NHS Business Services Centre Pontypool BT VPN Connection Ordering Process
BUSINESS PROCESS
NHS WALES
BUSINESS SERVICES CENTRE PONTYPOOL
Author / Gerald JonesTitle / BT VPN Ordering Process
Issue: / 1.0
Issue Date: / 01/10/2007
No. of pages / 7
Document No. / PCMTBPRO-01_BSC_BT_VPN_Order_Process
REVISION HISTORY
Issue No. / Created / Brief description of changes01 / 18/05/07 / Preliminary draft – ordering BT VPN connections
23 May – 22 June / Various editorial changes. Updated Audience section. Added link to CRF template in Forms folder. (NOTE that the files in the Forms folder are placeholders at the moment, but will be overwritten with the forms when they are completed.)
RELEASE AUTHORIZATION
Regional IT Manager ______(Andrew MacBean)
IT Project Manager ______(Roberta Houghton)
1.0 AUDIENCE AND PURPOSE
This document is for Business Services Centre (BSC) staff who participate in the ordering of British Telecom (BT) Virtual Private Network (VPN) connection process.
The purpose of this document is to explain the activities involved in the ordering of a BT VPN connection process, to enable PCMT staff to understand and perform their role and responsibilities. Although Health Solutions Wales (HSW), BT, practice, LHB, and BSC regional staff can view this document, it does not describe in detail their activities in the process. It is assumed that non-PCMT staff refer to their own process and procedural documentation.
For an overview of PCMT’s role in the business processes for the provision of core and additional services under the GMS Systems and Services Framework Agreement, refer to Role of PCMT.
2.0 SCOPE AND CONTENT
This document describes the process for ordering a BT VPN connection. The map of the process in Chapter 5.0 is explained fully in the detailed steps in Chapter 6.0. Chapter 7.0 describes the fields that must be completed in the CRF.
This document does not describe detailed, step-by-step instructions for the use of tools, database management systems or other software applications to perform the activities described in the process.
3.0 RESPONSIBILITY
Various parties are responsible at different steps in the process, as defined in Chapter 6.0.
4.0 INTRODUCTION
To order a VPN connection for a GP practice, the BSC region must fill in a customer requirements form (CRF) and submit it to HSW through the Performance and Contract Monitoring Team (PCMT).
The CRF describes installation details for one of the following scenarios:
· New installation. To receive a new service – a VPN connection, and remote access that includes commercial Broadband or PSTN dial-up and other types of BT connection. Business case details are required, including details of the agreement to fund the capital and revenue costs, and the billing address.
· Cease. A service is no longer required. The GP practice or LHB is responsible for informing the regional BSC when any sites no longer provide primary care services. The GP practice or LHB is liable for the costs from the date of cessation of the service if notification is delayed, or if the router/firewall is not recovered. PCMT must ensure the service is not used by other users in the building (for example, check if the service is shared with another GP practice or NHS Trust staff) before the service is ended. PCMT must check details on the database.
· Cease and re-provide. When a connected site is moving premises, significant site changes require line termination or the re-siting of the router.
· Upgrade. To upgrade the access speed of an existing VPN. For example, from 256 Kbps to 2 Mbps. There must be a supporting business case, clearly stating the reason for the upgrade. Documentary evidence must be provided. The business case will be assessed by Programme Management Unit Wales (PMUW).
· Change of details. A GP practice has a change in details that affects the provision of the service. Examples: the merger of two or more sites, requiring a firewall change; a change in firewall details (the system supplier has changed, or NHS Wales has agreed 3rd party access); a change to IP addressing requested for a site.
· All minor changes require a change request to go through PCMT, by using the BT VPN ordering process.
5.0 PROCESS MAP
6.0 DETAILED STEPS
The following table describes the detailed steps to be performed for the ordering of a BT VPN connection.
For timescales, when the due date falls on the weekend or a public holiday, the next working day is acceptable.
Table 1: Ordering BT VPN Connections
Step / Description / Timescale / Who /1 / Complete and send a CRF to PCMT. BSC must identify the installation requirements. / The maximum period between sending the CRF (step 1) and PCMT sending it to HSW is 1 day / BSC
2 / Validate the requirement. PCMT must:
· Check the CRF is filled in correctly and contains the required data.
· Direct any queries to the BSC region.
· Forward any business cases to PMUW.
If the CRF is filled in correctly, go to step 3. If not, return the CRF to the BSC region and ask them to complete it (return to step 1). / PCMT
3 / Register the CRF and send it to HSW. / The maximum period between sending the CRF (step 3) and HSW sending CRF (step 5) is 5 days / PCMT
4 / Validate the requirement. / HSW
5 / Send the CRF to BT.
Check milestone is reached. / The maximum period between sending the CRF (step 5) and BT sending AX (step 7) is 10 days / HSW
PCMT
6 / Process the CRF. / BT
7 / Send the AX form to HSW.
Check milestone is reached. / The maximum period between sending the AX (step 7) and HSW signing and sending AX (step 8) is 5 days / BT
PCMT
8 / Sign the AX form and send it to BT.
Check milestone is reached. / HSW
PCMT
9 / Process the order. / BT
10 / Install the VPN connection. / From the date the CRF request is sent to PCMT, to VPN installation:
45 business days for speeds up to 256 Kbps
65 business days for speeds up to 2 Mbps / BT
7.0 CRF Fields
The following table describes the mandatory and optional fields in the CRF.
Table 1: CRF Fields
Field Name / Mandatory? / Value /Site preferred name / Yes / W code
Site Type / Yes / Standard
Total Access Capacity / Yes / N/A
Access Resilience / Yes / Standard
Site Required by Date / Yes / dd/mm/yy
Site address:
Company name
Company Legal name
Building
Location/sub-building
Street no
Street name
Town/Village
Post Town
County
Postcode
Site Telephone number. / Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes / Practice name
Practice name
Address
(12345)123456
Site Contact name:
Title
Forename
Initials
Surname / Yes
No
Yes / Mr/Mrs/Miss
Site Contract Telephone Number / Yes / (12345)123456
Systems Admin Contact Address:
Building
Location/sub-building
Street no
Street name
Town/Village
Post Town
County
Postcode
Telephone number
Fax number
Email address / Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes / (12345)123456
In-life Contact Details (per site)
Daytime In-life Phone number
24 hour contact number / Yes
Yes / System admin contact number
Access Speed / Yes / 256 Kbps, 2 Mbps, or ADSL Premium 1 Mbps
Number of VPN/LANs / Yes / 1, 2, 3, or 4 (number of ports)
Site location/billing information
Site service point
Distance to service point
Site location category / Yes / Pre-filled
Network Termination equipment
Room
Floor / Yes
Yes / Location
Location
©Business Services Centre Pontypool / PCMTBPRO-01 / Issue 01 / Page 7 of 7
S:\Information Management & IT\GPICT\PCICT\PCMT\PCMT Controlled Documents\Process Documents\PCMTBPRO-01_BSC_BT_VPN_Order_Process.doc