server exists on one of the Audit Workstations or Servers. Details on
how to achieve this pre-requisite can be found earlier in this procedure.
11.1 Invoking R-Query and Connecting to a
Correspondence Server.
The Riposte Query initial screen is invoked from the start menu.
Figure 14
Riposte Query Initial Screen
‘= Riposte Query (UK} V4.0 ‘Not connected to a message store. ‘=, Riposte Query (UK} V4.0 Connected to Server WFEAUDO4 (Group:0 Node:41) fel EY
Jourtocal machine is WPEAUDO4 ‘four ocal machine ic WEEAUDDA
sera Seeded Wa tests Yau are: Connéced to Server WFEAUDO4 (Group: 0 Node:41)
Audit Trait: iz re py Ps seb Audit Trait: ig mA ir wy Live 5 ce being g.
I I
Sieh; Waleome Te RQuen/K Penge scloc a Meseege Soto Yom het above Sts
aay ee lente ernectto I Check Stare ;
on ee) co I] um [fs] “ee ae
Connect to — The user selects the workstation/server for which the message store
exists
Audit Trail — User is only required to justify use of servers
<Set up> - Development only
<Disconnect> - disconnects any connection from current workstation to messagestore
<Connect to MessageStore> - ‘connect to’ and ‘audit Trail’ are to be specified before
connecting
<Check Store Status> - details of message ranges in the rebuilt message store.
<Main Menu> - Connects to the main RQuery Screens as detailed in the following
sections.
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11.2 RQuery Main Screen.
This consists of 7 tabs.
Select Cols — Used to select attributes required for output to excel etc.
Where — Used to enter search criteria i.e. date range and FAD code
Order By — Used to specify sort criteria when output to excel
Save and Restore — Used to load and save Query
Output Options — Used to specify file and MS product to export data to.
Groups - Used to specify PAN or STAN identifier
Connect — Used to connect to Messagestore.
11.2.1. Save and Restore - Restoring Retrieval Scenarios
‘5. Riposte Query (UK) V4.0 Connected
-WFEAUDO4 (Group:0 Node:41) 5)
“Sa
sac I vee I contr I ema I omaone] _Goee
+ Saving and estring queties using LOCAL dik les ‘Save and Retieve Quetes using Message Store
fereudttest ay = -
Save I Rettieve I Change flename th)
Saw ieee
I
I
I
1
Save and Restore
Figure 15
I : 1 ee
‘Queries can be inthe Riposte - Cieboad ———
store, orin disk files. eget ean
GiouplD forRiposte [299998
Fun Quey
The <Save and Restore> dialogue provides the opportunity to restore scenarios that
have already been scripted for further use.
SCENARIOS FOR RE-USE EXIST AT TWO LEVELS:
Those that are associated with the current Correspondence Server.
Those that have been saved to an external file or Catalogue.
Scenarios associated with the Correspondence Server exist only while that particular
CS exists. If the user believe that an extraction scenario is likely to be re-usable it’s as
well to remember that unless the scenario is saved to an external file it will not be
available if a new CS is built for another retrieval exercise.
Use these steps to re-use scenarios associated with current Correspondence Server.
Go to ‘Save and Retrieve Queries using Message Store’ window.
Select <Refresh> to list all scenarios associated with the current Correspondence
Server.
Highlight the required scenario and select <Retrieve>.
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OR
Use this step if retrieving scenarios from the Catalogue.
Locate stored scenario from the Catalogue via <Change filename> button to browse as
required.
At this stage the user will have retrieved the scenario complete with the parameter
setting used on the last retrieval activity. If the user want
parameters they will need to go to the <Where> tab.
Enter the required Post Office (FAD) code into the <Group
shown.
11.2.2. Where - Changing Retrieval Parameters
ry (UK V4.0 Connecte
to change any of the
ID> field if it is not
Where Screen
[(Date DGE "04 May-2000") AND (Date
IDLE "11-May-2002" JAND (Exists (
IEPOSSTransaction ProductNo}) AND (
Exists (TenData Start Date) )
Messages will only be used if they match these criteria. See the documentation for
the appropriate syntax. you are NOT on « production server an index may help it
you are doing multiple searches. (Note for UK: a Group = Post Office FAD code)
Fun Quey
Figure 16
Note that the current version provides significant amounts of assistance with regard to
the structure of the query statement. An ‘Examples’ button (see Figure 17) allows
search parameters to be retrieved and tailored (e.g.):
mples
[(ideq""}AND (Num o1400")) OR, ((1d.eq "32" )AND (Num o “T000000"))
n TAND { Date DGE "U3-eb- 1997" )AND (Date DLE "DEMa1997") AND Exists ( EPOS
Where Example
Screen
[eset as JAND (Use ea" “Citar vated Date DGE "08-Feb-1997" I AND { Date DLE "08+
[edesonea resus i Daal Figure 17
[User€0 SnahOR User Ea denes") AND (Trowchon ny Acar e 00 OR Ercepentlone £0 Se
[Cotecion £0 "Pipatel/sers OF (SecuntyEvert EveriNane EO "UsedMadied"IOR Ens (Secutye vert Ey
[Data Staus £0 Vowled'JOR (Daa Sus £0 HOVoded")
Colecton £0 iposte Logan
Colecton £0 ipostelsee
DatsEntyAetiod NED x
=
(Date DGE “29-May-2000”) AND (Date DLE “01-Jun-2000”)
for all dates between 29 May-1 June 2000.
Date DEQ “31-May-2000”
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for this day only.
Enter the required Post Office (FAD) code into the <Group ID:> field if it is not
shown. If the user want to change the TMS fields that will be visible following the
retrieval they will need to go to the <Select Cols> Tab.
Note: Riposte Query can only work with one FAD code (GroupID) at a time. It will
need to be run separately for each Post Office, remembering that by default it may
delete the previous output file
11.2.3 Select Cols - Selecting TMS Fields for Display
' Riposte Query {UK} V4.0. Connected to Server WFEAUDOA
cae wee I [ewe] oe I
TF Exper Ene Messages
F Add CAP and 8P Rolover Data
[FenDate Container
Bios I order Serta ee reepetyionts
ea Poses vino aa
Bering II order Sessions :
Hinde Mode Select Cols Screen
EroSSTrensecton Producto .
EPossTrencacton Oty
EPossTiensacton SeleValue Figure 18
Select the columns for your report. If desired. can also include the entire
contents of all matching records in the spreadsheet. (Double click to edit)
Bun Quey
Note that the current version provides lists of available fields per Horizon application
which can be selected by highlighting and pressing <Add> or <Add (tree view)>. See
Figure 19 below. Alternatively to reduce the numbers of fields displayed highlight the
field in the window and press <Remove>.
Attribute: J ica] Tree View
‘STANDARD. BANKING
ication = Add Columns
latactmert CRC eposs I oecs I
ansctert Gata ace =
lection : .
ere Figure 19
ret
Data. CAPrin. CAPMarker.ne ‘MEMOS OTHER
DataMask nn
Date
Debt 1 =
Drawer
EndDate
Event Type Transtertock ie
Enter attribute details, either manually. from the
fx] “recently used” dropdown, or from the selections
Saree! I provided above.
If the user want to retrieve the entire message for a given selection parameters
<Remove> all entries in the window and put an ‘x’ in the <Export Entire Messages>
field.
Optionally a field “Add CAP and BP rollover data” or “Add ASCII Attachments — EG;
Network Banking“ can also be checked.
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The user may now want to choose how the results of the retrieval will be presented.
To do this go to the <Output Options> Tab.
Note: For TMS extractions, “Export Entire Messages” will normally be checked; the
field “GroupID” is typically the only one selected via the “Add” button, ensuring that
all rows are linked to a FAD code in the output file.
11.2.4 Order By Tab
'S. Riposte Query (UK} V4.0. Connected to 5 /FEAUDOA (Group:0 Node:41)
saeeces I vom I orecna I SRE [ovwooen] cm I crm
Agd.>> /Attibute TwnDate Start Date><Type Date><OrderForward>
cAtvibute TunData Start Time> <Type String> «Order Farward>
La tieoe se Order By
Sort By Date.
Figure 20
‘The messages in the report will be sorted in the order specified. Note that if
the report cavers multiple offices. each office will produce its' own sorted
report. There is na sorting performed across offices.
RunQuey,
Selecting the parameter “Sort By Date” is recommended to ensure ascending time
sequence (where appropriate).
11.2.5. Groups Tab
ISTAN: [escuxesesa76001_I : '
Kas fesooonases47600002 I s i
I The requirements for cross-office searching are vague and TBD since I
I the demise of BES. Feedback required. ;
I
j
I
I
I 227 Tindexed search across all offices
Add 2> I Bemove <<
Tan searcha single group. specified groups. or all groups with records Tor a
given STAN or PAN. (Note for UK: a Group = Post Office FAD code)
Figure 21
The Groups tab on the R-Query tool is used to specify PAN search criteria.
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11.2.6 Output Options
‘= Riposte Query (UK] V4.0 Connected to Server WFEAUDO4 (Group:0 Node:41) Es
saci I view I oumey I See!
“Expat Fests to Excel ~
I Omit Export
I & Prompted Export .
stint ae, Output Options
I [evudii2e_BES_Usrxis
+ Eapont Rents toAccess \
© Osit Exot i
I
I
Figure 22
© Prongted Export.
© Automatic Export
[e\Audit2b_BES_Usrmab eee II
Fun Quey
By default an Excel spreadsheet is created (default name when selected:
C:\Audit\2a_BES_Usr.xls). In the current version there is also an option to export to
an MS-Access database (default name when selected: C:\Audit\2b_BES_Usr.mdb) and
a text output file.
If the user want to export the retrieved message to either an Excel spreadsheet or an
Access database then enter ‘x’ in the “Export Results to Excel/Access, Prompt
Export” field.
Using the template.qry file found in d:\audit data gives the report format as shown
below
Mlresoft Excel IES)
PLR, Eat er en fana Ieee) Dae” Wheat PIE)
“Diesel altaleI 2lelelo] ofc) x1) ails) ssl eLa) foe —
j2lu) lela) lo, [call =
a
A {RU a NET SO SEC Excel Output
4 [Rposte Message Oven UOT
[2 fox oenver
BH Time 1225 10 PM _
[a IGroup 5 16At Figure 23
3
[I ExistsiLogon)
“kay <AlirbuteDate><Type Date> Order Forward>> E I
[a “kay <AtbuteTime> Type Sting><OrderFoward>>
*
[20] Time Logon
Maco? 162402 SETUPOI
24-MarS7__ G7 08.58 SETUP!
2t-Mac97 10.38.30 SETUPOI
24.MacS7 1045.01 BBANTI
2&-MarS7__ 1220:18 BBANTY
24-Mac97__1307-01 BEANTI
2&-MacS7 1389.05 BEANT
2&-MacS7__17 04:34 BBANTI
25Mac7 06.1204 BENT!
25Mac97 09-4337 BBANTI
25-MacS7 102852 BEANT!
Details of the query statement used will appear on the spreadsheet and this provides
the evidence to POLIA of the search criteria used, in other words, how their ARQ has
been interpreted.
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11.3 Running the Query
Normally the user would not actually execute the retrieval scenario until such time as
they had built the query statement (the Where tab), selected the fields (Select Cols)
and chosen the output medium (Output Options). However, at any time in this
sequence they can run the query statement by selecting <Run Query> using the button
on the “Save and Restore” tab.
Enter the required Post Office (FAD) code into the <Group ID:> field if it is not
shown.
Once this has been done an intermediate screen will be displayed, allowing the file
format to be confirmed — select the <Excel> or <Access> buttons or the “text” icon, as
appropriate to commence loading the package and complete the data transfer. This will
also allow the data format to be checked on-screen
Note: In the case of very large Correspondence Server files spanning a number of
days, an error may be generated on trying to save an Excel file. This will be because
the maximum number of rows (records) has been exceeded. Should this occur, the
range of dates should be covered, say one or two days at a time, and a number of
output files generated.
In rare cases it will theoretically be possible to produce a text output file that is too big
to be read by Wordpad. Should this occur, a possible response is to produce output
files for a smaller range of dates, or to initially create data as an Excel working file
which can be ‘Save As’ “Text, OS/2 or MS-DOS”.
It is good practice to check that all output files can be opened before they are copied
to floppy disk or CD-W for onward transmission.
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12.0 Creating CDs
Roxio Easy CD Creater is used to copy the ARQ requested information on to CD-R,
for despatch to POLIA.
Roxio —
Easy CD Creator
your
documents, spreadsheets, and presentations on CD.
In the most compatible format.
To launch CD Creator inserts a new CD-R in to the CD writer. This will launch the
main screen (Figure 24) The user selects “Make a Data CD”, then “Data CD Project”
this initiates the Data CD — Easy CD Creator Screen Figure 25.
Easy CD Creator 5 =
7 ab TS es SII 2
Fle Fie ers
FeFoe wera i12
Fafa se/o03 50
FF asso 140
eenimetse
sna i22
nao
al ea
ase Data CD
} = : : Project Screen
I
Figure 25
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From here the user selects the source file from the drop down box. The source file
should be held on the D:\ under Auditdata\ARQ***. The files will appear in the top
window, the user will then drag and drop the required files to the lower window. All
CD’s will be recorded as ‘Closed’ to prevent any further data being added to the CD.
13.0 Despatch of Audit Data
The audit data is despatched to POLIA contact using Royal Mail Special Delivery.
This ensures that a receipt is provided to Pathway confirming delivery.
The Prosecution Support Database must be updated to record the date that the
extraction activity was started, completed and posted.
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14.0 Appendix
Appendix 1 ARQ Form
Appendix 2 Example audit log
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Appendix 1
AUDIT RECORD QUERY
Originator: — [Post Office Ltd Date: — Idd/mm/ccyy
\Casework Manager
IThe 4" Floor,
[Impact House,
IEdridge Road,
\Croydon CR9 IPJ
(Telephone: i
itness Statement [YES/NO IREF NO. ARQ #####/00
delete as applicable)
[Information Requested
[Date range:
Post Office
IName and FAD
IGENERAL
IDESCRIPTION
FORMAT
IREQUIREMENTS:
Specific Details:
PAN or equivalent identifier)
Signed
[Date
\dd/mm/ecyy
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Appendix 2
Log for closed RFI: POIAI49W.
RFI created by: jhass01
RFI Closed: 09/01/03 15:01:44
Actions:
Instance: 5
CommandUsed: Get cluster ID
ErrorCode: -12
Error message: Failed to open the CLUSTER ID file.
StateID: ProcessNOK
Started At: 06/01/03 16:07:54
Ended At: 06/01/03 16:08:41
Generated by: rlakiOl
Instance: 4
CommandUsed: Get cluster ID
ErrorCode: -12
Error message: Failed to open the CLUSTER ID file.
StateID: ProcessNOK
Started At: 06/01/03 10:27:07
Ended At: 06/01/03 10:27:23
Generated by: jhass01
Instance: 2
CommandUsed: Get cluster ID
ErrorCode: -12
Error message: Failed to open the CLUSTER ID file.
StateID: ProcessNOK
Started At: 06/01/03 09:55:49
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Ended At: 06/01/03 09:56:04
Generated by: jhass01
Instance: I
CommandUsed: Get cluster ID
ErrorCode: -12
Error message: Failed to open the CLUSTER ID file.
StateID: ProcessNOK
Started At: 06/01/03 09:49:37
Ended At: 06/01/03 09:50:23
Generated by: jhass01
Instance: 0
CommandUsed: Create directory structure
ErrorCode: 0
Error message: No error message held.
StateID: ProcessOK
Started At: 06/01/03 09:48:48
Ended At: 06/01/03 09:48:59
Generated by: jhass01
Files and status of files used by: POIAI49W
This RFI did not utilise any files.
Total number of files utilised: 0
End of log for RFI: POIA149W
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