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Electronic memo oth Aerie
To Andrew Simpkins/POSTOFFI
Meagher/POCLIPOSTOFFICE,_
ce David W Miller/POCLIPOSTOFFI David X
Smilh/POCLIPOSTOFFICE:
Holleran/POCL/POSTOFFIC!
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From Keith K Baines/POCL/POSTOFFICE
Date 22/09/98 13:27
Subject AB and RAB on Friday
John/Andrew,
At this morning's briefing session with Stuart Sweetman on the Acceptance position, there was some
discussion about the role and empowerment of the AB and RAB. I have since spoken to Jeff Triggs
and obtained his view on this, and then discussed with Dave Miller. The position is as follows...
POCL will not be accepting the services against the existing contract, and therefore the nature of the
decision at the ecceptance board is different to that originally intended. The board should make a
recornmendation as to whether or not the second supplementary agreement, which has been
negotiated with Pathway over the last few weeks, should be signed. The supplementary agreement
then states that acceptance is deemed to have taken place, and the various contractual cosequences
of that (such as payment to Pathway) will follow.
The same applies to the RAB, since the supplementary agreement says that POCL has authorised
Toll-out.
The supplementary agreement Is formally a change contral note to the contract, and therefore can be
signed by Dave Miller - it doesn't need Stuart's signature.
Gan you make this {rather subtle) change in the roles of the meetings apparent in their agendas,
please.
Keith
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to David W Miller/POCLIPOSTOFFICEL
Smith/POCUPOSTOFFIC!
Halteran/POCL/POSTOFFIC! John
Meagher/POCLIPOSTOFFIC!
ce Jeff. Triggs.
Blackburn/P
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From Keith K Baines/POCLIPOSTOFFICE
Date 22/09/99 13:54
Subject Supplementary Agreement
The enclosed is my understanding of the position we reached at the end of yesterday's meeting with
pathway. There is one area not yet agreed - namely the question of how to count incidents under Al
298. The wording in the enclosure is that suggested by pathway, and recommended by Peter Copping.
We were not able to agree it yesterday, because we didn't have the right people available to review it.
Can John and Ruth look and camment to me, copied to Jeff Triggs, please,
Keith
Proposal_990921.do
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WITHOUT PREJUDICE AND SUBJECT TO CONTRACT
Position reached in negotiations on 21/9/99
Acceptance Incident 298 (System stability)
The occurrence of operational incidents in connection with this AI should
have been reduced below a target threshold as measured over the 4 weeks
Measurement will be based on all outlets installed before or on 15 October
1999, provided that there are at least 750 such outlets. Otherwise,
measurement will be over all outlets installed up to the end of the first week
in which the number of live outlets equals or exceeds 750.
[Following is Pathway proposal, for POCL to review}
Incidents are to be quantified in “units” where:
¢ Help desk authorised re-boots and Office Snapshot Print Previews to count as one
unit each;
© Other work-arounds to remove invalid no-entry signs to count as half a unit;
« New work-arounds to remove the need for re-boots (such work-arounds to take less
than 10% of the combined re-boot and recovery time) to count as half.a unit;
The target to be met is that the rate of occurrence measured over the four
week period to mid-November 1999 should average no more than one unit
per counter position per 3 months.
In addition, Pathway are to be permitted to continue the good business
practice of planned re-boots outside working hours, not to exceed one per
counter position per month.
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Acceptance incident 376 (Data integri
The arrangements for the integrity control to be implemented by Pathway by
31 December 1999 will be as previously required by POCL apart from the
following:
1. POCL will accept manual error reports up toa limit of 50 transaction errors
per week.
2. Above this level, Pathway will fix all errors and resubmit the data
electronically to the TIP interface, unless agreed otherwise by POCL.
3. The delay between the occurrence of an error (or where applicable its later
detection) and the notification of the correction to POCL (either manually
jn accordance with (1) above or electronically in accordance with (2) above)
shall not exceed 5 working days.
4. Manual error reports are to include a full specification of the repaired
transaction data, such that the data would pass the integrity checks if
resubmitted. Where it is necessary to make a judgement about a repair,
such judgement shall be declared explicitly by Pathway. Data is to be
presented ina suitable format for POCL to key into a POCL data input
facility.
5. Pathway are to pay POCL liquidated damages of £100 per transaction error
submitted manually.
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Financial Terms
¢ The first payment of £90m, due on completion of 1800 outlets in the current
contract, will be reduced to £80m, and will be payable when 1600 outlets
have been automated (or on the due date in the current contract, whichever
is later.)
© The £10m pro-rata reduction in the first £90m payment will be added back
to the second £90m payment. (The £90m payments refer to the payments of
£120m less the 25% retentions.)
« POCL will have a further 28 days relief from time and cost adjustments
that may otherwise be due as a result of POCL causing delays to the rall-
out.
© The £200m limit on Pathway liabilities will cover new liabilities arising
from the changes to the contract introduced by the second supplementary
agreement, subject to agreement of the above.
Keith Baines
22 September 1999
2
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Electronic memo
To David X Smith/POCL/POSTOF!
ce
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From Keith K Baines/POCL/POSTOFFICE
Date 21/09/99 09:29
Subject Fwd: POCL Proposal 3}
Copy for info.
Ta
cc
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From Keith K Baines/POCLIPOSTOFFICE
Date 20/08/99 19:08
Subject POCL Proposal
Tony,
As discussed, to avoid any possible misunderstandings, I have made a short note of the proposal
which POCL explained to you at the end of today’s meeting. A copy is enclosed.
Regards,
Keith
POCL_Proposat_990920.¢
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WITHOUT PREJUDICE AND SUBJECT TO CONTRACT
POCL Proposal at 20/9/99 Acceptance Meeting in relation to issues escalated
to Dave Miller and Richard Christou
Acceptance Incident 298 (System stability)
The success criteria in relation to this AI to be evaluated in November in
relation to the continuation of national roll-out in January 2000 should have
the following characteristics:
» Be measured over the first 800 outlets rolled out (including the live trial
outlets;
» Incidents to be quantified in “units” where:
« Help desk authorised re-boots and Office Snapshot work-arounds
count as one unit
Other work-arounds resulting from instability countas half a unit -
this to include work-arounds to remove invalid no-entry signs on
jcons and other work-argunds as may be introduced;
© The rate of occurrence measured over the four week period to mid-
November 1999 should average no more than one unit per counter position
per 3 months.
incident 376 (Data integri
‘The arrangements for the integrity control to be implemented by Pathway by
31 December 1999 will be as previously required by POCL apart from the
following:
e POCL will accept manual error reports up to a limit of 30 per week
measured as a moving average over a period (4 to 6 weeks) to be agreed.
» Above this level, Pathway will fix all errors and resubmit the data
electronically to the TIP interface, unless agreed otherwise by POCL.
© Manual error reports are to include a full specification of the repaired
transaction data, such that the data would pass the integrity checks if
resubmitted. Data is to be presented in a suitable format for POCL to key
into a new TIP data input facility.
* Pathway are to pay POCL £100 per transaction error report submitted
manually.
« Pathway are to pay POCL's development costs for the new TIP data input
facility referred to above.
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Financial Terms
© The first payment of £90m, due on completion of 1800 outlets in the current
contract, will be reduced to £85m, and will be payable when 1700 outlets
have been automated (or on the due date in the current contract, whichever
is later.)
© The £5m pro-rata reduction in the first £90m payment will be added back
to the second £90m payment. (The £90m payments refer to the payments of
£120m less the 25% retentions.)
* POCL will havea further 14 days relief from time and cost adjustments
that may otherwise be due as a result of POCL causing delays to the roll-
out.
¢ The £200m limit on Pathway liabilities will cover new liabilities arising
from the changes to the contract introduced by the second supplementary
agreement, subject to agreement of the above.
Keith Baines
20 September 1999