Issue 9
November 2006 

THE PHONE BOOK MANUAL 

TABLE OF CONTENTS
1. Introduction	
2. Supply Of THE Phone Book During Life Cycle	
3. Supply At Scheduled Printing	
3.1 Scope	
3.2 Provision of Print Schedules	
3.3 Ordering Process	
3.4 Supply of The Phone Book	

4. THE Phone Book Delivery Areas	
4.1 General	
4.2 Home and Secondary books	
4.3 Use of Table	
5. History	
6. Distribution	
7. Author Details	

ANNEX  	1	-	PBPG Contact Details	
				
ANNEX  	2	-	Order Form for the Supply of The Phone Book	
				
ANNEX  	3	-	Order Form for the Supply of The Phone Book on Printing	
				
ANNEX   	4	-	Distribution Information for the Supply of The Phone Book	

1. 	INTRODUCTION

1.1	This Manual describes the procedures that Communications Providers should use to order The Phone Book under the Standard Interconnect Agreement and explains how these products will be delivered.

1.2	The Phone Book is updated and re-printed at intervals of approximately 12 months. This Manual covers both supply at scheduled printing and during the books' life cycle.

1.3	This Manual should be read in conjunction with Contract Schedule 152 of BT's Standard Interconnect Agreement which covers the supply of The Phone Book. 
	
1.4 	A contact list is shown at Annex 1.
 
1.5	The following abbreviations have been used:

NISG	-	Number Information Supply Group 	
OLG	-	OLO Liaison Group	
PBPG	-	Phone Book Publishing  Group	
PCD	-	Production Complete Date	
SMC	-	Service Management Centre	

1.6 	Billing will be by means of an invoice issued by a BT Finance Division as described in the Billing Manual.
	
1.7	Charges are shown in Part 3 of the Carrier Price List.

2.	SUPPLY OF THE PHONE BOOK DURING LIFE CYCLE
 
2.1	This section covers both delivery to the Operator and the Operator's customers.

2.2	An order form and list of available products is shown at Annex 2. Orders submitted at the same time can be aggregated to enable volume discounts to be applied to the order providing that this order meets all the other discount criteria.

2.3	The Operator should submit the form to their SMC. If the Operator is not served by an SMC then the order should be submitted to the Worcester NISG.

2.4 	Delivery method to the Operator will depend on the quantity ordered as shown in the table.

NUMBER ORDERED	DELIVERY METHOD	
1 - 99	PARCEL-FORCE	
100 and over	PALLET	

2.5	Orders for supply direct to the Operator's customers will delivered by Parcel Force.

2.6 	The books will normally be delivered within 2 weeks of receipt of the order subject to the books being in stock.

2.7	If re-printing of the books is required then delivery may take up to two months from receipt of order.

2.8	Books will usually be supplied unwrapped; however, orders for a single book may be met by supplying the book wrapped in clear polythene. If re-printing is required then all books will supplied individually wrapped in clear polythene.

3. 	SUPPLY AT SCHEDULED PRINTING 

3.1 		Scope 

3.1.1	This section covers the procedures for the supply of The Phone Book at their scheduled printing dates.	

3.1.2	The Phone Book can be delivered to one address specified by the Operator, collected by the Operator or delivered to Operator’s customers. 

3.1.3 	Orders must be placed by the Operator and not their agents if price discounts appropriate to the Wholesale market are required.

3.2 	Provision of Print Schedules

3.2.1	Print schedules are produced by the PBPG showing the production timetable for approximately the next 18 months. The schedules are produced on a rolling basis usually every 3 months. 

3.2.2 	The schedules show:

- 	the Print Completion Date (PCD) 
	
-	Latest Order Date. This is a working day at least 3 months in advance of the PCD.

-	The latest date for the receipt of delivery information where BT is to deliver the books directly to the Operator's customers. This is a working day at least 6 weeks in advance of PCD.

3.3 	Ordering Process 

3.3.1		The forms at Annexes 3 and 4 should be used to order books

3.4 	Supply of The Phone Book	

3.4.1	The Operator should submit the order form to their SMC. If the Operator is not served by an SMC then the order should be submitted to the PBPG at the address specified in Annex 1. Orders should be submitted no later than the Latest Order Date as shown in the Production Schedule. The subsequent actions will depend on the service being requested. 

3.4.2	Books delivered to Operator’s premises or collected by the Operator will normally be supplied wrapped in clear polythene with an orange or pink label attached.
 
3.4.3	Books ordered for delivery direct to the Operator's customers will be supplied in a clear polythene wrapper containing loose-leaf inserts.

3.4.4	Not applicable

3.4.5	Not applicable

3.4.6	If the Operator has chosen to collect the books from the printers then they will be notified by the PBPG when they are ready for collection.

The Phone Book to be delivered to Operator’s Customers

3.4.7 	Delivery to the Operator’s customers will be integrated with those to BT's own customers. 

3.4.8 	The Operator should provide the PBPG with an estimate of number of The Phone Book that will be required for delivery no later than the Latest Order Date as shown in the Production Schedule. At least 6 weeks before the PCD the Operator should send to the PBPG a list containing the delivery information.

3.4.9		The Operator should supply to the PBPG a representative sample of names, addresses and telephone numbers of recipients of The Phone Book. This information is required to enable a quality check of delivery to be carried out.  The sample should contain a 5% sample of the residential addresses and 5% sample of the business addresses. Ex-directory customers should not be included.

3.4.10	The following file structure should be used when supplying names and addresses for delivery and market research information.

	ASCII Fixed field or comma separated, supplied on 3.5” disc.

Field Name	Field Type	Start	Length	Description	
					
Phone Book ID	Alpha	1	3	Phone Book ID	
Phone Book Suffix	Alpha	4	1		
Number of Books	Alpha	5	4	Should be decimal	
Customer Name 1	Alpha	9	34		
Customer Name 2	Alpha	43	34		
Customer address 1	Alpha	77	34		
Customer address 2	Alpha	111	34		
Customer address 3	Alpha	145	34		
Customer address 4	Alpha	179	34		
Postcode	Alpha	213	8		
Filler	Alpha	221	9	Spaces	
Customer ID	Alpha	230	14	Unique customer ID First letter should be B for Business or R for Residential	

		This file should have a record length of 244 characters.

3.4.11	The Operator should also supply the PBPG with two printed copies of the information contained on the address and quality check audit disks. 

3.4.12	The PBPG can supply the Operator with a copy of the results of the quality check. If a copy is required then this should be indicated by ticking the appropriate box on the form at Annex 4.

3.4.13	If the Operator has ordered more books than are required for delivery, the surplus books can either be collected by the Operator or delivered to the address specified on the Order Form shown in Annex 3. If the Operator has ordered fewer books than specified then the PBPG will make up the balance and charge the Operator at the retail rate for the additional books supplied.

4. 	THE PHONE BOOK DELIVERY AREAS

4.1 	General

	The OLG maintain a table relating Post Code Sectors to The Phone Book that customers in the Sector should receive. (A Post Code Sector comprises the Post Code Outcode block and the first character of the Incode block. Thus Post Code YO3 0BY has a Sector of YO3 0.) BT does not guarantee that this table is 100% accurate but Operators can use it to estimate the number of books that they need to order for supply their customers.

	Details of the file Format is contained in a document available from the OLG contact shown in Annex 1. The file may be accessed from the OLG Bulletin Board System; alternatively it is available on floppy disk.

4.2 	Home and Secondary books

	In some instances the area covered by a Post Code Sector may be covered by more than one book. This can result from:

- boundaries not matching Sectors, or
- a deliberate policy to have overlapping boundaries.

	Where this happens one book will be designated the “Home” book and other(s) “Secondary” books. 

4.3 	Use of Table
 
	Operators should use the Post Code Sectors covered by the “Home” residential book when estimating the number of books they require to order. The “Home” book is the one that BT would normally expect to be delivered to its customers.

5. 	HISTORY 
	
Issue 7	May 1997 - Contacts and list of Products in Annex 2 updated. Spec. for Operators’ customer information and Market Research information amended. Inclusion of Customer Reference Number on Order Forms. Minor editorial changes.	
Issue 8	December 1997 - Para 3.5.2 added and Contact List updated.	
Issue 9	November 2006 – Update of product title; removal of references to Customised Phone Books; general minor editorial changes; rationalisation of contact addresses and distribution	

6.	DISTRIBUTION

BT Wholesale website reference:

http://www.btwholesale.com/application?origin=child_link_index.jsp&event=bea.portal.framework.internal.refresh&pageid=editorial_one_column&nodeId=navigation/node/data/Pricing_and_Contracts/Interconnect_Manuals/navNode_Interconnect_Manuals

7. 	AUTHOR DETAILS

Mandy Bowman
Senior Product Manager
BT Wholesale
pp HW C789
Virtual Postbox 
PO Box 200
London   N18 1ZF		

ANNEX 1
CONTACT DETAILS

Phone Book Production & Distribution (PBPG)	
	
Contact: George Hitchon	
BT Westside	
London Road	
Apsley	
Hemel Hempstead	
HP3 9YF	
Tel: 0113 203 6497	
Email: george.hitchon@bt.com	

ANNEX 2

Order for Supply of The Phone Books

Total Number of Books Ordered ______________   Customer Ref ___________________
(Please attach a list of Phone Book Names and Edition References required)

Purchase Order Number___________________
 
Delivery Address and Postcode _________________________________________________

____________________________________________________________________________

____________________________________________________________________________

Site Contact Name and Telephone Number ______________________________________

___________________________________________________________________________

Correspondence Address and Postcode __________________________________________

____________________________________________________________________________

____________________________________________________________________________

_____________________ (signed)

Name _____________________ Operator Name _________________
                                                                                 
 Date ____________

FOR BT USE   

Date received ______________     Actioned _____________________

COMMENTS                                                                                                                                                                                                                                           
ANNEX 3
Order for Supply of The Phone Books on Printing 

Phone Book Title _________________________________Section _________________

Production Date ______Number Required ___________ Customer Ref ___________

Purchase Order Number___________________
			
Delivery arrangements 	By BT to a single address nominated by the Operator (complete sections marked *) 		
(tick ONE box only)	Operator will collect 
		
	To persons nominated by the Operator (complete Part 2 of this Order Form )		

*   Delivery Address and Postcode _____________________________________________

____________________________________________________________________________

____________________________________________________________________________

 * Advance notice required:-		NONE			24 HOURS			48 HOURS		

Delivery Contact Name and Telephone Number_________________________________

____________________________________________________________________________

* Hours during which delivery can be made _____________________________________

Correspondence Address and Postcode __________________________________________

____________________________________________________________________________

_________________ (signed)

Name _________________                Operator Name _________________                                                                                 

 Date ____________ 

FOR BT USE   
Date received ______________ Actioned _____________________
COMMENTS

Annex 4
 Distribution Information for Delivery of The Phone Book

The Phone Book Title _________________Section _________Production Date________ 

Company Name ____________________________________ Customer Ref ___________

Correspondence Address & Postcode ____________________________________________

____________________________________________________________________________

The following information is attached:
  
Delivery information on a computer cassette 
A market research sample in ACSII format on a 3.5 " computer disk
Two printed lists of the delivery and market research sample 

Delivery arrangements for surplus 
books 	By BT to a single address nominated by the Operator (complete sections marked*)		
(tick one box only)	Operator will collect

	Copy of quality check results required?		

___________________ (signed)

Name _________________ Operator Name ____________________  

Date ____________

*Delivery Address and Postcode for surplus books ________________________________

___________________________________________________________________________

____________________________________________________________________________

*Advance notice required:-		NONE			24 HOURS			48 HOURS		

*Site Contact Name and Telephone Number ____________________________________

____________________________________________________________________________

Hours during which delivery can be made _____________________________________

FOR BT USE   

Date received ______________     Actioned _____________________