‘‘Q’ Project Q’ Project

“ConQuest External User Group” “ConQuest External User Group” Meeting No. 3Meeting No. 3

1212thth April 2010 April 2010

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AGENDA -1-

Welcome

Project Q - Update Reminder of the Principles Timeline - revised

Technical File Formats Application Requirements Security & Access Controls

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AGENDA -2-

Operational Transition from Old to New Data Migration Specific Process Changes (proposed)

Discussion Subjects User Acceptance Testing Training Questions & Answers Communication Approach

AOB

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Dave Addison Project Manager

Dave Ackers Customer Data Services Manager

Emma Lyndon Customer Data Services Officer

Welcome & Introductions

Project Q UpdateProject Q Update

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Principles of the Project

We have immediate drivers Provide a stable system for Query Management Ensure Continuity of Service

There will be some change…changes to external Users identified will be communicated there will be consequential improvements in the way we do

thingsefficiencies will be identified and adopted

Primary objective Providing a functional Query Management Service to Users

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Indicative Milestone Dates

Project Start (Oct’09)

Modelling & Design (Oct’09 – Apr’10 May’10)

Phase 1 Dev’t (Apr’10 Jun’10 - Aug’10 Oct’10)

Shipper Testing (Aug’10 Oct’10)

Oct’09

Ph 1 Implementation (Sep’10 Oct’10)

Phase 2 Dev’t (Sep’10 – Jan’11)

Ph 2 Implementation (Jan’11)

Project Completion (Mar’11)

Mar’11

Pilot (Apr’10 Jun’10)

‘‘Technical’ UpdateTechnical’ Update- User Interfaces - File- User Interfaces - File

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Electronic File Transfer (EFT) file - 1 -

Currently… The EFT File (xoserve issue) is an Excel spreadsheet Prior to dispatch to appointed box account you are required to

convert into a .QMP file (.csv format) – macro provided We are aware that ‘clones’ of EFT files are used which are

already converted to .csv format The current version of the EFT holds 95 fields of which many

fields are never used Presently the EFT can contain a variety of Contact Codes

within the same spreadsheet The EFT is sent via email – bulk upload or as a contingency Or can be sent as a QMP File via IX

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Electronic File Transfer (EFT) file - 2 -

Previously, we have asked… Which format is preferred for file transfer? XML or csv?

Interface files will be csv Q System will convert csv files to XML

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Electronic File Transfer (EFT) file - 3 -

Proposed… Redundant fields (columns) are removed Updated EFT xls macro sheet to generate csv

XLS sheet may require that differing formats may need to be issued within separate files

Following review of all In-Scope Processes we will know the extent of surplus fields

‘To Be’ Process Workshops continuing into May We will present our findings and consult at the earliest opportunity The ability to import the EFT (.csv file) will be incorporated as part of the

Q system The user will have a choice of either bulk (circa 100-200 records)

uploading via the Web or to send via the IX Despatch of the EFT via Email will cease.

Question… Do you presently generate a .QMP file without using the xoserve version of the

EFT?

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Electronic File Transfer (EFT) file - 4 -

Via the Web: If uploaded via the Web (need to convert to csv) this will be limited to

[~200] records If Web uploaded then file and content is validated and result visible on

screen There will be a delay before an Error File is displayed on the Web

Interface

Question… Should a QMR / QMJ file be generated via I’X?

A consensus view required

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Electronic File Transfer (EFT) file - 5 -

Via the IX : Format you will need to convert to .csv .QMP file transmitted Return QMJ,QMR Response Files

Via Screen: Entry via screen - Validated at point of committing and Error

messages displayed instantly

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Loading of Contacts – i/o – In Summary

Method Input Format Acknowledgement Method

Cleared Notification

Screen Manual Input using Screens

No Formal Response – Immediate User Feedback

*.QCL

Web Interface (max 100-200 records)

Upload csv Format (revised *.QMP)

Visible on Screen (delay)Question? – QMR/QMJ via I’X?

*.QCL

I’X

(max records TBC – 000s)

Revised *.QMP QMR/QMJVisible on Screen

*.QCL

‘‘Technical’ UpdateTechnical’ Update- User Interfaces - Screen- User Interfaces - Screen

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User Interfaces - Screen

Previously, we have asked… What Browser can we benchmark to?

Responses all indicated IE6 and above Note: Tools used assume IE7 or above – tests have indicated no

major functionality issues Users receive warning No major functionality compromises identified currently

We will benchmark at IE6, and equivalent i.e. Fire Fox v3.x; Safari v4.x

Security Packages used assume IE7 or above, test have indicated issues at IE6

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Previously, we have asked… Can we use Cookies?

Responses accepted use of Cookies – Thank You

Use of Remote Location for Homeworkers / Other Sites Responses – mixed views

Allow not to restrict to certified sites

User Interface - ScreensUser Interface - Screens

Sample ArtworkSample Artwork

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Q system HTML Prototype

SAMPLE

SAMPLE

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Login Screen

SAMPLE

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xoserve home/landing page

SAMPLE

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QSystem home/landing page

SAMPLE

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Application level business processes

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Upload GSR EFT

SAMPLE

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File Details Screen

SAMPLE

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Show History screen

SAMPLE

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EFT Reference Number Details Page

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File Download Screen

SAMPLE

Access Controls Access Controls

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Access Controls

Need to prepare the construction of the security regime – part of Oracle Identity Manager (OIM)

The Security Layer requires Name of User User I.D. Email Address Operational Role Work Type Group(s) Organisation – Group or Sub Division

We only know existing ConQuest Account holder names and User I.D. No.

We will issue these lists to you (or named point of contact)

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Homework

The following needs to happen….

Validate list to ensure named User is indeed the account holder Populate the issued spreadsheet with missing details i.e. email address,

work type group, role(s), membership of group or sub division Add full set of details for those not listed if they require a Q system

account Annotate list if named person no longer requires an account You have until August 2010 (Date TBC – circa UAT-4 weeks) We will need to maintain list up to point of Go Live

Where do passwords go to prior to launch?? LSOs Users direct (we will have their passwords) – NB: This might be sometime

prior to implementation

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Security Layer - Roles

Role AKA Access / Ability to…

Process User End User Acts on tasks assigned to them within work type group(s) and has access to system. Can close contacts and also ask for clarification.

Process Owner Supervisor or Lead User

Acts on set of work type tasks belonging to the process and also work assigned to other users. Can delegate work from one User to another.

Lead - Group Administrator

LSO / DLSO Manages work groups (queues) and able to reassign Users to different work groups.

New User creation.

Remove access to accounts

Delete Accounts

Assign Users to Organisation group or single division

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Q Accounts

It would be useful to know how many Q system accounts you require?

Propose to apply a cap by Organisation Options for limit setting – Views?

Fixed Pro-rated – What variable?

What happens when you reach the limit?

Cut Over from Old to NewCut Over from Old to New&&

Data MigrationData Migration

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Cut Over – ConQuest to ‘Q System’

The current Contact Reference Number (CRN) is a 7 digit sequential serial number – currently starting 266nnnn

In the new Q system the CRN serial number will commence from 20,000,000

A ‘live’ Contact which migrates from ConQuest to the Q system will inherit a new CRN but be cross referenced to it’s original CRN.

ConQuest Users will be pointed to new Q system from the Monday we go live…Users will have to do some registration

ConQuest will still be there for a short while for viewing only

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Data Migration

Closed queries (circa 2m) will be migrated from ConQuest to the new system and placed into an Archive area

Context of these queries – query outline, query resolution, query status, will be retained

Closed query data will move across at point when new Q system is enabled

Queries resolved during the period of parallel running [30 days] will migrate at the end of each day into the Archive area

After the [30th day] of parallel running the auto migration will cease and remaining unactioned Contacts will be manually moved to Q system

The transposition of open queries from current format into new format is under consideration

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Pre-Archived Records

The viewing of a Contact record is via a screen that requires you to input either :- The CRN The MPRN The Post Code

Note : within 18 months since contact closure date

If CRN known and used as search key then it will retrieve record.

If Post Code or MPRN used as the search key this will retrieve record(s) that could be of the old CRN series and/or new CRN series

Contact records move into Archive on the 18th/19th month post completion (closure) of the Contact.

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Archived Records

Closed Contacts will be archived at the end of each month

If a Query resolution does not have a financial adjustment impact then the record will be deleted after [5 years]

If a Query resolution results in a financial adjustment this will be retained for [6 years]

Any Contact records older than 18 months can be retrieved from Archives by raising a Data Retrieval Request (SLA – within 2 days)

Will only see records relevant to your portfolio at the time the Query was received / resolved

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Are these Invoice Codes Required?

Invoicing Queries

Contact Code Contact Description Total Count in Conquest Date Last Logged

*AMC Challenge to the meter asset invoice 83 27/10/2004

*DUPAny contact challenging two MPRN's for one service to a

property and where the asset information matches969 22/01/2005

*DMQChallenge to the consumption billed in realtion to DM

Datalogger Data8 27/07/2007

*EXT Challenge to the Exit Zone for an invoiced charge 3 04/10/2002

*EUC Challenge to the End User Category for an invoiced charge 1 10/01/2007

*LIA Challenge to the charges levied on the Ad-hoc invoice 9 25/10/2001

*MFF Meter read frequency used to bill this site is incorrect 0  

*OVR Challenge to the validity of an overrun charge 7 21/05/2004

COR (Inactive) Challenge to NDM Corrector Queries 1 19/08/2003

CFQ (Inactive) Challenge to the correction factor 1 11/04/2003

MRF (Inactive) Incorrect Meter Read Frequency 9 05/03/2002

MTR (Inactive) Challenge to the attributes of a meter 67 03/06/2004

OWN (|nactive) Incorrect Ownership 114 08/05/2002

UNQ (Inactive) Incorrect Set Up of a Unique Site 3 01/08/2001

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Ten Generic Invoice Codes…..

Do you want …. ADJ – a current Invoicing code Or INV – to denote an Invoicing

Query

MRQ

RBD

CSE

ADJ

RAT

RAC

ITR

UQS

ECB

NTE

Can they become One ?

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These all do the same thing

Operational Codes

Contact Code Description Total Count in Conquest Date Last Logged Proposal

FLEChallenge to the response to an IX file

sent in by a Shipper32 21/08/2008

Merge under one contact code

FLE

CNQChallenge the reason for a specific

response to a Confirmation file67 18/06/2009

NOMChallenge the reason for a specific

response to a Nomination file39 17/04/2009

PAMInstruction to amend current meter

details within a Prime and Sub Deduct Configuration

*2578 (logged by xoserve) 16/11/2009

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Operational Codes

Contact Code

Description Total Count in Conquest Date Last Logged Proposal

AQQIncorrect AQ does not

match UK Link11 20/12/2006

Move to Operational Contact Codes

SOQIncorrect SOQ or

Bottom Stop SOQ

23 28/02/2007

SQQ

Billed SOQ is incorrect, does not match UK Link

8 08/02/2005

DMR

Challenge to DM Sites following or prior to invoice issue (Freestanding and Prime and Sub sites).

0  

PSI

Instruction to amend current meter details within a Prime and Sub Deduct Configuration

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Meter Number Creation ProcessMeter Number Creation Process(MNC)(MNC)

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MNC

We have captured the ‘AS IS’ Process as a process flow diagram

We have conducted a ‘TO BE’ Process Review to plot the stages of the process from the point of entry to point of resolution

This flow is based on the ideal and is subject to proposed changes in the current routine being agreed and adopted.

The logic and validation along the process chain has dependencies on changes at the start of the process.

In this respect it may require you to stop doing something that you are doing now, modify the way that you do things or start doing something.

The following illustrates the point…..

Data Items

Transaction Type

Stakeholder Type

Shipper Short Code

Stakeholder Personnel’s Name

Contact Code

Contact Category

Contact Explanation

Current Postcode

Meter Serial Number

Meter Location

Access Information

End User Contact Name

End User Contact Number

Domestic vs. Industrial Indicator

Data Items

Stakeholder ID

Stakeholder Personnel’s Tel Number

Stakeholder Personnel’s Fax Number

Stakeholder Personnel’s Email Address

Meter Point Reference Number

Confirmation Number

Current Address Building Number

Current Sub Building Name

Current Address Building Name

Current Address Principal Street

Current Address Dependant Street

Current Address Dependant Locality

Current Address Post Town

Meter Point AQ

BTU Forms/Bills Flag

Preferred Time to Call AM/PM

Top 50 Flag

Response Channel

Stakeholder Reference Identifier

Data Items

Alternative Address Building Number

Alternative Sub Building Name

Alternative Address Building Name

Alternative Address Principal Street

Alternative Address Dependant Street

Alternative Address Dependant Locality

Alternative Address Post Town

Alternative Address Post Code

Any Meter Reads Outside SPA

Meter Make

Meter Model

Data Items

Transaction Type

Stakeholder Type

Shipper Short Code

Stakeholder Personnel’s Name

Contact Code

Contact Category

Contact Explanation

Current Postcode

Meter Serial Number

Meter Location

Access Information

End User Contact Name

End User Contact Number

Domestic vs. Industrial Indicator

Data Items

Stakeholder ID

Stakeholder Personnel’s Tel Number

Stakeholder Personnel’s Fax Number

Stakeholder Personnel’s Email Address

Meter Point Reference Number

Confirmation Number

Current Address Building Number

Current Sub Building Name

Current Address Building Name

Current Address Principal Street

Current Address Dependant Street

Current Address Dependant Locality

Current Address Post Town

Meter Point AQ

BTU Forms/Bills Flag

Preferred Time to Call AM/PM

Top 50 Flag

Response Channel

Stakeholder Reference Identifier

Data Items

Alternative Address Building Number

Alternative Sub Building Name

Alternative Address Building Name

Alternative Address Principal Street

Alternative Address Dependant Street

Alternative Address Dependant Locality

Alternative Address Post Town

Alternative Address Post Code

Any Meter Reads Outside SPA

Meter Make

Meter Model

Data Items

Stakeholder ID

Stakeholder Personnel’s Tel Number

Stakeholder Personnel’s Fax Number

Stakeholder Personnel’s Email Address

Meter Point Reference Number

Confirmation Number

Current Address Building Number

Current Sub Building Name

Current Address Building Name

Current Address Principal Street

Current Address Dependant Street

Current Address Dependant Locality

Current Address Post Town

Meter Point AQ

BTU Forms/Bills Flag

Preferred Time to Call AM/PM

Top 50 Flag

Response Channel

Stakeholder Reference Identifier

Data Items

Transaction Type

Stakeholder Type

Shipper Short Code

Stakeholder Personnel’s Name

Contact Code

Contact Category

Contact Explanation

Current Postcode

Meter Serial Number

Meter Location

Access Information

End User Contact Name

End User Contact Number

Domestic vs. Industrial Indicator

Data will be retrieved by BPMS

Mandatory data

NEW Data Items

Service Type – Multi / Single Service Site

Transporter (iGT / GT)

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Summary Of Points

We propose ……

deleting 14 redundant Invoicing Contact Codes converting 10 similar Invoicing codes into 1 moving 4 Invoicing Contact Codes into the Generic

Operational Code set blending 4 generic Operational Codes – FLE, CNQ, NOM

& PAM to become FLE introducing changes to the MNC process – reduce the

number of mandatory data items and introduce 2 other mandatory information requirements

Questions & AnswersQuestions & Answers

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Cut Over – ConQuest to ‘Q System’ - Questions & Answers -

Q1. QMJ, QMR, QCL, QEX ; are these still going to be sent to Shippers as part of the new process?

A1. The format and convention will remain the same but the content & context may change – this is WIP

Q2. What does a change to the IP address mean to Users?

A2. You will need to communicate the new IP Address to all Users. Alternatively you can access via xoserve.com

Q3. Will Shippers still have visibility of in-flight or resolved queries on ConQuest during the 30 day parallel running period?

A3. You will be able to view them prior to the query becoming CLRD or AWAJ. You will not be able to raise new queries but you will be able to respond to Data Clarifications (DCs)

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Cut Over – ConQuest to ‘Q System’ - Questions & Answers -

Q4. Will xoserve be working on queries on ConQuest during the 30 day parallel running time and close them down on ConQuest

A4. Yes, we will work on queries that have arrived prior to the cutover.

Q5 Any part actioned or unactioned queries, will these be moved to the new Q system after the expiry of 30 days?

A5. Yes, they will be manually created on the Q system and removed from ConQuest

Q6. Will there be 2 migrations ; the first being the closed queries and dormant filter failure queries on Day 1 of Q, the second being the open queries and newly closed queries after the 30 days when ConQuest is mothballed?

A6. Not exactly. There will be a first migration of circa 2m records then we will continue to migrate newly closed queries each night for the next 30 days of parallel running

Communication ApproachCommunication Approach

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Communication

We want to …. get this right be informative be timely be inclusive

We also need to …. seek advice and information provide ad-hoc updates gauge opinion / test proposed changes

We can do this…. by channelling communication through this group exclusively by this group, other forums, targeted points of contact (as appropriate)

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Communication

DISCUSS

Context Option 1 Option 2General Updates The CEUG members for

cascadeThe CEUG members in the first instance & place on xoserve.com

Technical aspects The CEUG members & UK-Link Committee

The CEUG members & UK-Link Committee

Refining Processes- Understand effects / impacts

Channel enquiry through CEUG members

Operational contacts to discuss

Process Change-proposals / agreement

The CEUG members for cascade

The CEUG members for cascade & back up with email communication to wide circulation

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Summary of Actions

Find out if you presently generate a .QMP file without using the xoserve version of the EFT?

Obtain names and email addresses etc for each of the Security Layer roles

Provide an estimate of how many Q system accounts required

Consult with interested parties about impacts (if any) on changes to EFT format and content

Seek view on proposed changes to Generic Invoice Contact Codes – e.g. merge / cease / retain those that have light or no contacts raised

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AOB

Next Meeting Venue – Solihull then alternate? Best Day – Other than a Mon or Fri? Frequency – Next one in May then monthly? Invitees – Is it you or A.N. other?

Any other Forums