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Fujitsu Services Ltd CCN NO: 1747
CHANGE CONTROL NOTE
(CCN)
CCN TITLE: Tidy-Up Adjustments __ I CHANGE ADMINISTRATION USE ONLY.
to the Reconciliation Service: Service I CR NO: N/A
Description CP NO: N/A
RELEASE: Release Independent EXPIRY DATE: 30" October 2023
CCN RAISED BY: Phil Boardman RAISED DATE: 25" September 2023
SUBMISSION DATE: 9" October 2023
EMERGENCY CHANGE PROCEDURE INVOKED: ¥ES/NO
EMERGENCY IMPLEMENTATION DATE:
ATTACHMENTS: ¥ES/ NO [If yes, Number of]: 0
FUJITSU SERVICES APPROVAL I DATE I POST OFFICE LTD DATE
APPROVAL
25/01/2024 Rajiv Rathod 24/01/2024
SUMMARY and REASON FOR CHANGE:
Discussions held in 2016 between the Parties agreed that a responsibility defined in the
Reconciliation Service in respect of providing regular, summary spreadsheets of “Manual Error
Reports” (MERs) had become no longer applicable and that such responsibilities would be
removed from the CCD entitled “Reconciliation Service: Service Description”
(SVM/SDM/SD/0015) via a “tidy-up” CCN. Such a CCN was never prepared nor agreed, for
whatever reasons at that time however, thus this CCN1747 now formally agrees that change.
DETAILS OF CHANGE:
This CCN1747 agrees the removal of the responsibility to provide the MER spreadsheet on a
monthly basis, as previously detailed in paragraph 2.3.4.10 of the CCD entitled “Reconciliation
Service: Service Description” (SVM/SDM/SD/0015). The Operational Level Target in respect
of such delivery is also removed from Table 3 in paragraph 2.3.6 of that CCD.
While reviewing this document to remove the responsibility to deliver the MER spreadsheet,
other “tidy-up” changes have been identified and are also agreed via this CCN1747. These
changes do not alter previously agreed responsibilities for Fujitsu Services or Post Office, they
simply consolidate changes previously made to the Services to aid readability of this CCD, these
are;
i. Removal of paragraph 2.1.1 Branch Reconciliation which had not been applicable
since HNG-X Final Acceptance, after which all Transactions are performed directly
into the Data Centres and no Transaction data is stored in Branches to be reconciled
with Data Centra data. Previous edits to this paragraph had recognised such
changes, in effect, but removal of the paragraph in its entirety clarifies further. Some
statements in this paragraph, with regard to the responsibility to provide Transaction
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Corrections and with respect to a note that the CFS and Credence feeds, have been
moved so that they remain in the document, but these are not specific to any Branch
Reconciliation responsibilities and so are moved outside of this removed paragraph.
ii. References to responsibilities for the Service Desk Service (which expired in June
2014), in paragraphs 2.1.4.8-9 and 2.7.2, which are now undertaken by the Post
Office IT Service Desk (ITSD) interacting with the MAC Team (provided as part of
the Service Management Service), are clarified/removed.
PROPOSED REVISION TO WORDING OF THE AGREEMENT (including Schedule
reference):
Additions to existing clauses or paragraphs are shown underlined, and deletions are shown with a
et
Revision of Wording in Service Description CCDs
CCD SVM/SDM/SD/0015 — Reconciliation Service: Service Description
Paragraph 2.1 Service Definition, to the end of paragraph 2.1.1 is amended, as follows;
“2.1 Service Definition
In addition to the responsibilities detailed below, the Reconciliation Service is responsible for
Transaction Corrections received from Post Office being made visible to Branches via the Branch
Database.
N.B. There is no formal reconciliation produced between the CFS System and the Credence
transaction stream. The Credence stream should therefore not be used to verify financial integrit
and Post Office should ensure the CFS System Transaction information is used for this purpose.
2.1.1 Removed by CCN1747-Branch Reconciliation
tionS Ibe responsible f 7 1
ber-of APS-Ti here there is-no-value-attached
‘i i sponsible-for ction G ‘i eived
ti E Branch-affeets-th Hati ithin-th
P
be-tiable-t liquidated-da to Post Offi
'y pay tig Bi
st-that Post Office may-ineur-to-resolve-the Except 5
the-CE: " tof. or tavith
Pi tf
and-when-liquidated-d LE
i wi
rt tion 2.3-4-of this R. Hiati
pti Ei t-a-Branch-d affect iat
244.6-Th formal Hiation produced bets the CE! ” th
Cred: t tion-stream-The- Cred st hould-therefe el dt
ify-financialintearity-and Pest Office should the CE: ton Ti i
Paragraph 2.1.2.2 is amended, as follows;
“2.1.2.2. Reconciliation of APS Transactions will include reconciling any zero value Transactions-of
zero-value i.e. the number of APS Transactions where there is no value attached.. While these
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Transactions do not affect financial reconciliation they will be reported in instances where they were
not properly transferred to APS Clients or the CFS System.”
Paragraphs 2.1.4.7 to 2.1.4.9 are amended, as follows;
“2.1.4.1. Subject to agreement by Post Office and Fujitsu Services to the contrary, Branch raised
calls to the Post Office Limited IT Service Desk (ITSD) will not generate Business Incidents.
2.1.4.2. The ITSD Service-Desk-will, however, monitor potential reconciliation issues from Branches
if it is considered necessary by Fujitsu Services.
Raising of Business Incidents
2.1.4.3. In line with the generic Incident Management Policy agreed between Fujitsu Services and
Post Office, Post Office generated Business Incidents will only be recognised as such if raised via
the ITSD-Serviee Desk. This ensures that the Business Incident is properly logged, enabling the
Reconciliation Service to ensure that corrective information can be supplied and any underlying
system fault can be rectified.”
Paragraph 2.1.4.12 is amended, as follows;
“2.14.12. A BIM Report shall always be-accompanied-by-include details of a MER and give giving
details of the Transaction causing the Exception or the Error. Depending upon the nature of the
Exception or the Error, Fujitsu Services may be liable to pay liquidated damages to Post Office in
licu of any financial cost that Post Office may incur to resolve the Business Incident, cither internally
within the CFS System, or as part of a settlement adjustment with its Clients or Banks. Details of
how and when liquidated damages are applied to MER are set out in section 2.3.4 of this
Reconciliation Service, Service Description.”
Paragraph 2.3.4.10 is removed, as follows;
“2,3.4.10 Removed by CCN1747-MER Liquidated Damages Settlement
O basis.
tht the-ch: ble MER dsheet-shall-b lated-by-the R. iHiati
‘ge MER spi Pept
ith details-of Excepti E 2 licable-tiquidated-d: sand-a iat
sof Exeep Se PPI iq iges pPFOpI
information—Phe Reconcili 7 's liquidated-d: Jeulation- shall
PP sig s
fe ded-to Post Office-f t?
Table 3 with paragraph 2.3.6 Operational Level Targets is amended, as follows;
“Table 3
Description OLT
basis
Reconciliation Exception or Error I By close of business on the same
“initial” BIM Report available to I Working Day as the Exception or
Post Office Error has been reported by the
Reconciliation Service or Post
Office.
Paragraph 2.7.2 is removed, as follows;
“2.7.2 Removed by CCN1747-The- Service Desk
Ifthe £4 ice Desk Service is changed, an-alternati ice Provid Id-tak
the Service Desk Service's role i stina- the R. iliation Service.”
8 $ supporting.
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COMMERCIAL TERMS or CHARGES APPLICABLE IN RESPECT OF THIS CCN
(if any):
None
NEW CCDs and/or CRDs: N/A
Reference I Title Approved
Version
& Date
AMENDED CCDs and/or CRDs:
Reference I Title Previous I Approved
Version & I Version &
Date Date
SVM/SDM/ I Reconciliation Service: Service Description v7.0 v8.0
SD/0015 07/06/2022 I 2 months after
CCN approval
Policies and Standards: N/A
Service Levels (including any Service Level relief required): N/A
P.O. Ltd Responsibilities: N/A
Other: N/A
CCN1747
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Date: 03-JUN-2013
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