DSC Governance Review Group

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

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 Change Rejected CP sent to Xoserve for initial processing and Xoserve Reference number (XRN) Review Responses Rejected XRN Closed XRN Closed

9. Current DSC Change process (Capture) CP handed to Xoserve project team for delivery Solution Review 10 working days (Change Pack 2) The proposed Solution options go into Solution Option Assessment (SOA) 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 Change Rejected BER Initiation and Design Design agreed Build, and Test XRN Closed Planning & Design clarifications may be sought at one or more DSG meetings Change added to Implementation plan and progress updates provided at ChMC and DSG Detailed Design

11. 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 2 CP 3 CP 1 Solution Review with DSC Customers of Solution Option Assessment(s) following recommendation from the Delivery Sub Group 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 Initial Review with DSC Customers following a deferral at DSC Change Management Committee

12. 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

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 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. No impact to 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.

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 • 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. • 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 ChMCetc • Joint office availability to host extra ChMC meetings 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

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 Requirements ratified with CP’s proposer Extra ChMC Vote on Accelerated Criteria 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 Sent for 5 day consultation Accelerated status Approved CP sent to Xoserve for initial processing and Xoserve Reference number (XRN). Joint Office notified and Extra CHMC scheduled via WebEx Capture session Solution Options Extra Consultation Change pack issued on Accelerated Status – 5 days Accelerated status Rejected Review Responses Accelerated status Rejected The proposed Solution options go into Solution Option Assessment which will provide costs and delivery timescales XRN returned to ChMC to follow standard process

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 Build, and Test Detailed Design Initiation and Design Awareness session, if required Urgency Rejected Change approved XRN returned to standard Change process implementation Project Start up Change Rejected Closedown report approved at ChMC CP handed to Xoserve project team for delivery XRN Closed

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. 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

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? • Are there any suggestions or thoughts of how you would like surveys such as KVI ? (ipad, email, survey monkey etc.)

39. Next steps

40. Document Version Control