CONFIDENTIAL
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SCHEDULE A3
CHANGE CONTROL
Version History
Version No. Date Comments
1.0 31/08/06 Agreed version as at date of
signature of CCN 1200
2.0 24/01/07 Baseline copy of 1.5
3.0 09/07/07 Baseline copy of 2.1a
3.1 03/01/08 Applying CCN's1220a,1227c
4.0 15/04/08 Baseline copy of 3.1
6.0 15/06/09 Moving all schedules to V6.0 as
agreed with Fujitsu
6.1 23/07/09 Applying changes as per CCN
1264
7.0 10/05/10 Moving all schedules to v7.0 as
agreed with Fujitsu
8.0 21/02/12 Moving all schedules to v8.0 in
accordance with CCN1294d
9.0 13/01/14 Moving all Schedules to v9.0 in
accordance with CCN1349
10.0 10/09/15 Moving all Schedules to v10.0
in accordance with CCN1506
11.0 31/03/16 Applying changes as per
CCN1511 and moving all
Schedules to V11.0 in
accordance with CCN1604
12.0 03/07/17 Applying changes as per
CCN1608a and moving all
Schedules to V12.0
13.0 Updating as per CCN1628c,
CCN1635c, CCN1645 and
moving all Schedules to v13.0
Schedule A3 Version 13.0
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Schedule A3 Version 13.0
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1.3
21
2.2
2.3
2.4
25
SCHEDULE A3
CHANGE CONTROL
INTRODUCTION
Amendments and changes to:
1.1.1. the Clauses, Schedules and Annexes to this Agreement and to the Contract
Controlled Documents and Contract Referenced Documents listed in its
Schedules shall only be made; and
1.1.2 documents forming part of or related to Work Orders, where the amendment or
change satisfies the criteria specified in paragraph 5.3 of Schedule A2, may be
made,
in accordance with the Change Control Procedure.
Within the context of the following sections of this Schedule the term "change" includes
both amendments and changes.
Notwithstanding the above, the parties agree that certain changes that relate to the KS
cloud platform will only need to follow the Change Control Procedure where the
circumstances set out within paragraph 2.3 of Schedule I4 are met.
PRINCIPLES
Where Post Office or Fujitsu Services identifies the need for a change, then Post Office
may at any time request a change or Fujitsu Services may at any time recommend a
change. Such a request or recommendation shall only be made and shall only be valid if
authorised (in each case) in accordance with the procedures set out in paragraph 3 of
this Schedule.
Neither Post Office nor Fujitsu Services shall unreasonably withhold or delay their
agreement to any change or proposal in relation thereto.
Until such time as a change has been fully authorised in accordance with the procedures
set out in paragraph 3 of this Schedule, Post Office and Fujitsu Services shall continue
as if the change had not been made.
Any discussions which may take place between Post Office and Fujitsu Services on a
change before its authorisation shall be without prejudice to the rights of either Party.
Any purported change provided by Fujitsu Services that has not been otherwise agreed
in accordance with the provisions of paragraph 2.1 above shall be undertaken entirely at
the expense and liability of Fujitsu Services. If so required by Post Office, Fujitsu Services
shall at its own expense promptly take all steps necessary to reverse and remove the
effects of such purported change.
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3. CHANGE CONTROL PROCEDURE
3.1 Standard Change Procedures
3.1.1
Discussions between Post Office and Fujitsu Services in relation to a change to
be effected through the Change Control Procedure shall result in any one of the
following:
3.1.1.1 no further action;
3.1.1.2 a request to make a change by Post Office's authorised representative (a
“Change Request" or “CR”);
3.1.1.3 a recommendation to make a change by Fujitsu Services;
3.1.1.4 the use of a Commercial Terms (“CT”) form to enact a Work Order the
contents of which are as detailed in Schedule D2, paragraph 4.2.
Post Office shall send Change Requests to Fujitsu Services Commercial Change
Manager and Fujitsu Services shall respond to such Change Request by
submitting a Commercial Terms (“CT”) and/or Change Control Note (“CCN”) to
the Post Office Change Control Manager.
If Fujitsu Services considers that the preparation of a CT and/or CCN, requested
by Post Office, would necessitate allocation of resources in excess of five man-
days, Fujitsu Services shall notify Post Office accordingly and, on agreement by
Post Office, Fujitsu Services will make a proposal for a paid study of the cost and
implications of producing the required CT and/or CCN. Pending Post Office's
acceptance of that proposal or in the event that Post Office does not agree that
such proposal should be submitted, Fujitsu Services will be relieved of its
obligations to produce such CT and/or CCN.
A recommendation to make a change by Fujitsu Services shall be submitted to
the Post Office Change Control Manager in the form of a CT and/or CCN
For each CT and/or CCN submitted, Post Office shall evaluate the CT and/or
CCN and, as appropriate, during the period of validity:
3.1.5.1 request further information;
3.1.5.2 authorise the change set out in the CT and /or CCN in accordance with
paragraph 3.1.8 below;
3.1.5.3 suggest modifications to the CT and/or CCN (including, without limitation,
corrections of minor errors to avoid unnecessary rejection); or
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3.1.8
3.1.5.4 notify Fujitsu Services of its rejection (together with an explanation of the
rejection) of the CT and/or CCN.
The period within which Fujitsu Services shall respond to a CR, and the period of
validity of each CT and/or CCN from the date it is submitted to Post Office shall
be:
3.1.6.1 one week in the case of CRs and CCNs whose sole effect is to change
or introduce CCDs or CRDs previously reviewed by the Parties (through
such document review processes as the Parties may agree from time to
time);
3.1.6.2 one week in the case of CRs, CT's and CCNs (or any changes thereto)
whose purpose is to effect a change to the description of a Work Package
or Work Package Element, in approved form where such Work Package
or Work Package Element is the subject of or incorporated in a Work
Order, but only where such change would fall within paragraph 5.12 of
Schedule D2; and
3.1.6.3 three weeks or such other period as the Parties may agree for a particular
CT, CR or CCN.
In connection with CTs and CCNs submitted electronically, Fujitsu Services shall
on the date of submission send to the Post Office Change Control Manager a
copy of that CT or CCN front sheet signed on behalf of Fujitsu Services by one
of the following: Group Commercial and Legal Director; Commercial Director;
Director of Delivery - Private Sector, Senior Commercial Manager or their
nominated representatives in their absence.
Achange shall only be authorised if the relevant CT and/or CCN has been signed
by:
3.1.8.1 one of the Group Commercial and Legal Director, Commercial Director,
Director of Delivery — Private Sector, Senior Commercial Manager or their
nominated representative in their absence, on behalf of Fujitsu Services,
such representatives to be notified to Post Office in advance; and
3.1.8.2 For CCNs, one signature from an Authorised Signatory detailed in
either of the tables in Table A. For CTs one signature from an Authorised
Signatory from Vendor Management detailed in Table B below and one
signature from an Authorised Signatory detailed in either of the tables in
Table A, unless the Table A signatory box is marked as “N/A” by the
Vendor Management signatory and or (in all cases) their nominated
representative (such representative to be notified to Fujitsu Services in
advance), on behalf of Post Office.
Authorised Signatory List
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Job Title Current Incumbent
CEO Paula Vennells
CFO Alisdair Cameron
Supply Chain Director Mark Ellis
CE Financial Services and Telecoms Owen Woodley
Director, Employee Relations and Engagement Thomas Moran
Communications, Brand and Corporate Affairs Director Mark Davies
General Counsel and Company Secretary Jane MacLeod
Deputy Company Secretary Veronica Branton
CE Retail Debbie K Smith
Group HR Director Martin Kirke
Legal Director Ben Foat
IT Contracts
Group CIO Rob Houghton
IT Business Performance Director Catherine Hamilton
Retail CIO Andy Garner
Back Office CIO Ben Cooke
IT Security and Operations Director Mick Mitchell
IT Finance Director Alistair Roman
Financial Services CIO Jeff Smyth
Authorised Signatory List — Vendor Management - Table B
Job Title Current Incumbent
Contract Manager, IT Dionne Harvey
3.2 Emergency Change Approval Procedures
3.2.1 Emergency situations resulting in Post Office requesting, or Fujitsu Services
recommending, a change to be agreed urgently, shall be dealt with on a case by
case basis by one of the Group Commercial and Legal Director, Commercial
Director, Director of Delivery — Private Sector, Senior Commercial Director on
behalf of Fujitsu Services and one of the Authorised Signatory detailed in the
table in 3.1.8.2 on behalf of Post Office who shall jointly decide in writing whether
or not to authorise such change in accordance with this paragraph 3.2.
3.2.2 Where a change is authorised pursuant to paragraph 3.2.1 above:
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3.2.2.1
3.2.2.2
3.2.2.3
3.2.3
the CCN relating thereto need not comply with paragraphs 3.1.1 to 3.1.8
above (inclusive);
In the case of a CCN, such change shall, before it may be authorised, be
set out in a CCN in the form, and containing the information indicated in
the CCD entitled “Change Control Note” (PGM/CHM/TEM/0002) save
that rather than setting out:
(a) full details of the change (including any specifications and user
facilities) an outline of the change shall be sufficient;
(b) a statement of the impact, if any, of the change on other aspects.
of this Agreement or Services, an outline of the impact shall be
sufficient; and
(c) proposed revised wording to this Agreement, direct (as distinct
from consequential) revised wording to this Agreement shall be
sufficient.
In the case of a CT such change shall, before it may be authorised, be
set out in the form, and containing the information indicated in the CCD
entitled “Commercial Terms form” (PGM/CHM/TEM/0002).
The short form CCN referred to in paragraph 3.2.2 above shall, once authorised
in accordance with this paragraph 3.2, be sent to the Post Office Contracts
Manager as soon as reasonably practicable.
3.3 Content of Change Control Note
Subject to paragraph 3.2 above, each CCN shall be in the form, and contain the
information indicated in the CCD entitled “Change Control Note” (PGM/CHM/TEM/0002).
3.4 Content of Commercial Terms
Each CT shall be in the form, and contain the information indicated in the CCD entitled
“Commercial Terms form” PGM/CHM/TEM/0005
3.5 Record Keeping
3.5.1
Fujitsu Services shall retain a record of all CTs and CCNs raised. Such record
shall show if they were approved, progressed and/or formally closed.
Fujitsu Services shall make the CT and CCN record available on demand to Post
Office.
Fujitsu
Services' CCN record shall include without limitation the following
information:
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3.5.3.1 the CCN number;
3.5.3.2 date CCN raised;
3.5.3.3 CCN sponsor (i.e. Post Office or Fujitsu Services); and
3.5.3.4 changes made pursuant to the CCN.
3.5.4 The Fujitsu Services CT record shall include without limitation the following
information:
3.5.4.1 the CT number;
3.5.4.2 the date the CT was raised;
3.5.4.3 the CT sponsor (i.e. Post Office and/or Fujitsu Services)
3.5.4.4 details of the deliverables to be provided under the CT and associated
acceptance (identified in Schedule B6.3 Annex C)
3.5.4.5 the gross price for the work detailed in the CT; and
3.5.4.6 the Purchase Order Number (provided by Post Office as part of approval)
that covers the work detailed in the CT
4, EMERGENCY PROCEDURES
If Fujitsu Services considers that any change is necessary in order for it to comply with
its obligations under this Agreement and there is insufficient time to comply with the
procedures described above, Fujitsu Services shall be entitled to proceed with such
change, provided that it shall as soon as practicable provide Post Office with a CCN for
retrospective change. Such change shall be subject to the procedures described in this
Schedule, and if Post Office, acting reasonably, does not agree to such change, such
change shall be invalid and Fujitsu Services shall at its own expense promptly take all
steps necessary to reverse and remove the effects of such change.
5. ASSOCIATED DOCUMENTS
5.1 The following CCDs are associated with this Schedule A3:
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Document Document Title
Reference
1 PGM/CHM/TEM/0002 I Change Control Note
2 PGM/CHM/TEM/0005 I Commercial Terms form
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COMI/CUS/SPE/0001 I Post Office Contract Controlled and Contract
Referenced Document List
5.2 The following CRDs are associated with this Schedule A3:
Document
Reference
Document Title
NO CRDs APPLICABLE
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