1. DSC Governance Review Group
25th June 2019

2. Agenda Ways of working - Reminder Objectives - Reminder Action updates
Recap & Review of current DSC Change management process
Demonstration of on-line Change Pack process
Change Pack timescales
Accelerated Change Proposal process
Review of Change Management Guidelines (XRN4852)
Business Plan delivery proposal
Internal Changes / External Impacts
AOB

3. 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

4. Group Objectives
Review effectiveness of current DSC Change Management processes
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

5. ACTION UPDATES

6. Action Updates
The Action Log for this Governance Review Group Meeting can be viewed on the Joint Office of Gas Transporters website.

7. RECAP & Review of current Change Management process

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 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. On-Line change pack process
Demonstration
On-Line change pack process

13. Online Change Pack Process
The new online process for Change Packs was launched in time for the May Change Pack.
An in depth video walkthrough for customers can be found here

14. change pack timescales

15. Proposal for shortening or lengthening Change Pack timescales
Change packs will be issued out by 2pm on a Monday
Change packs will ordinarily have a 10 business day consultation period unless a longer/shorter period is agreed at Change Management Committee
Can be increased/decreased to a suitable period

16. Accelerated Change proposal process

17. Why create an Accelerated Change Proposal process?
Current DSC Change Management process does not cater for urgency 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

18. Proposed Definition of ‘Accelerated Change Proposal’
An Accelerated Change Proposal is:
A Change Proposal that meets the agreed Accelerated Change proposal criteria as approved by DSC Change Management committee and 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 Accelerated Change proposal by DSC Change Management Committee.
Can be raised by Xoserve or any DSC Customer
An Accelerated 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 Accelerated Criteria as approved within the Accelerated Change Proposal process.

19. Proposed Accelerated Change Proposal Process
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.
An Accelerated Change Proposal governance and process route could be developed to shorten these timescales to allow delivery of more urgent changes. This route could also be used for Priority service changes when deemed as urgent for process consistency. 1 2 3
Do Nothing
Accelerated Change Proposal process
Any other suggestions
Solution Options

20. 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.

21. Option 2 – Accelerated Change Proposal process
High Level Solution
Creation of a new Accelerated 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 Accelerated 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
Accelerated CPs may be raised to progress non-urgent changes in a quicker timeframe causing admin overhead to determine correct status.
Accelerated changes may have an impact on progress of non-urgent in-flight changes during capture and delivery.
For delivery of Accelerated 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 Accelerated Change proposals.
Accelerated changes can be prioritised above non- urgent changes.
New ways of working being introduced to support Accelerated 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

22. Accelerated Change Proposal Criteria
The Change Proposal template will need to be updated to add:
Accelerated change indicator
Criteria for using Accelerated Change Proposal process
Text field for Change proposer to provide clear indication why Accelerated status is being requested.
Suggested Accelerated Criteria:
1. There is a real likelihood of significant commercial impact upon DSC Customers if a proposed change is not accelerated;
2. Safety and security of the network is likely to be impacted if a proposed change is not accelerated; and
3. The change is linked to an imminent date related event.
4. There is only one mechanism for delivery of the change
Change requirements and benefit/impact need to be clear and complete
Clear ‘Need by’ date will need to be articulated by proposer and a governance timetable with pre-agreed dates produced as part of the change description

23. Accelerated Change Proposal Approval
Accelerated status will need to be approved by ChMC:
Extra ChMC to approve Accelerated status – Yes/No/Consultation vote via WebEX
5 Day Accelerated status consultation review if required
Extra ChMC to approve Accelerated status if sent for review – Yes/No vote via WebEx
Proposer or proposers representative must present change at ChMC to request agreement of Accelerated 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 Accelerated status is approved
Don’t need to wait for Urgent MOD approval to raise an Accelerated Change Proposal

24. 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 accelerated change
What would need to be ‘bumped’ in respect of change development and implementation to deliver the accelerated change
The risks on these impacts to enable effective decision making on accelerated change priority
Decision- making remains with the DSC Change Management committee

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

26. Accelerated Change Proposal Governance & Delivery
Once Accelerated status approved for system changes:
Delivery options to be included in Solution Option assessment – e.g. next Major/Minor Release (as a separate track), ad hoc release.
The Accelerated change can switch tracks to normal Governance route and vice versa with approval from ChMC at any point in delivery of the change
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 with best endeavours to meet the 6 months notice period. Suggested minimum timescales are:
3 months notice where impacts to Customer systems
1 months notice where no impact to customer systems
Note: any reporting requirements may need to be de-scoped from an accelerated delivery to be implemented at a later date.

27. Draft Accelerated Change proposal process
Xoserve priorities Accelerated change over those already in flight
Extra ChMC Vote on Accelerated Criteria
Requirements ratified with CP’s proposer
Accelerated Change Proposal (CP) raised with criteria completed and clear requirements
Requirements ratified
Accelerated 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
Accelerated status Approved
Extra Consultation Change pack issued on Accelerated Status – 5 days
Capture session
Solution Options
Accelerated status Rejected
Review Responses
Accelerated 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

28. Draft Accelerated Change proposal process
Solution options reviewed and evaluated at extra DSG meeting
Design consultation
10 working days
6 month notice period at best endeavours
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

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

30. Examples of where Accelerated CPs could be used:
Unidentified Gas (UIG) recommendations could be implemented as Accelerated 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 Accelerated Change Proposal process could ensure implementation with minimal delay.

31. Review of Change Management Guidelines
XRN4852
Review of Change Management Guidelines

32. Review of Change Management Guidelines
Change proposal XRN4852 raised to review the DSC Change Management Procedures to bring in-line with current process
Link to existing Change Management procedures on Joint office website
Draft updated Change Management procedures:
These may need to be further updated following discussions on Requests for Data and Accelerated Change Proposals
Update:
The draft change management guidelines were issued out in the change pack of 14th June with 10 business consultation period,

33. Business plan delivery proposal

34. Business plan delivery
Each year the business plan sets out multiple initiatives, that Xoserve plan to deliver over the coming 2 year period.
These will include some externally impacting deliverables such as data visualisation tooling.
In the past we have used the Change Proposal process as a means to communicate roll out/delivery
Caused confusion in the change process so propose to provide updates into ChMC/DSG/Website

35. Example of update – Business Plan Deliverables
Initiative title
Description
Impacted Parties
Important dates

36. Internal Changes / EXternal impacts

37. Internal Changes / External impacts
Action taken at last meeting:
Xoserve to investigate ways to communicate out internal changes for customers to identify those they believe had impacts on them
Update:
Any internal change that requires any level of functional/process/screen change would be moved to a Change Proposal
Any internal change that requires funding will be moved to a Change Proposal (DSC Change budget)
Xoserve to review what is left to best assess how to share

38. AOB
Do you have any further suggestions to improve DSC Change Governance and/or Management processes?

39. Next steps
Notes and Actions from todays meeting will be issued to Group members and published on Joint office website
Take any recommendations made to Change Management Committee on 10th July 2019
Next meeting scheduled for 22nd July 2019
Further sessions can be scheduled if needed

40. Document Version Control
Date
Author
Organisation
Status
Updates
V0.1
14/05/2019
Alison Cross
Xoserve
Draft
Document created