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Document Title: [TITLE \* MERGEFORMAT I Font: Bold )
-( Formatted: Font: Not 6013 ]
‘Document Type: Interface Agreement (Formatted: Font: Bold )
Release: Release Independent __—( Formatted: Font: Bold J
Abstract: This Interface Agreement defines for the HNG-X System the requirement, _—{ Formatted: Font: Bold )
the service solution and the obligations of Post Office Lid and Fujitsu
Services for delivering Operational Business Change — Reference Data
+ — (Formatted: Normal )
Pocument Status: ApprovedFor Review _-(Formatted: Font: Bold )
Author & Dept: Dawid Wilcox 4 Pe (Formatted: Font: Bold )
ServiceKevin McKeown, SSC
Contributors:
Internal Distribution: For Originator to distribute
following approval
External Distribution: Post Office Lid Sales and Service
Post Office Lid Reference Data Operational Team
Post Office Ltd Horizon. Commercial(For Document Management to
distribute following approval
Approval Authorit
Name Position Signature Date
David WileoxSteve Fujitsu Services Post
Parker Office Account Reference
Data-SSC Manager
Kevin-LerihanPaul I Post Office Lid Reference
Edwards Data Manager Information _—(Formatted: Font: 11 pt B)
Services Operations
Manager
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0 Document Control
0.1 Table of Contents
[Toc \0"1-3"]
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0.2 Document History
Version I Date Reason for Issue Associated
Ne: CCN No.
10.0 20/12/2002 I Updated for Contract Amendment agreed by both
Parties
10.1 17/02/2003 I Updated to include Debit Card Service, Branch
Change, changing core to non-core
10.2 08/07/2003 I Update to include changes agreed in relation to
release of data. Addition of Mails information
10.3 21/10/2003 I Update following comments
oe to volumes for Network Reinvention (section
11.0 27/11/2003 I Approved version
11.1 Internal version not issued for review
11.2 01/07/2005 I Changes for S70 and S80
12.0 24/08/2005 I Approved version (withdrawn)
12.1 21/10/2005 I Incorporate comments missed from v 12,
12.2 20/12/2005 I Incorporate comments from 12.1 review
13.0 22/02/2006 I Approved version
13.1 27/02/2007 I Amend aspects of authorisation for APOP/ADC
changes
Amend Post Office Ltd team names
Amend references to contract appendices
13.2 14/05/2007 I Following comments on V13.1
13.3 26/06/2007 I Following comments on V13.2
14.0 17/07/2007 I Approved version
14.1 07/04/2010 I Changes for HNG-X — CP4143
15.0 03/06/2010 I Approved version
15.1 28/2/2011 Updated to remove references to Horizon
15.2 20/5/2011 Add specific detail for PAF data
16.0 08/06/2011 I Approved Versi
16.1 16/08/2013 I Updated to reflect changes to the Reference Data
Management Service: Service Description v2.2.
© Copyight Fujisu Senioes 1 ROGPROPERT
tired 2018 tsuevecT wwenceronwar) et ——_Dacument number
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0.3 Review Details
Review Comments by : (30-Aug-2013 I {Fon I: Font: 10 pt )
Review Comments to Originator & Document Management _—{ Formatted: Font: 10 pt )
5
Mare Daniol-Lamaziere
Leighton Machin
Chris Bourne
Duncan Macdonald
Post Office Lid Kevin Lenihan
Andy Corbett
Matt Waren
Debbie Arthur
Patricia Stabler
Optional Review Hssued-for Information
Fujiteu- Services Peter Thompson
Graham Welsh
Billy Melrose
Rob Gelder
Adam Woodley
Kath Greenwood
David-Cooke
Post Offico-Lid
Mandatory Review
POL: Information Services Operations Manager Paul Edwards
POL: Information Services Operations Manager Julie Dart
POL: Data & Process Specialist Debbie Arthur
ymmercial Manager Lz Tuddenham
Senior Commercial Manager Tim Healy
Service Architect Steve Godson
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SSC Manager
Steve Parker
Optional Review
‘Commercial Manager
Sarah Guest
‘Commercial Manager
‘Adrian McMahon Stone
Document Manager
Matthew Lenton
‘Customer Requirements Business Analyst David Cooke
‘Customer Solution Architect (Reference Data) Alan Holmes
Lead SDM — End User Services Leighton Machin
‘OBC Team Leader (Branch Chris Bourne
Issued for Information — Please restrict this
distribution list to a minimum
*) = Reviewers that returned comments
0.4 Associated Documents
Please see library for details of latest versions of documents.
Reference Vers [Date [Title Source
1. I SVM/SDM/PRO/0027 Process for Operational Business Change - I Fujitsu
Reference Data Services
2. [RDICCLIOOT Reference Data Change Catalogue (RDCC) __I Fujitsu
Services
appendices which use the same number series.
3. IRDPIAISIO14 ‘Application Interface Specification Reference I Post
Data to Fujitsu Services Limited Office Ltd
4. IRDPIAISIO11 Application Interface Specification Reference
Data to Pathway Type B Data for CSR+
5. I CS/PRDIO48 ‘Changing Reference Data to Tight Timescales
6._ [I SVM/SDM/STDI0007 Fujitsu Services / Post Office Lid Operational I Fujitsu
Business Change - HNG-X Branch Interface _I Services.
Agreement
7. [ROS/OLA/001 Reference Data - Post Office Lid/ Pathway [Post
Operational Level Agreement Office Ltd
8._[PON/OSG/OLAI001 PON OSG/ICL Pathway Operational Level__ I Post
Agreement Office Ltd
9. [OSG/OPS/001 ‘Operational Business Change Product Post
Verification Procedures Office Ltd
70. ISVM/SDM/SDI0007 ‘Service Management Service: Service Fujitsu
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Reference Vers I Date (Title Source
‘Description ‘Services
71. I CSIPRD02B Process for Changing Menu Hierarchies and I Fujitsu
Icons Services
72, I Intentionally empty
13, I CSIPRD/M08 Conventions for naming of Operational Fujitsu
Business Change Reference Data Services
14, I DES/GEN/SPE/0010 [TITLE \* MERGEFORMAT I and Texts Fujitsu
Services
15, I DES/GEN/SPE/0011 [TITLE \* MERGEFORMAT ] Fujitsu
Services
76, I SVMISDMISDIO0TS 2 Reference Data Management Service: Service I Fujitsu
Description Services
Unless a specific version is referred to above, reference should be made to the current approved + (Formatted: Table, Space Before: 0 pt, After: 0 pt )
versions of the documents.
0.5 Abbreviations/Definitions
The text in the remainder of this document uses the abbreviations and definitions shown below. They
are not intended to be definitive in any other contractual context.
‘Abbreviation Definition
ADC ‘Advanced Data Capture — see also AP-ADC
‘Adow ‘Any day of the week, as opposed to working weekdays.
‘Advanced Change
Product and Branch Business changes available through the OBC processes that
require a notice of change to be delivered to Fujitsu Services before implementation. In
the case of Product Change they may or may not be supported by Reference Data files,
from Post Office Ltd. Advanced Changes are subdivided into Complex, Complex
Extended, Standard, Simple or AP. (see section [ REF _Ref41964766 \r \h \*
MERGEFORMAT J).
‘Advanced
Complex Change
Product Change that requires advance notice to be given to Fujitsu Services in order for
‘Type C Reference Data to be created.
‘Advanced
Complex Extended
Change
Product Change that requires advance notice to be given to Fujitsu Services in order for
Type C Reference Data to be created, also requires additional validation/verification
above that needed for Advanced Complex Change
‘Advanced Simple
Change
Product Change that requires advanced notice to be given to Fujitsu Services, where
the additional activities required can be carried out after the OBC has been released
and therefore do not extend the lead-time for that OBC.
‘Advanced
Standard Change
Product Change that requires advanced notice to be given to Fujitsu Services, where
the additional activities required do extend the lead-time for that OBC, but the change
does not require Type C Reference Data.
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‘Abbreviation Definition
After the event I Changes which need to be made to complete an OBC, but are not needed before the
changes release of the OBC e.g. documentation updates.
‘Agreed Release
Date
For each delivery of Reference Data that is to be released to the live estate Post Office
and Fujitsu Services shall agree a release date (the “Agreed Release Date”) which
shall be in accordance with the principles defined in section [ REF _Ref41976197 \r\h
\" MERGEFORMAT J of this document and is the date on which Fujitsu Services
initiates the release of that Reference Data to the live estate
‘Amendment file [A file containing records changing previously received Reference Data which is Still
being processed — must be released with the original file.
AP ‘Automated Payments
‘AP-ADC ‘Automated Payments — Advanced Data Capture — additional facility added in S60
‘APOP ‘Automated Payments Out Payments — This is an HNG-X service and also the collective
name for one or more databases that provide data for the service,
The name is also used as a generic term for any transaction which includes the ADC
data type of Generic Online, even if the transaction doesn't specifically use the APOP
database (e.g. Moneygram)
‘APOP/ADC ‘Any Reference Data change which amends data within the APOP database or ADC
‘change transaction flow the result of which may result in changes to:
> Screen interactions with the counter staff
> Data harvested and transmitted to Post Office Ltd clients
Note: this includes any data delivered into the APOP database whatever the source of
that data (e.g. EDG files)
Authorisation Date
Post Office shall be responsible for final validation and authorisation of Post Office
supplied Reference Data, the date of such authorisation being referred to as the
“Authorisation Date’
‘Authorisation Form
‘A document that is sent from Post Office Ltd to Fujitsu Services to say the following for
the named Product Change OBC.
+ The Verification Report has been checked.
* The Verification Counters have been tested and
> The Identity and Name of the Business Test performed to verify the
changes,
> The Date and Time the Business Test was conducted,
> The Name of the person who conducted the Business Test,
> The Conclusion of the Business Test, whether Pass or F:
‘+ If Fail, the Failure Reason and Mitigating Action
icate whether the Comp:
n Report had been checked
For Product change the form provides the notice of authorisation.
Branch Change is now pre-Authorised
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‘Abbreviation
Definition
‘Authorisation
The Authorisation process results in Fujitsu Services being directed by Post Office Ltd
to implement in the live estate those authorised Reference Data changes that are
covered by the notice of authorisation.
Authorisation is an assertion by Post Office Ltd that they have diligently and
conscientiously performed the specified Business Tests as defined in Post Office.
document OSG/OPS/001 — Operational Business Change Product Verification
Procedures, and that within the bounds of the specified tests the results indicate that
the effects of the authorised Reference Data change is the effect that Post Office Ltd
intended.
Itis also an assertion that Post Office Ltd have followed the prescribed processes for
amendments to APOP/ADC changes as described in section [ REF _Ref472233921 \r
\h \ MERGEFORMAT ]
Fujitsu Services is responsible for ensuring that all other effects on the system, other
than those for which Post Office Ltd has specific responsibility, are consistent with the
stated requirement.
Each party accepts responsibility for those aspects of a change for which it has
responsibility to test.
The notice of authorisation shall be communicated via an e-mail detailing which
changes are authorised.
N.B. Certain types of change are pre-authorised and may be implemented to the live
estate by Fujitsu Services without any further notification by Post Office Ltd.
Authorised
Change
‘An OBC which has passed through the Authorisation process and has been authorised.
Basic Change
Product Changes available through the OBC processes that DO NOT require a notice
of change to be delivered to Fujitsu Services. Currently Basic Changes always consist
of Class 1 Reference Data.
BAU
Business As Usual. Processes within Post Office Ltd that occur regardless of whether
the HNG-X system is in use.
BCR
Business Change Request (referred to in Post Office Ltd as “Change Control Number’).
A.unique identification number for an OBC.
Branch
Term used to refer to individual post offices. Replaces the formerly used term “outlet”
Branch Changes
Changes to Branch information available through the HNG-X system implemented
wholly, or in part, through changes to Reference Data
Branch Code
‘An alternative name for FAD Code. FAD Code appears in many documents and
references in older databases. In the HNG-X environment Branch Code is more
commonly used
BRDB
Branch Database
Business Tests
Tests used by Post Office Lid to ensure a Product change seen on the Verification
Counter and/or described in the Verification and Comparison reports meets the
requirement.
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‘Abbreviation Definition
Where Business Tests fail to identify problems that were apparent at the time the tests
were carried out, the specified tests will be improved by joint review and change control.
ecb Contract Controlled Document
CCN Change Conirol Note as defined in the Contract.
CCN Change Control Number (referred to in Fujitsu Services as “Business Change.
Request’)
Change Type For example, Basic Pure, Advanced Simple, Advanced Complex, AP etc.
Chip & PIN Technology used on bank cards
Class 7 Class 1 Reference Data is the subset of data items which have no impact on any other
part of the HNG-X system and changes containing only Class 1 Reference Data (Basic
Changes) can be implemented by Fujitsu Services without advance notice. Class 1 data
is subsetted into HD, HR and Pure.
Comparison The output from Fujitsu Services software tool which is used for identifying the changes
Report that have occurred on an HNG-X counter. It provides information to Post Office Ltd for
verification purposes._Also see Delta Report.
CR Change Request as defined in the Contract
CSR¥ Core System Release Plus
cto Client Take-On (AP)
Des Debit Card Service
Delta Report ‘The output from Fujitsu Services HNG-X database which identifies changes to be
implemented to the HNG-X counter reference data, It provides information to Post
Office Lid for verification purposes.
For the purposes of breviety, where a Comparison Report is produced it should be
assumed that a Delta Report will also be made available.
Delta reports are made available to Post Office Ltd for verification purposes from both
the RDT rig and the Live environment,
Also see Comparison Report.
Deviation to the
service
‘A single instance of an agreed variation to the workload which falls outside of specified
levels.{]
Effective Date
The date on which any Reference Data is required to be effective on counters
estate.
the live
Note: Type A, B and C Reference Data has an attribute ‘Start Date’, Type X Reference
Data has an attribute of Effective Date. In many instances this is the date on which this
data is to become effective at the counter however there are occasions where the ‘Start
Date’ or ‘Effective Date’ is the date on which the Reference Data is keyed or there may
be a need to have the data effective later than this date
EMV
“Europay Mastercard Visa’ (The Europay-Mastercard-Visa specifications for chip-based
payment cards. EMV part 1 corresponds with (and generally conforms with) ISO 7816
parts 1-5; the other parts of the specification cover the details of a standard creditidebit
application and the requirements for terminals).
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‘Abbreviation
Definition
Error
‘A part of a change that does not meet the requirement or specifications, whether
Reference Data definitions, file format, milestones, delivery route or other aspect of the
OBC processes. (see also ReworkPre-Live Incident Management)
Error correction file
A file containing records for the purpose of correcting errors to previously received
Reference Data which is still being processed-must be released with the original file,
Exception ‘A change that falls outside of the agreed levels eg. to lead-limes or volumes and is not
‘Deviation to the service’.
FuS Fujitsu Services
FAD Code Unique identity for a branch, referred to as Branch Code within Post Office Lid however
extensively used within the HNG-X system and therefore used within much of the
documentation
HD (Basic) Reference Data changes are HD’ when the change is relevant in Fujitsu Services only
to the HelpDesk e.g. telephone number.
HNG-X The system which replaces Horizon
Horizon Online
The name often used within Post Office Ltd for HNG-X
HR (Basic) Reference Data changes are ‘HR — High Risk’ when verification is required by Post
Office Ltd (but are not subject to advanced notification).
ASD Fujitsu Services Horizon Service Desk,
IMPACT Improved accounting — project name for introduction of new POL financial systems at
‘$80
Interface This document (except where the Interface Agreement for Branch is specifically
Agreement referred to, then see SVM/SDM/STD/0001 — Fujitsu Services / Post Office Lid
Operational Business Change — HNG-X Branch Interface Agreement).
Live Fix ‘A change to Reference Data to correct a Live Incident
Live Incident The occurrence of an incident, which relates to the live environment and is recorded on
the Fujitsu Services HSD and / or the Post Office Ltd NBSC help desks.
MDM Post Office Master Data Management system — replaces RDS
Migration Special
See section [REF _Ref472233015 irih ¥ MERGEFORMAT J for the definition,
mis Management Information System
NBS Network Banking Service
NBSC Post Office Lid Network Business Support Centre,
NBX Network Banking eXchange
NSS Network Support Services, Post Office Ltd.
(formerly known as Business Service Management When it included the Change
Implementation Team, formerly known as the Service Provision Team or OSG.)
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‘Abbreviation Definition
NWB Network Banking
OBC Operational Business Change.
‘Any change, usually supported by Reference Data changes, that is implemented
through the OBC process e.g. Advance and Basic Changes, excluding changes
specifically required to implement software changes
OBC forms Electronic Forms used to interchange information relating to OBCs between Post Office
Ld and Fujitsu Services e.g. OBC 2.
OLA Operational Level Agreement
08G Former acronym of POLRDT (Bracknell) — still commonly used
Outlet Term formerly used to refer to individual post offices. Now replaced by the term
“branch’.
PAF Post Office Address File
Pathway Fujitsu Services (Pathway) Ltd — no longer used contractually but still may appear within
systems and documentation
Peak ‘An incident recording system used within Fujitsu Services (previously called PinICL)
PLU Product Look Up
PM Postmaster
POCL Post Office Counters Limited — the former name of PON.
POL Post Office Lid — name which supersedes POCL and PON
POLRDT Post Office Lid Reference Data Team (Bracknell & Chesterfield) responsible for the
supply and keying of Reference Data from POL to Fujitsu Services
Postal Services
Part of the counter application which provides the ability to calculate costs and services:
when items are posted
Posicomm
The Postal Services Commission, that is the Government appointed regulator for postal
services
Pre-authorised
change
A pre-authorised change is a Reference Data change that by agreement (see section [
REF _Ref122517878 \r\h \* MERGEFORMAT J for Branch and section [ REF
_Refa68778032 \r\h \* MERGEFORMAT I for Product) does not require verification by
Post Office Ltd and can be released by Fujitsu Services without additional notification
from Post Office Ltd over and above the delivery of a conformant file.
Pre-live Incident
Management
The occurrence and resolution of an incident, which is observed during Reference Data
processing and validation before release to the live environment, and is recorded on an
Incident Management System (Peak) operated by Fujitsu Services,
Product Changes
Changes to the products or appearance of products available through the HNG-X
system implemented wholly or in part, through changes to Reference Data.
Pure (Basic) When used in reference to a Reference Data Change ‘Pure’ indicates Reference Data
which is considered to be of low risk to business integrity.
RDC Reference Data Change Catalogue (including Business Rules)
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‘Abbreviation Definition
RDMC Fujitsu Services Reference Data Management Centre
RDORF Reference Data Operational Review Forum
RDP Post Office Lid Reference Data Project
RDS Post Office Ltd Reference Data System — replaced by MDM
ROT Fujitsu Services Reference Data TeamTest rig
Release Day The day on which Reference Data is Released to the live system.
Released to the I Reference Data released by Fujitsu Services into the TMS agent. The end point for the
live system process defined in this document. The SLT (see section [ REF _Ref486154869 \r\h \*
MERGEFORMAT }}) covers the delivery of Reference Data to the branches.
REM Remittance
Required Date I The date on the OBC form (Advanced Changes) that specifies when the change needs
to be available at the branches. Normally this is the same as, or earlier than, the Start
Date. (see also, Effective Date.)
Fava 5 Tr Seen ear Fon Fi anateis
is provided.
RM Fujitsu Services Release Management
SEPT (Central) I Security Equipment and Projects Team — Central Administration (formerly NIST and
NIET)
SLT Service Level Target as defined in the Contract
SSC [SSC Software Support Centre. Formatted: Font: 10 pt )
rd line application support & Reference Servic YY Formatted: Table, Adjust space between Latin and Asian text,
Adjust space between Asian text and numbers
Start Date The earliest date specified within any record within any file of Reference Data fora
particular OBC. The Start Date is sent to the HNG-X counters as Effective Date (with
nto time element) and is used to determine when the functionality comes into effect.
This date should always be a future date when taking into account lead times,
(see also Effective Date & Required Date.)
TS Transaction Management Service
Type A Data transmitted electronically from MDM to RDMC over an automated interface
Type B Data transmitted electronically from Post Office Ltd to Fujitsu Services over a non-
automated interface.
Type C Data prepared by Fujitsu Services, (APOP only)
Type F Data delivered to counters in files
Type X Data prepared by Fujitsu Services
Unauthorised ‘An OBC that has been released to the live environment but has not been authorised
change
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Abbreviation Definition
Unit of Release A combination of files which are intended to be released together. The smallest is a
single file. Where Amendment or Error Correction files are applied to a change in
progress, the unit of release will be all files associated with the original OBC.
Validation Confirming that the observed result of the change implemented is the same as that
(Validate) expected and fulfils the requirements as specified to Fujitsu Services - activity
performed by Fujitsu Services.
Verification Confirming that the observed result of the change implemented is the same as that
(Verity) expected and fulfils the requirements of the business — activity performed by Post
Office Ltd,
Verification Anon-live HNG-X counter provided to Post Office Ltd to which OBCs are applied in
Counter order for Post Office Ltd to verify the change, before its release to the live estate.
Verification Report I A report produced from the RDMC to show which Reference Data records have
changed.
Working weekdays I 9am fo Spm, Monday to Friday, excluding English Public Holidays.
Terms defined in the Contract shall have the same meaning where used in this CCD
0.6 Changes in this Version
Version Changes
10 © Prop down of relevant provisions from NO1 from the old Codified Agreement. I __—-{ Formatted: Font: 10 pt, Font color: Auto )
‘Also changes to introduce new & replacement terminology (e.g. Agreement
instead of Codified Agreement) have been made. Inclusion of new definitions
from Schedule 15 (Agreed Release Date & Authorisation Date) into the
document. Introduction of volumetric limits in accordance with Heads of
Agreement and agreement to move towards work index system as agreed
between Post Office & Fujitsu Services (cf para 6.2). Planned capability
volumetrics in relation to Network Reinvention activity (cf para 6.3).
40.1 * Name of document changed as all Reference Data is now included _—{ Formatted: Font: 10 pt, Font color: Auto )
* Remove reference to Pathway
* Add details relating to Debit Card Service
* Change sections as necessary to accommodate branch change
* Add section on changing products from non-core to core and back
* Add section on process for permanently closing branches
© Remove Appendix A - OBC volumes for year 2002
40.2 * Amended following comments to version 10.1 (Formatted: Font: 10 pt, Font color: Auto )
* Addition of Appendix on Mails
* Inclusion of new section 10.2 regarding Release of Reference Data to close
the gap with Schedule 15 of the contract. Also amended definitions of Agreed
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Release Date, Authorisation Date and Effective Date to conform to this
‘Added appendix on process for handling
and Post Office Ltd
iCLs between Fujitsu Services
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‘Amended following comments to version 10.2
References to ‘Agreement in section 0.4 changed to ‘Contract’
‘Agreement now recognises the Mails service
Section 7.3 amended
ight of change requirement for Network Reinvention.
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12
‘Add or amend IIN range for NWB/DCS becomes Advanced Complex due to
introduction of Chip and PIN.
Change of signatories
Heading corrected
Missing comments incorporated
Add $80 elements
Change wording of section 2.5 regarding Alerting to incorporate current
Alerting Process document (CS/PRD/077)
Remove section 2.6.2 with regard to NBE (NBE replaced by NBX)
Change section 7.3 with respect to network reinvention
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Clarify Migration Special
Re-instate change IIN range in High Risk for non Chip and Pin Card
73.0
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13.4
‘Amend detail of authorisation to cater for new or amendments to APOP and 2
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‘ADC services and transaction flows
‘Amend Post Office Ltd team names (OBCRDST and RDOT)
‘Amend references to contract appendices
13.2
‘Amendments following comments on version 13.1 _—{ Formatted: Font: 10 pt, Font color:
733
‘Further amendments to clarify ADC and APOP responsibilities in 9.1.4 _—-(Formatted: Font: 10 pt, Font color:
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14.1 ‘* Addition of references to HNG-X -{Formatted: Font: 10 pt, Font color: Auto )
* Introduce section regarding Reports and Receipts documentation for Banking,
Debit Card, ETopUp, AP and ADC
* Change relevant references to new documents, remove redundant entries Formatted: Indent: Left: 0 cm, Hanging: 0.63 em, Space
and generally tidy references fter: 6 pt
* Appendix B: Changing transactable products between Core and Non-Core- _I __—{ Formatted: Font: 10 pt )
now in RD/CCL/O02
* Appendix C: Permanent Closure of Branches — now in RD/CCL/003
© Appendix D — Mails — now in RD/CCLION2 I (Formatted Font: 10 pt, English (United Kingdom) )
15.0 * _ Jssued for approval —(Formatted: Font: 10 pt, Font color: Auto )
15.1 * Remove references to Horizon -{Formatted: Font: 10 pt, Font color: Auto )
* Change references to RDS to MDM
* Remove System Parameter — Pure (not used in HNG-X)
15.2 * Add specific information about PAF monthly data delivery —(Formatted: Font: 10 pt, Font color: Auto )
16.0 * _ Jssued for approval _—{Formatted: Font: 10 pt, Font color: Auto )
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Management Service: Service Description v2.2, (SVM/SDM/SD/0013). er Fonts 10 pt, Font eolor Auto ]
* ‘Rework’ replaced by ‘Pre-Live Incident Management’ ~—{ Formatted: Indent: Left: 0.63 cm )
‘Delta’ Reports added.
Amend references to Fujitsu Reference Data Team (RDT) to SSC. ROT
refers to the Reference Data Test rig.
*_ Minor template and format changes.
0.7 Changes Expected
Changes
+ This document is amended as required when new releases of the HNG-X systems are released (Formatted: Font: 10 pt )
‘+ This document may need amendment if agreement is reached on the use of the work index
measurement mechanism
(Formatted: Font: 10 pt
{Forr i: Font: 10 pt
sd Font: 10 pt
(Formatted: Font: 10 pt
General review and update pf the document to reflect HNG-X changes since v15.2._ Formal
comments are politely gequested only against changes made in v16.1 so that CS/PRD/058 can
be aligned with SVM/SDM/SD/0013 v2.
~
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1 SUMMARY SHEET
This section summarises the content of this Interface Agreement as a “quick reference” guide to
change types. It does not replace the detail contained in the following sections (should there be
differences, the latter shall prevail)
Note: the Lead-time includes processing within both Post Office Ltd and Fujitsu Services, but not
distribution to the HNG-X counters.
‘Change Category I Definition Tead-time
(see section [ REF _Ref468778032 \r\h \* (working
MERGEFORMAT ]) weekdays)
Product Standard: Post I Fujits I Total
offic I u
eltd I Servi
ces
Basic Change - Type A Reference Data only (no Post Office Ltd verification [4 [1 [5
Pure required)
Basic Change — Type A Reference Data only (Post Office Lid verificationis [6 [4 I 10
High Risk I required)
‘Advanced Type A Reference Data, plus after-the-event changes 6 [4 I1
Simple Change
‘Advanced Type A & Type B Reference Data, MIS change & Fujisu [9 [5 I 14
Standard Change _I Se"vices testing required
‘Advanced Complex I Change that requires Type C and/or Type FandiorTypeX [14 I 17 I 25
Change Reference Data from Fujitsu Services
‘Advanced Complex I Change that may require Type C andlor Type F and/or Type I 14 I 16 I 30
Extended Change _I X Reference Data from Fujitsu Services or may need longer
validation/verification times than Advanced Complex
‘AP Change Change required for AP Client Take-On and Token
verification (including ADC and APOP).
Product
Fast-track:
Basic Express ‘A subset of Basic HR, for a specific requirement tochange [15 [05 [2
specific Reference Data quickly.
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Migration Special] An addition to the non-core product mappings fora branch, ] 0.75 1025 ]1
normally where the product is already being sold prior to
migration.
Tight Timescales I A change to make any Kind of Reference Data change ‘Agreed when
quickly, in specified circumstances. requested
Business Critical I An advanced change which requires shorter lead time than I Agreed when
Advanced Change —_I would normally be required for such a change requested
ive Fix ‘J change to correct a live incident. (ref. section [REF Defined in OLAS
_Ref503694824 \r\h \* MERGEFORMAT J and [ REF RDS/OLA/001 and
“Ref496082411 \r\h \* MERGEFORMAT J). PON/OSG/OLA/00
1
Branch:
Help Desk (HD) Type A Reference Data only (no Post Office Ltd verification] Defined in
required) SVM/SDM/STD/00
1
‘Advanced Type A Reference Data only to support more complex Defined in
changes in branches (e.g. relocation). May require Post SVM/SDM/STD/00
Office Ltd verification, 1
NB. The breakdown of the lead-times shown above are indicative only of the time taken within each
‘organisation. The overall lead-time should always be taken as the true indication of the time required
to effect a change. When considering the date by which data is to be delivered to counters and the
total amount of time required to implement a change, in addition to the lead-time shown above
consideration must also be given to distribution time to the counters (see section [ REF
_Ref486154869 \r \h \" MERGEFORMAT ]) following authorisation.
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2 Introduction
This document is a Contract-Controlled Document (CCD).
2.1. Intent of Interface Agreement
The intent of this Interface Agreement is to establish effective co-operation between Fujitsu Services
and Post Office Ltd for the timely efficient and cost effective delivery of Operational Business Change
using Reference Data to HNG-X enabled Post Office counters
This Agreement covers both Product and Branch Reference Data
This Interface Agreement identifies:
+ Post Office Ltd and Fujitsu Services requirement for changes introduced via Reference Data,
* the agreed end-to-end service solution for Fujitsu Services and Post Office Ltd, both separately
and jointly, for implementing such changes and
‘* the obligations of both parties, both separately and jointly, that must be met in order to deliver the
solution.
There are a number of documents (which are not CCDs) that describe the interfaces and agreements
made between Fujitsu Services and Post Office Ltd for the management of Operational Business
Changes. This document provides an “umbrella” agreement for those and they will comply with the
agreements made within this Interface Agreement.
Whilst this Interface Agreement serves as an umbrella for other documentation it cannot supersede
any contractual obligations defined within the Contract. The timescales shown later in this document
are those which are agreed by both parties to be operationally viable and as such form the basis of
normal business practice when implementing changes to Reference Data
2.2 Maintenance of this Interface Agreement
This Interface Agreement is applicable the HNG-X system. It will be reviewed for any future major
software release and on an on-going basis. It is maintained by Fujitsu Services on behalf of both
parties.
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2.3 Future Developments
Post Office Lid and Fujitsu Services agree to work jointly to improve the quality and effectiveness of
the Reference Data interface as follows:
+ Review the functionality, scope and effectiveness of the Reference Data test environment and
‘enhance where appropriate.
‘+ Continuously monitor the toolset available in the test environment, in particular the Reference Data
‘comparison tool for identifying impact of planned Reference Data changes with the possibility of
‘enhancement where appropriate.
* Continuously monitor and where necessary improve the Reference Data Change Catalogue
(RDCC) relating to Reference Data requirements.
+ Review the consolidated set of Business Rules and procedures which have been jointly developed
and implemented.
* Continuously improve the scope and effectiveness of Business and System tests.
‘Identify risks to the Reference Data service and take remedial action to eliminate or mitigate such
risks.
The programme for delivery of each of the above will be overseen by the RDORF.
2.4 Service Management Policy
Service Management Policy is described in document SVM/SDM/SD/0007 - Service Management
Service: Service Description
2.5 Alerting when product data is at risk of late delivery
‘When it is known that Reference Data for Product changes may be at risk of non delivery by the time it
is required at branches (the Effective Date) it may be necessary to alert parts of Post Office Ltd so that
the relevant staff (branch, helpdesk etc.) are made aware that a required change may not be present
when expected. The only time this is a potential problem is if the data has been released the day
before it is due to become effective and there are then problems in the overnight processing and/or
delivery of the data. In practice the majority of Reference Data is released at least two days before it
is due to become effective and therefore there is only a small risk of an issue arising.
The principles of the process with respect to data being delivered overnight to become active at
branches the following day are’
* to provide warning to relevant parties in Post Office Lid and Fujitsu Services, that there is
risk of critical reference data not being available at branches the following day
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* to allow appropriate contingency to be invoked against that risk where lack of the data
would cause critical problems
The process follows the following stages:
* POLRDT (Bracknell) would indicate to RDT-SSC (on the authorisation form) that Post Office Ltd
would wish to be informed of overnight processing problems
* RDE-SSC would inform FJS duty management and data centre operations that an alert request
had been made
* In the event of overnight processing issues data centre operations would advise the FS duty
manager of the problem and the FJS duty manager would then advise the Post Office Lid duty
manager
2.6 Contractual obligations with respect to NBS
The contract for supply of the Network Banking Service included a number of contractual obligations
which have been carried forward into this document.
2.6.1 Extensibility
The NBS shall support, through changes to or the introduction of appropriate Reference Data, the
introduction and removal of new instances of and changes to each of the items (marked as suffix
NWB) shown in Appendix B: Standard Changes — Details. The parties may agree to vary the allocation
of the items from time to time, such variation to be documented by Fujitsu Services in the working
document entitled "Reference Data Change Catalogue” (RD/CCL/001).
2.6.1.1 Introduction and Change
The introduction of changes to and new instances of items specified above in [ REF _Ref41965285 \r
\h \" MERGEFORMAT ]
(a) shall be effected using only the agreed functions and processes used for introduction of
and changes to reference data for those Post Office Services existing at the time of
introduction of the NBS into this Agreement.
(b) shall not cause to be exceeded:
() any limit or range in respect of any such item (including, without limitation, limits or
ranges on the number of IINs) where such limit or range is specified in the CCD
entitled “Horizon Capacity Management and Business Volumes” (PAPERIO33);
and/or
(i) if no such limit or range is specified in that CCD then a reasonable limit or range
2.6.1.2 Verification of NBS Reference Data
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Post Office Ltd shall be responsible for verifying all NBS related Post Office Reference Data for use in
End to End Banking, save to the extent that Fujitsu Services is obliged to do so (for the purposes of
the use of such Post Office Reference Data within the Post Office Service Infrastructure) in
accordance with paragraph [ REF _Ref41965302 \r h \* MERGEFORMAT I above. For the avoidance
of doubt, the Change Control Procedure shall be used if Post Office Ltd requires, in connection with
the introduction of any of the items referred to in paragraph [ REF _Ref41965314 \r \h \"
MERGEFORMAT ] above, Reference Data validation or testing of the NBS (or any element thereof)
‘outside the scope of this Interface Agreement.
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3 Scope
3.1. Interfaces
This Interface Agreement covers all the interfaces between Fujitsu Services and Post Office Ltd that
support the Operational Business Change process for pre-defined Product and Branch changes.
Interface Interface Interface
Fujitsu
aS
* this step is not
needed if change is
pre-authorised
The start is the point where an OBC form has been completed and issued within Post Office Ltd, and
the end point is where the Reference Data has been released within Fujitsu Services for delivery to the
live counters.
The delivery of the Reference Data to counters, following release authorisation, is covered by the SLT
(see section [ REF _Ref486154869 \r \h \" MERGEFORMAT J).
This Interface Agreement applies to both Product and Branch Changes where:
* a Basic Product Change and HelpDesk Branch Change is a change which consists solely of
Reference Data which requires no additional Fujitsu Services actions and may be submitted to
Fujitsu Services without notice
* an Advanced Change Product Change is a change which requires additional Fuji
activity and is subject to advanced notification
‘+ an Advanced Branch Change is a change which is subject to advanced notification
Note: Reference Data for Branch Change is usually necessary to support activities such as: a new
Branch Opening, a Branch Relocation, conversion of a Branch franchise, a Branch Closure.
Reference Data also supports changes to branch details such as: opening hours, telephone number,
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name and address but excludes the addition or removal of individual counters. The specific activity for
branch change is described in document SVM/SDM/STD/0001 - Fujitsu Services / Post Office Ltd
Operational Business Change — HNG-X Branch Interface Agreement
3.2 Service Level Target
The contractual provisions and service level targets relating to the distribution of Reference Data to
Branches are defined in SVM/SDM/SD/0013 — Reference Data Management Service: Service
Deseription section 2.3.5.
3.3 Operational Business Change processes for
Reference Data Change
The Operational Business Change (OBC) process for Reference Data is defined in document
SVM/SDM/PRO/0027 - Process for Operational Business Change - Reference Data and the types of
change that qualify for the OBC process are defined in the Reference Data Change Catalogue
(RDCC). Changes not found in the RDCC must be requested via the normal Change Control
Procedure.
‘A summary of the process is given below.
Note:
Not every Change Type follows every step of the process see section [ REF _Ref41965416 \r\h \*
MERGEFORMAT J.
The timescales for each stage of the process are defined in section [ REF _Ref41965433 \r \h \*
MERGEFORMAT J]
The types of change that the process applies to are defined in section [ REF _Ref41965456 \r\h \*
MERGEFORMAT }
The responsibilities of each party are defined in section [ REF _Ref472233921 \r\h \*
MERGEFORMAT ].
Note: the diagram and description refers to the process for Operational Changes once any required
agreement has been reached regarding the viability of the change (as may be the case with
APOP/ADC changes)
3.3.1 Process Diagram
Note: feedback loops exist at all stages for error correction, but are not shown,
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‘OBC OBC
request request
Post Office Ltd
Operational Fqcus
& Physical
stock ete
POLRDT (Chesterfidid)
Operational Focus
ete
Unauthorised [Fujitsu
Services
Fujitsu Services
“Pre-live”
Fujitsu Services Authorised Post Office
“Live” Lid
Post Office Ltd
Fujitsu
Services
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3.3.2 Process Steps
Step Taken by Description
‘AIEventA- I Post Office Lid I The relevant unit in Post Office Ltd identifies the business
Identify need to introduce, change details of, or withdraw a product.
change
7 I Take actions
to implement
the changes
Post Office Lid
The relevant unit in Post Office Lid identifies if the change is a
Basic Reference Data change, or an Advanced OBC change.
The relevant unit raise the required OBC forms to:
‘+ Request Post Office Lid Reference Data Team
(Bracknell) to change the Reference Data (for both Basic
and Advanced Changes)
‘+ Where necessary POLRDT (Bracknell) raise relevant
OBC forms and send to POLRDT (Chesterfield) for keying
into Post Office Reference Data System
‘+ and request an OBC ~ Product Change from Fujitsu
Services (for Advanced Changes).
Post Office Ltd RDT (Bracknell) confirm the change
requested is an Advanced OBC change and request Fujitsu
Services to make the change.
Post Office Lid RDT (Bracknell) supply any required.
additional information to support the Advanced OBC change.
Post Office Ltd ensure that all necessary communications,
and supporting actions for the OBC are complete.
2 I Update Ref. I Post Office Lid I Post Office Lid RDT changes the Reference Data in Post
Data system I RDT Office Reference Data System to meet the OBC requested
&sendto I (Chesterfield) —_I and send it to Fujitsu Services and other users within Post
Fujitsu Office Ltd.
aes N.B. This step is not used where no MDM data is required
3 I Generate I Fujitsu Services I Fujitsu Services receives the Reference Data from Post Office
Ghange‘and Ltd RDT (Chesterfield) (for all changes) and receives the
cicld OBC form and necessary additional information from Post
validate
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‘Step
Taken by
Description
where
necessary
Office Lid RDT (Bracknell) (for Advanced Changes).
Fujitsu Services initiates any required internal actions e.g.
ensure Reference Data is appropriate for the OBC requested
as defined in the RDCC, generate Type C, Type F and Type X
Reference Data as necessary, test changes. Changes are
tested and validated by Fujitsu Services where necessary.
Fujitsu Services generates and delivers the RDMC Verification
Report and the Comparison Report to Post Office Ltd ROT
(Bracknell) and delivers the actual Reference Data change to
the verification counters, as appropriate.
Note: Fujitsu Services does not send Pure Basic and
Migration Special Changes to Post Office Ltd RDT (Bracknell)
for authorisation, as they are pre-authorised by Post Office
Lid.
a]
Verify &
authorise
completed
change
Post Office Lid
RDT (Bracknell)
Post Office Ltd RDT (Bracknell) undertake OBC counter and
report verification (as appropriate) and confirm the change as
delivered is the change required, and authorises the release of
the OBC to the live estate.
Post Office Ltd RDT (Bracknell) may also request an alert be
raised if the data is at risk of not being available by the time it
becomes effective. (see section [ REF _Ref496089047 \r \h \*
MERGEFORMAT J)
NN.B. Some changes are Pre-Authorised — please refer to
CS/PRD/108 - Conventions for naming of Operational
Business Change Reference Data
NB. The following steps may start affer step 1 and run in parallel
5 I Review Fujitsu Services I Where appropriate, Fujitsu Services reviews, and responds to,
Operational all relevant Operational Focus or other update articles before
Focus publication and distribution (when required) to confirm that the
articles contents correctly reflect the system and will not have an
unnecessary impact on Helpdesk resources. Post Office Ltd
shall accept all amendments reasonably requested by Fujitsu
Services in pursuit of the delivery of contractual services.
6 I Change Fujitsu Services I Fujitsu Services releases Reference Data for all authorised
delivered to OBCs to the live estate
counters g y
Fujitsu Services will raise Delivery Alert on the Release Day, if
the Alert Flag is set and the change is to be effective next day.
(see section [REF _Ref496089047 \r \h_\* MERGEFORMAT
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Step Taken by Description
Where agreed with Post Office Ltd, the release may be held
pending communication to the Branches e.g. via Operational
Focus. (However if release delay risks the Start Date, there
may need to be another change processed to amend the start
date of the change).
3.4 Operational Business Change processes for Branch
Change
The process for effecting changes at branches is fully described in SVM/SDM/STD/0001 - Fujitsu
Services / Post Office Ltd Operational Business Change - HNG-X Branch Interface Agreement. In
some cases there will be a need for Reference Data to support the physical changes at branches (e.g
temporary closure for refurbishment). In some cases there will be a need to change Reference Data
when there is no physical work required (e.g. change of opening times).
Whilst the definitive process is in SVM/SDM/STD/0001 it is worth noting the general steps within this
document:
Post Office Ltd submit Reference Data via MDM to RDMC
Fujitsu Services produce reports and send them to the relevant Post Office Ltd unit
Fujitsu Services release the data no earlier than 48 hours after receipt
Post Office Ltd check reports and if errors are found submit a fresh change
gk ens
Should Post Office Ltd find an error during the 48 hour window a direct request to Fujitsu (usually
by telephone) may be made to stop the release of the data. In this instance the release is no
longer pre-authorised and becomes a change which requires authorisation
Note: Reference Data for branch temporary closures is only sent by Post Office Ltd to Fujitsu when
the temporary closure is expected to exceed 10 days.
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4 Types of Change
4.1 Introduction
Change types are pre-defined for inclusion into the OBC — Reference Data process. This definition can
be found in the Reference Data Change Catalogue (RDCC). Each pre-defined change type is grouped
as shown in the table in section [ REF _Ref496082620 \r\h \* MERGEFORMAT J.
The RDCC Product Change categories that apply to these changes are listed in sections [ REF
_Ref470598330 \r \h_\* MERGEFORMAT ] and [ REF _Ref470598344 \r \h_\" MERGEFORMAT ]
below. The assumptions listed in the RDCC must be adhered to, in order to apply these
categorisations.
Change types for Branch Changes are defined in SVM/SDM/STD/0001
4.2 Product Changes
4.2.1 Standard Changes
The order of the change types in this section is significant and is an indication of the level of risk with
each type and therefore the amount of checking that is deemed to be necessary. The change types
are of varying risk from those which need little or no checking, as the effect of an error would be
minimal on the Live estate, to those which need extensive checking, as the effect of an error may be
significant on the Live estate. Those changes, which are deemed to require minimal or no checking,
are classified as Basic - Pure. Those changes, which are deemed to require most checking, are
classified as Advanced ~ Complex or Advanced Complex Extended.
‘A complete list of changes applicable to each type is held within the RDCC. Should Post Office Ltd
decide that additional checking is required a change may be submitted in a type with a higher risk
Position in this section. However the converse is not true, in that a change can never be requested
with a lower risk position than the type shown in the RDCC.
[ REF _Ref511712220 \* MERGEFORMAT J, shows a representative list of the changes for each
‘ype
4.2.1.1 Basic - Pure
Basic Changes do not require advanced notification from Post Office Ltd to Fujitsu Services (OBC
form). The delivery of the Reference Data file using agreed mechanisms is the request for change.
The file must identify that its contents are Basic Pure changes. The file may contain more than one
change of the same type. All Basic files contain only Class 1 Reference Data items. Fujitsu Services
checks the contents of the file are appropriate for the type of change. Pure changes do not require
verification and are pre-authorised for release.
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4.2.1.2 Basic — High Risk
Basic Changes do not require advanced notification from Post Office Ltd to Fujitsu Services (OBC
form). The delivery of the Reference Data file using agreed mechanisms is the request for change.
The file must identify that its contents are a Basic High Risk change. The file may contain more than
‘one change of the same type. All Basic files contain only Class 1 Reference Data items. Fujitsu
Services checks the contents of the file are appropriate for the type of change. High Risk changes
require a Verification and a Comparison report (where appropriate) and authorisation by Post Office
Ltd before release.
4.2.1.3 Advanced Simple
Advanced Simple changes require advanced notification from Post Office Ltd to Fujitsu Services (an
OBC form) to request the change. Associated Reference Data files must be identifiable as such
through the BCR number. Fujitsu Services checks the contents of the file are appropriate for this type
of change. Fujitsu Services has actions to take to implement the change (in addition to processing the
Type A Reference Data file from Post Office Ltd) e.g. update documentation, but these actions can
‘occur after the change has been released and therefore do not extend the lead-time for the change.
These changes require a Verification and a Comparison report and authorisation by Post Office Ltd
before release.
4.2.1.4 Advanced Standard
Advanced Standard changes require advanced notification from Post Office Ltd to Fujitsu Services (an
OBC form) to request the change. Associated Reference Data files must be identifiable as such
through the BCR number. Fujitsu Services checks the contents of the file are appropriate for this type
of change. Fujitsu Services has actions to take to implement the change (in addition to processing the
Type A Reference Data file from Post Office Ltd) e.g. process Type B files, and these actions must
‘occur before the change has been released, therefore the lead-times are longer than for Simple or
Basic changes. These changes require a Verification and a Comparison report and authorisation by
Post Office Ltd before release.
4.2.1.5 Advanced Complex
‘Advanced Complex changes require advanced notification from Post Office Ltd to Fujitsu Services (an
OBC form) to request the change. Associated Reference Data files must be identifiable as such
through the BCR number. Fujitsu Services checks the contents of the file are appropriate for this type
of change. Fujitsu Services must generate Type C, Type F or Type X Reference Data as appropriate
to implement the change and then test that the change works as requested in the OBC form. These
changes require a Verification and a Comparison report and authorisation by Post Office Ltd before
release.
4.2.1.6 Advanced Complex Extended
This category of change has been introduced to differentiate from ordinary Advanced Complex
changes as the lead-time is longer to allow for additional validation/verification which is necessary
because of the additional complexity of the change. In all other respects this category is identical to
Advanced Complex.
4.2.2 AP (including ADC and APOP)
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‘AP changes are similar to Advanced Complex changes and require notification from Post Office Ltd to
Fujitsu Services (an OBC form) to request the change. Associated Reference Data files must be
identifiable as such through the BCR number. Fujitsu Services checks the contents of the file are
appropriate for this type of change. Fujitsu Services has actions to take to implement the change e.g.
test Tokens and supply test files to the appropriate Post Office Ltd Client for Post Office Ltd End to
End testing of changes. These changes require a Verification and a Comparison report, additional
testing and authorisation by Post Office Ltd before release,
(as described in relevant AP documentation)
Introduce new AP client, service or token
Change client name (new token data)
Cease AP Client, product or token
Introduce new Smart Card
ADC changes are implemented using the same basic process mechanisms as AP although the timing
may differ.
Notes on AP/ADC and APOP change:
+ Changing AP/ADC product details when an end-to-end test file is not required falls outside the
category of AP change and is to be treated in the same way as any other product change
* Ceasing AP/ADC Client, product or token when the service is Live, i.e. it is not being withdrawn
from a current CTO/ADC cycle, is to be implemented as an Advanced Simple change, with the
client service list being amended after the event
+ APOP/ADC changes may affect the transaction flow on the counter and the content (including
XML tags by use of an ADC data type with ZZ_IncFields attribute) of client files. It is also possible
that incoming client files (submitted via the EDG gateway) may have similar effects. For this
reason APOP/ADC changes may be subject to advance notification to and agreement from Fujitsu
Services that the effect of the change is acceptable to Fujitsu Services.
4.2.3. Fast-track changes
4.2.31 Basic Express
‘Basic Express change is a subset of Basic High Risk changes and must comply with the definitions
in section [ REF _Ref41965580 \r \h_\* MERGEFORMAT ]. However, the lead-times (see section [
REF _Ref450639538 \r \h_\* MERGEFORMAT ]) specified for a Basic Express change can only be
achieved where verification can be performed on the basis of the Verification Report and not a
Comparison Report. The type of change must be such that there is minimal risk of error occurring
elsewhere within the system as a result of applying the change and is therefore limited to:
Change price of non-value stock
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Change price of revaluable value stock *
Change min/max quantity/value
Change Long/ Medium / Short name
‘AddiAmend/Cease End of Session prompt
‘AddiAmend/Cease Transaction prompt
‘Add/Amend branch exclusion for urgent suspension
Disable/Enable End of Session prompts at specified branch(es)
Disable/Enable Transaction prompts at specified branch(es)
The limits for use are:
°
only for the categories of change which conform to the above e.g. ‘Ticket and Travel
products or to meet the requirement for Tight Timescales
°
only OBCs that must be active on completion of the change within 48hrs 5
OBCs must be received by Post Office Ltd RDT (Bracknell) by 10am on a working
weekday and
© only normal volumes of change as defined in (sectionI REF _Ref257383365 \r \h \"
MERGEFORMAT J)
© the BCR must start with prefixes as defined in CS/PDN/108. If a Change is delivered to
Fujitsu Services with this prefix but the contents do not meet the specified criteria it will be
processed according to the normal lead-times. Fujitsu Services will inform Post Office Ltd
using the incident process.
°
* Note: When a Basic High Risk change is to change the price of revaluable value stock, counters
will prompt counter staff on each of the three calendar days prior to when revaluation will need to
be performed, provided that the Reference Data is already at the counter. Should a similar
change be put through the Basic Express mechanism, this prompting period may be for less than
three calendar days. It is Post Office Ltd’s responsibility to provide any additional notification
required to users.
= Where the change is as described above, the requirement for completion within 48hrs may be
‘extended, if required, to allow for this 3 calendar day period.
4.2.3.2 Migration Special
‘A Migration Special change is a specific subset of Basic Pure changes and must comply with the
definitions in (section [ REF _Ref472263899 \r \h_\* MERGEFORMAT )). Migration Specials are
pre-authorised for release and no verification is required.
Migration Special changes are additions or removals to the Reference Data defining which non-
core products a particular branch can or cannot sell. This Reference Data is needed so that the
correct range of Products is available at the branch
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Note: The term ‘Migration Special’ was originally used during the roll-out of the Horizon system
and although it has no specific meaning in the context of the system today it is still well
understood within users of the Reference Data change process and hence the name remains for
this category of change,
The limits for use are:
© additions to Non-core Product to Branch mappings only
© Reference Data must be received by Fujitsu Services by 10am for release to be actioned
‘on the day of receipt or a phone call is required before 4 p.m. requesting a later file to be
released
© Reference Data files must be identifiable as Migration Specials
Migration Specials differ from the standard Basic Pure change for adding non-core associations
toa branch by virtue of:
© the urgency with which the data needs to be delivered to the branch.
© Migration Specials refer to one branch or one product - the normal Basic Pure change
may have any combination of products and branches.
Where possible Post Office Ltd should use the Basic Pure change for addition of non-core
association records.
Once Fujitsu Services has confirmed that the Reference Data is of the required type it will be
released to the ‘Live’ environment.
4.2.3.3 Tight Timescales
4.2.3.3.1 Requirement
Fujitsu Services recognises that there may be occasions where Post Office Ltd will be required to
implement changes to Reference Data to timescales which are outside the control of Post Office Ltd,
for example changes announced in the Chancellor of the Exchequer's Budget. The implementation of
Reference Data in support of such changes must be handled in a very bespoke manner. Fujitsu
Services will use reasonable endeavours to meet the requirements requested by Post Office Ltd
4.2.3.3.2 Definition
A Tight Timescale change that cannot be processed using the normal timescales defined for such a
change. It may be caused by either:
* an emergency situation where normal lead-times cannot be adhered to because of legal
circumstances outside of Post Office Ltd control, or
© toallow Post Office Ltd to exploit commercial opportunities
+ emergency introduction of a Transaction or End of Session prompt to cover legal obligations (e.g.
Money Laundering)
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Each instance of such change must be nolified in writing by Post Office Lid to Fujitsu Services and
agreed between Post Office Ltd, Head of Delivery - IT and Service and the Fujitsu Services Customer
Service Director or their nominated authorised deputies.
4.2.3.3.3 Types
Analysis by Post Office Ltd of the business requirements indicates that the types of change that
require to be actioned in Tight Timescales are:
* Price changes
* Emergency cessation of a product
‘* Product introduction or change where the product has been created in advance with i
details.
a) Price Change
The most frequent Tight Timescale changes are price changes. These may be processed via the fast-
track Basic Express route.
b) Emergency cessation
From the CSR+ version of Horizon the ability to transact a product is controlled by the use of Item
Transaction Modes and therefore these types of changes may be processed via the fast-track Basic
Express route.
c) Product introduction or change (with interim details)
‘A new product (or product change) can be introduced in advance of all details being available e.g. to
meet a late-breaking business opportunity. Mandatory details should be provided initially, although
some will have interim values
eg.
© product name may be set to “test name" or other identifiably interim name
+ the Branch Trading Statement mapping may be to a line marked as “temporary”
‘the button for the product may not be introduced until a later date, with the product only available
to be sold by PLU initially
The “interim” product should be verified using standard processes for product change (see sections [
REF _Ref472234778 \r\h \* MERGEFORMAT ] and [ REF _Ref472234782 \r \h \" MERGEFORMAT
dD.
To set up the interim product the normal lead-times should be adhered to. When the interim product
cannot be set up with the normal lead-times, it will be dealt with as a high priority exception (see
section [ REF _Ref469803673 \r \h \* MERGEFORMAT J).
The interim details will be later replaced using
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* a Basic Express change for the final information relating to price and name. This must be
identifiable as part of the Tight Timescale change, and will be verified via the Verification Report
for Basic Express, before the change is released
+ standard changes that occur after the go live of the product e.g. the introduction of the button, or
the change of the Branch Trading Statement mapping
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‘An example of the timeline is shown below:
6 5 4 3 2 A o “1 4
Intern product Price / Button
‘froducod ae, Mifoduced as details tower
standard change podttaeI introduced date as a
with interim brsestety as Basic standard
values Express change
interim values
4.2.3.3.4 Limitations when information is available at a very late stage
Whilst acknowledging that Post Office Ltd may not have control over legal or governmental changes it
must be recognised that the ability of the end to end process to produce, check, authorise and release
Reference Data takes a finite time and therefore it may not be possible in all circumstances to meet
the requirements. To this end the following are guidelines to the limitations for Tight Timescales
changes where the information is only made available at a very late stage (e.g. 4 p.m. on a budget
day).
‘© The time to key the data into the MDM system, extract and transmit to Fujitsu Services must
be considered (probably a minimum of 1 hour)
‘* The time that RDMC takes to process the incoming data must be considered (approximately
30 minutes)
‘+ If counter checks at Post Office Ltd are required an absolute minimum of 2 hours is required
for RDT-SSC system processing. It is therefore likely that this time will not be available and
therefore checking of the data can only be by review of reports — minimum of 30 minutes to
produce and transmit to POLRDT (Bracknell)
‘* The time that Post Office Ltd will take to validate reports, or view data on counters should time
be available for extract, needs to be considered (estimated as a minimum of 30 minutes)
‘+ In order to meet normal operational schedules, authorisation to release a Tight Timescales
change should be received by Fujitsu Services by 7:30 p.m.
‘+ The introduction of new items is impossible overnight. If there is a possibility that new items
will be needed their skeleton data must be set up in advance, as described above in section [
REF _Ref509884638 \r \h \* MERGEFORMAT J.c
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‘> Changes to Type C, Type F and Type X Reference Data (e.g. for Menu Hierarchy) can only be
achieved within Tight Timescales when sufficient time is available — under normal
circumstances, where the normal lead-time is not available, a Business Critical Advanced
Change may be appropriate
An overnight change should therefore only be of the type which amends the price or name of
items
On the basis of the above timings, the latest time for commencement for an overnight Tight
Timescales change, such as Budget announcements, to be with POLRDT for keying is 5 p.m. for a
change to be checked by report and 3 p.m. for a change to be checked by counter. Whilst these
timings are theoretically possible any error which occurs in data preparation or is discovered during
checking may affect the ability of all parties to complete the exercise. Therefore, wherever possible
more time should be given.
4.2.3.4 Live Fix
The time scale for incident correction is driven by the impact of the incident, the complexity of the
solution and the Start Date (or Agreed Date) for the change to be live at the branches. (see section [
REF _Ref496087488 \r \h \* MERGEFORMAT })
4.2.3.5 Business Critical Advanced Change
It has been recognised that the Fujitsu Services and Post Office Ltd operational units have the ability,
in some circumstances, to shorten the OBC lead time without adversely impacting the success of the
change, or any other change in the system:
A Business Critical Advanced Change category has been introduced to permit operational units to
decide, where possible, to deliver change within a shorter time than the specified lead-time. BCAC
does not replace Tight Timescales but rather offers an altemative, operational, method (similar to
Basic Express) of progressing Advanced changes without the need for authorisation to be obtained at
a senior level within both Post Office Ltd and Fujitsu Services,
Each instance of a Business Critical Advanced Change must be agreed by each of the groups
involved in the processing of the change (normally Post Office Ltd and Fujitsu Services Reference
Data Teams) before the change is submitted to Fujitsu Services for action. This must include
agreement on the effective date for the Reference Data
= The lead-time requirement for such a change must be shorter than that which would normally be
required to complete the change
+ The agreed lead-time requirement must be achievable
= Any errors or modifications which ocour in the delivery of such a change are likely to cause failure
to achieve the agreed lead-time
=A maximum of 1 such change is permitted within any single week and 2 such changes in any
rolling 4 week period
+ RDORF may, by agreement, modify the maximum quoted above
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= RDORF will review each instance of such a change to establish why it was necessary to invoke
this process (without prejudice to any business confidentiality)
4.3 Branch Changes
Note: From June 2005 all branch changes are pre-authorised. Please refer to section [ REF
_Ref117677160 \r\h \* MERGEFORMAT J.
4.3.1 HelpDesk
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Help Desk (HD) changes are those changes which are considered to be of very low risk in the event +—{ Formatted: Normal, Left
that the information is incorrect (e.g. change of a phone number at a branch). They do not require
advanced notification to Fujitsu Services and provided that any file received by Fujitsu Services only
contains changes consistent with being HD then the change is considered to be pre-authorised and
will be released with no further activity
4.3.2 Advanced
Advanced Branch Changes are mostly associated with physical activity in branches. The Reference + (Formatted: Normal, Left
Data is supported by an OBC form defining the actual requirement. Reports are provided to the Post
Office Ltd unit responsible for such changes to enable them to ensure that the change is as required
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5 Lead-time for Product Changes
5.1 Introduction
The lead-times quoted in this section are the end-to-end times covering both Post Office Ltd and
Fujitsu Services activities. Each party must meet each milestone applicable to it in order that the
subsequent milestones and the end-to-end lead-times are achieved. The types of change that relate to
each category are defined in (section[ REF _Ref41965843 \r\h_\* MERGEFORMAT )).
These lead-times apply for the volumes given in (section{ REF _Ref41965871 \r\h \"
MERGEFORMAT J).
The lead-time runs from initiating a change until the change is Released to the live system. Delivery to
Counters following release is as described in section [ REF _Ref486154869 \r th \* MERGEFORMAT
1
Notes:
For simplicity, the models used do not show activities that occur in parallel.
day = working weekday (Mon-Fri, excluding English Public Holidays)
adow = any day of the week, includes non working weekdays (Mon-Sun)
times = latest time action can occur to meet the schedule
Where a time is given next to a milestone, the time is critical to achieving that milestone. Where the
time is not given, the default is for the handover between organisations to be complete by 8am. Failure
to achieve a milestone by the given (or default) time potentially extends the lead-time of the change.
‘Whilst there are indications of the time taken at each stage of the processing these cannot be taken to
be definitive, ie. the overall lead-time should be taken as the most significant information.
N.B. The lead-time should be used in relation to when data is required to be delivered to counters on
the Live estate, which may be earlier than the start date on the data
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5.2 Basic - Pure
Changes that involve changing Type A Reference Data only and do not require verification
End-to-End lead time = 5 wor
Aetion Duration
Business generates 1 day
change
Post Office Ltd processes 1 day
change
POLRDT (Chesterfield) 2 days
input Reference Data
Fujitsu Services System
processes
Fujitsu Services process 1 day
change
Result
Deliver OBC to Post Office
Lid
Deliver Reference Data to
POLRDT (Chesterfield)
Send to Fujitsu Services
Available to Fujitsu Services
Release change
(release day)
Milestone
Day 1 (6pm)
Day 2 (6pm)
Day 4 (8pm)
Day 5 (8am) *
Day 5 (8pm)
‘Owner
Post
Office Ltd
Post
Office Ltd
Post
Office Ltd
Fujitsu
Services
Delivery to Counters following release is as described in section [ REF _Ref486154869 \r \h_\*
MERGEFORMAT ]
* Note:
Basic - Pure Reference Data files (identifiable as such by virtue of the OBC prefix used)
arriving by 10am, on a working weekday, will be released that night by Fujitsu Services, for
distribution,
Basic — Pure Reference Data files re
/ed by Fujitsu Services by 4pm and accompanied by a
notifying ‘phone call’, on a working weekday, will be released that night by Fujitsu Services, for
distribution,
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Limited 2013
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Ref: “Document
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DOCPROPERTY
number"
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5.3. Basic — High Risk
Changes that involve changing Type A Reference Data or Help Data only and require verification.
End-to-End lead time = 10 working days
‘Action
Business generates
change
Post Office Ltd processes
change
POLRDT (Chesterfield)
input Reference Data
Fujitsu Services System
processes
Fujitsu Services process
and validate change
Fujitsu Services generate
RDMC verification &
‘comparison reports
Post Office Ltd check
reports and verify change
Fujitsu Services process
authorisation
Duration
1 day
1 day
2 days
2 days
2days
2 days
Immediate
Result
Deliver OBC to Post Office
Lid
Deliver Reference Data to
POLRDT (Chesterfield)
Send to Fujitsu Services
Available to Fujitsu Services
Deliver Reference Data to
Post Office Ltd
Deliver Reports to Post
Office Ltd
Notifies Fujitsu Services of
authorisation
Release change
(release day)
Milestone
Day 1 (6pm)
Day 2 (6pm)
Day 4 (8pm)
Day 5 (8am)
Day 6 (6pm)
Day 8 (6pm)
Day 10 (8pm)
Day 10 (8pm)
‘Owner
Post
Office Ltd
Post
Office Ltd
Post
Office Ltd
Fujitsu
Services
Fujitsu
Services
Post
Office Ltd
Fujitsu
Services
Delivery to Counters following release is as described in section [ REF _Ref486154869 \r \h \*
MERGEFORMAT ]
‘© Copyright Fujitsu Services
Limited 2013
[SUBJECT \* MERGEFORMAT]
UNCONTROLLED WHEN PRINTED OR
‘STORED OUTSIDE DIMENSIONSI
KEYWORDS \* MERGEFORMAT]
[__ DOCPROPERTY
Ret "Document number"
\ MERGEFORMAT ]
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5.4 Advanced Simple
Changes requiring advanced notification that involve Type A Reference Data changes only before
release.
End-to-End lead time = 10 working days
‘Action
Business generates
change
Post Office Ltd processes
change
Post Office Ltd processes
Reference Data
POLRDT (Chesterfield)
input Reference Data
Fujitsu Services System
processes
Fujitsu Services process
request for change
Fujitsu Services
processes Reference
Data and validate change
Fujitsu Services generate
ROMC verification &
‘comparison reports
Post Office Ltd check
reports and verify change
Fujitsu Services process
authorisation
‘© Copyright Fujitsu Services
Limited 2013
Duration
1 day
1 day
1 day
2 days
2days
2days
2 day
2 days
Immediate
Deliver OBC to Post Office
Deliver notification to Fujitsu
Services
Deliver Reference Data to
POLRDT (Chesterfield)
Send to Fujitsu Services
Available to Fujitsu Services
Preparations complete
Deliver Reference Data to
Post Office Ltd
Deliver Reports to Post
Office Ltd
Notifies Fujitsu Services of
authorisation
Release change
(release day)
[SUBJECT \* MERGEFORMAT]
UNCONTROLLED WHEN PRINTED OR
‘STORED OUTSIDE DIMENSIONSI
KEYWORDS \* MERGEFORMAT]
Milestone ‘Owner
Day 1 (6pm) Post
Office Ltd
Day2 Post
(6pm) I Office Ltd
Day2 Post
(6pm) Office Ltd
Day 4 Post
(8pm) Office Ltd
Day 5
(8am)
Day4 I Fujitsu
(6pm) I Services
Day6 Fujitsu
(6pm) Services
Day8 Fujitsu
(6pm) Services
Day 10 Post
(8 pm) Office Ltd
Day 10 Fujitsu
‘eon Services
[_ DOCPROPERTY
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\" MERGEFORWAT ]
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FUjITSU [SUBJECT \* MERGEFORMAT ]
Update systems & Varies Day 14+ Fujitsu
documentation Services
Delivery to Counters following release is as described in section [ REF _Ref486154869 \r \h \*
MERGEFORMAT ]
Scop fa iin Barons [_ DOCPROPERTY
imi . Ref: “Document number"
[SUBJECT \* MERGEFORMAT ] \'MERGEFORMAT]
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[SUBJECT \* MERGEFORMAT }
5.5 Advanced Standard
Changes that, in addition to Type A Reference Data, require acti
Reference Data, managing additional information, MIS updates or testing.
End-to-End lead tim
fies such as loading Type B
‘Action
Business generates
change
Post Office Ltd processes
change
Post Office Ltd processes
Reference Data
POLRDT (Chesterfield)
input Reference Data
Fujitsu Services System
processes
Fujitsu Services process
request for change
Fujitsu Services process
Reference Data
RDESSC validate change
Fujitsu Services generate
RDMC verification &
‘comparison reports
Post Office Ltd check
reports and verify change
Fujitsu Services process
authorisation
‘© Copyright Fujitsu Services
Limited 2013
UNCONTROLLED WHEN PRINTEDOR pate
‘STORED OUTSIDE DIMENSIONSI
KEYWORDS \* MERGEFORMAT] Page No:
4 working days
Duration] Result Wilestone ‘Owner
1 day Deliver OBC to Post Office Day 1 (6pm) Post
Lid Office Lid
1 day Deliver notification to Day2 I _ Post
Fujitsu Services (6pm) I Office Ltd
2 days Deliver Reference Data to Day 4 Post
POLRDT (Chesterfield) (6pm) Office Lia
3 days Send to Fujitsu Services Day7 Post
(6pm) Office Lid
Available to Fujitsu Day 8
Services (Gam)
2 days Preparations complete Day4 I Fujitsu
(6pm) I Services
2 days Ready for validation Day® Fujitsu
Services
(6pm)
1 days Deliver Reference Data to Day 10 Fujitsu
Post Office Ltd Services
(6pm)
2day Deliver Reports to Post Day 12 Fujitsu
Office Lid Services
(6pm)
2 days Notifies Fujitsu Services of Day 14 Post
authorisation Office Ltd
(8 pm)
Immediate I Release change Day 14 Fujitsu
(release day) (8pm) Servioas
[__ DOCPROPERTY
" Ret "Document number"
[SUBJECT \" MERGEFORMAT] oanent mee
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‘Amend MIS mapping Tday Day 14 Fujitsu
(6pm) Services
Update documentation Varies. Day 12+ Fujitsu
Services
Delivery to Counters following release is as described in section [ REF _Ref486154869 \r \h \*
MERGEFORMAT ]
‘© Copyright Fujitsu Services
Limited 2013 Ref:
[SUBJECT \* MERGEFORMAT]
[_ DOCPROPERTY
“Document number"
\" MERGEFORWAT ]
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5.6 Advanced Complex
Changes that require updated Type C, Type F or Type X Reference Data,
End-to-End lead time = 25 working days
‘Action
Business generates
change
Post Office Ltd processes
change
Post Office Ltd processes
Reference Data
POLRDT (Chesterfield)
input Reference Data
Fujitsu Services System
processes
Fujitsu Services
processes request for
‘change
RDFSSC Create Type C
and/or Type F and/or
Type X Reference Data
RDF-SSC Validate
changes
Fujitsu Services generate
ROMC verification &
‘comparison reports
Post Office Ltd check
reports and verify change
‘© Copyright Fujitsu Services
Limited 2013
Duration Result
2 days
2 days
2 days
5 days
2 days
5 days
2 days
2day
3 days
Deliver OBC to Post
Office Ltd
Deliver notification to
Fujitsu Services
Deliver Reference Data
to POLRDT
(Chesterfield)
Send to Fujitsu Services
Available to Fujitsu
Services
Preparation complete
Ready for validation
Deliver Reference Data
to Post Office Lid
Deliver Reports to Post
Office Ltd
Notifies Fujitsu Services
of authorisation
[SUBJECT \* MERGEFORMAT]
UNCONTROLLED WHEN PRINTED OR
‘STORED OUTSIDE DIMENSIONSI
KEYWORDS \* MERGEFORMAT]
Milestone ‘Owner
Day 2 (6pm) I Post Office
Ltd
Day4 I Post Office
(6pm) Lid
Day6 Post Office
(6pm) Ltd
Day 11 Post Office
(8pm) Ltd
Day 12
(8am)
Day 13, Fujitsu
(6pm) Services
Day 18 Fujitsu
(6pm) Services
Day 20 Fujitsu
(6pm) Services
Day 22 Fujitsu
(6pm) Services
Day 25 Post Office
Ltd
(8pm)
[_ DOCPROPERTY
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\" MERGEFORWAT ]
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Fujitsu Services process Immediate] Release change Day 25
fiat cleal (release day) (8pm)
Amend MIS mapping 1day Day 25 Fujitsu
(6pm) Services
Update documentation Varies Day 25+ Fujitsu
Services
Delivery to Counters following release is as described in section [ REF _Ref486154869 \r\h \*
MERGEFORMAT }
I DOGPROPERTY
‘© Copyright Fujitsu Services
Limited 2013
[SUBJECT \* MERGEFORMAT]
UNCONTROLLED WHEN PRINTED OR
‘STORED OUTSIDE DIMENSIONSI
KEYWORDS \* MERGEFORMAT]
Ref:
Version:
Date:
Page No:
“Document number"
\" MERGEFORWAT ]
46.0161.
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5.7 Advanced Complex Extended
Changes that may require updated Type C, Type F or Type X Reference Data and/or extended
validation/verification.
End-to-End lead tim
30 working days
‘Action
Business generates
change
Post Office Ltd processes
change
Post Office Ltd processes
Reference Data
POLRDT (Chesterfield)
input Reference Data
Fujitsu Services System
processes
Fujitsu Services
processes request for
‘change
RDFSSC Create Type C
and/or Type F and/or
Type X Reference Data
RDFSSC Validate
changes
Fujitsu Services generate
RDMC verification &
comparison reports
Post Office Ltd check
reports and verify change
‘© Copyright Fujitsu Services
Limited 2013
Duration Result
2 days
2 days
2 days
5 days
2days
10 days
2 days
2day
3 days
Deliver OBC to Post
Office Ltd
Deliver notification to
Fujitsu Services
Deliver Reference Data
to POLRDT
(Chesterfield)
Send to Fujitsu Services
Available to Fujitsu
Services
Preparation complete
Ready for validation
Deliver Reference Data
to Post Office Lid
Deliver Reports to Post
Office Ltd
Notifies Fujitsu Services
of authorisation
[SUBJECT \* MERGEFORMAT]
UNCONTROLLED WHEN PRINTED OR
‘STORED OUTSIDE DIMENSIONSI
KEYWORDS \* MERGEFORMAT]
Milestone ‘Owner
Day2(6pm) I Post Office
Ltd
Day4 I Post Office
(6pm) Lid
Day6 Post Office
(6pm) Ltd
Day 11 Post Office
(8pm) Ltd
Day 12
(8am)
Day 13 Fujitsu
(6pm) Services
Day 23 Fujitsu
(6pm) Services
Day 25 Fujitsu
(6pm) Services
Day 27 Fujitsu
(6pm) Services
Day 30 Post Office
Lid
(8 pm)
[_ DOCPROPERTY
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\ MERGEFORMAT ]
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Fujitsu Services process Immediate _I Release change Day 30
authorisation (oo) (cn)
Update documentation Varies Day 30+ Fujitsu
Services
Delivery to Counters following release is as described in section [ REF _Ref486154869 \r \h \"
MERGEFORMAT ]
[_ DOCPROPERTY
‘© Copyright Fujitsu Services
Limited 2013
[SUBJECT \* MERGEFORMAT]
UNCONTROLLED WHEN PRINTED OR
‘STORED OUTSIDE DIMENSIONSI
KEYWORDS \* MERGEFORMAT]
Ref:
Version:
Date:
Page No:
“Document number"
\" MERGEFORWAT ]
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5.8 AP and ADC Client Take-On and APOP
‘As described in AP/ADC Client Service Introduction and Change Processes & CS Services Catalogue
documents following advanced notification to Fujitsu Services where required
5.9 Basic Express
Changes that involve only Type A Reference Data and are one of the named change types in section [
REF _Ref445008246 \r \h_\" MERGEFORMAT J.
subset of Basic — High Risk.
From a volume perspective Basic Express are a
End-to-End lead time = 2 working days
Aetion Duration Result Milestone ‘Owner
Business generates 2 hours Deliver OBC to Post Day 1 (10am) I Post Office
change Office Ltd Lid
Post Office Lid processes 3 hours Deliver Reference Datato Day 1(1pm) _I Post Office
change POLRDT (Chesterfield) Lid
POLRDT (Chesterfield) 7 hours Send to Fujitsu Services Day 1 (8pm) _I Post Office
input Reference Data Ltd
Fujitsu Services System Available to Fujitsu Day 2 (8am)
processes Services
Fujitsu Services process 2 hours Deliver Reference Datato Day 2 (10am) Fujitsu
change Post Office Lid Services
Fujitsu Services generate 2 hours Deliver Reports to Post Day 2 (noon) Fujitsu
verification reports Office Ltd Services
Post Office Ltd check 4 hours Notifies Fujitsu Services Day2(4pm)* I Post Office
reports and verify change of authorisation Lid
Fujitsu Services process 2 hours Release change Day 2 (6pm) Fujitsu
authorisation Services
(release day)
‘© Copyright Fujitsu Services I DOCPROPERTY
Limited 2013 Ref: “Document number"
[SUBJECT \* MERGEFORMAT]
UNCONTROLLED WHEN PRINTED OR
‘STORED OUTSIDE DIMENSIONSI
KEYWORDS \* MERGEFORMAT]
\" MERGEFORWAT ]
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Delivery to Counters following release is as described in section [ REF _Ref486154869 \r \h \"
MERGEFORMAT ]
lote: As Basic Express is a form of Fast Track change and therefore outside the norm it is a
u Services requirement that authorisation is received by 4 pm.
5.10 Migration Special
To meet the need to apply a quick change to the Product to Branch mappings for an branch
End-to-End lead time = 1 working day
Action Result Milestone ‘Owner
required change identified Notify POLRDT . Post Office
(Chesterfield) Ltd
POLRDT (Chesterfield) Send to Fujitsu Services * Post Office
input Reference Data Ltd
Fujitsu Services process Release change g Fujitsu
change Services
(release day)
Delivery to Counters following release is as described in section [ REF _Ref486154869 \r \h \"
MERGEFORMAT ]
* Note:
Migration Special Reference Data files (identifiable as such by virtue of the OBC prefix used)
arriving by 10am on a working weekday, will be released that night by Fujitsu Services, for
distribution,
Migration Special Reference Data files received by Fujitsu Services by 4pm and accompanied
by a notifying ‘phone’ call, on a working weekday, will be released that night by Fujitsu
Services, for distribution
‘© Copyright Fujitsu Services I DOCPROPERTY
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6 Lead-times for Branch Changes
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The lead-times for supplying Reference Data for Branch Changes are defined in document+——(Formatted: Body Text
SVM/SDM/STD/0001.
7 Volume of change
7.1 Committed volumes
The service provided by Fujitsu Services as specified within this document is constructed as follows
it has the capability to handle an overall maximum of 300 business as usual changes within one
month with the following limits within each of the categories
- Branch Changes
= Pre-Authorised Product Change
- High Risk Product Change
- Advanced Product Change
- Automated Payment Change
140 per month
40 per month
50 per month
100 per month
120 per month
b)
to enable Post Office Ltd to manage the volume and categorisation of changes that are supplied
into this service and to facilitate Fujitsu Services capacity management and alignment of
resources to meet these requirements for managing Reference Data changes, the framework for
a Work Index system has been agreed. The Work Index system will specify in units an indication
of the amount of work required for each file or associated activity
°)
The monthly Work Index limit will be 5000 units which will be equivalent to the workflow
represented by the 300 changes and the identified constraints as specified in a) above
IDN: It has proved impossible to create a direct correlation between 300 changes and 5000 work units
due to the fact that the two figures are measuring completely different things - changes is a simple
statement of the number of individual requests whereas work units reflect the effort required. This
needs further consideration for a future release of this document]
The Reference Data Operational Review Forum will oversee the introduction of the Work Index
system and will be responsible for its continued development. The RDORF will monitor and review the
effectiveness of the process and any issues which arise from these limits,
© Copyight Fujisu Senioes 1 ROGPROPERT
tinted 2073 t i
(SuBvECT vMeRceroRMaT] Re ‘Docuent number
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Data, which is required specifically for the implementation of a new system release is exceptional to
these committed volumes and as such will not be counted within any measurement against this
Interface Agreement.
8 Deliverables
To ensure milestones are not put at risk all deliverables must be’
‘+ Complete and identifiable e.g. cross referencing change numbers
* Error free (see section [ REF _Ref468778194 \r\h \* MERGEFORMAT ] for managing errors)
+ Correctly dated (see section [ REF _Ref487456066 \r \h_ \* MERGEFORMAT })
* Delivered by the relevant deadlines set out in the Interface Agreement (see sections [ REF
_Ref35669420 \r th \" MERGEFORMAT J and [ REF _Ref35669425 \r \h \* MERGEFORMAT J for
Tequired milestones)
‘+ Delivered through the agreed mechanisms.
8.1 Post Office Ltd to Fujitsu Services
Post Office Ltd shall deliver to Fujitsu Services:
1) Reference Data for Advanced and Basic changes
2) Operational Business Change forms for Advanced changes
3) Supporting items andlor information appropriate for changes e.g. AP tokens, Operational Focus
4) Authorisation for Advanced and High Risk Basic Product changes and Advanced Branch changes
(where appropriate)
Note: This applies to changes which are within the scope of the OBC process, i.e. following agreement
where necessary for changes such as APOP/ADC.
8.2 Fujitsu Services to Post Office Ltd
Fujitsu Services shall deliver to Post Office Ltd.
1) Reference Data direct to
2)
Counters, for OBCs that are pre-authorised by Post Office Ltd.
Reference Data to Verification Counters, for Product Change OBCs to be verified, and that:
‘* include Type C, Type F or Type X Reference Data for Advanced changes when necessary
* has been validated to ensure changes work as requested on the OBC forms,
3) Verification and Comparison Reports (as appropriate for Product Change) that identify exactly
what changes to the counter have been implemented
4) RDMC report (as appropriate) for Advanced Branch Changes
‘© Copyright Fujitsu Services I DOCPROPERTY
Limited 2013 Ref: “Document number"
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5) Reports to RDORF on volumetrics
8.3 Future Dating
Reference Data records contain either a ‘Start Date’ or an ‘Effective Date’ which is the date on which
the change is to become effective on the counters. Where possible this date should always be in the
future when the data is created and remain a ‘future date’ throughout processing and distribution so
that itis still a future date when it arrives at the counters.
However it is advisable that the future date is within the range of dates available on validation and
verification counters (currently a maximum of 12 weeks) as it may not be possible to validate/verify a
‘change which is further in the future. Furthermore, if the change has more than one effective date
(e.g. Remit In followed by Serve Customer) and the difference between these two dates is more than 4
weeks less than the maximum date range of verification counters (ie. a maximum of 8 weeks
between start dates), the change should be submitted as two separate changes to allow validation of
the individual parts. Failure to do this may result in the second part of the change having to be
released before it has been validated.
There is a risk to Post Office Ltd if the OBC process is not initiated sufficiently in advance of the
Effective Date to allow for:
+ the IFA lead-time for processing, validation, authorisation and release to the Live system for that
particular type of change
‘* the distribution time to branches.
* additional contingency where Post Office Ltd consider the Reference Data to have business
critical importance
Where, for whatever reason, Post Office Ltd are unable to initiate the OBC process sufficiently in
advance, then Post Office Ltd and Fujitsu Services would establish an Effective Date to supersede the
Start Date.
Fujitsu Services reserves the right to log as a pre-live incident, the receipt of any Reference Data
which is not future dated. This is because data which has an immediate start date (ie. any date in the
past at the time when the data reaches the counter) may have an adverse effect and may create
additional calls to HelpDesks.
The scheduling of non-future dated data by Post Office Ltd delaying authorisation of the release of
Reference Data is not an approved method,
9 Roles & Responsibilities
The primary interface for changes described in this document is between Post Office Ltd Reference
Data Team and Fujitsu Services Reference Data Team. Where other units within each of the
organisations requires an interchange with the other organisation in relation to a business as usual
change they should address their requirements via the appropriate team.
‘© Copyright Fujitsu Services [_ DOCPROPERTY
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9.1 Post Office Ltd - General
Post Office Ltd shall, without limitation:
9.1.1 Administration and Control
a) Appoint and communicate to Fujitsu Services the name of an owner for this Interface Agreement.
The owner shall maintain and communicate to Fujitsu Services the list of change authorisers for
Product Reference Data,
b)
Measure & report on the performance of processes carried out by Post Office Ltd under this
Interface Agreement.
©) Arrange and chair regular Reference Data Operational Review Forums at intervals as agreed by
both parties
q@
Participate in the Service Review process, to cover all aspects of the process and its operation,
including the provision of forecasts of changes to volumes which might affect those defined in
section [ REF _Ref257383701 \r\h \* MERGEFORMAT I.
e) Review the OBC process, documentation and forms to identify and implement improvements
jointly with Fujitsu Services.
) Maintain details of the Post Office Ltd contacts relevant to these processes within the change
contacts list in the OLAs RDS/OLA/001 and PON/OSG/OLA/001
9) Ensure that all staff involved in the OBC process are aware of their role and responsibilities
9.1.2 Implementation
a) Ensure Post Office staff and clients are aware of changes in time to make the necessary
preparations
b) Resolve queries from Fujitsu Services that are material to an OBC
c) Communicate issues and exception information to Fujitsu Services, as reasonably necessary to
assist them, to enable them to manage and control all their relevant change activity on the Fujitsu
Services side of the change interface.
d) Provide the Postmaster communication (e.g. Operational Focus, Memo View) to Fujitsu Services
for comment before release and make any amendments reasonably required by Fujitsu Services
‘e) Identify potential variations to the service as soon as known e.g. peak activity
) Process and communicate Advanced Product changes, in accordance with timescales in section [
REF _Ref472242614 \r\h_\* MERGEFORMAT J, to Fujitsu Services ensuring, where necessary,
that changes are submitted separately in units of release.
9) Verify relevant Product and Branch changes and provide authorisation ready for release in
accordance with section [ REF _Ref470522299 \r \h \" MERGEFORMAT I
Ensure that the Post Office Lid copy of reference documents, e.g. Reference Data Change
Catalogue, is available to Post Office Ltd staff who require it
hj
9.1.3 Files & Reference Data
a) Ensure the date contained in the Reference Data is in accordance with the required lead-times
(see sections [ REF _Ref35669376 \r \h \* MERGEFORMAT ] and [ REF _Ref35669469 \r \h \*
MERGEFORMAT })
‘© Copyright Fujitsu Services [_ DOCPROPERTY
Limited 2013 Ref: “Document number"
\" MERGEFORWAT ]
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b) Where possible, all Reference Data which should be applied as a unit, as defined by business
rules or the OBC, should be supplied in a single file. Where this is not possible, subsequent files,
must be identifiable as the same unit of release.
©) Recognise that the file is the unit of release and all changes within one file are constrained by the
longest lead-time.
d) Allocate unique Business Change Request number (Change Control Number).
e) Ensure all required change information and data is submitted to Fujitsu Services e.g. menu
hierarchy information, AP CTO/ADC packs etc.
f) Ensure the accuracy and integrity of the change information and Reference Data provided to
Fujitsu Services
9.1.4 APOP/ADC changes
a) Provide advance notice of the introduction or changes to APOP/ADC services or transactions
which result from new or changed Reference Data or incoming files to the APOP service which
may affect the transaction flow or the content of outgoing client files
b) Gain agreement from Fujitsu Services that such introductions or changes are acceptable to
Fujitsu Services and will have no detrimental affect on the HNG-X systems (whether counters or
other back-office functions) so far as can be determined from the information provided. Such
information must describe the business purpose of and the proposed methods of implementing
the change in ADC reference data and/or APOP meta data and/or file(s) passed over the EDG.
interface, these being the available physical means of changing existing ADC and APOP services
and transactions. The information must provide a sufficient level of detail to enable Fujitsu
Services to judge whether the proposed change is suitable for the OBC processes described in
this document
°)
‘Accept full responsibility for any change which has been authorised by Post Office Ltd where such
change modifies the behaviour of APOP or ADC service or transactions or outgoing client files,
where agreement from Fujitsu Services has not been sought or where Fujitsu Services has
declined such agreement
9.2 Post Office Ltd - Reference Data Team
Post Office Ltd RDT shall, without limitation:
Process and transmit basic Reference Data changes to Fujitsu Services over routes & timetables,
as specified in the OLA RDS/OLA/001.
b) Supply Reference Data to support advanced change in accordance with specified standards (see
section 0.3)
©) Allocate unique Business Change Request number (Change Control Number), using prefixes and
suffixes as defined in CS/PRD/108, where necessary.
d) Ensure that the content of any file is consistent with the change identifier, prefix and suffix,
9.3 Post Office Ltd Network Business Support Centre
(NBSC)
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NBSC shall, without limitation:
a) Provide an interface to log Post Office Ltd Live incidents raised by Post Office Ltd or Fujitsu
Services.
b) Monitor, track and provide updates on Post Office Ltd Li
incidents, to resolution.
9.4 Fujitsu Services responsibilities
Fujitsu Services shall, withou
9.4.1 Administration and Control
a) Appoint and communicate to Post Office Ltd the name of an owner for this Interface Agreement.
b) Measure & report to RDORF the performance of Fujitsu Services processes carried out under this,
Interface Agreement.
©) Participate in the Service Review process, to cover all aspects of the process and its operation,
including the provision of a monthly OBC Reference Data Summary report which summarises
activity for the previous month and the volume of change received over the previous year.
d) Review the OBC process, documents and forms to identify and implement improvements jointly
with Post Office Ltd.
e) Maintain the details of the Fujitsu Services contacts relevant to these processes within the OBC
Product Change contacts list in the OLAs RDS/OLA/001 and PON/OSG/OLA/001
f) Ensure that all staff involved in the OBC process are aware of their role and responsibilities
9.4.2 Implementation
a) Ensure Fujitsu Services staff and suppliers are aware of changes in time to make the appropriate
preparations, where necessary
b)
Where appropriate, review the Postmaster communication/instructions and notify Post Office Ltd
of any amendments reasonably required, before issue.
c) Communicate issues and exception information to Post Office Ltd, as reasonably necessary to
assist Post Office Ltd, to enable them to manage and control all their relevant change activity on
the Post Office Ltd side of the change interface.
d) Receive and progress Basic and Help Desk Reference Data change requests through the
Reference Data change procedures
e)
Receive and progress advanced Reference Data change requests. These may be sent
electronically by Post Office Ltd to the OBC Product Change Mailbox or via fallback routes (e.g.
fax)
#) Assess Advanced Product changes and identify and deliver the change services needed to satisfy
specific changes
g) Ensure that supporting Fujitsu Services processes are implemented to manage the delivery of
change services
h) Provide invoices for the completion of work, when appropriate (see section [ REF _Ref472243302
\\h \* MERGEFORMAT })
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i) Release correctly authorised changes to meet the Effective Date (see section_[ REF
_Ref472245483 \r \h \* MERGEFORMAT J)
9.4.3 Files & Reference Data
a) Provide changed Reference Data, Verification and Comparison Reports for Product Changes in
accordance with agreed procedures (see section 0.3)
b) Provide Reference Data and RDMC reports for Advanced Branch Change
9.4.4 APOP/ADC changes
a) Review all advance requests for new or amendments to APOP or ADC services or transactions
and provide feedback in a timely manner
9.5 Help Desk
The Help Desk shall, without limitation:
a) _ Provide an interface to log Fujitsu Services Live incidents raised by Post Office Ltd or Fujitsu
Services.
b) Monitor, track and provide updates on Fujitsu Services Live incidents, to resolution.
9.6 Verification, authorisation & release
Note: for details of the process (see section [ REF _Ref472312597 \r\h \* MERGEFORMAT )).
1) Post Office Ltd shall
> Verify the OBC form before keying the Reference Data.
Use the MDM system built in validation rules on the Reference Data keyed in.
v
Verify the Reference Data once it has been keyed, before it is sent to Fujitsu Services.
2) Fujitsu Services shall
Check that all the Reference Data required for an OBC has been received.
v
=e
Check that the contents of a file are appropriate for that file / change type.
3
Where appropriate, confirm that the Postmaster communication/instruction is appropriate
¥
Raise any queries with Post Office Ltd relevant to the progression of an OBC
¥
Produce a Verification and Comparison Report (where necessary) for changes delivered to
the verification counters.
> Where possible, confirm that the change works technically, before sending data and reports to
Post Office Ltd for verification.
3) Post Office Ltd shall
> _ Perform Authorisation
Copy fa Fifi Barone [_ DOCPROPERTY
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> Gain the agreement of Fujitsu Services, where Post Office Ltd wish to release a change that
contains a known deviation from the original intention (including an inappropriate
communication).
> Gain the agreement of Fujitsu Services that new or changes to APOP/ADC services or
transactions are acceptable to Fujitsu Services
4) Fujitsu Services shall
> Explain to Post Office Ltd's reasonable satisfaction any queries which Post Office Ltd have
arising from the validations carried out, or, where the change is part of the technical
implementation, accept responsibility for that element of the change.
> Not unreasonably withhold its agreement to release changes which Post Office Ltd approve as.
acceptable deviations from the original intention
> Release the Reference Data for authorised changes to the live system provided Post Office
Ltd has complied with its obligations set out in section [ REF _Ref472245483 \r \h \*
MERGEFORMAT J paragraph 3
Note: certain changes are pre-authorised. When a pre-authorised change is received by Fujitsu
Services, being identified by the correct naming as described in CS/PRD/108, the change will be
released according to the prescribed schedule for such a change without any other form of
authorisation.
Each party accepts responsibility for those aspects of a change for which it has responsibilty to test.
Post Office Ltd will accept full responsibility for the introduction of or any amendment to APOP or ADC
services or transactions where Fujitsu Services has not been made aware in advance of the nature of
the change or has been made aware and has not agreed that the change is acceptable to Fujitsu
Services.
Business tests for the purpose of verifying changes to Reference Data are conducted by Post Office
Ltd and are described in OSG/OPS/001. These tests include, where appropriate, review of
Verification and Comparison Reports and the functional testing of Reference Data on test counters
supplied by Fujitsu Services. Authorisation from Post Office Ltd to Fujitsu Services to release
Reference Data is made on the basis of these tests.
10 Orders and exceptions
10.1 Release of Reference Data
\— [Formatted Font:
Ref Daia-M i ce-Dosorietl tion 2.3.4. iioaliy-theThe Agreed [aa
‘The, Agreed sari Wieral oa
Release Date (i.-Day A) for each change shall be set on the following principles: ee = ee = ad
ormatted: Fo
1. The date by which the Reference Data is required to be effective on the counters in the live estate
is the “Effective Date”
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2. Where the Authorisation Date is 10 days or less before the Effective Date the Agreed Release
Date will be no later than the next Working Day following Authorisation.
3. For the avoidance of doubt, for Tight Timescale requests in accordance with paragraph [ REF
_Ref450639522 \r \h_\* MERGEFORMAT lof this document, the Agreed Release Date shall be
the same as the Authorisation Date.
4. Where the Authorisation Date is more than ten days before the Effective Date the Agreed Release
Date will be no later than the first Working Day following the tenth day before the Effective Date
5. If there is more than one set of Reference Data which needs to be released at or about the same
time and in the view of Fujitsu Services releasing all Authorised data would impose a risk on the
delivery of some of that data, in order to achieve maximum distribution by the Effective Date:
a) the order in which Reference Data will be released will be based on business criticality of
the Reference Data, as assessed by Post Office Ltd and by agreement with Fujitsu
Services
b) a new Agreed Release Date will be agreed for any Reference Data changes which are
delayed as a result of modifying the order of release of the changes
10.2 Orders
‘+ The receipt in the CS Reference Data team mailbox of the OBC form is the confirmed request
from Post Office Ltd to Fujitsu Services, for Advanced Product
‘The receipt in an agreed mailbox of the OBC form is the confirmed request from Post Office Ltd to
Fujitsu Services, for Advanced Branch Changes.
* The receipt of a Reference Data file containing only Basic (Class 1 or HD Reference Data) in the
RDMC, is the confirmed request for change from Post Office Ltd to Fujitsu Services.
* The receipt of a correctly completed Authorisation Form from Post Office Ltd is the confirmed
authorisation to release the change.
+ The receipt of pre-authorised change files (e.g. Migration Special, Pure Basic, HD, branch
change) clearly identified as such and containing that type of change, is the authorisation for
release of the changes.
+ Requests for non-OBC changes (i.e. those not defined in the RDCC), unless agreed by all parties
in advance of any update to the RDCC, will not be accepted and need to be submitted as a formal
(non-OBC) request to Fujitsu Services. However, the change request may also initiate an update
to the RDCC so that new changes are introduced to the OBC process, where agreed. In many
cases once a formal request has been approved the delivery mechanisms will be the same as, or
similar to, those used for OBC.
10.3 Exceptions
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Exceptions, e.g. to volumes or lead-times, will be processed using available resources without any
guarantee of service delivery. Both Post Office Ltd and Fujitsu Services shall notify the other party
When a request is recognised to be an exception.
Note: An agreed Deviation to the Service (e.g. Reference Data necessary for the implementation of a
new system release such as Network Banking) is not an exception
Post Office Ltd may wish to change the priority of an exceptional change so that it is given preference
‘over normal changes. In this instance the agreed lead-times may be extended pro rata for displaced
activities.
10.4 Errors-and Rework
The-Vol Renee toe patois juded_in_thelimite-quoted [ REF
_Ref257384308 \r \h_\* MERGEFORMAT ]-above-but jad-to-be £30. bh
for BAU-changes.-This section relates to errors or rework for both Product and Branch Reference
Data, where appropriate
10.4.1 Recording Pre-Live Incidents
All observed errors will be recorded as pre-live incidents in accordance with the OLAs RDS/OLA/001
and PON/OSG/OLA(001. The change will be suspended awaiting corrective action, potentially delaying
the achievement of that milestone for all changes affected by the error. For example, a file containing
records that are rejected will not be processed until the rejected records are corrected and any other
change which is in any way associated with the rejections may also be delayed. Where the
achievement of a milestone is at risk, corrective action will be taken by the appropriate party or parties,
by agreement, in order to achieve the final milestone, where possible.
A pre-live incident will be raised for late deliverables.
If the Start Date or Effective Date contained within the Reference Data record is not future dated or is,
set to a date prior to the Required Date a pre-live incident may be raised i.e. the Start Date/Effective
Date is either prior to the date on the OBC form, or is not consistent with the overall lead-times (see
section [ REF _Ref487456066 \r \h_ \* MERGEFORMAT )).
If itis known that the final milestone will not be achieved, or an alert has been requested and the data
is being released and will become active on the following day an Alert may be necessary as described
in section [ REF _Ref496089047 \r\h \* MERGEFORMAT J.
Pre-live incidents are recorded on the Peak system used internally by Fujitsu Services Ltd. As some
Peak's relate to work required by Post Office Ltd it is necessary for Post Office Ltd to have visibility of
Peak data. Details of the passing of information between Fujitsu Services and Post Office Ltd are
shown in I REF _Ref112234391 \h \* MERGEFORMAT J]
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10.4.2 Rework-categorisation- and thresholdsPre-live Incident
Management
hange-th ly bei 1od—TheyPre-live incidents necessitate additional activity by all
parties and as such may have an impact on lead-times.
Appropriate steps shall always be taken to establish and eliminate the root cause-of Rework. This will
be monitored by the RDORF
10.5 Escalation
Disagreements about the service e.g. whether a change is exceptional, will be raised, and wherever
possible resolved, at the RDORF. If agreement cannot be reached at the RDORF, either party may
invoke formal escalation mechanisms.
10.6 Charging
* AP Client Take-On (including ADC and APOP) is charged as specified in the Agreement
* Deviations to the service will be charged as per the Commercial Terms.
* Invoices will be raised and paid in accordance with the Agreement.
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11 Appendix A: Standard Changes - Details
Section [ REF _Ref470598330 \r \h_\* MERGEFORMAT J gives details of the hierarchy of changes
which are Standard Changes. The complete list of changes applicable to each type can be found in
the Reference Data Change Catalogue . Below is a representative sample of the changes for each
‘ype,
N.B. It should be noted that whilst a change may fall into a specific category if there is an associated
change which falls into a different category with a longer lead time on which the first change is
dependent, both changes will adopt the category of the second change.
11.1 Product Changes
11.1.1 Basic - Pure
Increase product availability (non-core)
Change clerk instructions
11.1.2 Basic - High Risk
Change product price
Revaluation
Change min/max quantity/value
Change whether voidable or reversible
Change between existing methods of payment
Change product names
Cease Item Transaction Mode for a product
Restart Item Transaction Mode for a product
Change ability to print receipt
‘Add routing gateway (NWB/DCS)
Change name only — in routing gateway (NWB/DCS)
Change Bank name only - in Issuer Scheme (NWB/DCS)
‘Add Banking Operation (when associated item already exists) (NWB/DCS)
Change presentation sequence override only - in Banking Operation (NWB/DCS)
‘Add method of entry (NWB/DCS)
Change method of entry (NWB/DCS)
Add IIN range for exi
ing non Chip and Pin bank card (NWB/DCS)
Change IIN range for existing non Chip and Pin bank card (NWB/DCS)
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IDN: Please see note regarding Chip and PIN in section [ REF _Ref84669376 \r \n \*
MERGEFORMAT J}
AddiAmend/Cease End of Session prompt (not button related)
‘Add/Amend/Cease Transaction Prompt
Disable/Enable End of Session prompts at specified branch(es)
Disable/Enable Transaction prompts at specified branch(es)
Update Postmaster's remuneration details
PAF monthly update
Note: the data centre activity for delivering the PAF update into the Live BRDB only
occurs on Sundays. In order to minimise the delay in getting the monthly update into
the Live service it is important that the update is received by RDTSSC no later than
midday on a Friday so that the release to Live can be achieved by the following Friday.
If the update is not submitted to RDFSSC by this time release may not be possible for
a further week.
11.1.3 Advanced Simple
Non core product becomes core
Change use of additional fields
11.1.4 Advanced Standard
Change dis
;ount indicator (not used)
Change value to non-value stock
Change client name — non AP.
Change calendar
Remove AP client
Change pick-list for existing product
Changes to Postal Services
Changes to Menu Hierarchy
11.1.5 Advanced Complex
‘Add new product - non value stock
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‘Add new product - make value stock available to rem-in
(up to 6 weeks prior to it being made available for sale)
Change screen layout (Menu Hierarchy)
Change accounting node
‘Add Item Transaction Mode with Item Transaction Mode Code
Change Picklist ordering:
‘Add/Change/Remove non-value stock product group ordering
‘Change non-value stock item ordering within product group
AddiChange/Remove advice notes product group ordering
Change advice notes item ordering within product group
11.1.6 Advanced Complex Extended
Changes to reports text fields or content which can be achieved directly using Fujitsu Services
Reference Data
Note: The majority of changes to HNG-X reports and receipts, with the exception of ADC
receipts, can only be achieved by code changes and are therefore subject to a Change
Request This mechanism within the OBC processes is limited to those changes which can be
made through Reference Data only and requests for such changes not currently listed in the
Reference Data Change Catalogue must be confirmed with Fujitsu Services prior to raising
the OBC. As changes of this nature are identified they will be added to the Reference Data
Change Catalogue.
Network Banking and Debit Card Service changes other than those listed in Basic High Risk,
Change routing gateway — physical (name only change is categorised as HR)
Add Issuer Scheme
Change Issuer Scheme (change to Bank name only is categorised as HR)
‘Add Banking Operation (when associated item does not exist)
‘Add NWB Card
Change NWB Card
‘Add NWB Token Element
Change NWB Token Element
‘Add IIN range for existing bank card (NWB/DCS)
Change IIN range for existing bank card (NWB/DCS)
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Note: The introduction of all Network Banking entities and amendments to them, with the
‘exception of those noted in Basic — High Risk, will be Advanced Complex Extended It should
be noted that in the future additional checking of Network Banking Reference Data may be
deemed to be necessary, in a similar fashion to that currently used for AP, in which case lead-
times will need further consideration.
The introduction of Chip and PIN functionality means that changes of IIN for Chip and PIN,
cards now fall into this category due to the fact that IIN data is also held in the PinPAD and
amendments to PinPAD data require action from Fujitsu Services. Any other changes to data
held in the PinPAD will also fall into this category.
11.2 Branch Changes
11.2.1 HelpDesk (HD)
Low risk changes to branch details - e.g. telephone number
11.2.2, Advanced
Higher risk changes to branch details e.g.
+ Opening times (no physical changes to branch)
‘+ Refurbishments, branch opening/closure, relocations (physical activity required
and therefore Reference Data needs to be dovetailed with this activity)
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12 Appendix B - Peak control between Fujitsu
Services and Post Office Ltd
Please note that the Peak system has replaced the previous system called
names are often used interchangeably.
inICL however the two
This section describes the agreed mechanisms for passing Peak’s from the Fujitsu Services Peak
system to Post Office Ltd and entering responses from Post Office Ltd into the Peak system. The
passing of data between the organisations is necessary because Post Office Ltd do not have direct
access to the Peak system.
The interface for all Peak’s relating to Reference Data for both the Live service and data provided by
Post Office Ltd to support new facilities required by Change Request is the Fujitsu Services Reference
Data Team (RDTSSC.
All Peak’s which need to go to Post Office Ltd will be routed (Peak term) to the RDFSSC team for
‘onward transmission (in practice the largest number of Peak's destined for Post Office Ltd are raised
RDTSSC)
by
When RD¥SSC receive a Peak to be sent onwards the Peak is routed to the appropriate Post Office
Lid team. In Peak terms these teams are:
POCLRefDataRDO _ [issues arising from MDM system or POLRDT (Chesterfield) keying]
POCLRefDataOSG _ [issues arising from EPOSS data]
POCL-LROP [issues arising during Live Reference Data Proving]
POCL-Test-Data [issues arising with data provided specifically for testing]
Please note that these identities were created when the Post Office Ltd name was POCL and the
teams were as described by the names. Whilst the company name and the individual team names
have changed the use of these Peak names will not be changed as they are for routing purposes only.
Once the Peak has been routed within the Peak system itself RDTSSC will create an e-mail and copy
in the contents of the Peak on to the e-mail. The subject line in the e-mail must contain the word
‘Peak’ and the number of the Peak for ease of recognition.
On a periodic basis (at least monthly) RDFSSC will provide a listing of outstanding Peak’s to all
interested parties. RDORF monitors Peak trends and Peak’s outstanding to ensure that issues are
addressed in a timely fashion.
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Post Office Ltd must always explicitly respond to the Peak and not rely on the delivery of any data to
be the notification of an update to the Peak.
When RDTSSC receive the explicit response, the Peak will be updated, in most cases by copying the
data in the e-mail into the Peak system. If the response indicates that no further action will be
undertaken by Post Office Ltd the Peak will be routed to the originating team. RDFSSC will advise the
originator of the response that the Peak has been removed from the POCL stack.
Under some circumstances a Peak may be necessary to show that a problem has occurred but where
no further action is required from Post Office Ltd e.g. where a file has been sent to RDMC twice. In
‘order to record that the problem occurred RDTSSC will create a Peak, route it to the relevant Post
Office Ltd team and immediately route it back to ROFSSC and, in most cases, close the Peak. A copy
of the Peak will be sent to the relevant team in Post Office Ltd.
13 Appendix C - Reports and Receipts
documentation
With the introduction of HNG-X the original single CCD DES/GEN/SPE/0004, which held information
‘on all Reports and Receipts was split into 4 parts, DES/GEN/SPE/008 — HNG-X Branch and Counter
Reports, DES/GEN/SPE/0009 - HNG-X Receipts, Slips and Labels, DES/GEN/SPE/0010 — HNG-X
Banking, Debit Card and ETopUp Receipts and Texts and DES/GEN/0010 — HNG-X AP and ADC
Receipts. The last two of those documents (DES/GEN/SPE0010 and DES/GEN/SPE0011) are no
longer CCD’s because the majority of changes that occur within them are as a direct result of business
as usual changes managed by this Interface Agreement.
Because the rate of change can be very variable the documents are not always issued for review and
approval for each individual change however it is also essential that the people who need to use them
to make change have the latest working version available to them
The process for update will therefore be:
> for each amendment, or group of amendments to either document a new draft version will be
produced and lodged in the FJS Dimensions system. For information purposes a copy of this,
version will also be circulated to an agreed list of recipients. This will include the Post Office
Reference Data Team in Bracknell and therefore anyone in Post Office who requires visibility
of the latest version should ensure that they contact this team
> when the number of draft versions becomes excessive (e.g. 9) or no further amendments are
expected for the anticipated period required to gain sign off of the updated document, the
document will be sent out for formal review
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