Duct and Pole Access (DPA) digital map tool: Ordering Co-op and Ancillary Works

Version R4150

21/09/2019

2 In Confidence

Notice

Openreach maintains that all reasonable care and skill has been used in the compilation of this publication. However, Openreach shall not be under any liability for loss or damage (including consequential loss) whatsoever or howsoever arising as a result of the use of this publication by the reader, their servants, agents or any third party. In the event

of a discrepancy between the contents of this document and the contract, the Terms & Conditions shall take precedence. This is a living document and will be subject to update and change. The information within this document is provided for information purposes only. The Contract and Price List take precedence.

Index

Section Page

Create order for Co-op and Ancillary Works ............................................................................................................ 4

Order Type .......................................................................................................................................................... 5

Order Details ....................................................................................................................................................... 6

Create and select contacts .................................................................................................................................... 7

Product Details .................................................................................................................................................. 11

Pole Replacement .................................................................................................................................. 14

Provide Pole Top Ring Head................................................................................................................... 14

Pull Through Services ............................................................................................................................ 15

Removal of Locked Lids ......................................................................................................................... 15

New Carriageway Box ........................................................................................................................... 16

New Duct ............................................................................................................................................... 16

New Footway Box .................................................................................................................................. 17

New Pole ............................................................................................................................................... 17

Openreach Assist ................................................................................................................................... 18

Accreditation ......................................................................................................................................... 18

Cable Recovery ...................................................................................................................................... 19

Cable Retention Refix and Renewal ....................................................................................................... 19

Duct Blockage Clearance ....................................................................................................................... 20

Co-op Survey ......................................................................................................................................... 20

Issue of Security Key ............................................................................................................................. 21

Joint Box Breakthrough ......................................................................................................................... 21

Confirm Order ................................................................................................................................................... 22

Order Confirmation ............................................................................................................................................ 23

Cancellation of an In-flight Co-op and Ancillary Order ............................................................................................ 24

Cancel/Amend an individual orderline ................................................................................................................... 27

Cancel Line Item ................................................................................................................................... 29

3 In Confidence

Appendix 1 – Product Attributes .......................................................................................................................... 33

4 In Confidence

Create order for Co-op and Ancillary Works

To create an order for Co-op and Ancillary Works you must first have placed a Notice of Intent to build a network using Openreach infrastructure and have received the Acknowledgement KCI (KCI-ACK) for that NoI

Once received, use the Search for NoI function on the main menu.

5 In Confidence

The NoI details will be shown.

Click the (Progress Order Journey) button to start the ordering process.

Order Type

6 In Confidence

Choose the order type for “Co-op and Ancillary order” Click “Next”.

Order Details

On the “Order Details” screen.

Account Pre-filled with user information

Billing Account Pre-filled with user information

Customer Reference Optional CP own reference - this can be different to the NoI Customer Reference

Required by date Mandatory Pre-set to the next day - can be amended

Customer Group Email for KCI Mandatory The e-mail address which e-mail KCI's will be sent to

Cc Email Optional A second address for the e-mail KCI's

Contact Details Mandatory Person who created the order

Alternate Contact Details Optional Second contact for the order

DFE Authorisation Contact Details Mandatory The person who will authorise changes to the order

Work Description Notes Optional Free text description of the order

Job Contact Details Optional Additional contact details - perhaps contractors/engineering teams

This order has been planned and will be built to meet the relevant Openreach engineering specifications

Mandatory Confirmation of planning/build quality

This order is part of a submitted forecast Mandatory Yes/No. Order will progress if answered No

Note – Customer Reference Field is currently mandatory due to a system defect.

7 In Confidence

Create and select contacts

Contacts can be created and stored for the following fields: Contact Details Alternate Contact Details

DFE Authorisation Contact Details Job Contact Details

Click the box next to the field

The following screen will appear. A new contact can be created by clicking on “Create Contact”

A stored contact can be found by entering a value in the “Field Name”

8 In Confidence

Fill in this screen to create a new contact. Click OK

To use a stored contact, select the name using the radio button and click OK

9 In Confidence

10 In Confidence

Once all of the fields have been completed on the “Order Details” screen, click Next.

11 In Confidence

Product Details

The “Product Details” screen is where you enter the details of the Co-op/Ancillary products you wish to order together with the location details and where you wish to complete the work yourselves (Self Provide)

Click “+ Add a Product”.

Select which products you wish to order. There is a maximum of 10 on each order and the works must be relevant to the NoI this order is attached to. Click “OK” to proceed.

12 In Confidence

The sum of the “Quantity” column must equal 10 or less.

To enter multiple requests for one product, increase the quantity and then click on “Ungroup” to create separate order lines.

There is a known issue where the Line Item numbers start at 2. This will be resolved in a later system development.

Ungroup Add additional line items of a product

Customise Add work/location details to the order

Remove Remove the line item

Cancel Cancel the whole Co-op/Ancillary order

Back Back one stage

Next Proceed to next stage

Note that all line items must be updated using “Customise” before clicking on “Next” as they contain mandatory items.

13 In Confidence

This screen shows an additional Pole Replacement line item following the “Ungroup” request.

Each line item needs additional information entering, some of it is mandatory.

All data needs to be relevant to the NoI this order is attached to.

Enter the data and click “Save”. This takes you back to the line item list.

14 In Confidence

Pole Replacement

Provide Pole Top Ring Head

Quotation Price should be £0 if Self-Provide =Yes selected

15 In Confidence

Pull Through Services

Removal of Locked Lids

16 In Confidence

New Carriageway Box

New Duct

17 In Confidence

New Footway Box

New Pole

18 In Confidence

Openreach Assist

Accreditation

19 In Confidence

Cable Recovery

Cable Retention Refix and Renewal

20 In Confidence

Duct Blockage Clearance

Co-op Survey

21 In Confidence

Issue of Security Key

Joint Box Breakthrough

22 In Confidence

Once all line items have been completed using the “Customise” link, press “Next” to proceed to the Confirm Order stage

Confirm Order

This screen gives you a summary of the Co-op/Ancillary order.

Use “View Details” to look at the data entered for each line item. If all details are correct then click “Submit”

23 In Confidence

Order Confirmation

This screen gives you the Openreach Reference which should be used with the NoI Reference.

You should upload the supporting information such as the build report and photographs via the Upload Documents icon on the NoI Details screen (See separate Upload Documents User Guide). Use the PIANOI reference in the file description in the upload functionality. The PIA Operation team will not be able to validate and acknowledge this order until they receive this and may place the order into delay.

24 In Confidence

Cancellation of an In-flight Co-op and Ancillary Order

Find the order through:

Search by Notice of Intent

Progress Co-op and Ancillary Order

Choose “View orders” and click next

A list of orders will be displayed

Choose the order required and click next

25 In Confidence

The order details will be shown

26 In Confidence

Choose the relevant cancellation reason and Submit

The cancellation will show as Pending.

When using View Orders the order line items will show as Cancellation Pending.

27 In Confidence

Cancel/Amend an individual orderline

To amend a co-op & ancillary order search for the NOI and click on Progress Order Journey

Choose View Orders

Choose the order you wish to amend and click Next

28 In Confidence

On this screen you can view the product details prior to amending Click on Amend order

Contact details and Work Description notes can be changed at any time after you receive the KCI Acknowledge until the order is either completed or cancelled.

29 In Confidence

If contact details are amended then you will receive this KCI – Contact Details Amend to confirm we have received the changes.

Cancel Line Item

30 In Confidence

At this stage you may wish to cancel an individual line item Choose the line item and click Cancel Product

You will get a warning message. Click Yes if you wish to continue. Click Next of the return screen.

Click Next. View details if required and click Submit

31 In Confidence

This screen will confirm that the amend request has been submitted

Your cancellation request will be processed by the PIA team. You will receive a KCI – Amend when the cancellation request is submitted.

32 In Confidence

will be available from 1st April 2019.

Appendix 1 – Product Attributes

Self-Provide is currently only available for: Duct Blockage Clearance, provide Pole Top Ring-head and Joint Box Breakthrough. Other self-provide options