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User Pays Non-Code Services – Contract Change Process

User Pays Non-Code Services – Contract Change Process. Summary A Contract Change Proposal (CCP) is submitted. The Contract Change Register (CCR) is updated The CCP goes out for consultation for 20 days If all agree the Change can proceed and the Contract will be updated.

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User Pays Non-Code Services – Contract Change Process

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  1. User Pays Non-Code Services – Contract Change Process Summary A Contract Change Proposal (CCP) is submitted. The Contract Change Register (CCR) is updated The CCP goes out for consultation for 20 days If all agree the Change can proceed and the Contract will be updated. If there is a challenge, a meeting is held. If the Change proceeds a further 20 consultation period occurs The Change is approved where no objections are received. The Change is rejected if one party objects. The Contract Change Register will be updated as the Change progresses. All Contract Managers will be notified of updates to the CCR, and of the publication of any updated versions of the Contract. The Contract will describe within it the mechanism for changing the Contract. The Contract will be amended in accordance with this mechanism.

  2. 1. CCP receipt, acknowledgement and publication xoserve website Proposer xoserve Contract Managers Submit CCP CCP completed correctly Receive rejected CCP No Yes Log CCP (create reference number) Send acknowledgement (D+1 from receipt) Receive acknowledgement Publish CCP on website (CCP register) (D+1 from receipt) CCP Register (updated throughout the Process) Notify CMs of CCP publication. (D+1 from receipt). (Consultation period commences) Receive notification

  3. 2. CCP response process xoserve website Contract Managers xoserve Submit CCP objection with reason Log CCP response (D+1) Acknowledge CCP Response (D+1) Receive acknowledgement Publish on CCR. (D+1) Publish objection(s) (unless confidential in which case publish that objection received) Consultation closes 20 Business Days from CCP submission to CMs. No further representations accepted after this date. Compile CCP responses (Consultation close + 5 days) Publish on website (Consultation close + 5 days) Publish Notify CMs of publication of responses to CCP (Consultation close + 5 days) Receive notification

  4. 3. CCP outcome xoserve website Contract Managers xoserve Count responses recording those objections “against” the CCP Determine next steps CCP proposal supported by 100% of respondents See Process 3.1 CCP proposal not supported by 100% of respondents See Process 3.3

  5. 3.1 CCP Proposal supported by 100% of respondents NO further objection to proposed change Contract Managers xoserve website xoserve Notify CMs of proposed Contract Change including requirement to object within 5 Business Days Receive notification Consultation closes 5 Business Days following notification to CMs. No further representations accepted after this period. No objections received. Amend contract Publish amended Contract, and notification of effective date (1st of Month following 30 day notification or as otherwise agreed) Published contract “Live” date: Publish revised version of “live” contract on Website Published contract Update CCP register Updated CCP register END

  6. 3.2 CCP Proposal supported by 100% of respondents BUT further objection to proposed change Contract Managers xoserve website xoserve Notify CMs of proposed Contract Change including requirement to object within 5 Business Days Receive notification Submit objection to proposal Submitted Within 5 Business Days No Receive rejected objection Yes Acknowledge (D+1) Receive acknowledgement Publish on website (D+1) Published objection Notify CMs of published objection. (D+1) Receive notification Go to Process 3.3

  7. Page 1/4 3.3 CCP Proposal NOT supported by 100% of respondents (see Process 2) (or objection received from process 3.2) Process feed Contract Managers xoserve website xoserve Process 2 CCP response summary Process 3.2 Objection to contract change Compile detail of responses (Consultation close + 5 days) Publish on website (Consultation close + 5 days) Published responses Notify CMs of publication of responses (Consultation close + 5 days) Receive notification Convene meeting (Consultation close + 5 days) and with 10 days notice) Published details Publish minutes (meeting + 5 days) Published minutes Proposal to continue No (proposal withdrawn) CCP closed Update CCP register Notify CMs Yes Receive Notification of closed CCP Updated Register Go to page 2/4 End

  8. Page 2/4 3.3 CCP Proposal NOT supported by 100% of respondents (or objection received from process 3.2) Proposer Contract Managers xoserve website xoserve from page 1/4 Proposal proceeds unamended? No Revise proposal Yes Submit revised Proposal (meeting + 5 days) Notify of consultation commencement on proposal (Meeting + 5 days) Receive notification Publish consultation 20 day consultation period Go to page 3/4

  9. Page 3/4 3.3 CCP Proposal NOT supported by 100% of respondents (or objection received from process 3.2) Contract Managers xoserve website xoserve From page 2/4 Submit CCP objection with reason Log CCP response (D+1) Acknowledge CCP Response (D+1) Receive acknowledgement Publish response D+1) Publish objection(s) (unless confidential in which case publish that objection received) Consultation closes 20 Business Days from CCP submission to CMs. No further representations accepted after this date. Compile CCP responses (consultation close + 5 days) Publish on website (consultation close + 5 days) Notify CMs of publication of CCP responses (consultation close + 5 days) Publish Receive notification Count responses recording those “for” and “against” (consultation close + 5 days) Go to page 4/4

  10. Page 4/4 3.3 CCP Proposal NOT supported by 100% of respondents (or objection received from process 3.2) Contract Managers xoserve website xoserve From page 3/4 Count responses recording those objections “against” the CCP Determine next steps CCP proposal supported by 100% of respondents CCP proposal not supported by 100% of respondents CCP closed Update CCP register Notify CMs Amend contract Receive Notification of closed CCP Updated Register End Publish amended Contract, and notification of effective date (1st of Month following 30 day notification or as otherwise agreed) Published contract “Live” date: Publish revised version of “live” contract on Website Published contract Update CCP register Updated CCP register END

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