1. DSC Governance Review Group
9th May 2019

2. Agenda The Change Management Journey so far Terms of Reference
Ways of working
Objectives
Recap of current DSC Change management process
Review of proposed changes to DSC Change Management
Review of Change Management Guidelines (XRN4852)
Fast track governance for Requests for Data
Urgent Change Proposal process
Progression of Change Proposals alongside MOD development
Definition of External Impacts
Initiatives log
Funding arrangements for Change
Updates to the Change proposal template
Any other process improvements

3. The Change Management journey so far….
October 2016
MOD565A Central Data Service Provider – General framework and obligations raised to identify obligations and terms under which the Central Data Service Provider (CDSP) will operate under the UNC and the creation of a Data Services Contract (DSC) as a UNC ‘code referenced document’.
July 2018
Following a complete review of Change Management processes
DSC Governance review group recommendations presented to ChMC and the group informally disbanded
September 2017
DSC Governance review group formed as sub-group of ChMC to review DSC Change Management procedures
July 2010
Ofgem announce review of Xoserve’s Funding Governance & Ownership (FGO) *
Pre- FGO Change process
DSC Change Management process
Continuous improvements to change processes
May 2014
Funding Governance
& Ownership (FGO) programme
established .
Managed by KPMG
January 2017
Ofgem notice of Implementation of MOD565A
April 2017
MOD565A (FGO) Implemented.
Xoserve took on its new role as the gas industry’s Central Data Services Provider (CDSP).
Data Services Contract (DSC) and UK Link User Agreement (UUA) come into force
DSC Change Management procedure is part of the DSC
DSC Change Management Committee (ChMC) launched 12th April 2017
May 2019
DSC Change Management process continues to evolve & improve
DSC Governance review group re-convened to collaboratively work on further improvements and make any recommendations identified to ChMC
* Timeline not to scale

4. What have we implemented to date…..
New Capture stage of End to End Change process
Change Packs – revised formats and schedule
DSC Delivery Sub Group established
Increased number of proposed Solution Options presented at DSG
Change Proposal template simplified
All Change proposals now held on Xoserve.com
Release Circulars published for Releases
Customer Awareness sessions held for all changes to be implemented
Simplified Change Register produced and published Xoserve.com
High level End to End Change process diagram published
And what's next…..
We are not going to stop here – we will continue to make improvements to the change process following Customer and internal Xoserve feedback which includes a review of Change Governance for Urgent and Request for Data Changes, how we report on Initiatives, further template improvements …

5. Terms of Reference
Original Terms of Reference (ToR) published October 2017 on the Joint Office Website
Revised ToR reflecting the current DSG Governance review group approved at DSC Change management committee on 10th April 2019

6. Ways of working Sessions are intended to be fully collaborative
Materials for discussion can be produced by any member of the group
Materials will be issued out and published on the Joint Office website at least 5 days prior to each session
Formal minutes will not be recorded but notes and actions will be issued and published following each session

7. Group Objectives
Review effectiveness of current DSC Change Management processes in respect of
Requests for Data Change proposals
Urgent Change proposals
Initiatives and other ad hoc Change proposals
DSC Delivery Sub Group
Any other process improvements
Review and update of Change proposal and any other DSC change templates
Produce recommendations for DSC Change Management committee approval
Support implementation of approved changes

8. Current DSC Change process (Pre-Capture)
Xoserve starts
Capture Phase
Change Proposal (CP) raised
Change proposed at DSC Change Management Committee (ChMC)
Change Approved
Initial Review can be 10, 20 or 30 working days
(Change Pack 1)
Sent for Initial Review
Change Approved
CP sent to Xoserve for initial processing and Xoserve Reference number (XRN)
Change Rejected
Review Responses
Rejected
XRN Closed
XRN Closed

9. Current DSC Change process (Capture)
CP handed to Xoserve project team for delivery
The proposed Solution options go into Solution Option Assessment (SOA)
Solution Review 10 working days
(Change Pack 2)
Requirements statement created and approved by CP’s proposer
Change Approved for Delivery
Xoserve hold one or more capture sessions to define requirements
One or more capture sessions to evolve solution options
Requirements statement
Responses
Capture session
Define requirements
Capture session
Solution Options
Change Rejected
SOA may be reviewed at DSG prior to sending out for Solution Review
Solution options reviewed and evaluated at one or more DSG meetings*
Requirements ratified with CP’s proposer and/or by DSC Delivery Sub Group (DSG)*
Requirements ratified
XRN Closed
* May be presented/discussed at alternate groups e.g. PAC, UIG Workgroup

10. Current DSC Change process (Delivery)
CP handed to Xoserve project team for delivery
If issues identified in responses to Design Change Pack - return to ChMC for further decision making
Closedown report approved at ChMC
Evaluation Quotation Report (EQR) and/or Business Evaluation Report (BER) for funding sent to at DSC ChMC for approval
IDR and implementation
Design agreed
Project Start up
EQR if needed
Design consultation
10 working days
(Change Pack 3)
Training /
Awareness session
Revisit Design
Design issues
EQR Approved
BER Funding Approved
BER
Change Rejected
Initiation and
Design
Design agreed
Build, and Test
XRN Closed
Planning & Design clarifications may be sought at one or more DSG meetings
Detailed Design
Change added to Implementation plan and progress updates provided at ChMC and DSG

11. Initial Review with DSC Customers
Change Packs
Change Packs issued by Xoserve to communicate changes to UK Link systems, interfaces and documents to our customers for their representation
Xoserve Customer Change currently issue Change Packs on a monthly basis the first Friday following the DSC Change Management Committee (ChMC) meeting
Occasionally there is a requirement to issue extra-ordinary Change Packs
Change packs and responses are appended to the Change proposal and published on Xoserve.com
New on-line Change packs to be implemented in May 2019
Capture
Design CP 1 CP 2 CP 3
Solution Review with DSC Customers
of Solution Option Assessment(s) following recommendation from the Delivery Sub Group
Initial Review with DSC Customers
following a deferral at DSC Change Management Committee
Design Specification
to acquire industry support of the detailed design specification before the change enters the delivery stages. These are usually issued at least 6 months before implementation

12. Review of Change Management Guidelines
XRN4852
Review of Change Management Guidelines

13. Review of Change Management Guidelines
Placeholder

14. Request for Data Change proposals

15. Proposed Definition of ‘Request for Data’
A Request for Data is:
Change Proposal requesting creation or updates to report(s) for one or more customer class
Change proposal requesting access to data where there is no functional change needed
A Request for Data is not:
A Request for Data Change Proposal must not impact on Customer systems or processes
The solution for a Request for Data must not be a functional change to CDSP systems including to SAP BW

16. Proposed Governance Options
Problem Statement
The current DSC Change process, including the capture stage, can take several months to progress a Change Proposal through approved governance. This is appropriate for functional changes to UK Link and other Xoserve systems but does not allow for timely delivery of smaller non-functional changes such as Requests for Data. For example whilst progressing XRN4686 SMART Metering report through the end to end change process and required governance steps it was noted that the report could have actually been ready for delivery at the point of solution optioning during Capture stage with the remaining governance steps ultimately delaying delivery.
Solution Options 1 2 3 4
Do Nothing
Minimum Governance
Medium Governance
Any other suggestions

17. Option 1 – Do nothing High Level Solution
To keep current DSC Change Management arrangements for Request for Data Change proposals.
Impact on DSC Change Governance
Risks
No impact to DSC Change Governance.
Request for Data changes won’t be delivered as efficiently as they could be due to the delays in taking the Change Proposals through full DSC Change Governance.
Pros
Cons
Won’t need to amend current change management processes.
No changes needed to templates or documentation.
No changes to current ways of working.

18. Option 2 – Minimal Governance
High Level Solution
Request for Data (RFD) Change proposal raised – indicator on template selected. No initial review period. Initial vote for approval/ reject by Change Management committee offline via or 10 minute extra ChMC approval WebEx if more than 1 week to next formal meeting.
Change goes into Capture stage where requirements are ratified by Change proposer and next DSG meeting before going into Solution Options.
At Solution Option stage Request for Data Solution to be ratified – if not needs to return to ChMC. There should be only 1 solution option for RFD change
Ad Hoc Solution Option / Design Change pack combined, including proposed implementation, and issued for responses – 10 working days
Responses to Change pack along with BER issued for Approval by ChMC – offline or 10 mins WebEx if more than 1 week to next meeting
Note: BER will only be needed for funding approval when systems changes needed for delivery of the change. Could ChMC approvals be provided retrospectively in Requests for Data Changes that are zero funded?
Change implemented as per agreed implementation.
NB: 5 days notice for Ad hoc ChMC or off-line ChMC approval
Impact on DSC Change Governance
Risks
Updates would be needed to DSC Change Management procedures to cater for Request for Change alternative governance process and methods.
Update to Change proposal template
Introduction of new ways of working – WebEx/Off line ChMC etc
Joint office availability to host extra ChMC meetings
Fast track Request for Data Governance may prevent alternative solution being considered
Changes may be marked as Request for Data to attempt to override standard change governance
Pros
Cons
Enables fast track governance for delivery of simple Requests for Data change proposals
RFD changes can be delivered in a timely fashion not being hindered by unnecessary governance steps
New ways of working being introduced to support Fast Track Governance which may feel onerous to ChMC
Introduction of new governance process that needs to run alongside existing change governance – impact on CDSP and Joint Office resources

19. Option 2 – Minimal Governance
Extra ChMC if needed
Responses and BER sent for approval at ChMC
Change Proposal (CP) raised with Request for Data indicator selected
Ad Hoc Solution/ Design consultation combined
10 working days
Change Approved
Extra ChMC if needed
Yes
Build, and Test
RFD Solution only No
Change Rejected
Requirements statement
Awareness session, if required
CP sent to Xoserve for initial processing and Xoserve Reference number (XRN)
Capture session
Define requirements
Capture session
Solution Options
If not a single RFD Solution only Change needs to return to ChMC and continue through standard Change Governance
XRN Closed
implementation
Requirements ratified with CP’s proposer and/or by next DSC Delivery Sub Group (DSG)*
Requirements ratified
Closedown report approved at ChMC
* May be presented/discussed at alternate groups e.g. PAC, UIG Workgroup

20. Option 3 – Medium governance
High Level Solution
Request for Data (RFD) Change proposal raised – indicator on template selected. No initial review period. Initial vote for approval/ reject by Change Management Committee at next meeting.
Change goes into Capture stage where requirements are ratified by Change proposer and next DSG meeting before going into Solution Options.
At Solution Option stage Request for Data Solution to be ratified – if not needs to return to ChMC. There should be only 1 solution option for RFD change
Solution Option / Design Change pack combined, including proposed implementation, and issued for responses as per normal timetable – 10 working days
Responses to Change pack along with BER issued for Approval by ChMC at the next meeting.
Note: BER will only be needed for funding approval when systems changes needed for delivery of the change. Could ChMC approvals be provided retrospectively in Requests for Data Changes that are zero funded?
Change implemented as per agreed implementation.
Impact on DSC Change Governance
Risks
Updates would be needed to DSC Change Management procedures to cater for Request for Change alternative governance process and methods.
Update to Change proposal template
Fast track Request for Data Governance may prevent alternative solution being considered
Changes may be marked as Request for Data to attempt to override standard change governance
Pros
Cons
Enables fast track governance for delivery of simple Requests for Data change proposals
RFD changes can be delivered in a timely fashion not being hindered by unnecessary governance steps
Does not involved new ways of working and keeps to already agreed governance timetable
Introduction of new governance process that needs to run alongside existing change governance

21. Option 3 – Medium Governance
Responses and BER sent for approval at ChMC
Change Proposal (CP) raised with Request for Data indicator selected
Ad Hoc Solution/ Design consultation combined
10 working days
Change Approved
Yes
Build, and Test
RFD Solution only No
Change Rejected
Requirements statement
Awareness session, if required
CP sent to Xoserve for initial processing and Xoserve Reference number (XRN)
Capture session
Define requirements
Capture session
Solution Options
If not a single RFD Solution only Change needs to return to ChMC and continue through standard Change Governance
XRN Closed
implementation
Requirements ratified with CP’s proposer and/or by next DSC Delivery Sub Group (DSG)*
Requirements ratified
Closedown report approved at ChMC
* May be presented/discussed at alternate groups e.g. PAC, UIG Workgroup

22. Option 4 – Other suggestions
High Level Solution
For inclusion of any other suggestions for Request for Data governance
Impact on DSC Change Governance
Risks
To be confirmed
To be confirmed
Pros
Cons
To be confirmed
To be confirmed

23. Indicative minimum delivery timescales
Option 1
Do nothing
ChMC initial view
Initial Review
ChMC approval
31 working days
DSG x 2
Solution Consultation
46 working days
ChMC BER
Design Pack
Implementation
43 working days
Option 2 Minimal
Ad hoc ChMC
No Initial Review
5 working days
DSG x 1
Ad hoc Solution/ Design pack combined
25 working days
Ad hoc ChMC approval with BER
15 working days
Option 3 Medium
Monthly ChMC
10 working days
Monthly Solution/ Design pack combined
Monthly ChMC approval with BER
28 working days
Pre-Capture
Capture
Delivery
120
working days 45
working days 69
working days
Assumptions made:
Initial Review – 10 working days
Capture stage – 10 working days
Solution review/ Design Change pack – 10 working days
No EQR required
Can be implemented outside Major/Minor Release in 10 working days following BER approval
ChMC – held monthly/ DSG held every 2 weeks

24. Urgent Change proposals

25. Why create an Urgent Change Proposal process?
Current DSC Change Management process does not cater for ‘Urgency’ as criteria in the delivery of a Change Proposal
There is an existing UNC & IGT UNC Urgent Modification (MOD) process that has previously been used as a way to get an Urgent change discussed and approved where the UNC itself has not been impacted
The approved Urgent MOD process can be found here

26. Proposed Definition of ‘Urgent Change Proposal’
An Urgent Change Proposal is:
A Change Proposal that meets the agreed Urgent Change proposal criteria as approved by DSC Change Management committee and;
The change is a technical systems change to SAP ISU or Gemini;
Where customers are willing to forego the 6 months notice period for change implementation if necessary;
approved to progress as an Urgent Change proposal by DSC Change Management Committee.
An Urgent Change Proposal is not:
A Priority Service Change defined as below in DSC Change Management procedures (as these already take priority over non- priority Service changes):
(i) a Modification Service Change;
or (ii) a Service Change in respect of a Service which allows or facilitates compliance by a Customer or Customers with Law or with any document designated for the purposes of Section 173 of the Energy Act 2004 (including any such Law or document or change thereto which has been announced but not yet made);
Any Change proposal that does not fulfil Urgent Criteria as approved within the Urgent Change Proposal process.

27. Proposed Urgent Change Proposal Options
Problem Statement
The current DSC Change Management governance and process for DSC Change Proposals, where not a Priority service change as defined in DSC Change Management procedure, does not cater for any Change proposals considered to be Urgent.
A newly raised Change Proposal can take over 18 months to be taken through governance and be implemented within a Major Release – this does not take into consideration any urgency that may exist in the delivery of a change.
A Urgent Change Proposal governance and process route could be developed to shorten these timescales to allow delivery of urgent changes. This route could also be used for Priority service changes when deemed as Urgent for process consistency. 1 2 3
Do Nothing
Urgent Change Proposal process
Any other suggestions
Solution Options

28. Option 1 – Do nothing High Level Solution
To keep current DSC Change Management arrangements for all Change proposals.
Impact on DSC Change Governance
Risks
No impact to DSC Change Governance.
Any urgent Changes will remain governed by current DSC Change Management processes which may hinder the timely and effective implementation of such changes . This may cause financial, legal or reputational impacts to customers or Xoserve.
Pros
Cons
Won’t need to amend current change management processes.
No changes needed to templates or documentation.
No changes to current ways of working.

29. Option 2 – Urgent Change Proposal process
High Level Solution
Creation of a new Urgent Change Proposal (CP) process reflecting the current Urgent Modification process enabling timely delivery of changes that are considered to have significant commercial impact to DSC customers, impact to the safety of the gas network or linked imminent date-related event.
Impact on DSC Change Governance
Risks
Updates to DSC Change Management procedures to cater for Urgent Change Proposal process and governance
Updates to Change proposal template
Introduction of new ways of working – WebEx for extra ChMC etc
Joint office availability to host extra ChMC meetings
Urgent CPs may be raised to progress non-urgent changes in a quicker timeframe causing admin overhead to determine correct status.
Urgent changes may have an impact on progress of non-urgent in-flight changes during capture and delivery.
For delivery of Urgent CPs there will be limited testing incl. no Market Trials testing or performance testing.
Pros
Cons
Enables urgency to be a criteria for the implementation of urgent Change proposals.
Urgent changes can be prioritised above non- urgent changes.
New ways of working being introduced to support Urgent Change proposal process and governance which may feel onerous to ChMC, Joint office and CDSP.
Introduction of new governance process that needs to run alongside existing change governance impacting all stakeholders

30. Urgent Change Proposal Criteria
Urgent Criteria will need to be added to the Change Proposal template - this could align to Urgent MOD process e.g:
1. There is a real likelihood of significant commercial impact upon Gas Transporters (GT’s), Shippers or Customers if a proposed modification is not urgent;
2. Safety and security of the network is likely to be impacted if a proposed modification is not urgent; and
3. The Proposal is linked to an imminent date related event.
Criteria would need to clearly indicate why Urgent status is requested
Would need to state if the Change proposal is for urgent delivery or urgent approval only
Change requirements need to be clear and complete
Clear ‘Need by’ date will need to be articulated by proposer
Any thoughts on criteria?

31. Urgent Change Proposal Approval
Urgent status will need to be approved by ChMC:
Extra ChMC to approve urgent status – Yes/No/Consultation vote via WebEX
5 Day urgent status consultation review if required
Extra ChMC to approve urgent status if sent for review – Yes/No vote via WebEx
Proposer or proposers representative must present change at ChMC to request agreement of urgent status
Early engagement with Xoserve is vital to allow for initial very high level assessment on impacts to changes in capture or in-flight if urgent status is approved
Don’t need to wait for urgent MOD approval to raise an urgent Change Proposal
Once urgent status approved should this align to current ROM process where it takes priority over everything else?
Should the approval of an urgent Change proposal be taken as approval to go into delivery or as far as solution optioning only?

32. Impacts to in-flight changes
Xoserve would need to assess and communicate:
What would need to be dropped to be able to impact assess the urgent change
What would need to be ‘bumped’ in respect of change development and implementation to deliver the urgent change
The risks on these impacts to enable effective decision making on urgent change priority
Is the decision a ChMC vote or will all impacted customers need to have a say in whether this change progresses as urgent once full impacts are known?

33. Draft Urgent Approval process
Extra CHMC scheduled by Joint Office for vote on Urgency - 10 min WebEx (yes/no vote)?
Urgency decision made – for delivery of change or to solution optioning
Initial consultation - if required
5 day consultation period - using on-line Change pack. ChMC encouraged to review responses throughout period so not to delay decision
Extra CHMC scheduled by Joint Office for vote on Urgency - 10 min WebEx (yes/no/consult vote)?
ALL ChMC to vote on Urgency – make an informed decision as Xoserve already completed initial impact assessment on what needs to be dropped or bumped to deliver change
Urgent Change Proposal comes into Xoserve
Xoserve assesses urgency request against urgent criteria, assures the CP for completeness and content and, if deemed urgent, contacts Joint Office for Extra ChMC

34. Urgent Change Proposal Governance & Delivery
Once Urgent status approved for system changes:
Change should go immediately into Solution option stage of Capture (requirements should be already clearly specified on Change Proposal)
Delivery options to be included in Solution Option assessment – e.g. next Major/Minor Release (as a separate track), ad hoc release?
Extra DSG to be held within 2-3 working days of Solution Options being available for review to recommend Solution Option and delivery timescales to next ChMC
BER for delivery to be taken to next ChMC alongside solution option and delivery timescale for final approval, if needed, before implementation
Design change pack issued following detailed design but for information only and without need for 6 month notice period. Suggested timescales are:
3 months notice where impacts to Customer systems
1 months notice where no impact to customer systems
Note: any reporting requirements would be de-scoped from urgent delivery to be implemented at a later date.

35. Draft Urgent Change proposal process
Xoserve priorities urgent change over those already in flight
Extra ChMC Vote on Urgent Criteria
Requirements ratified with CP’s proposer
Urgent Change Proposal (CP) raised with criteria completed and clear requirements
Requirements ratified
Urgent status Approved
One or more capture sessions to evolve solution options
CP sent to Xoserve for initial processing and Xoserve Reference number (XRN). Joint Office notified and Extra CHMC scheduled via WebEx
Sent for 5 day consultation
Urgent status Approved
Extra Consultation Change pack issued on Urgent Status – 5 days
Capture session
Solution Options
Urgent status Rejected
Review Responses
Urgent status Rejected
XRN returned to ChMC to follow standard process
The proposed Solution options go into Solution Option Assessment which will provide costs and delivery timescales

36. Draft Urgent Change proposal process
Solution options reviewed and evaluated at extra DSG meeting
Design consultation
10 working days
Foregoing 6 month notice period
BER, Solution Option and delivery timescales presented at ChMC for Approval
Detailed Design
Build, and Test
Initiation and
Design
Awareness session, if required
Urgency Rejected
Change approved
XRN returned to standard Change process
implementation
Change Rejected
Project Start up
Closedown report approved at ChMC
XRN Closed
CP handed to Xoserve project team for delivery

37. Option 3 – Other suggestions
High Level Solution
For inclusion of any other suggestions for Request for Data governance
Impact on DSC Change Governance
Risks
To be confirmed
To be confirmed
Pros
Cons
To be confirmed
To be confirmed

38. Examples of where Urgent CPs could be used:
Unidentified Gas (UIG) recommendations could be implemented as urgent Changes to ensure benefits are achieved as soon as possible
If a resolution for any of the issues with the Amendment invoice was determined to be a change rather than a defect an Urgent Change Proposal process could ensure implementation with minimal delay.

39. Progression of Change Proposals alongside MOD development

40. Progression of Change Proposals alongside MOD development
New UNC or IGT UNC Modification (MOD) raised
Xoserve assessment:
If on initial view and discussions with proposer there could be system/process impacts for Xoserve raise CP
Xoserve can assign Capture Lead who can support development
Change Proposal Capture can run alongside MOD development
Thus reducing time to move Change Proposal into delivery post MOD implementation approval

41. Definition of External impacts

42. Adverse Impact
Definition in DSC Contract – Change Management procedures:
4.4 Adverse Impact
4.4.1 A Service Change has or would have an Adverse Impact on Customers of a particular Customer Class if:
(a) Implementing the Service Change would involve a modification of UK Link which would conflict with the provision of existing Services for which such Customer Class is a Relevant Customer Class;
(b) the Service Change would involve the CDSP disclosing Confidential Information relating to such Customers to Customers of another Customer Class or to Third Parties;
(c) Implementing the Service Change would conflict to a material extent with the Implementation of another Service Change (for which such Customer Class is a Relevant Customer Class) with an earlier Proposal Date and which remains Current, unless the Service Change is a Priority Service Change which (under the Priority Principles) takes priority over the other Proposed Service Change; or
(d) Implementing the Service Change would have an Adverse Interface Impact (as provided in paragraph 5.1.3) for such Customers.
5.1.3 A UK Link Modification has an Adverse Interface Impact where the modification would alter the interface which any UK Link User or UK Link Users of any class have with UK Link in a way which would be adverse to the UK Link User, including where it would require the UK Link User to install or modify hardware or software, obtain a new or changed service from a third party provider, or change its processes for accessing and using UK Link, or would change the format in which UK Link Communications are sent by or to such UK Link User, in each case to a non-trivial extent.

43. Adverse Impact – ‘In plain English’
Placeholder

44. External impacts – ‘in plain English’
Placeholder

45. Initiatives log

46. Initiatives log
Propose the creation of an Initiatives log for the reporting of some internal changes and initiatives rather than raise Change Proposals to take through unnecessary DSC Change Governance.
The Initiatives Log could be used for the communication and progress updates of:
Changes that are being funded by Business plan
Items for customer visibility only
Changes with minimal external impacts

47. Funding arrangements for Change

48. DSC Change Proposal Funding Arrangements

49. Current Arrangements
Xoserve assess the Change Proposal and align the change to the relevant service area
Funding is initially set as per the arrangements in the CDSP Service Document: Budget and Charging Methodology:

50. Current issues with funding arrangements
In many cases the funding party/s are not the benefiting party.
In most cases the costs associated to Change Proposals are to deliver the change/s only, no impact to the ongoing General Services Charges.
If new service lines are required but the CP is not funded by the party as set out in Charge Base Apportionment table would have to force the service line into a service area relevant to the funding arrangements

51. Xoserve Proposal
The Change Proposal template to split out funding into:
Funding of the delivery of the change (from DSC Change budget)
Funding of the service area (as per methodology)
These can be different (to be voted on at ChMC)
In most cases there is no impact to the funding of the service area and therefore will remain as is
Should the service area funding be impacted and required to be different to that set out the service lines will be associated to the service area that meets the funding arrangements.

52. Changes to Business Plan for BP19/20

53. BP19/20 – change initiatives
Placeholder

54. templates

55. Change proposal template – updates (1 of 2)
Please note there are no changes anticipated to the Change Proposal creation template on Xoserve.com
Changes proposed to the full Change proposal template:
Add Business Owner for Xoserve purposes only (Section A1)
Who is responsible for delivery of DSC Service Line(s) impacted by this change
Add in option for ‘All’ for Customer classes in Impacted Parties (Section A2)
To enable proposer to select ‘All’ customers rather than tick every box to do so
Add in Justification for Impacted customer classes (Section A2)
To provide detail as to why the change proposer believes these are the customer classes impacted by the change
DSC Service line and UK Link Manual assessment – at CP Creation and at solution review stage (Sections A6 & D)
Ensure Service Line and UK Link Manual impacts are considered for all changes in respect of the DSC Contract.
In DSC Change Management procedures the completion of this section is responsibility of Change proposer (Section 4.6.4) not Xoserve – should the template be changed to reflect this?
Funding for on-going service delivery to be included (Section A6)
Need to consider on-going funding for delivery of the change and what Budget Amendments are needed. Occasionally Change funding classes may also differ to the on-going costs

56. Change proposal template – updates (2 of 2)
Initial review period – Amend to 10, 15, 20 and other (Sections A3 & A7)
Adding 15 Days as an additional option to enable the change to return to the next ChMC
Change description to be renamed as Problem statement (Section A3)
To detail what the current problem is that this change has been raised to solve
Remove ‘X’ from Release (Sections A3 & A8)
Major Releases are named as Feb, June and Nov for each year. Release X is no longer needed
Remove Section A5 as duplicated by Section C
Wording simplified in Questions 3 & 4 ChMC Industry consultation (Section B1)
To reflect the new on-line Change Pack process
NB: Other changes may be needed to cater for Requests for Data and Urgent Change proposals.
Do you agree with making the proposed changes?
Are there any further improvements that can be made to the template?
Would customers welcome awareness sessions & materials on DSC Change Management processes, Governance incl. how to raise a Change Proposals?

57. Other process improvements

58. Other Process Improvements
Do you have any further suggestions to improve DSC Change Governance and/or Management processes?

59. Next steps
Notes and Actions from todays meeting will be issued to Group members and published on Joint office website
Next meeting to review outputs scheduled for 4th June 2019
Take any recommendations to Change Management Committee on 12th June 2019
Further sessions have been scheduled for 26th June and 22nd July if required

60. Document Version Control
Date
Author
Organisation
Status
Updates
V0.1
27/03/2019
Alison Cross
Xoserve
Draft
Document created
V0.2
18/04/2019
In review
Amendments made following internal review
V1.0
25/04/2019
Published
Initial slide deck published