Query and Workflow Management Project “ConQuest External User Group” 14 th January 2010

1. Query and Workflow Management Project “ConQuest External User Group” 14th January 2010

2. AGENDA -1- • Welcome • Project Background – brief recap • Principles • Chosen technology • Terms of Engagement • Project Approach • Timeline • Impacts and benefits • Pilot Process

3. AGENDA -2- • Project – Functional Update / Requirement Feedback • User Interfaces • Screens • Files • Data • Access Controls / Security • Process Updates • Process Review – end to end (starting with the pilot process) • Process Based Requirement Feedback • User Account housekeeping • Migration / Cutover strategy • AOB

4. Welcome & Introductions • Dave Addison Project Manager • Michelle Fergusson Project Officer • Dave Ackers Customer Data Services Manager • Emma Lyndon Customer Data Services Officer • Steve Deery Customer Data Services Admin

5. Q Project BackgroundWhy required and chosen technology

6. Principles of the Project • We have immediate drivers • Provide a stable system for Query Management • Ensure Continuity of Service • We are seeking to minimise changes to external users • But… there will be some change • There may be some changes from you that we can incorporate • Primary objective • Providing a functional Query Management Service to Users

7. Why did we choose BPMS? BPMS has been chosen as the strategic solution to replace ConQuest for query and workflow management as it: - • Is a recognised contemporary solution for workflow related processes • Provides process analysis and simulation tools • Provides better integration between business, systems and processes • Links with other systems to support automation • Better interface with business through process modelling • Scalable solution • Offers capability that will support additional non ConQuest processes

8. Terms of Engagement • Terms of Engagement • External User Group Forum • Communication on Progress • Business Forum to highlight and discuss Impacts • Approval of Change • UKLink Committee (Technical) • Communication • xoserve.com / email / operational meetings / Shipper eNews • Interim Updates • Meetings • Venue / Frequency • Updates to other Established Forum?

9. Business Change Identified UKLink Forum Discuss Business Forum Discussion Reps Received & Considered Business Forum Agree UKLink Forum Agree Business Analysis Amend Proposal Terms of Engagement • UKLink Engagement – • 4 months Operational Changes • 6 months System Changes Implement

10. Business Change Identified UKLink Forum Discuss Business Forum Discussion Reps Received & Considered Business Forum Agree UKLink Forum Agree Business Analysis Amend Proposal Terms of Engagement – Strawman • ConQuest Approach – System Changes – File Formats Technical User Input No Surprises Implement

11. Business Change Identified UKLink Forum Discuss Business Forum Discussion Reps Received & Considered Business Forum Agree UKLink Forum Agree Business Analysis Amend Proposal Terms of Engagement - Strawman • ConQuest Approach – Operational Changes - Screens Technical User Input Pre Agreed – Operational Contacts have Agreed Implement

12. Project Approach How are we going to do this…?

13. Project Principles • The principles being applied are that… • we will seek to minimise change to external Users • changes identified will be communicated • there will be consequential improvements in the way we do things • efficiencies will be identified and adopted • we will ensure that changes are documented, and communicated as we identify them

14. Indicative Project Timeline • Activities to date • Project – Delivery Stage Start – Oct’09 • 2 Phases: - • Phase 1 – ConQuest Processes • Phase 2 – Other xoserve processes with workflow characteristics that integrate with other parties • Each phase runs concurrently

15. Phase 1 Dev’t (Apr’10- Aug’10) Pilot (Apr’10) Shipper Testing (Aug’10) Ph 1 Implementation (Sep’10) Phase 2 Dev’t (Sep’10 – Jan’11) Ph 2 Implementation (Jan’11) Indicative Milestone Dates Oct’09 Mar’11 Project Start (Oct’09) Modelling & Design (Oct’09 – Apr’10) Project Completion (Mar’11)

16. Impacts & Benefits What we told you last time

17. Impacts - Interface • Web User Interface • The IP Address WILL change • Planned to replicate ConQuest screens • If there are consequential changes, we’ll discuss them with you • File Interface • Planned to retain formats • Data modelling might identify changes, we’ll discuss them with you

18. Impacts – Access Controls • Security Requirements • Browser based solution. As now, access limited to own data. • Password management (in line with IAD) • Amendment of password every 30 days • Password format convention • Ability to reset password • Time out • Management of User accounts • Inactive accounts locked after [3] months

19. 27 requirements captured on 5th October or from subsequent Shipper feedback Grouped into 3 types: - General Process specific Security Initial assessment by Developers to identify what BPMS can or can’t deliver Unable to confirm some requirements until completion of Discover & Model phase What’s happened with your requirements ?

20. Shipper Requirements

21. User Interfaces • User Interfaces • Comments within the User requirements regarding: • Do NOT retain ConQuest ‘Look and Feel’ • Single Sign On for xoserve Web Apps • Greater usability – navigational screen changes • Removal of unnecessary screens (and codes) • On line help / hints and tips • Search facility

22. User Interfaces • UI Solution Proposed • Q Solution will use ‘off the shelf’ WebPortal functionality • UI will not replicate CQ ‘Look and Feel’ • Changes to screens will need to be communicated within User organisations • Single Sign on to xoserve Web Applications • IAD and ConQuest are xoserve current web apps • Develop consistent ‘Look and Feel’ between two applications • Q likely to deliver xoserve Enterprise Web Screens • xoserve Welcome • Security / password • Q will look very different from ConQuest

23. User Interfaces • WebPortal Functionality • Provides capability as per standard web apps • Improved Usability • Key stroke within screen movement (commit by online button) • Improved Navigation • Enables standard portlets to be included within the User Screen • WebPortal provides User Screen Configuration • This may not be enabled • Development of entirely new web interface • Will not replicate unnecessary screens • Will retire unnecessary Query codes • But Not impact mod565 codes

24. ConQuest Look and Feel

25. Q For Illustration Only

26. User Interfaces • Search Facility • Capability to search against MPR • Will only enable search against queries when in User’s ownership • Will only be able to search against live data • Archived data will not be accessible • Data will be archived at [5] years • Data from ConQuest at Q implementation will be archived if closed • On Line Help • UI will validate mandatory fields, not allow query commit if incorrectly formatted • Formats will be shown – e.g. DDMMYY • Hyperlink to User Guide • NOT A MICROSOFT PAPERCLIP!

27. Data • Data • Comments within the User requirements regarding: • Amendments to Data Requirements • Identify key data items for Query Resolution • Provide structured formats – not free text fields • Changes to mandate data items • Pre-population of data from Source Systems • Rejection back to the raising User

28. Data • Solution Proposed • Process and Data Modelling being conducted for each ConQuest Process • ‘To Be’ Data Models to be created • Changes to Inputs and Outputs • e.g. Output - Network Id requested to be provided in xoserve to Shipper ToG Notifications • e.g. Input – Customer provided Supplier Name in Network to xoserve GSR Notifications • Will be assessed by process • Changes communicated for approval as identified

29. Data • Solution Proposed • Prepopulation of Data from xoserve Source Systems • Prepopulation of Data from UKLink / MI Database • Undergoing assessment for performance impacts • Rejection back to User – Screen • Mandatory Data / Format Validation will be conducted prior to successful commit • Live validation against UKLink • Undergoing assessment for performance impacts • Rejection back to User – File • Responses will be back by file

30. Security • Comments within the User requirements regarding: • Security • Users able to Manage Accounts • User password reset • User account creation / deletion • User Report on Account Usage • Group Accounts

31. Security & Reporting • Solutions Proposed: • Security – 3 Tier Request Layer • Proposed Approach User Shipper / Network New Account Request User (LSO) Requestor Formal Request xoserve Approver Approval by xoserve – expected to be automated, based on valid requestor, but might be amended – e.g. if account numbers breached by a User organisation

32. Security & Reporting • Solutions Proposed: • Users able to Manage Accounts • User password reset • Individual Users reset • User (LSO) Requestors reset Individual Users passwords • User account creation / deletion • User (LSO) Requestors only • User Report on Account Usage • User ‘Pull’ Report - Not planned • Group Accounts • Need clarification

33. Q For Illustration Only

34. Security & Reporting • Technical Questions – Please Provide • Current Internet Browser • Internet Browser Version • Security Product works with IE7+ & Equivalent • Organisation View on Cookies • Security Product requires “Cookies Enabled” • Assessment of premises that users will need to access the ‘Q’ system from. • Please assess with your organisation

35. Functional FeaturesYour requirements and ‘out of the box’ functions

36. What we can do….

37. What we can’t do….

38. What we might be able to do.…

39. Confirm our understanding of your requirements….

40. ConQuest AccountHousekeeping

41. Housekeeping Procedure • ConQuest Housekeeping Exercise is conducted on a bi-monthly basis • A list of ConQuest users who have not raised a query within the last six months is produced. • The list is issued to our shipper contacts, asking for it to be reviewed and then each shipper to advise of accounts that are either still required or that can be deleted. Thank you to those who have helped us with this. • This process is essential to help manage system integrity and also to ensure we have an accurate user base. • ConQuest Housekeeping will need to continue until the Q&WFM Project implements. Your continued help and support with this initiative is appreciated.

42. Current User Group • Total number of active users in ConQuest database – 4928 • This has reduced from 5370 since October • Total number of accounts not accessed system for >6 months – 4008 • This has reduced from 4434 since October • Conquest Users that only use the system to search and view queries are deemed inactive. • System activity is denoted by either logging a query or responding to an outstanding request for information/action.

43. Migration / Cut Over Strategy • Parallel running – short period • Visibility of old queries raised on ConQuest for a period • New queries to be raised via new Q system from day 1 • Live (in flight) queries to be moved across for long standing queries e.g Filter Failures • At point of migration the query creation date will start from that day • The Open Query will have a new Contact I.D. but it will be linked to the original Contact I.D. • Closed queries will be archived

44. Q Project Pilot

45. Provide implementation opportunity without external Stakeholder impacts Ensure Implementation Activities are clearly understood, and that key learning is documented for future implementations Early demonstration of automation and capability, potential refinement of Models prior to formal (External) implementation Reduce number of Users within Initial Training Programme – Test Packages, and ensure that these ‘Train the Trainer’ packages can be refined prior to full scale roll out Introduce Expert Users / System Advocates to embed Training for latter Phase Users Governance – Embed Process Modelling governance with limited processes Visibility of Technology, preparedness for Support and check Service Management approach … and lots more… Objectives of Pilot

46. Getting BPMS bedded in • The chosen Process for the Pilot is :- • Gas Safety Regulations (GSR / GSS) • GSR / GSS is the acronym given to the Network Queries which are generated when the Networks can’t seal the outlet because they have found an installed meter. • GSR & GSS contains a set of processes that touches upon all workflow capabilities of the ConQuest system & will also demonstrate integration capabilities with peripheral source data systems.

47. Gas Safety (Installation & Use) Regulation It all starts when a meter is ‘removed’

48. What is a GSR (GSS) • Obligations documented in Gas Safety (Installations & Use) Regulations 1998 ( www.opsi.gov.uk) • Where a primary meter is removed and not re-installed or replaced by another meter (before the expiry of 12 months), then the person who last supplied the gas shall …… • Close any service valve • Seal the outlet

49. Who is involved and why • The Gas Supplier has a duty under Gas Safety (Installations & Use) Regulations 1998 to take appropriate action. • A Gas Transporter does not have a direct duty under GS(I&U)R but it does have an obligation under Regulation 14 of the Pipelines Safety Regulations 1996 to decommission a pipeline which has ceased to be used. • xoserve currently facilitates this to aid both in meeting their obligations • The process chain should be short but…..

50. Start, Middle and End