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ICL Pathway ICL Pathway/POCL Interface Agreement Ref:CS/PRD/058
for Operational Business Change — Version:1.0
Product Date:25/6/99
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Document Title:
Document Type:
Abstract:
Status:
Distribution:
Author:
Comments to:
Comments by:
ICL Pathway/POCL Interface Agreement for Operation
Business Change - Product
Interface Agreement
This document sets out the detailed interface between
ICL Pathway and POCL in respect of Operational
Business Change — Product for Core Release 2 (formerly
New Release 2). It defines the customer and supplier
responsibilities which POCL and ICL Pathway must
undertake in order to support the delivery of changes.
For approval
ICL Pathway
Reference Data Team Dennis Sandor
Dave Fletcher Martin Riddell
Alison Peacock David Wilcox
Lorraine Holt
Library
POCL
Geoff Darby Keith Broadbent
Andy Corbett Phil Ryan
Ruth Holeran Andy Radka
Jayne Westwood Ijaz Bhatti
Steve Hillsden Nick Beal
Matt Warren
Horizon
Bruce Talmage
Alison Peacock
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() Document control
0.1 Document history
Version
0.1
0.2
0.3
0.4
0.5
0.6
0.7
0.8
1.0
Date
09/02/99
18/02/99
22/03/99
23/03/99
31/03/99
23/4/99
25/5/99
18/6/99
25.6.99
Reason
First Draft
Second Draft — supersedes first draft
Third Draft — incorporates comments from Alison Peacock and
David Fletcher
Fourth Draft — incorporates changes from David Wilcox
Fifth draft — correction to section numbering and other
comments
Sixth draft — following comments from POCL as discussed with
Geoff Darby.
To include changes proposed in the POCL/ICL Pathway
meeting of the 30/4/99 and the acceptance review meeting of
the 25/5/99. To include comments following ICL Pathway
commercial review.
To include changes proposed in the POCL/ICL Pathway
acceptance review meeting of 9/6/99.
Baseline version
0.2 Approval authorities
Name
Stephen Muchow
Ruth Holleran
Position Signature Date
ICL Pathway Customer
Service Director
0.3 Associated documents
Please see library for details of latest versions of documents.
Reference
1 CS/PRD/O30 1.2
2 CS/IFS/001 2.0
Vers Date Title Source
29/3/99 Process for Operational Business Pathway
Change - product
7/6/99 Reference Data Change Catalogue Pathway
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© 1999 ICL Pathway Ltd
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ICL Pathway ICL Pathway/POCL Interface Agreement Ref:CS/PRD/058
for Operational Business Change — Version:1.0
Product Date:25/6/99
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3 AP/PRD/O01 1.1 5/3/99 APS Client Take-on process Pathway
CR/FSP/016 APS Token Verification Service Pathway
Description — NR2
5 RDP/AIS/001 3.3 2/2/98 AIS Reference Data to Pathway Type A POCL
Data
6 RDP/AIS/008 0.2 23/12/98 AIS Reference Data to Pathway Type B POCL
Data
7 CS/PRD/048 0.4 6/5/99 Changing Reference Data to Tight Pathway
Timescales
8 IM/MAN/012 HFSO Guide — Manual Outlets
9 IM/MAN/013 HFSO Guide — Ecco
10 CR/REQ/ 0.1 Product Change Requirement and Pathway
Service Matrix
11 CS/IFS/002 1.0 1/10/98 Reference Data Change Class 1 Pathway
Analysis
12 CS/PRD/046 0.2 16/4/99 Reference Data End-to-end Pathway
Reconciliation Process For Release
NR2
13 RDS/OLA/001 1.0 26/3/99 Reference Data - POCL/ICL Pathway POCL
Operational Level Agreement
14 CS/PRD/028 1.3 6/5/99 Process for Changing Menu Hierarchies ICL
and Icons Pathway
0.4 Glossary
AP Automated Payments
HFSO Horizon Field Services Officer
HD Reference Data changes are ‘HD’ when the change is relevant only to the
HelpDesk e.g. telephone number
HR Reference Data changes are ‘HR — High Risk’ when verification is
required (but are not subject to advanced notification)
Pure When used in reference to a Reference Data Change ‘Pure’ indicates
data which is considered to be of low risk to business integrity
RDCC Reference Data Change Catalogue
RDT ICL Pathway Reference Data Team
RDP POCL Reference Data Project
RDMC ICL Pathway Reference Data Management Centre
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ICL Pathway ICL Pathway/POCL Interface Agreement Ref:CS/PRD/058
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Product Date:25/6/99
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RM ICL Pathway Release Management
RDS POCL Reference Data System
Type A Data transmitted electronically from RDS to RDMC over an automated
interface
Type B Data transmitted electronically from RDS to RDMC over a non-automated
interface
Type C Data prepared by ICL Pathway, usually derived from Type B Data
0.5 Changes in this version
Amendment to wording section 9 to now read ‘all reasonable endeavours’
0.6 Planned Changes
® Update document references
% Revise entries relating to the scorecard
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0.6 Table of content
2. INTENT OF THIS AGREEMENT... ~7
3. SCOPE.
5. ROLES AND RESPONSIBILITIES...
5.1 POCL - GENERAL........-s.ccecee
5.2 POCL - OUTLET SYSTEMS GROUP.......
5.3 POCL - REFERENCE DATA OPERATIONAL TEAM... .
5.4 POCL NETWorK BUSINESS SUPPORT CENTRE (NBSC).
5.5 ICL PATHWAY RESPONSIBILITIES... . o
5.6 HORIZON SERVICE HELPDESK (HSH).
6. CHANGE COMMUNICATIONG.........cccccsssccesseeeeeeee
7. MODELS....
TAL INTRODUCTION. .socsnnensennnnen nnn svnttnnnsnnnn sos soneneenesnsnes 13
7.2 FAST TRACK. 13
7.3. IMPACT OF VOLUME. 14
7.3.1 Bulk change:
7.3.2 End of yeal
7.3.3 Tariff chang
8. MILESTONEB.....
8.1 Basic. 17
8.2 BASIC EXPRESS. 19
8.2.1 Timescale: : : sees 19
8.3. MIGRATION SPECIAL. 21
8.3.1 Timescale: see we we oe 21
8.4. ADVANCED SIMPLE. 23
8.5 ADVANCED STANDARD. 25
8.6 ADVANCED, COMPLEX. 27
8.7 APCTO.
8.8.1 Requirement.
8.8.2 Types. see
8.8.3 — Price Change.
8.8.4 Emergency cessation.
8.8.5 Last minute amendments. cesses . . .
8.9 ERROR CORRECTION. 30
9. RDCC CATEGORIE:
9.1 BASIC (2 WEEKS).
9.2 BASIC EXPRESS (2 DAY!
9.3 ADVANCED SIMPLE (2 WEEKS)...
9.4. ADVANCED STANDARD (4 WEEK!
9.5 ADVANCED, COMPLEX (6 WEEKS .
9.6 AP (AS AGREED IN AP CTO & TOKEN VERIFICATION DOCUMENT
10. VOLUMES.
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10.1 NORMAL VOLUMES. 32
11. COMMERCIAL IMPLICATIONS.
11.1. ORDER AND PAYMENT
11.2 FAILURE TO ACHIEVE LEAD TIM
12. DEVIATIONS.....
13. APPENDIX A.
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ICL Pathway ICL Pathway/POCL Interface Agreement Ref:CS/PRD/058
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1. Introduction
Currently there are a number of documents that describe the interfaces and
agreements made between ICL Pathway and POCL for change management of
Operational Business Changes laid down in [reference 10] — Service Matrix and
requirements for OBC product. There is a need to formally baseline these
documents under the contract. This interface agreement will incorporate the
agreements and become a contractually controlled document.. The working level
documents for OBC will comply with the agreements in this interface agreement.
This document exists in parallel with the OBC Requirements, Service Matrices /
Service Descriptions [ref 10].
2. Intent of this Agreement
The intent of the agreement is:
¢ To establish effective co-operation between ICL Pathway and POCL in the
delivery of Operational Business Change - Product, to the Post Office
counters
e Agree responsibilities and detail the interactions which must take place,
between POCL and ICL Pathway, to ensure the successful delivery of
changes within the Post Office retail network
This agreement is for the duration of Core Release 2 (New Release 2) and will be
reviewed at the end of Live Trial.
3. Scope
This document specifies how product change will be achieved through the
application of Operational Business Change procedures, which support the delivery
of pre-defined change types - as declared in reference [1].
The procedures supported by this document are those that will be used to manage
the delivery of basic and advanced changes for product Reference Data, where:
e a basic change is a change which consists solely of Reference Data which
requires no ICL Pathway intervention and may be submitted to ICL Pathway
without notice
* an advanced change is a change which requires additional ICL Pathway activity
and is subject to advanced notification
Specific areas described in this agreement are:
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Principles of Operational Business Change
Key Roles and Responsibilities
Description of Communications
Events and Milestones
Business Rules
Deviations to agreed standards
eeoeeee
4. Operational Business Change
This section describes the high level view of Operational Business Change
processes for product changes. For full details of the processes see [ref 1].
Product Change - Operating Principles
a Wrenn ‘* Defines - POCL Change Requirements q
View Matrix 7 gi ICL Pathway Change Services ;
I
4) Pathway request a produchange 3) Pathway invoke Product change
management processes
service from internal suppliers & OSG
Tnternal Suppliers Deliver
Service 1
The change is delivered successfully
othe respective management process is
: complete
Service 2
The information relevant to any given ADVANCED product change is
submitted by the Outlet Systems Group to ICL Pathway. The submission is
made to the Operational Business Change Product mailbox on an OBC2 form
or an OBC9 AP form. The receipt of the OBC form is the request for change
from POCL to Pathway.
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At the same time (and if appropriate), a parallel submission of change
information will be made by the Outlet Systems Group to the POCL
Reference Data Operational Team — who make the relevant Reference Data
changes and pass them to ICL Pathway for application on the Horizon
system.
It is important to note that changes sent to ICL Pathway are separated into
‘Units of release’, that is an entity which, when properly authorised by OSG,
is available to be released to the ‘Live’ environment. This must be taken into
account when data is sent to ICL Pathway to ensure that all data required for
any change is included within a single ‘Unit of Release’ and that where data
for different changes are included within the same file set, all data will be
released at the same time. This means that data which has the longest lead
time will define the earliest that the ‘Unit of Release’ will be sent to the ‘Live’
environment.
The information relevant to any given BASIC product change is submitted by
the POCL Reference Data Operational Team — who make the relevant
Reference Data changes and pass them to ICL Pathway. Basic changes
consist of only Class 1 data [see ref 11 for a definition of Class 1 data]. The
receipt of the data file containing Basic (Class 1 only) data is the request for
change from POCL to Pathway.
The ICL Pathway Reference Data Team then follows the Management
Process for Operational Business Change — Product [ref 1] to manage the
delivery of the specific change.
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5. Roles and Responsibilities
5.1 POCL - General
a)
b)
c)
qd)
e)
f)
g)
Identify planned changes to current product range
Planning, initiating and managing changes to the product range
Adhering to agreed timescales [see section8]
Notifying Post Office outlets and clients of product change
Using agreed documentation and procedures [see ref 1 & 13]
Using agreed channels of communication
Maintenance and security of the OBC product and Reference Data
verification mailboxes on POCL servers
Communication of change exception information to ICL Pathway
Support of agreed error management processes
Application of correct procedure type
Ensure that ICL Pathway are notified of any exceptions to normal procedures
e.g. Requirement for change to Tight Timecales
Maintain POCL details within the change contacts list
Maintain reference documents in POCL e.g. copy of the menu hierarchy.
5.2 POCL - Outlet Systems Group
Process and communicate advance product changes to ICL Pathway
ensuring, where necessary, that changes are submitted separately
Allocate unique Change Control Number for advanced changes.
Ensure all required change information and data is submitted to ICL Pathway
and RDS Chesterfield e.g. menu hierarchy information [ref 14].
Liase with relevant departments in POCL to collect all information, allowing
OSG to hold the position of 'single interface to Pathway' for product changes.
Ensure all required AP information is sent at the agreed time, including Client
Take-on packs etc.
Ensure the accuracy and integrity of the change information provided to ICL
Pathway
Verify changes and sign off ready for release
Handle any queries that may crop up during any part of change process
Review the necessity of changing the OBC process and forms in light of
experience e.g. to incorporate the Accounting Node information
5.3 POCL - Reference Data Operational Team
a)
Process and transmit basic Reference Data changes to ICL Pathway over
agreed routes to agreed timetable, as specified in the OLA [ref 13].
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b) Supply Reference Data to support advanced change in accordance with
standards laid down in ref [13]
c) Allocate unique Change Control Number for Basic changes.
5.4 POCL Network Business Support Centre (NBSC)
a) Provide an interface to register POCL incidents.
b) Monitor and track POCL incidents through to resolution.
5.5 ICL Pathway responsibilities
a) Receipt and progression of basic Reference Data change requests through
agreed Reference Data change procedures
b) Receipt and progression of advance Reference Data change requests sent
electronically by POCL to the OBC Product Change Mailbox
c) The provision of changed Reference Data and reports for verification in
accordance with agreed procedures
d) The assessment of advanced change and the identification and delivery of
the change services needed to satisfy specific changes
e) Adherence to agreed timescales
f) Ensuring that supporting ICL Pathway processes are implemented to manage
the delivery of change services
g) Communicating issue and exception information to POCL to enable them to
manage and control all their relevant change activity on the POCL side of the
change interface.
h) The provision, when appropriate e.g. for AP client take on, of invoices for the
completion of work
i) The maintenance of the ICL Pathway Details within the OBC Product Change
contacts list
5.6 Horizon Service Helpdesk (HSH)
a) Provide an interface to register Pathway incidents.
b) Monitor and track Pathway incidents through to resolution.
6. Change Communications
The OBC Product Change Mailbox is the channel by which advance change
requests are made to ICL Pathway and by which communication pertinent to the
delivery of advance change requests is managed.
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The information relevant to any given change will be submitted to ICL Pathway, via
the OBC Product change mailbox on an OBC2 form (EPOSS Adv) or OBC 9 form
(AP).
The OBC Product Change Mailbox will be monitored each ICL Pathway working day,
as defined in the OLA [ref 13] and requests will be either:
e Accepted by ICL Pathway as a confirmed order for work and (if the submission
has been made on the OBC2/OBC9/OBC20 form)
e Rejected if the forms are incomplete, incorrect or of a change type not described
in the matrix [ref 10]
All data required for Reference Data changes will be delivered by the mechanisms
described in the appropriate interface agreements or processes as appropriate.
OBC9 forms are for AP Client take-on only and will require further details along with
the request as described in ref [3] and ref [4].
ICL Pathway will be unable to process any change until the required data for the
change has been received.
In the event of problems occurring with transfer of data and or e-mail alternative
forms of information transfer will be used, e.g. Fax, floppy disc.
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7. Models
7.1 Introduction
This document describes several models which define the milestones for a change.
Each category in the RDCC can be associated with one of these models. The lead
time runs from initiating a change until the change is used on the counter e.g. the
change starts when the a new product can be remmed in on the counter (NOT sold)
and the lead time in these models includes POCL times and Pathway times
The models are:
Basic change [Type A only]
Advanced, simple change [Type A, plus after-the-event changes]
Advanced, standard change [Type A, Type B, Scorecard, Testing]
Advanced, complex change [requires Type C data]
AP
eevee
Basic express [limited service]
Migration special [product to outlet mapping, only]
Tight Timescales [Contractual requirement]
Error correction
ecee
7.2 Fast track
The Term ‘Fast track’ is used to refer to four different scenarios:
1. Basic Express
An agreed lead time for a specific requirement to change certain data quickly.
Basic Express is addressed by section 8.2 e.g. it applies to changing the price of
bus tickets in 2 days (end to end). The limits for its use are defined in that
section.
2. Tight Timescales
A contractual requirement to make any kind of reference data change quickly, in
certain circumstances.
The service that meets the Tight Timescales requirement is described in section
8.8.
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3. Error Correction
When there is a need to correct errors quickly to reduce or remove the impact of
those errors quickly.
The method of changing data quickly for Error Correction purposes is described
in [ref 12] e.g. if data sent from POCL is found by Pathway to be incorrect, then
an incident will be raised to notify POCL of the error and corrected data will be
sent. The limits for its use are defined in that document.
4. Migration Special
To meet the need to apply a quick change to the Product to Outlet mappings for
an outlet which is being migrated. See section 8.3.
7.3 Impact of volume
7.3.1 Bulk changes
High volumes of OBC change, either in the form of many changes or one large
change, cause an overhead on both POCL and ICL Pathway operational units and
reduces the ability of the operational teams to achieve the milestones detailed in
section 8. In order to manage requests for high volumes of change POCL will
review bulk change situations and confirm with the operational units in POCL and in
ICL Pathway that the OBC requests can be met, in advance of agreeing with the
originator the deadline for delivery. Deviations to the models in this document will be
agreed on a case by case basis [see section 12]. The expectation is some planning
for bulk changes will be done in advance of normal lead times.
7.3.2 End of year
The end-of-year changes are an extreme form of bulk changes which need to go live
in March/April. They include cash account changes (not OBC), budget changes,
homecare stamp changes and tariff changes. The milestone models in section 8 do
not apply to end of year changes, end-of-year change needs to be managed as a
separate ‘bulk change' project.
7.3.3 Tariff changes
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A tariff change may occur at other times of the year, but would still be a bulk change
and needs to be managed carefully.
8. Milestones
The milestones for these models are given in sections 8.1 - 8.7.
The models do not show activities that occur in parallel within Pathway. The
diagrams were produced in this way to allow a simple view of the milestones.
N.B. these milestones only apply for ONE change, and do not take into
account the impact of volume [see section 7.3].
ICL Pathway can only commits to all reasonable endeavours to deliver changes
against Pathway lead times. ICL Pathway can not commit to the end to end lead
times. POCL must meet its milestones for end to end lead times to be achieved.
When viewing these lead times it is important to take into account that ICL Pathway
can only prepare for an advanced change when the notification arrives. Processing
the change can usually only occur when all the necessary data has been supplied
by POCL. Where ICL Pathway ‘Type C’ data is required there is a need for ICL
Pathway Development activity. The timescale for this activity is dependent on the
type of change being made and must be taken into account in the overall ICL
Pathway leadtime. When ICL Pathway have completed work on an advanced
change the data is passed to OSG Farnborough for verification and authorisation.
ICL Pathway will not release changes to the ‘Live’ environment until authorisation is
received.
Lead times
The lead times are measured to the point when the data is delivered to the outlet not
the start date of the change, unless the 'start date’ of the change is more than 3
days ahead when the lead time is measured back from the start date.
Examples:
e if a product needs to be Remmed-in 6 weeks before the product is available to
sell, the lead time is measured to the date of Rem-In (when the data must be
functioning on the counter) and not to the Sell date,
¢ if a price change is a revaluation, the data needs to be at the counter 3 days in
advance of the change, to allow notice to be given to the Postmasters to revalue
e if a change is ready to be released 7days in advance of the date it needs to be on
the counter, the data does not need to be released until 3 days in advance.
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SLA
The SLA starts from POCL's authorisation of the change to its delivery to the outlet,
given that ICL Pathway receive the authorisation by 4pm on a working day.
However, the models are built as if the authorisation is delivered overnight and the
change being processed by ICL Pathway the next day. As long as authorisation is
received by 4pm the change WILL be released that day.
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8.1 Basic
With verification (HR) = 10 days
Without verification (Pure) = 6 days
Changes that involve changing Type A data only.
Action Duration I Result Milestone
Business generates 1 day Deliver to OSG Day 1
change
OSG processes change 1 day Deliver datatoRDP Day2
RDP input data 2 days Send to Pathway Day 4 (8pm)
System processes Available to Day 5 (8am)
overnight Pathway
Pathway process change 2 days Release change Day 6 (6pm)
(Pure)
or Handover to RM Day 6 (6pm)
(HR)
Pathway generate 1 day Deliver verification Day 7 (6pm)
verification reports reports to OSG
OSG check reports 2 days Notifies Pathway of Day 9 (6pm)
acceptance
Pathway process 1 day Release change Day 10 (6pm)
acceptance
System processes Data at counters (release day +1
overnight 97% nwd)
Data at counters (release day +2
99% nwd)
Data at counters (release day +3
100% nwd)
Note:
day = working day (Mon-Fri, excluding public holidays)
nwd = non working days included (Mon-Sun)
times = latest time action can occur to meet the schedule
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8.2 Basic Express
An agreed lead time for a specific requirement to change certain data quickly.
Basic Express is addressed by this document. The limits for its use are:
only for the categories of change defined in section 9.2 below and
for changes which must be active on completion of the change
for changes which are received by Pathway by 10am and
it is anticipated that the volume of change will not be more than once a
week. Should the volume be greater, these changes will be processed but
the lead time cannot be guaranteed to be more than for a normal Basic
change. Service reviews will also be held.
ooofo
In order to identify that a change requires handling in this way the Change
Number must start with an agreed prefix and the other details must be as
described above. If a Change is delivered to ICL Pathway with this prefix but
the contents to not meet the specified criteria it will be processed according to
the normal leadtimes.
This service should be used sparingly as changes of this type are likely to have
impact on other changes already being processed by ICL Pathway and POCL.
If the limit is exceeded ICL Pathway and POCL may be unable to meet other
Leadtimes, OLA’s or SLA’s.
8.2.1 Timescales
Changes that involve only Type A data and are one of the named change types in
[section 9.2], the change must be required to be active on the counter within 48hrs,
the number of changes of this type are limited in number within any period, the
Change Number must have an agreed prefix.
Note: it is recommended that the normal e-mail communication is replaced by fax &
confirmed by phone for Express changes, due to the unreliability of the e-mail
system e.g. delivery can take over 3 hours.
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Action Duration I Result Milestone
Business generates 2 hours Deliver to OSG Day 1 (10am)
change
OSG processes change 3 hours Deliver data to RDP Day 1 (1pm)
RDP input data 7 hours Send to Pathway Day 1 (8pm)
System processes Available to Day 2 (8am)
overnight Pathway
Pathway process change 1 hour Handover to RM Day 2 (10am)
(HR)
Pathway generate 2 hours Deliver verification Day 2 (noon)
verification reports reports to OSG
OSG check reports 4 hours Notifies Pathway of Day 2 (4pm)
acceptance
Pathway process 2 hours Release change Day 2 (6pm)
acceptance
System processes Data at counters (release day +1
overnight 97% nwd)
Data at counters (release day +2
99% nwd)
Data at counters (release day +3
100% nwd)
Note:
day = working day (Mon-Fri, excluding public holidays)
nwd = non working days included (Mon-Sun)
times = latest time action can occur to meet the schedule.
Task Name
ii
FO
[Basic Express (E2E)
POCL leacine
a Business generates change
(086 processes data
ROP input data
Pathway loadtime
ROT prosesess data
FW generate verication report
CECE
POCL Lenckime
(086 verty change
Pathway leadtime
FRM process acceptance
Release change (HR)
LA
Data at counter 97%
Data at courters 99%
T7 I Data at counters 100%
I
Poct
—
Pathway
ia
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Product Date:25/6/99
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8.3 Migration special
To meet the need to apply a quick change to the Product to Outlet mappings for
an outlet which is currently being migrated. It is:
% for migration use only
© for Non-core Product to Outlet mappings only
for data received by Pathway by 10am
If the HFSO discovers that there is a discrepancy in the Product to Outlet
mapping (also referred to as non-core items) at the Outlet which he is currently
migrating there will be an agreed procedure set down in references [8 & 9] for
the HFSO to contact RDOT with the requested change. This change will be
notified to ICL Pathway by the fact that the Change Number is in an agreed form
e.g. XXffffff (where ffffff is the FAD Code for the outlet) and the change only
contains Product to Outlet mapping data for an outlet currently being migrated.
If the file sent contains any other data or does not have a change number of the
prescribed format the file will be treated as would any other data file.
This process may also be used immediately following migration where mapping
errors are subsequently found.
Once ICL Pathway have confirmed that the data is of the required type the
change information will be released to the ‘Live’ environment as quickly as
possible. The authorisation for this release is implied by the Change Number
and will be confirmed by OSG as soon as possible after the event.
8.3.1 Timescales
Migration special changes are changes (usually additions) to the reference data
defining which non-core products a particular outlet can sell, where the office has
been selling the item but the reference data does not reflect this. This data is
needed so that the cash account can record those sales, when it is migrated to the
Horizon system.
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Product Date:25/6/99
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Action Result Milestone
HFSO identifies required Notify RDP
change
RDP input data
Pathway process change
Pathway generate
verification reports
OSG check reports
System processes
Send to Pathway
Release change
Deliver verification
reports to OSG
Notifies Pathway of
acceptance
Data at counters 97%
(release day +1
overnight nwd)
Data at counters 99% (release day +2
nwd)
Data at counters (release day +3
100% nwa)
Note:
day = working day (Mon-Fri, excluding public holidays)
nwd = non working days included (Mon-Sun)
Migration data files (identifiable as such) arriving by 10am will be released by
Pathway for distribution that night, for delivery by the next morning.
Migration data files (identifiable as such) received by Pathway by 4pm and
accompanied by a notifying ‘phone call, will be released that day for delivery to the
counter by the next morning.
In both cases the authorisation for release of the data is implied by the change
number. OSG will confirm this authorisation retrospectively.
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Product Date:25/6/99
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8.4 Advanced simple
Changes requiring advanced notification that involve Type A data changes only
before release.
Action Duration I Result Milestone
Business generates 1 day Deliver to OSG Day 1
change
OSG processes change 1 day Deliver notification Day 2
to Pathway
1 day Deliver data to RDP Day 2
RDP input data 2 days Send to Pathway Day 4
(8pm)
System processes Available to Day 5
overnight Pathway (8am)
Pathway process request 2 days Preparations Day 4
for change complete
Pathway processes data 2 days RDT hand over to Day 6
RM
Pathway generate 1 day Deliver verification Day 7
verification reports reports to OSG
OSG check reports 2 days Notifies Pathway of Day 9
acceptance
Pathway process 1 day Release change Day 10
acceptance
Update systems & Varies Day 11+
documentation
System processes Data at counters (release day +1 nwd)
overnight 97%
Data at counters (release day +2 nwd)
99%
Data at counters (release day +3 nwd)
100%
Note:
day = working day (Mon-Fri, excluding public holidays)
nwd = non working days included (Mon-Sun)
times = latest time action can occur to meet the schedule
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for Operational Business Change — Version:1.0
Product Date:25/6/99
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eek Week EE) wees
1D [Task Name. Duration [MTT TWT TT FT STS {MTT TWIT TF[SyT SI] TIwi tir sTs[M[ tI] tT Fi[siys
20” Pdvancedsimpe E2E) 10 dys
[zr] Poct Leste 4 aay I
pz] Business generebs change 1 day I
=] ‘OSG processes change ‘day I
[ae] Pathway leadime 2 days I
r=] ROT process CEC 2 day I
[ae] Osc processes asta “ay I
[a] RoPinpu dat Zea I
[28 I Patrwayteadime 3 days Pathway I
[a] RoTprocesses ta 2 days I
[= I RM generate verifcation reports 1 day} i
[3] Poct teadime 2 days
[I (086 verify change 2 days
[3] Patrway acim 1 aay
[BT] Ritprocessexcmptense I 1 da)
fas] Release change days
[ae lodatesieiems ® act 2 aes SEES
[a7 sua 1 dayI
[3] Date etcomer S76 +)
[38] Data at counters 209% 2 days
[ao] ~ bata atccunins 100% Saas
[ar I
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ICL Pathway/POCL Interface Agreement
for Operational Business Change —
Product
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Ref:CS/PRD/058
Version:1.0
Date:25/6/99
8.5 Advanced standard
Changes that, in addition to Type A data, require activities such as loading Type B
(scales and discount indicator) data, managing additional information, Scorecard
updates or testing.
Action Duratio I Result Milestone
n
Business generates 1 day Deliver to OSG Day 1
change
OSG processes change 1 day Deliver notification Day 2
to Pathway
OSG processes data 3 days Deliver datatoRDP Day4
RDP input data 3days I Send to Pathway Day 7 (8pm)
System processes Available to Pathway Day 8 (8am)
overnight
Pathway process request 2 days Preparations Day 4
for change complete
Pathway process data 2 days Ready for testing Day 9
RDT test change 1 days RDT handover to Day 10
RM
Pathway generate 1 day Deliver verification Day 11
verification reports reports to OSG
OSG check reports 2days I Notifies Pathway of Day 13
acceptance
Pathway process 1 day Release change Day 14
acceptance
Amend scorecard mapping 1 day Day 14
Update documentation Varies Day 11+
System processes Data at counters (release day +1 nwd)
overnight 97%
Data at counters (release day +2 nwd)
99%
Data at counters (release day +3 nwd)
100%
Note:
day = working day (Mon-Fri, excluding public holidays)
nwd = non working days included (Mon-Sun)
times = latest time action can occur to meet the schedule
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Week 1
uit [WITTFTs[s
Week? [weeks [Week
ut [WITTFTS[sI wi tlw tT FT sTsI [Tw tress
10 [Task Name Duration
2 14 daysI ;
a 7 aaysI Poct
pa] ‘Business generates chang
pe] (086 processes change
pe] Pathway leadtime
al ROT process OBC
SEEEECECECCCECECCE
(056 processes data
ROP input data
Pathway loadtime
ROT processes data
ROT test change
RM generate verifeation ¢
POCL teadine
(0S verity change
Pathway leadtime
ROT update scorecard ma
FRM process acceptance
Release change
Update documentation
LA
Data at counter 97%
Data at counters 009%
‘Data at counters 100%
58
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Product Date:25/6/99
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8.6 Advanced, complex
Changes that require update Type C data (and Type B Cash Account).
Action Duratio I Result Milestone
n
Business generates 2 days Deliver to OSG Day 2
change
OSG processes change 3days I Deliver notification to Day 5
Pathway
OSG processes data 4days I Deliver data to RDP Day 6
RDP input data 5days I Send to Pathway Day 11
(8pm)
System processes Available to Pathway Day 12
overnight (8am)
Pathway process request 2days_ I Preparations Day 7
for change complete & notify CD
Pathway processes data 2 days RDT handovertoCD Day 13
Create Type C data 10 days I Ready for testing Day 23
RDT Test changes 2 days RDT handover to RM Day 25
Pathway generate 1 day Deliver verification Day 26 (6pm)
verification reports reports to OSG
OSG check reports 3 days Notifies Pathway of Day 29 (6pm)
acceptance
Pathway process 1 day Release change Day 30 (6pm)
acceptance
Amend scorecard mapping 1 day Day 30
Update documentation Varies Day 30+
System processes Data at counters 97% (release day +1
overnight nwd)
Data at counters 99% (release day +2
nwd)
Data at counters (release day +3
100% nwd)
Note:
day = working day (Mon-Fri, excluding public holidays)
nwd = non working days included (Mon-Sun)
times = latest time action can occur to meet the schedule
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ICL Pathway ICL Pathway/POCL Interface reement Ref: CS/PRD/0S8
Tiieet? "Wieck Titeas [wee [ied [Week 7]
1D_ITask Name “Tens PEt Dore pw epee rept ere es ees
20, [Advanced complex (2) 20 days
[er] Peck teadtime 44 day ‘ oct I
re] Business generates chang 2 daysI I
+2 I ‘O56 processes change 3 days }
[70] Pathway leadtime 2 daysI I
ROT process OBC 2 dayI
7 OSG processes data ays
73 OP wut data Seay
7a] Pathway eae 15 days
7% ROT process dala 2eayI
78 CO create Type C 10845
[77] RoTtestchanges 2eayI
[7] Rilgeneratevereatonr 4 aay
[72] Poet eastime 2 day
[a] 086 verity enange Seay
[ar] Pathway eacime aay
[ee] ROTvndatescorecaréma 1 ay
[eS] Ripocess acceptance 1 ay
[er] Release charge ay
[35 Jopsate documentaion aay
re] 4 day iy st
ka ~ eal
r=] 2daysI nas
[TBE] ataat cous 10% Say =
% [
8.7 AP CTO
As agreed in AP CTO & Token Verification documents [ref 3 & 4].
8.8 Tight Timescales
8.8.1 Requirement
ICL Pathway recognise the business need POCL has to implement changes in tight
time scales. Requirement 539/3 states there is a need to “implement changes to
Reference Data to tight timescales. An as example of such timescales, it shall be
possible to implement Reference Data changes consequent on a Budget by start of
business on the following day”.
8.8.2 Types
Analysis by POCL of the business requirements indicates that the drivers for change
are:
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Product Date:25/6/99
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e Governmental / legal changes
e Client requirements where there is a real business need (i.e. not due to bad
working practices)
and the types of change that require to be changed in tight timescales are:
e Price change
e Emergency cessation of a product
e Last minute amendments to details of a product introduction or change which has
been set up in advance.
8.8.3 Price Change
The most frequent changes to tight timescales are price changes and these can be
processed via the Basic Express route and so do not require additional agreements.
8.8.4 Emergency cessation
Normally cessation of a product is an Advanced Simple change with a lead time of 2
weeks. However it can be dealt with as if it was a Basic Express, with a lead time of
2 days, given that appropriate authorisation is received. The normal paperwork
would be processed after the event.
8.8.5 Last minute amendments
There are occasions when a change is known to be needed before the full details of
the change are available, and the final information may not be available until close
to the implementation date. Where this is the case an OBC change can be initiated
as normal, but with incomplete data and with agreed plans for when the final
amendments will be introduced.
For example:
Introducing a new product could be done by first producing a ‘dummy’ product,
which defines the cash account mappings and menu button, but has no real name or
price or product details included. The missing type A data could be completed or
changed when it is finally known, as if it was a Basic change.
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Product Date:25/6/99
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8.9 Error Correction
The need to correct errors to reduce or remove the impact of those errors.
The method of changing data for Error Correction purposes is described in [ref
12]. The time scale for implementing these changes will be derived from the
priority of the incident that is governing the progress of the change.
9. RDCC Categories
The RDCC categories (section numbers provided, based on release 2.0 of the
RDCC) that apply to these changes are as follows. The assumptions listed in the
RDCC must be adhered to in order to apply these categorisations.
Note: the lead times given are end-to-end lead times and therefore include time for
POCL activity. ICL
Pathway can only commit on an all reasonable endeavour basis
to ICL Pathway lead times.
9.1 Basic (2 weeks)
6.4.1
Revaluation
6.5.2
6.4.3, 6.7.1, 6.7.5
6.7.2, 6.7.3
6.7.6
6.6.1 - 6.6.3, 6.10.6
6.7.9
Change to product price 6.4.6
Change product availability (non-core)
Change to min/max quantity/value
Change whether voidable or reversible
Change between existing methods of payment
Change product names
Change clerk instructions
9.2 Basic express (2 days)
Note: applies to ‘Ticket and Travel’ products only.
6.4.1
6.5.2
6.7.1
6.7.6
Change to price non-value stock
Change product availability (non-core)
Change to min/max quantity/value
Change between existing methods of payment
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9.3 Advanced simple (2 weeks)
6.2.1-6.2.5 Cease non-value product*
6.2.1 -6.2.3 Cease Sell and Remit In/Out of value product (at same time)*
6.5.3 Non core product becomes core
6.7.8 Change to use of additional fields
* see appendix A
9.4 Advanced standard (4 weeks)
6.4.2 Change to discount indicator
6.6.4 Change ability to print receipt
6.6.5 Change from value to non-value stock
6.9.1 Change to client name — non AP
6.13.5 Change to calendar
6.8.11 Remove AP client
6.10.1 Change picklist for existing product
9.5 Advanced, complex (6 weeks)
6.1 (all) Add new product - non value stock
6.1.1 - 6.1.4 Add new product - make value stock available to rem-in
(another 6 weeks for make available to sell)
6.3(all), 6.8.7 Remove product permanently (not available at NR2)*
6.2.1 -6.2.3 Cease value product and leave on Rem Out screen*
6.4.4,6.4.5 Change to scales matrix /tariff change(no Type C
required but OSG need extra time to verify the changes).
6.10.2 - 6.10.5, 6.10.7 Change to screen layout
6.12.3, 6.12.5 Change to accounting node
6.5.4 Change product categorisation (changing between core
and
non-core which changes item between picklist and
button).
6.6.7 Change to Best Fit screens
6.5.1 Temporary withdrawal of a product
* see appendix A
9.6 AP (as agreed in AP CTO & Token Verification
documents)
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6.8.1 - 6.8.5 Introducing new AP client, service or token
6.8.9 Change to client name (new token data)
6.8.7, 6.8.10, 6.8.11 Ceasing AP Client, product or token
Notes on AP change:
e Changing AP product details is treated the same way as changing EPOSS.
products.
¢ Ceasing AP Client, product or token may be implemented as an Advanced Simple
change if required, with the client service list being amended after the event.
10. Volumes
The lead-time and milestone models were built on normal expected volumes. Any
deviation to the norm of more than 100% (one sixth of the yearly volume per month)
will result in an inability to achieve the lead times.
The normal volumes are based on historic data gathered within POCL and is
reproduced as follows.
10.1 Normal volumes
Change Type July 98 estimate Per I Per
Times per year I mont I week
(Max) h
Add a standard product (EPOSS) I comple 128 10.7 I 25
x
Add a standard AP Client Service AP 429 35.8 I 83
Type (new client)
Add a new AP Client Service Type AP 109 9.1 2.1
(existing client)
AP change - other comple - - -
Xx
Delay start date of product comple 208 17.3 I 4.0
availability x
Extend trial of a product basic 13 1.1 0.3
Temporary withdrawal of product comple 14 1.2 0.3
(EPOSS) x
Permanent withdrawal of product comple 60 5.0 1.2
(EPOSS) x
Removal of a standard AP client standar 7 0.6 0.1
d
Removal of an AP Client Service comple 25 21 0.5
x
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Product Date:25/6/99
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Change product availability (non- basic 306 25.5 I 5.9
core)
Change product categorisation comple 9 0.8 0.2
x
Change Parcelforce tariff comple 1 0.1 0.0
x
Change Royal Mail Tariff comple 2 0.2 0.0
x
Change between existing methods of I basic 210 17.5 I 4.0
payment (MOP)
Requirement for printing of forms (by n/a 112 9.3 2.2
Horizon) : no change to layout
Requirement for printing of forms (by
Horizon) : including changes to
layout
(NOT SUPPORTED IN OBC)
Change product names basic 105 8.8 2.0
Change client name (non AP) standar 102 8.5 2.0
d
Change client name (AP) AP
Change product price. Change basic 1012 84.3 I 19.5
standard sales rules for min /max
/mult prices, volume & value,
override price
Discount indicator standar - - -
d
Change of business rules regarding basic 1 0.1 0.0
customer eligibility (i.e. change in
clerk instructions)
Change whether voidable or basic 3 0.3 0.1
reversible
Change stock reconciliation N/a 61 5.1 1.2
requirements
(NOT SUPPORTED)
Change use of additional fields (e.g. I simple 16 1.3 0.3
for a/c numbers)
Accounting rule changes including comple 16 1.3 0.3
mapping to c/a (no other change) x
Change to c/a layout (NOT Nia
SUPPORTED)
Change to screen layout comple - - -
x
Change to calendar i.e. accounting standar - - -
days/weeks/periods/years d
I Total 2949 246 I 57
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Product Date:25/6/99
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11. Commercial Implications
11.1 Order and Payment
a) Change orders will be accepted, as firm, once received by the OBC
Product Mailbox.
b) Invoices for completed change activity e.g. for AP Client Take On will
be sent to POCL on a monthly basis and 30 day payment from date of
invoice conditions will apply.
c) The charges for Operational Business Change - Products are given
in [ref 10].
11.2 Failure to achieve lead times
There is no financial liability or remedies for failure to meet a milestone.
12. Deviations
Deviations to change requirements, standards and processes within the OBC
process will be managed on a case by case basis. No commitments, in terms
of delivery time, delivery standard or price can be given by ICL Pathway —
until the detail of the specific deviation is known and understood. Request of
the deviation should be submitted in advance of the OBC form. It will be
agreed between RDT, RDOT and OSG whether the deviation is possible. If
not, OSG will inform the business unit immediately.
Non OBC changes [ref 10] will be rejected by the OBC process and need to
be submitted as a Change Request.
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Ref:CS/PRD/058
Version:1.0
Date:25/6/99
13. Appendix A
The implementation of Remove/cease a product can be summarised as follows.
Remove ‘alue & Non- Button & PicklistI\Complex
ermanently Value products (n/a for NR2)
(Cease Sell INon-Value Button & Picklist/Simple
products (use Type A data & Pathway
tidy up afterwards)
(Cease Sell ‘'alue products {Button Complex
leave Rem
(Cease Sell ‘alue products [Picklist Complex
leave Rem
(Cease Sell & \Value products (Button & PicklistISimple
(Cease Rem (use Type A data & Pathway
tidy up afterwards)
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