FUJ00232469
FUJ00232469
ICL Pathway MIS Report Despatch Procedure Ref:CS/PRO/030
Version:1.0
Date:21/10/97
Document Title: MIS Report Despatch Procedure
Document Type: Procedure
Abstract: This documents details the production and despatch of
CD to the Contracting Authorities.
Status: Version 1.0
Distribution: Paul Westfield - ICL Pathway Customer Service
David McLaughlin - BA/POCL PDA
Peter Spence - ICL Pathway RS
Library
Author: Richard Brunskill
Comments to: Author
Comments by: 29/10/97
COMMERCIAL IN CONFIDENCE Page 1 of 1
© 1997 ICL Pathway Ltd
CONTRACT CONTROLLED
ICL Pathway
MIS Report Despatch Procedure
FUJ00232469
FUJ00232469
Ref:CS/PRO/030
Version: 1.0
Date:21/10/97
0
0.1
0.2
0.3
0.4
Document control
Document history
Version Date Reason
0.1 21/05/97 First Draft
1.0 21/10/97 V1.0
Approval authorities
Name Position
Paul Westfield ICL Pathway Customer
Service - S&P Manager
David McLaghlin BA/POCL PDA
Associated documents
Reference Vers Date Title
RS/PRO/0008 0.1
CS/PRO/0031 0.1
Abbreviations
CA Contracting Authorities
CD Compact Disk
Fraud Risk Management Service
IA Information Analyst
IC Information Consultant
MIS Management Information Services
Signature Date
Source
25/04/97 FRM Report Despatch Procedure ICL
Pathway
21/05/97 MIS Report Production and Scheduling ICL
Pathway
COMMERCIAL IN CONFIDENCE
CONTRACT CONTROLLED
Page 2 of 1
FUJ00232469
FUJ00232469
ICL Pathway MIS Report Despatch Procedure Ref:CS/PRO/030
Version:1.0
Date:21/10/97
0.6 Table of content
DT INtrOdUctiOn..... eee ecceceeeeeeeee cece ee eeeeeeeeeeeneeeeeeseseseseeeerersteseseseeneneresesetsetete 4
2 SCOPC eee eeeecececcssseseesseecesesescsecessesesecenecsvacsesesecscaesesecereceestseeecscasereeteestesesenee 4
3 PrOCESS....... eee cece ee eceeeeeceeeeeeeeeeeeeeeeneeeeeseceneeeesesiseteteneneesssesensenesesesesetereesets 4
4 Process Flow Charts
4.1 CD Despatch Process. 5
4.2 Report Non-Receipt Process................:ccecccceceeseeeeseeseeseeeeeeeseeeseeseeseeees 7
5 Appendix 1: CD Despatch LOg.............eececeeeseseeeseseeeeeeeeereeeetereneateteeeeeeeee 8
6 Appendix 2: Report Problems Log. 9
7 Appendix 3: Royal Mail Special Delivery.
COMMERCIAL IN CONFIDENCE Page 3 of 1
CONTRACT CONTROLLED
FUJ00232469
FUJ00232469
ICL Pathway MIS Report Despatch Procedure Ref:CS/PRO/030
Version:1.0
Date:21/10/97
1 Introduction
The efficient provision of information to the CA and ICL Pathway is a vital
component of the ICL Pathway solution.
The following procedure details the controls in place covering the despatch of
CD’s to the CA. There are two sets of data being produced one set for ICL
Pathway Customer Service MIS, the other for ICL Pathway FRMS
2 Scope
This procedure covers the production and distribution of the MIS reports for
Release 1c up to Release 2 of the ICL Pathway solution.
3 +Process
The diagram below provides an overview of the procedure.
wy
cAcD
Content
Compliant
REPORT NOt
RECEIPT
PROCESS
No No
I I
s Has
CD DISPATCH) Ave All Recipient
ep por — fecipient .__Yes—_peI ni
Report PROCESS: Reports Yost Received “s End
Outputs Available Output?
&
‘Schedule
List
COMMERCIAL IN CONFIDENCE Page 4 of 1
CONTRACT CONTROLLED
FUJ00232469
FUJ00232469
ICL Pathway MIS Report Despatch Procedure Ref:CS/PRO/030
Version:1.0
Date:21/10/97
4 Process Flow Charts
4.1 CD Despatch Process
Process Owner: Customer Service - Information Analyst
Process Objective: To ensure timely and secure despatch of
reports to the Contracting Authorities.
Process Rationale: The IA will generate from the Scheduling List a
CD Despatch Log (Appendix 1) containing
details of reports to be sent to the CA. The IA
copies the report outputs onto the CD as
directed by the CD Despatch Log. If a report
output is unavailable the IA implements the
Non-Receipt Process. The CD reference
number is written on the CD with the
appropriate permanent marker. On completion
of the production of the CD the CD Despatch
Log is signed off by the IA. The CD is then sent
by Royal Mail Special Delivery (Appendix 3) to
the addressee, the Certificate of Despatch
being attached to the CD Despatch Log and
the log updated with the PO Counter
Reference. Once the Advice of Delivery Note
is received the CD Despatch Log is updated
and filed. If the Advice of Delivery Note has not
been received within 3 days of date of
despatch the addressee is contacted in order
to confirm delivery. If the addressee stipulates
that they have not received the CD then the
Non-Receipt Process is invoked.
Entry/Inputs: CD Despatch Log
Report Outputs
Resources: IA : Customer Service
Sub Processes: Non-Receipt Process
COMMERCIAL IN CONFIDENCE Page 5 of 1
CONTRACT CONTROLLED
FUJ00232469
FUJ00232469
ICL Pathway MIS Report Despatch Procedure Ref:CS/PRO/030
Version:1.0
Date:21/10/97
Exit/Outputs: CD with Report Outputs
COMMERCIAL IN CONFIDENCE Page 6 of 1
CONTRACT CONTROLLED
FUJ00232469
FUJ00232469
ICL Pathway MIS Report Despatch Procedure Ref:CS/PRO/030
Version:1.0
Date:21/10/97
Process Flow (CD Despatch Process)
COMMERCIAL IN CONFIDENCE Page 7 of 1
CONTRACT CONTROLLED
FUJ00232469
FUJ00232469
ICL Pathway MIS Report Despatch Procedure Ref:CS/PRO/030
Version:1.0
Date:21/10/97
COMMERCIAL IN CONFIDENCE Page 8 of 1
CONTRACT CONTROLLED
FUJ00232469
FUJ00232469
ICL Pathway MIS Report Despatch Procedure Ref:CS/PRO/030
Version: 1.0
Date:21/10/97
4.2 Report Non-Receipt Process
Process Owner:
Process Objective:
the
Process Rationale:
Entry/Inputs:
Resources:
Sub Processes:
Exit/Outputs:
Customer Service - Information Analyst
To provide a controlled environment in which
non receipt of reports can be processed and
remedial action implemented.
On finding that a report has not been run as
scheduled the IA completes the relevant
sections of the Report Problems Log and then
arranges for the report to be run. The cause
of the problem is then determined and
documented on the report problems log.
Remedial action is implemented as appropriate
and logged In the event that a CD has not be
received then the exact cause of the problem is
investigated and documented on the Report
Problems Log. Concurrently a new CD is
produced and despatched. The IC is informed
and completes an impact assessment.
Remedial action is determined and
implemented.
In the event that the CA receives a CD which
they determine does not contain the outputs
desired then they shall inform the IA. He will
document the exact complaint on the Report
Problems Log. Should he determine that there
has been an omission from the CD the output
will be provided to the CA with all reasonable
expediency. Any other matters will be passed
to the joint review committee.
Notification of report non-receipt.
IA : Customer Service
IC : Customer Service
Nil
Remedial Action
COMMERCIAL IN CONFIDENCE Page 9 of 1
CONTRACT CONTROLLED
FUJ00232469
FUJ00232469
ICL Pathway MIS Report Despatch Procedure Ref:CS/PRO/030
Version:1.0
Date:21/10/97
Report Problems Log (Appendix 2)
COMMERCIAL IN CONFIDENCE Page 10 of 1
CONTRACT CONTROLLED
FUJ00232469
FUJ00232469
ICL Pathway MIS Report Despatch Procedure Ref:CS/PRO/030
Version:1.0
Date:21/10/97
5 Appendix 1: CD Despatch Log
CD Despatch Log Ret: cs/TEM/0001
CD Reference CD Recipient CD loaded By:
Report Name Run Date Loaders initials Date
I Despatched By Date
Signature
Post Office Advice Of
Counter Delivery
Reference Attached
Notes
COMMERCIAL IN CONFIDENCE Page 11 of 1
CONTRACT CONTROLLED
FUJ00232469
FUJ00232469
ICL Pathway MIS Report Despatch Procedure Ref:CS/PRO/030
Version:1.0
Date:21/10/97
6 Appendix 2: Report Problems Log
Report Problems Log pref. cs/tEm/0002
Status of Request Open / Closed
Name Of Report
Who Reported It?
Status Date/time Comments
Problem First
Reported
Report Re-Run
Report Re-Sent
Support Informed
Recipient Receives
Report
Allocated Information Analyst
Date of Completion Expected
Completion
Description:
Solution/Remedial Action:
COMMERCIAL IN CONFIDENCE Page 12 of 1
CONTRACT CONTROLLED
FUJ00232469
FUJ00232469
ICL Pathway MIS Report Despatch Procedure Ref:CS/PRO/030
Version:1.0
Date:21/10/97
7 Appendix 3: Royal Mail Special Delivery
General Features
The Royal Mail Special Delivery product contains the following features.
« Guaranteed delivery to most UK destinations by 12:30 the next working
day.
e Special dedicated express handling at every stage with priority over all
other ordinary mail.
e Barcoded to allow tracking throughout the Royal Mail network which allows
progress monitoring.
e Signature collected and returned to sender on delivery.
Instructions on Use
For instructions regarding the use of Royal Mail Special Delivery refer to
reverse of special delivery label and Post Office Document Advice of
Delivery.
Addressee Requirements
The addressee will be required to sign the Advice of Delivery Card and the
standard receipt on delivery of the item.
COMMERCIAL IN CONFIDENCE Page 13 of 1
CONTRACT CONTROLLED