‘Q’ Project
“ConQuest External User Group”
Meeting No. 3
12th April 2010
AGENDA -1 Welcome
 Project Q - Update
 Reminder of the Principles
 Timeline - revised
 Technical
 File Formats
 Application Requirements
 Security & Access Controls
2
AGENDA -2 Operational
 Transition from Old to New
 Data Migration
 Specific Process Changes (proposed)
 Discussion Subjects
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User Acceptance Testing
Training
Questions & Answers
Communication Approach
 AOB
3
Welcome & Introductions
 Dave Addison
Project Manager
 Dave Ackers
Customer Data Services Manager
 Emma Lyndon
Customer Data Services Officer
4
Project Q Update
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 things
 efficiencies will be identified and adopted
 Primary objective
 Providing a functional Query Management Service to Users
6
Indicative Milestone Dates
Oct’09
Mar’11
Project Start (Oct’09)
Modelling & Design (Oct’09 – Apr’10 May’10)
Pilot (Apr’10 Jun’10)
Phase 1 Dev’t (Apr’10 Jun’10 - Aug’10 Oct’10)
Shipper Testing (Aug’10 Oct’10)
Ph 1 Implementation (Sep’10 Oct’10)
Phase 2 Dev’t (Sep’10 – Jan’11)
Ph 2 Implementation (Jan’11)
Project Completion (Mar’11)
7
‘Technical’ Update
- User Interfaces - File
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
10
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
11
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?
12
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
13
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
14
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 *.QCL
(delay)
Question? –
QMR/QMJ via I’X?
I’X
(max records TBC
– 000s)
Revised *.QMP
QMR/QMJ
*.QCL
Visible on Screen
17
‘Technical’ Update
- User Interfaces - Screen
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
19
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
20
User Interface - Screens
Sample Artwork
Q system HTML Prototype
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Login Screen
23
xoserve home/landing page
24
QSystem home/landing page
25
Application level business processes
26
Upload GSR EFT
27
File Details Screen
28
Show History screen
29
EFT Reference Number Details Page
30
File Download Screen
31
Access Controls
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)
33
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
Acts on set of work type tasks belonging to the
or Lead User 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
35
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?
36
Cut Over from Old to New
&
Data Migration
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
38
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
39
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.
40
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
41
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
*DUP
Any contact challenging two MPRN's for one service to a
property and where the asset information matches
969
22/01/2005
*DMQ
Challenge to the consumption billed in realtion to DM
Datalogger Data
8
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
42
Ten Generic Invoice Codes…..
Can they become One ?
RBD
UQS
ADJ
CSE
RAC
Do you want ….
 ADJ – a current Invoicing code
Or
 INV – to denote an Invoicing
Query
MRQ
ECB
NTE
ITR
RAT
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These all do the same thing
Operational Codes
Contact Code
Description
Total Count in Conquest
Date Last Logged
FLE
Challenge to the response to an IX file
sent in by a Shipper
32
21/08/2008
CNQ
Challenge the reason for a specific
response to a Confirmation file
67
18/06/2009
NOM
Challenge the reason for a specific
response to a Nomination file
39
17/04/2009
PAM
Instruction to amend current meter
details within a Prime and Sub
Deduct Configuration
*2578 (logged by xoserve)
16/11/2009
Proposal
Merge under one
contact code
FLE
44
Operational Codes
Contact
Code
Description
Total Count in Conquest
Date Last Logged
AQQ
Incorrect AQ does not
match UK Link
11
20/12/2006
SOQ
Incorrect SOQ or
Bottom Stop
SOQ
23
28/02/2007
SQQ
Billed SOQ is
incorrect, does
not match UK
Link
8
08/02/2005
Challenge to DM Sites
following or prior
to invoice issue
(Freestanding
and Prime and
Sub sites).
0
Instruction to amend
current meter
details within a
Prime and Sub
Deduct
Configuration
13
DMR
PSI
Proposal
Move to Operational Contact Codes
06/04/2005
45
Meter Number Creation Process
(MNC)
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…..
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Data Items
Data Items
Data Items
Transaction Type
Stakeholder ID
Alternative Address Building Number
Stakeholder Type
Stakeholder Personnel’s Tel Number
Alternative Sub Building Name
Shipper Short Code
Stakeholder Personnel’s Fax Number
Alternative Address Building Name
Stakeholder Personnel’s Email Address
Alternative Address Principal Street
Meter Point Reference Number
Alternative Address Dependant Street
Confirmation Number
Alternative Address Dependant Locality
Current Address Building Number
Alternative Address Post Town
Contact Explanation
Current Sub Building Name
Alternative Address Post Code
Current Postcode
Current Address Building Name
Any Meter Reads Outside SPA
Meter Serial Number
Current Address Principal Street
Meter Make
Current Address Dependant Street
Meter Model
Stakeholder Personnel’s Name
Contact Code
Contact Category
Meter Location
Access Information
Current Address Dependant Locality
Current Address Post Town
End User Contact Name
Meter Point AQ
End User Contact Number
Domestic vs. Industrial Indicator
BTU Forms/Bills Flag
Response Channel
Stakeholder Reference Identifier
Mandatory data
Service Type – Multi / Single Service Site
Preferred Time to Call AM/PM
Top 50 Flag
Data will be retrieved by BPMS
NEW Data Items
Transporter (iGT / GT)
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
49
Questions & Answers
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)
51
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
52
Communication Approach
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)
54
Communication
Context
Option 1
Option 2
General Updates
The CEUG members for
cascade
The 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
Channel enquiry through
CEUG members
Operational contacts to
discuss
The CEUG members for
cascade
The CEUG members for
cascade & back up with
email communication to
wide circulation
- Understand effects / impacts
Process Change
-proposals / agreement

DISCUSS
55
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
56
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
57