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Horizon Commercial Forum
Minutes of Meeting No. 2
Held on: 19 Feb 2003
fe)
FUJITSU
Present
Name Initials _I Org. Role
Keith Baines* KB Post Office I Contract Manager (FS)
Dawn Brookes DB Post Office _I Strategic Finance
Mike Hannon# MH Post Office_I Commercial and Contract Manager (FS)
Colin Lenton-Smith* CLS Fujitsu Director Commercial and Finance
Hilary Forrest HE Fujitsu Commercial & Contracts Manager
Bryony Carter BC Fujitsu Financial Controller
Pam Purewal PP Fujitsu Commercial Executive
* denotes Lead Attendee(s)
# denotes minute-taker
Apologies
(Note: if a member of a Forum is not able to attend a meetin;
Attendee to take his/her place. Schedule 4 para 1.1.4)
2, a fully empowered deputy shall be nominated by the relevant Lead
Name Initials _I Org. Role
Tam Curran TC Post Office I Commercial Manager Purchasing Services
Copies to
Post Office: Nicholas Samuel, Dick Brazear
Fujitsu Services: Post Office Account Document Management
Meeting Agenda (as set out in Schedule 4 for the relevant Forum)
1. Review Actions
2. Ordering and Invoice Process
3. Commercial Terms for Work Orders
4. Oversight of carrying out Work Orders
5. Management of Price Review
6. Escalated disputes
7. Agree report for Executive Forum
8. AOB
9. DONM
Next meeting No 3 14.00 -16.00 , 26 March 2003. — Room 309,148 Old Street,
Review of Previous Actions
Commercial Forum Minutes 2 Final.doc
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Horizon Commercial Forum Pe)
Minutes of Meeting No. 2 FUJITSU
Held on: 19 Feb 2003
Ref ACTION By Target I STATUS
Whom Date (I=in progress,
(Inits) M=monitoring,
C=closed)
Ld Fujitsu to provide a draft layout of the proposed Invoice BC 31/01/03 I Closed
sheet to PO Ltd.
12 Codified Agreement Invoice layout to be used until the
revised layout has been agreed. Additional supporting
information may be required.
13 Fujitsu to provide a draft of the CCN template to PO Ltd HE 31/01/03 I Closed
for review
14 PO Ltd to provide first drafi of where the PO MH 31/01/03 I Closed
responsibilities are to be moved in the Agreement.
Ls Fujitsu to provide further details of staff identified in the I CLS 31/01/03 I Closed
Agreement.
16 Fujitsu have placed the order for memory upgrade.
17 Completion of review of Sofiware to be provided by CLS 28/02/03 I Closed
Fujitsu by last week in Feb to support Novation.
18 PO Ltd and Fujitsu will continue to review list of errors MH/HF I 31/01/03 I Closed
identified in the Agreement and set up meeting prior to
the next Commercial Forum to discuss issue.
To PO Lid and Fujitsu to continue to review errors and MH/HF I 31/01/03 I Closed
population of CCD list and set up a meeting prior to the
next Commercial Forum to discuss issues.
1.10 Change control processes will be reviewed periodically at
the Commercial Forum
1 PO Ltd to provide draft of Commercial Terms to Fujitsu MH 29/01/03 I Closed
by 29/01/03
1.12 Fujitsu will provide first_drafis of NDA’s HF 31/03/03 __I In Progress
1.13 Discussion to be undertaken between KB/Mike wells and
Tony Oppenheim/Liam Foley regarding the utilisation of
prepaid SI resource before 31/12/02 will be undertaken
28/01/03.
1.14 Further details required to Support CT 0002/0003 before I CLS 24/01/03 I Closed
sign-off can be achieved.
1.15 MH to provide any information PO Ltd has regarding the I MH 24/01/03 I Closed
Live Trial CCN’s
1.16 PO Ltd will respond to Fujitsu regarding the outstanding I KB 31/01/03 I In Progress
OBCS compensation claim. 07/03/02
117 Fujitsu to review why OBCS Remedies have not been CLS 31/01/03 I Closed
Credited to PO Ltd.
New Action Points, Decisions Recorded, Items Noted
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FUJ00232530
FUJ00232530
Horizon Commercial Forum
Minutes of Meeting No. 2
Held on: 19 Feb 2003
Fe)
FUJITSU
Ref
ACTION/DECISION/NOTED —details
By Target
Whom Date
(Inits)
2.1
Invoice layout CCD to be removed from CCD list during the next
baseline of the CCD
Agreed
2.2
PO Ltd to review Changes made to the CCN, CWP and CTSS
templates Ref 1.3& 2.7
KB 28/02/03
2.3
FS to provide response to On going PO Responsibilities Document
(hor/con/001)
HF 10/03/03
2.4
PO Lid to review appropriate timescale for invoice for memory upgrade
and advise at next Commercial Forum. Ref /.6
DB 26/03/03
2.5
FS to provide response to draft standard terms and conditions for
Professional Services. Ref /./1
HF 21/02/03
2.6
Following response to standard terms and conditions for Professional
Services PO Ltd and FS to discuss how the other standard Terms can be
progressed. Ref 2.4
MH/HF I 28/02/03
2.7
PO Ltd to review Purchase Order process to see if it is possible to
improve the timescale to obtain a number.
DB 26/03/03
KB proposed a change to the CT sign-off form to remove the Purchase
Order number from the form and provide the number at a later date
through Change Management. FS to see if this change can be
accommodated on their systems.
HF 26/03/03
PO Lid investigate the Purchase Order delivery address and ensure all
are addressed to Fujitsu Change Management
DB 26/03/03
It was noted that Fujitsu (TO & PJ) had an action from the Demand
Planning Forum to propose changes to the CT form. FS to propose an
interim solution that can be used in the meantime.
CLS 26/03/03
CT0005a - an extension to sign off date was agreed and PO Ltd to put
formal extension request through Change Control.
MH 21/02/03
CT0007 - an extension to sign off date was agreed and PO Ltd to put
formal extension request through Change Control.
MH 21/02/03
CT0009 — It was agreed that the discussion regarding the value of the
CT would have to wait until Mike Wells and Liam Foley returned from
leave. A date of the 4/3/03 was agreed. PO Ltd to put formal extension
request through Change Control.
MH 21/02/03
CTO0013- an extension to sign off date was agreed and PO Ltd to put
formal extension request through Change Control.
MH 21/02/03
PO Ltd to review status of Invoice No 0209085.
PO Ltd also to review payment status of invoices/credit notes for the
following numbers: 0301247, 0301248, 0301249, 0301250.
DB 21/02/03
FS to provide a draft CCN for RPI change using final index published
on government web site.
PP 26/03/03
It was agreed that as this will be the first time that Soft Change had
been used to amend prices in documents particular attention would need
to be paid to application of the RPI changes.
It was agreed that a joint report was to be provided by the Commercial
Forum to the Executive Forum. PO Ltd to provide first draft to FS
a
20/02/03
2.19
Extension of Wigan and Bootle lease, $12 Row 16. PO Ltd to assign
ownership of the event.
&
26/03/03
Commercial
Forum Minutes 2 Final.doc
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Horizon Commercial Forum Pe)
Minutes of Meeting No. 2 FU ITSU
Held on: 19 Feb 2003
2.20 In addition to Debtors Report provided for Commercial Forum, FS to BC first one by
provide KB and DB with the FS month end debtors statement. 10/03/03
2.21 It was agreed that the Joint Architecture Forum should own the decision
regarding whether it is acceptable to have the processes and procedures
for Debit Card documented only in the Working Document “Debit Card
Project: Counter Dialogue - Activity & Screen Flows” (NB/SPE/013).
Documents Approved Since Last Forum (To be changed on CCD List) *
* optional section, may be omitted by Forums not requiring it
Reference Version Title Submitted By
Disputes for Forum Review*
(Note: See Annex 2 to Schedule 4, paragraphs 2 and 3.1)
* optional section, may be omitted by Forums not requiring it
Reference I Brief Description and List of Referred by I Next Action Date of Next
Related Documents Action
Agreed as a true and complete record of the meeting:
Signature: Signature:
For Post Office Ltd. For Fujitsu Services Ltd.
Note: Governance Forum Minutes are to be agreed as a true and complete record either at the meeting or within 48 hours of the
end of the meeting (Schedule 4 paragraph 1.1.5). Alternatively, by exchange of digitally signed emails between authorised
signatories
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Horizon Commercial Forum
. ii a
Minutes of Meeting No. 2 FUJITSU
Held on: 19 Feb 2003
Communication summary
Key points from the meeting are tabulated below for the information of other Horizon Governance Forums.
Exec New Demand I Service Joint Project Action or Decision
Forum I Business I Planning I Mgmt I Architecture I Boards
Forum Forum I Forum Forum
v PO Ltd will respond to Fujitsu regarding
the outstanding OBCS compensation
claim
v KB proposed a change to the CT sign-off
form to remove the Purchase Order
number from the form and provide the
number at a later date through Change
Management. FS to see if this change can
be accommodated on their systems.
v v v FS to provide draft CCN for RPI change
v It was agreed that the Joint Architecture
Forum should own the decision regarding
whether it is acceptable to have the
processes and procedures for Debit Card
documented only in the Working
Document “Debit Card Project: Counter
Dialogue - Activity & Screen Flows”
(NB/SPE/013).
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