DISCLAIMER This is made possible by the support of the American People through the United States Agency for International Development (USAID). The contents of this are the sole responsibility of Deloitte Consulting LLP and do not necessarily reflect the views of USAID or the United States Government. This report was prepared under Contract Number AID-674-C-17-00002. EDM EMU Handbook A: Electrification Planning and Execution Southern Africa Energy Program (SAEP) Published August 11, 2020
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DISCLAIMER
This is made possible by the support of the American People through the United States Agency for International
Development (USAID). The contents of this are the sole responsibility of Deloitte Consulting LLP and do not
necessarily reflect the views of USAID or the United States Government. This report was prepared under Contract
Number AID-674-C-17-00002.
EDM EMU Handbook A:
Electrification Planning and Execution Southern Africa Energy Program (SAEP)
Published August 11, 2020
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | ii
Acronyms, Abbreviations and Special
Terminology Below tabulated is the list of acronyms, abbreviations and special terminology used in this document.
Term Definition
AfDB African Development Bank
CA (or Board) Board of Directors (in Portuguese, “Conselho de Administração”)
CAPEX Capital expenditures
CMS Customer Management System
CEO Chief Executive Officer
DAL Direcção de Aprovisionamentos e Logística (Procurement and Logistics Directorate)
Delegation EDM organizational structure responsible for commercial and technical operations at local level. One
Delegation exists for each Province
DES Direcção de Energia Social (EDM central management unit)
Section 4.3 PR-P&E.3 - Revision of the Forecast Electrification Plan DGD Delegations, DPSE, DES GPE
Handbook A
Section 4.4
PR-P&E.4 - Prioritization and Scheduling of Electrification
Projects and Resources DES
DGD, Delegations,
DPSE, DPFO, DAL
GPE &
GPPR
Handbook B PR-P&E.5 - Preparation of the Financial Forecast Plan DPFO DPSE, DGD, DES GPPR
Handbook B PR-P&E.6 - Fundraising and Allocation to Projects DPFO DPSE, DGD, DES GPPR
Handbook B PR-P&E.7 - Financial Plan Review DPFO DPSE, DGD, DES GPPR
Handbook C
PR-P&E.8 - Preparation and Updating Procurement Plan
Note this section is divided into A1(centrally managed projects)
and A2 (Delegation managed projects)
DAL DPSE, DGD, Delegations GPPR
Handbook C PR-P&E.9 - Procurement Plan Review DAL DPSE, DGD GPPR
Execution (EXE) processes (PR)
Handbook A
Section 4.5
PR-EXE.1 - Management of Electrification Projects and
Connection Auditing DES DGD, Delegations, DPSE GOPL
Handbook A
Section 4.6
PR-EXE.2 - Monitoring of Delegation Electrification
Activities DGD Delegations, DPSE GOPL
Handbook A
Section 4.7
PR-EXE.3 - Promotion of Connections and
Community Relations DGD Delegations GOPL
Execution Processes: Financial and Budget Management (GFO) processes (PR)
Handbook B PR-GFO.1 - Economic and Financial Impact and
Sustainability Analysis DPFO DPSE, DGD, DES GPPR
Handbook B PR-GFO.2 - Management of Project Financial Execution Treasury DPFO, DES GPPR
Execution Processes: Procurement and Logistic Management (P&L) processes (PR)
Handbook C PR-P&L.1 - Project Procurement Execution Monitoring DAL DES, DGD, Treasury GPPR
Handbook C PR-P&L.2 - Monitoring of Project Contract Execution DAL DES, DGD GPPR
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 42
Section 4: Electrification Planning and Execution
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 43
4. ELECTRIFICATION PLANNING AND
EXECUTION
4.1 Forecast Planning of Electrification (PR-P&E.1)
Forecast planning is a process that aims at providing a forecast electrification plan, serving as a basis for
the remaining planning processes. And it should be implemented during the preparation period of the
preparation of the EDM Activity and Budget Plan (PAO) to serve as a basis for setting the targets and
electrification activities of delegations and projects. This plan should be prepared annually, with a forecast
covering of a period of three years.
For more information on the process, refer to Annex 1: Processes and Tools Expanded (PR-P&E.1)
PURPOSE AND RESPONSIBILITY
The process aims to systematize the planning and data collection for new connections as well as to provide
a medium-term forecast plan to achieve the electrification targets outlined in the National Electrification
Strategy. This plan should be reviewed quarterly and implemented annually with a three-year time horizon.
The plan will be consolidated, reviewed, and controlled by the General Directorate for Distribution, and
the Delegations and System Planning and Engineering Directorate (DPSE) should elaborate and provide
inputs to the plan.
The importance and relevance of this process for electrification lies in the following factors: • Provide a guiding plan for EDM based on medium term planning.
• Ensure better articulation with the Ministry of Energy and Mining Resources (MIREME) and FUNAE;
• Provide an indication of areas to be electrified, potential connections to be made, materials and equipment
required as well as financial investment required to achieve the electrification objectives.
Responsible Area: General Directorate for Distribution (DGD)
Participating Critical Areas: Delegations, DPSE
EMU Manager Responsible for work supervision and control: GPE
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 44
PROCESS STRUCTURE
Main Activities and Outputs: • DPSE articulates with MIREME and FUNAE Planning Departments for alignment and information exchange.
• The Directorate General for Distribution together with the Regional Directorates initially prioritizes the areas
to be electrified based on the national electrification strategy;
• Delegations in coordination with the Systems Planning and Engineering Directorate and the General Directorate
of Distribution and Regional Directorates map out the areas and potential connections.
• Delegations perform operational diagnostics of the network segment that will be connected to potential clients.
• The Systems planning and Engineering Directorate should consolidate the provisional electrification plan.
Flow of Decisions and Approvals: • Delegates from each Delegation submit the repetitive Regional Directorates the survey data as well as their
schedule for validation and approval;
• Regional Directors approve each delegation's forecast plan and submit to the General Directorate of
Distribution;
• The Statistics Department of the Directorate General for Distribution receives the data from the regional
directorates’ reviews and approves the data;
• EDM Electrification Committee validates and approves the draft of the provisional electrification plan;
• The Board of Directors approves the provisional electrification plan.
Internal Controls to Perform in the Process: • The Planning Systems and Engineering Directorate should ensure that EDM electrification areas do not coincide
with FUNAE electrification areas before providing guidelines to the Province delegations (the local commercial
and technical organizational structures have to perform field surveys to collect data about target areas for future
connections, estimate the potential connections to be done and also assess the required investments on the
network).
• The Planning Systems and Engineering Directorate should implement the Media Tension system capacity check
process to indicate how many new customers the system can accommodate for each substation.
• The Delegation's Technical Commercial Sector should select a sample of 10% of the number of surveys
submitted by community/area leaders to verify on the field the accuracy of the data before drawing up the
delegation's forecast plan. (Note: often the Delegations collect information from the Community leaders. In
these cases, the Delegation must implement a verification routine of the accuracy of that data, at least for a
sample if it cannot verify all areas surveyed. As the Delegations do not have cartographic maps, they have to rely
on paper documents of the communities and on using paper templates where the Delegation register all
connections surveyed in each area. This template was designed by the Electrification Team.)
• The Delegation Maintenance and Operations Sector should ensure that a diagnostic of the low voltage grid
segment is executed during the survey of materials required to provide electricity to a target area and to do a
set of potential new connections. The objective is to ensure a control to be executed by the Maintenance and
Operations Sector prior to the Delegation commercial sector submitting the connections plan, in order to
verify that an analysis to the capacity of the network was performed to the areas where there are plans to
expand connections.
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 45
Impact Aspects
Effectiveness /
Results
Efficiency /
Execution
Financial /
Sustainability
Risk 1: Inconsistency in surveying potential connections that could cause
poor project structuring and resource allocation by contractors, as well as
poor financial allocation and prioritization of areas.
Mitigation: Strengthen control and verification of routines to gather
information
☒ ☒ ☐
Risk 2: Lose credibility with funders and cooperating partners for lack of a
consistent and well-grounded electrification plan.
Mitigation: Improve the quality of information by implementing information
audits and maintaining evidence for these audits.
☒ ☐ ☒
4.2 Electrical System Availability Analysis (PR-P&E.2)
The analysis of the availability of the electrical system aims to verify the behavior of the electrical system
in the face of the addition of system load by potential new connections in order to avoid bottleneck nodes
in the network that limit the power flow and reduce the quality of service of the network to EDM
customers originated by the electrification program. Hence, this process will ensure that the technical
risks of electrification expansion defined/planned in the previous process are systematically addressed by
all Delegations.
The process will recommend grid interventions to achieve the capacity to accommodate more grid load
while maintaining voltage and frequency levels stable and within the tolerances allowed in the Network
Code (Ministerial Diploma of 27 August 2014).
TOOLS AND SUPPORT PROCEDURES
Procedures / rules / systems to apply: • For the diagnosis of the network for new connections, the following diagnostic dimensions must be observed: 1)
Transformation Station Diagnostics to supply the potential connections; 2) Diagnostics of the electronic circuit;
3) Inspection of existing circuit and 4) Occurrences verified in the circuit.
• To systematize data collection for diagnosis, the Delegation Maintenance and Operations Sector should use the
following tools:
o Diagnosis of Load Capacity at Transformation Station
o Circuit Diagnostics and Inspection
• The survey of potential connections should ensure the distinction between potential connections in their
Mandatory Service Zone (MSZ) and potential connections in Non-Mandatory Service Zone (Non-MSZ).
• For the survey of potential connections, two tools will be used, one to make available to local authorities to fill
in and another to be consolidated by Delegations and Regional Directorates:
o The survey of potential connections and investments needed
o The survey of potential connections by areas
POTENTIAL RISKS AND THEIR MITIGATION
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 46
The previous section refers to implementation of an electrification planning process, and there are a few
technical issues listed there, but this section addresses the technical elements of the planning and
forecast of electrification.
For more information on the process, refer to Annex 1: Processes and Tools Expanded (PR-P&E.2)
PURPOSE AND RESPONSIBILITY
The process aims to verify the technical capacity of the High to Medium Voltage electrical system to support
new intended connections and recommends solutions to be adopted to avoid constraints on the Medium
Voltage network.
The importance and relevance of this process for electrification lies in the following factors:
• The process allows you to plan maintenance work on the electrical system to accommodate the
number of new connections proposed by the electrification program.
• Reduces the cost of corrective maintenance on electrical systems due to the exponential increase in
network load without impact analysis.
• Feeds new wiring planning processes to avoid disturbing normal behavior of the electrical system.
Responsible Area: Planning Systems and Engineering Directorate (DPSE)
Participating Critical Areas: DGD, DES, DGT
EMU Manager Responsible for work supervision and control: GPE
PROCESS STRUCTURE
Main Activities and Outputs: • The Systems Planning and Engineering Department shall, together with the Distribution Department, define the
assumptions and principles of the analysis;
• The Systems Planning and Engineering Directorate in conjunction with the System Operator Directorate shall
update the system model with new equipment installed in the high voltage medium voltage network and
technical parameters;
• The Systems Planning and Engineering Directorate should simulate the charge flow with the anticipated
additional loads in the electrical system and identify solutions to the detected problems.
Flow of Decisions and Approvals: • The Systems Planning and Engineering Directorate should define together with the General Distribution
Directorate the amount of new connections that will correspond to the amount of additional load for each
substation.
Internal Controls to Perform in the Process: • It must be ensured that during the assumptions and principles definition phase the Systems Planning and
Engineering Directorate will be responsible for setting the maximum load per connection and the period of
system analysis (the period the system will be analyzed, for example, from 6pm to 11pm on week days and 2pm
to 12am on the weekend. This is to ensure consistency of results).
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 47
Impact Aspects
Effectiveness /
Results
Efficiency /
Execution
Financial /
Sustainability
Risk 1: Load flow simulation with the outdated data model of the electrical
system that could result in recommendations of solutions that even applied
will not solve network bottleneck node problems and reduce the power
quality supplied to new and old customers.
Mitigation: Establish monthly technical meetings to inform about operating
status and evaluate/scheduled system interventions.
☒ ☐ ☐
Risk 2: Risk of creating choke nodes in the grid during the execution of
electrification projects, which may require misappropriation of financing for
corrective maintenance and reprogramming of projects.
Mitigation: Introduce quarterly system power flow verification and analysis
routines to monitor flows and anticipate bottlenecks
☐ ☒ ☒
4.3 Revision of the Forecast Electrification Plan (PR-P&E.3)
This process consists of reviewing the forecast electrification plan, accounts for changes in processes or
in the execution of activities such as changes in targets, unexpected growth in demand, change of priorities,
unavailability of material or financial resources, or contractor inefficiency. It is recommended that the
forecast plan should be reviewed quarterly.
For more information on the process, refer to Annex 1: Processes and Tools Expanded (PR-P&E.3)
SUPPORT TOOLS AND PROCEDURES
Procedures / rules / systems to apply:
• Electrical system modeling and load flow simulations will be performed in the Power System Simulator for
Engineering (PSSE) system.
• The availability of capacity for new substation connections should be recorded in a tool.
o System Availability Indication Map - FPE-05
POTENTIAL RISKS AND ITS MITIGATION
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 48
PURPOSE AND RESPONSIBILITY
The process aims to update the provisional electrification plan in accordance with the activities and projects
approved in the Activity and Budget Plan and also projects planned or being implemented, and to define
intervention measures and phase recommendations for deviations in the structuring and implementation of
activities and projects with regards to the forecast plan.
The importance and relevance of this process for electrification lies in the following factors: • Revision of the electrification forecast plan.
• Monitoring the implementation of the provisional Electrification plan.
Responsible area: General Directorate of Distribution
Participating Critical Areas: Delegation, DPSE, DES
EMU Manager Responsible for work supervision and control: GPE
PROCESS STRUCTURE
Main Activities and Outputs: • DGD articulates with DES and Delegations to learn about the progress of electrification activities and
structured and ongoing projects.
• DGD in coordination with the DAL, Delegations, DPSE and DES identify deviations from the forecast plan in the
current year.
• DGD in coordination with DAL, Delegations, DPSE and DES draws up a list of recommendations to address the
problems that caused deviations from the forward electrification plan.
• DGD updates the forward electrification plan
Flow of Decisions and Approvals: • DGD submits to EDM Electrification Committee for validation of draft plan rectifications
• EDM Electrification Committee validates and approves revisions to the draft electrification plan;
• The Board of Directors approves the revision of the provisional electrification plan;
Internal Controls to Perform in the Process: • The Electrification Committee should validate the outputs developed by DGD to identify possible points for
improvement.
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 49
Impact Aspects
Effectiveness /
Results
Efficiency /
Execution
Financial /
Sustainability
Risk 1: Downgrading of the electrification forecasting plan, which may lead
to lack of credibility in seeking funding for project implementation and
inefficient project structuring
Mitigation: General Distribution Directorate should strengthen
information verification routines and control of planning processes
☒ ☐ ☒
4.4 Prioritization and Scheduling of Electrification Projects and
Resources (PR-P&E.4)
In this process, electrification project initiatives are identified based on the forecast electrification plan and
are ranked according to government guidelines, and technical or financial availability. The process steps
begin with project design, validation, and approval by EDM, and ends with the preparation of a project
plan.
For more information on the process, refer to Annex 1: Processes and Tools Expanded (PR-P&E.4)
SUPPORT TOOLS AND PROCEDURES
Procedures / rules / systems to apply: • For the diagnosis of the network for new connections, the following diagnostic dimensions must be observed: 1)
Transformation Station Diagnostics to supply the potential connections; 2) Diagnostics of the electronic circuit;
3) Inspection of existing circuit and 4) Occurrences verified in the circuit.
• To systematize data collection for diagnosis, the Delegation Maintenance and Operations Sector should use the
following tools:
o Diagnosis of Load Capacity at Transformation Station
o Circuit Diagnostics and Inspection
• The survey of potential connections should ensure the distinction between potential connections in their
Mandatory Service Zone (MSZ) and potential connections in Non-Mandatory Service Zone (Non-MSZ).
• For the survey of potential connections, two tools will be used, one to make available to local authorities to fill
in and another to be consolidated by Delegations and Regional Directorates:
o The survey of potential connections and investments needed
o The survey of potential connections by areas
POTENTIAL RISKS AND ITS MITIGATION
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 50
PURPOSE AND RESPONSIBILITY
The process aims to structure electrification projects so that the correct configuration of the projects is
ensured and provides an overview of all processes from the design phase through to the implementation
phase.
The importance and relevance of this process for electrification lies in the following factors: • Ensures projects are developed following National Electrification Strategy guidelines
• Provides EDM with a set of duly substantiated projects for funding request and submission to the Electrification
Account
Responsible area: Social Energy Directorate (DES)
Participating Critical Areas: Delegações, DPSE
EMU Manager Responsible for work supervision and control: GPE, GPPR
PROCESS STRUCTURE
Main Activities and Outputs: • The Systems Planning and Engineering Directorate designs the projects, creating a list of project proposals
indicating the priority projects;
• The Social Energy Directorate reviews the listing and priorities defined based on the National Electrification
Strategy;
• The Systems Planning and Engineering Directorate together with the Financial Modeling Directorate perform
the economic and financial impact assessment of each project proposal;
• The Social Energy Department creates the Project Fact Sheet;
• The Systems Planning and Engineering Department prepares the Project Document;
• The Social Energy Directorate together with the Financial Modeling and Budget Directorate seek funding for the
project;
• The Systems Planning and Engineering Directorate is responsible for conducting the feasibility study;
Flow of Decisions and Approvals: • The Systems Planning and Engineering Directorate submits to the EDM Electrification Committee project
proposals for the decision of which projects will be prepared and which ones will not progress;
• The Administrator of the Social Energy Directorate approves the Project Document
Internal Controls to Perform in the Process: • Project design should prioritize projects according to the characteristics of the areas to be electrified, the
existing electrical system and population density, according to the National Electrification Strategy. This control
is the responsibility of the Systems Planning and Engineering Directorate.
• Ensure that an economic and financial impact assessment of the projects is carried out before being approved by
the Systems Planning and Engineering Directorate and the Financial Modeling and Budget Directorate.
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 51
Impact Aspects
Effectiveness /
Results
Efficiency /
Execution
Financial /
Sustainability
Risk 1: Failure to approve electrification projects by the MIREME
Electrification Committee because they do not follow the prioritization
principles of the National Electrification Strategy.
Mitigation: Conduct engagement meetings with stakeholders as MIREME
and FUNAE early to validate the prioritization processes before the planning
process star and document the prioritization procedures to ensure clear
alignment between all stakeholders.
☒ ☐ ☐
TOOLS AND SUPPORT PROCEDURES
Procedures / rules / systems to apply: • The “FPE-06 Proposal Design Monitoring” tool is used for initial project data recording and should be applied
when setting up a project.
• The “Project Fact Sheet - FPE-07” tool is used to register projects that pass the first prioritization phase before
preparing the Project Document.
POTENTIAL RISKS AND ITS MITIGATION
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 52
Divider here
Section 4: Electrification Planning and Execution
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 53
4.5 Management of Electrification Projects and Connections Auditing
(PR-EXE.1)
This process ensures the execution of electrification projects carried out by the central area, with external
funds as well as the audit of new connections.
For more information on the process, refer to Annex 1: Processes and Tools Expanded (PR-EXE.1)
PURPOSE AND RESPONSIBILITY
The process aims to systematize the execution of electrification projects and to ensure that you have an
overview of all phases of an electrification project.
The importance and relevance of this process for electrification lies in the following factors:
• Contract implementation and construction management
• Ensures audit of new connections
Responsible area: Social Energy Directorate (PIU - Project Implementation Unit) and EMU
EMU Manager Responsible for work supervision and control: GOPL
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 54
Impact Aspects
Effectiveness /
Results
Efficiency /
Execution
Financial /
Sustainability
Risk 1: Delays in project implementation due to lack of clear
implementation procedures, establishment of appropriate communication
channels, stakeholder engagement and lack of supervision and monitoring
of the work.
☒ ☒ ☐
PROCESS STRUCTURE
Main Activities and Outputs:
• The Project Implementation Unit prepares the project activity matrix
• Project Implementation Unit in conjunction with consultants (if required) prepare all necessary documents for
hiring consulting, non-consulting, works and property services.
• Consultant prepares monthly project progress reports, measurement records and Correction Lists
• Contractor is responsible for monthly infrastructure implementation, power outage plan and progress reports
• Consultant prepares survey report with detailed description of survey findings and remains
• Contractor collects all new customer information to be registered in EDM systems
• Commercial technical sector is responsible for recording data in EDM commercial and geo-referencing systems
Flow of Decisions and Approvals:
• PIU's organic structure must be approved by EDM's Board of Directors
• The business matrix that includes the Procurement plan and all procurement documents must be submitted by
PIU to the Electrification Program financiers for approval;
• Measurement notices, progress reports prepared by the contractor shall be validated by the Local Supervisor
and approved by the consultant before being submitted for final approval by PIU;
• The Power Outage Plan must be approved by the consultant, Delegation and PIU prior to implementation;
• The Survey Report resulting from commissioning must be approved by the consultant before being submitted
for final approval by PIU;
Internal Controls to Perform in the Process:
• Local and regional supervisors should validate all progress reports prepared by the contractor and hold regular
on-site meetings.
• Monitoring the consumption behavior of new customers to detect signs of fraud;
• EMU should audit data collected and 10% of new customers per lot delivered by contractors, to be done by
external supervisory consultants or by the Delegations.
SUPPORT TOOLS AND PROCEDURES
Procedures / rules / systems to apply:
The “Work Lot Execution Monitoring - FOP-01” tool should be applied to capture project execution management data.
POTENTIAL RISKS AND ITS MITIGATION
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 55
Impact Aspects
Effectiveness /
Results
Efficiency /
Execution
Financial /
Sustainability
Mitigation: Strengthen communication between managers and
contractors, require progress reports, and establish checkpoints for
interdependent and critical activities.
Risk 2: Fraud in customer connections due to lack of proper audit and
oversight in customer registration in EDM systems
Mitigation: Involve the community leaders in the electrification process,
so that they can influence the new customers to avoid fraud. And
EDM/Delegations must regularly analyse acquisitions of energy to detect
potential fraud connections and inspect the suspicious ones among the
prepaid meters installed in the Electrification Program.
☒ ☒ ☐
4.6 Monitoring of Delegation Electrification Activities (PR-EXE.2)
This process tracks implementation of electrification to ensure accountability and alert managers to
potential problems. The support tool will allow for the assessment and verification of possible deviations
from the approved plan in terms of activities, and if deemed appropriate, adjustment measures will be
taken.
For more information on the process, refer to Annex 1: Processes and Tools Expanded (PR-EXE.2)
PURPOSE AND RESPONSIBILITY
The process aims to systematize the monitoring of electrification activities carried out by delegations.
The importance and relevance of this process for electrification lies in the following factors:
• Monthly monitoring of the electrification works implemented by the delegation;
• Obtaining data systematically to report to Government of Mozambique and others interested.
Area responsible: Delegations (and DGD)
Participating Critical Areas: Delegations, DPSE
EMU Manager Responsible for work supervision and control: GOPL
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 56
Impact Aspects
Effectiveness /
Results
Efficiency /
Execution
Financial /
Sustainability
Risk 1: Lack of visibility of delays in Procurement activities, execution of
work that may impact new call numbers
Mitigation: Monitor Material Delivery
☒ ☒ ☐
Risk 2: Lack of technical resources to execute electrification activities and
financial resources to hire contractors
Mitigation: To include all electrification activities to be carried out by the
Delegations in the Forecast Electrification Plan
☒ ☐ ☐
PROCESS STRUCTURE
Main Activities and Outputs:
• The Delegation identifies a multidisciplinary team to carry out the electrification activity.
• Selected Team conducts area visit and diagnoses existing network to identify possible reinforcements needed to
network.
• Delegation Team surveys investment needs and prepares worksheet
• The Maintenance and Operations Sector diagnoses the existing network that will be connected to the new
infrastructure.
• The Delegation Team implements the Work
• Commercial Technical Sector registers new clients
Flow of Decisions and Approvals:
• The Directorate General for Distribution and Regional Directorates approve the worksheet submitted by
Delegations before being implemented.
Internal Controls to Perform in the Process:
• The EMU must collect data of electrification activities and connections implemented on a monthly basis using
the management templates designed. And also cross check the data provided by the delegations with the data
extracted in the commercial systems.
• The information provided by delegation should be sign of by the regional director of the delegation and cross
checked with the data extracted in the system.
SUPPORT TOOLS AND PROCEDURES
Procedures / rules / systems to apply:
• The FOP-02 Delegation Activity Tracking tool should be used on a monthly basis to collect progress on
electrification works as well as new connections implemented.
• To systematize data collection for diagnosis, the Delegation Maintenance and Operations Sector should use the
following tools:
o Diagnosis of Load Capacity at Transformation Station
o Circuit Diagnosis and Inspection
POTENTIAL RISKS AND ITS MITIGATION
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 57
Impact Aspects
Effectiveness /
Results
Efficiency /
Execution
Financial /
Sustainability
Risk 3: Insufficient project management capabilities as electrification has
been mostly been done through turnkey projects centrally managed, not by
the Delegations
Mitigation: Carry out an accurate diagnosis and assessment of the needs
for project management qualified resources in all Delegations
☒ ☒ ☐
4.7 Promotion of Connections and Community Relations (PR-EXE.3)
The process contributes to effective communication with the communities covered by the electrification
activities and ensures engagement and collaboration with the electrification committees in the
implementation of connection campaigns.
For more information on the process, refer to Annex 1: Processes and Tools Expanded (PR-EXE.3)
PURPOSE AND RESPONSIBILITY
The process is intended to involve members of the community covered by the electrification activities in
the process and to ensure that they have a single message regarding the Energia para Todos program.
The importance and relevance of this process for electrification lies in the following factors:
• Collaborate with the community in a way that contributes to raising potential connections and
awareness regarding energy care;
• Creates a community communication channel through community leaders and energy committees.
Area responsible: Delegations (and DGD)
Participating Critical Areas: Delegations
EMU Manager Responsible for work supervision and control: GOPL
PROCESS STRUCTURE
Main Activities and Outputs:
• The Delegation identifies areas that are covered by the electrification program, as well as the communities and
their leaders;
• The Delegation defines EDM focal points to be responsible for the relationship with the community;
• Delegations run call promotion campaigns and establish electrification committees.
Flow of Decisions and Approvals:
• All “Energia para Todos” dissemination material must be approved by the Social Energy Directorate.
Internal Controls to Perform in the Process:
• Community relations focal points should be capable of resolving conflicts, aligning expectations, as well as having
all the information about the Energy Program for all.
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 58
Impact Aspects
Effectiveness /
Results
Efficiency /
Execution
Financial /
Sustainability
Risk 1: Discontent and lack of cooperation of communities covered by the
electrification program, caused by lack of communication and alignment of
expectations.
Mitigation; Establish monthly community meetings to provide information
and obtain inputs to improve the service
☒ ☐ ☐
SUPPORT TOOLS AND PROCEDURES
Procedures / rules / systems to apply:
• No tools and systems to apply.
POTENTIAL RISKS AND ITS MITIGATION
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 59
5. ANNEXES
Annex 1: Processes and Tools Expanded
PR-P&E.1 - Forecast Planning of Electrification
I. General characterization of the process
Process Forecast Planning of Electrification Reference PR-P&E.1
Electrification Macro-process
Operational Planning Process for Electrification Execution Frequency
Annual
Objectives and Outcomes
Objectives:
- Establish a systematic procedure for annual electrification planning;
- Ensure coordination between FUNAE, MIREME, the Directorate-General for Distribution (DGD), Regional
Directorates, Delegations, and the Systems Planning and Engineering Directorate (DPSE) during the planning
process.;
- Ensure that the annual electrification plans incorporated in the Activities and Budget Plan (PAO) are based on
accurate data and collected by the delegations.
- Provide EDM with a plan that it can present to donors, government and other entities to secure funding to
materialize new connections.
Outcomes:
- Indication of neighborhoods, villages, and towns to be electrified over the next three years and the total
potential new connections for each area.
- Indication of a preliminary electrification program for the next three years.
- Indication of the investment amount needed to reach the goals in the next 3 years.
All entities responsible
for the process
Representative Unit DPSE, DES, Delegations, FUNAE and MIREME
Responsible Unit DGD
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 60
II. Process Mapping
II Process Mapping
Purpose of the section is to identify the following steps of doing a forecast.
II-1. Flow Chart
see Annex 2 for full page view
II-2. Activity Flow
Execution
time
Responsible for executing and Areas
to involve
1st Step: Data preparation
1.1. Coordination with MIREME and FUNAE 5 days
Responsible: DPSE
Areas to involve: FUNAE Planning Department; MIREME Planning and
Cooperation Department
Description of the action: DPSE will organize working sessions with FUNAE and MIREME to:
- Review previous electrification plans within the National Electricity Grid (REN – Rede Eléctrica Nacional) and outside REN;
- Indicate and review overall connection goals;
- Define and review the priorities of electrification areas in the country.
Specific outputs: Memorandum or meeting minutes with:
- Indication of areas to be electrified with off-grid and on-grid technologies;
- Electrification plans covering the next three years;
- Overall preliminary electrification targets over the next three years;
1.2. Preparation information guidelines for the Delegations
regarding planning 5 days
Responsible: DPSE
Areas to involve: DGD, DRCM, DRPM, DRS, DRC, DRN
Description of the action: The DPSE, in joint working sessions with the DGD and Regional Directorates will define the assumptions,
principles, objectives and guidelines for identifying potential connections that could be electrified over the next three years.
- Agree on data collection procedure for new connections;
- Agree on the selection of survey areas for each delegation;
- Agree on the objectives for identifying new connections based on the availability of the electrical system and the overall goals;
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 61
- Indicate the focal points for each delegation and the person responsible for managing the process.
Note: The availability of the electrical system is verified in process PR-P&E.2 – Analysis of the Availability of the Electrical System described in chapter 3.2
Specific outputs: Circulate the following guidelines within the delegations:
- Indication of the guiding objectives for the identification of potential connections;
- Indication of the areas to be covered by off-grid projects;
- Indication of procedures and rules for the identification of new connections;
- Indication of each delegation's focal points for the identification of new connections;
2nd Step: Analysis and Planning
2.1. Prioritization of electrification areas 10 days
Responsible: DGD
Areas to involve: DRCM, DRPM, DRS,
DRC, DRN and the Delegations (23)
Description of the action: The DGD, in coordination with regional directorates and delegations, will define the areas that will be
covered by the identification of potential connections based on the following criteria, drawn from the 2018 National Electrification Strategy,
namely:
- Highly populated urban areas with high-demand, where revenues from connections can justify capital investment and where Medium
Voltage systems already exist and have capacity;
- Highly populated urban areas with low-demand where Medium Voltage systems already exist and have capacity;
- Highly populated rural areas without Medium Voltage systems.
Specific outputs: Map of neighborhoods, villages and towns per delegation that will be covered by the connection identification activities in order of delegation and priority.
2.2. Area mapping and potential connections 60 days Responsible: Delegations
Areas to involve: DPSE and DGD
Description of the action: The delegations should work closely with neighborhood communities, local authorities, municipalities, administrative posts and district administration in identifying potential connections to facilitate data collection and identification of potential connections.
Record information in Identification of Potential Connections and Necessary Investments Sheets - FPE03 for each delegation with indication of potential connections located within 100 meters of the main low voltage line as indicated in the 2018 Electrification Strategy.
Specific outputs: Number of potential connections and need for Necessary Investments – in FPE03 Sheet
2.3. Diagnostic of the grid segment for potential connections 60 days Responsible: Delegations
Areas to involve: DPSE and DGD
Description of the action: Delegations must verify the physical and technical conditions of the grid where potential connections will be established, and indicate the need for intervention materials for repair, reinforcement or rehabilitation of the grid. The following diagnostic information should be registered in the FPE02 Grid diagnostic sheet:
- Physical condition of the identified segment, observing the condition of the poles and cables of the circuit where potential consumers
will be connected.
- Number of cuts in the low voltage grid.
- Voltage level at each low-voltage output at peak time to verify if the range of variation is within the allowed limits of 220V ±5% as per
the Grid Code.
- Transformers charge level if greater than 100% of rated power during peak hours.
Where requested, the diagnosis should propose grid interventions indicating the amount of Medium Voltage and Low Voltage power lines required, the number of Transformer Stations, and the power supply substation.
Preliminary scheduling of new connections should be made for the coming years based on the results of the survey.
Specific output: Consolidated Investment requirements including reinforcement areas
2.4. Review, approval and proposal consolidation from
consolidation area and potential connections 15 days
Responsible: DGD
Areas to involve: DRCM, DRPM, DRS, DRN, DRC Delegations
Description of the action: The DGD, in coordination with Regional Directorates and Delegations, should review the information contained in the survey tool for Potential Connections and Investment Requirements - FPE03 to:
- Confirm if the data presented is aligned with the defined objectives, assumptions and principles.
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 62
- Validate the scheduling of the forecast electrification area plans per delegation.
- Audit sample data provided by Delegations and Regional Directorates.
If any irregularity is detected, it will be referred to the Delegation for review, and once revised and validated, it will be forwarded to the
DPSE for consolidation of the Forecast Plan.
Specific outputs: Consolidated map of potential connections and investment requirements filled in by the delegations and regional directorates. (Potential Connections Survey and Investment Requirement – FPE03)
2.5. Analysis and consolidation of the forecast electrification plan 15 days Responsible: DPSE
Areas to involve: DGD, DES
Description of the action: The DPSE, in coordination with DGD and DES, should:
- Organize the report with framework and contextualization content.
- Incorporate data from the medium voltage grid availability analysis, and the load demand of the potential connections identified by the
delegations for the next 3 years. (See Electrical System Availability Process)
- Incorporate DES and FUNAE electrification plans.
The DPSE should submit the draft of the Forecast Electrification Plan to the EMU for validation and approval
Specific outputs: Draft of the Forecast Electrification Plan for the next 3 years (2020 to 2022)
3rd Step: Consolidation and approval
3.1. Validation of the Forecast Electrification plan draft 3 days
Responsible: EDM Electrification Committee
Areas to involve: DPSE, DGD, DGC, DAL, DEF, DES
Description of the action: The Committee will verify the consistency and alignment of the plan with the National Electrification Strategy and budget plans for the next 3 years.
In case the committee submits comments to be addressed, these must be submitted to the EMU, which will then be responsible for
submitting them to the DPSE
Specific outputs: Reviewed Draft of the Forecast Electrification Plan for the next 3 years (2020 to 2022)
3.2. Plan Review, and addressing of comments and observations 5 days
Responsible: DPSE
Areas to involve: DGD, DRCM, DRPM, DRC, DRS, DRN, Delegations
Description of the action: The DPSE will make corrections to the plan based on comments from the EDM Electrification Committee and the EMU if necessary. This plan must then be submitted to EMU once again
Specific outputs: Revised draft of the next 3 years electrification forecast plan
3.3. Approval of the 3-year forecast electrification plan (2020 to
2022) 5 days
Responsible: Administration
Areas to involve: EDM Electrification Committee
Description of the action: The Board of Directors shall consider the Forecast Electrification plan and approve or submit for review considering comments. Once the plan is approved, it should be forwarded to DGD, DES, DPSE and other entities.
Specific outputs: Approved Forecast Electrification Plan for the next 3 years (2020 to 2022).
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 63
III. Tools
Tool # Tool Name Description/Purpose
FPE01 Load Capacity Diagnosis at Transformer Post
This template will be used by delegations to conduct a diagnosis of the transformer post that will fuel potential connections to verify the potential capacity available for adding new consumers.
FPE02 Circuit Diagnosis and Inspection
This template will be used by delegations to diagnose and inspect the grid circuit that will be connected to the potential connections in order to identify circuits that need reinforcement and lines that need intervention.
FPE03 Identification of Potential Connections and Investment Requirements
This template will be used by regional delegations and Departments to consolidate data collected by community leaders and local authorities.
FPE04 Identification of Potential Connections per Area
This map will be provided to local authorities to collect data on potential connections per neighborhood, town and village.
IV. Applicable Rules and Procedures
No Description of procedures/norms/regulations to be applied in the process
1 Electricity Law - Law 21/97 of the 1st of October - Defines the legal provisions for the Production, Transport, Distribution and Trading of electric Power.
2 Master Plan for System Integration, 2017 - Formulates the 25-year development vision for the Generation, Transport and Distribution electrical systems.
3 Decree No. 67/2011 of the 21st of December - Safety Regulation for Low Voltage Electricity Distribution Grids
4 Decree 42/2005 of 29th of November - Establishes rules for the Planning, Financing, Construction, Ownership, Maintenance and Operation of installations for Electricity Transport, Distribution, and Trading as well as rules and procedures related to the management, operation and development National Grid’s comprehensive grid
5 Decree 48/2007 of 22nd of October - Regulation of Electrical Installation Permits
6 National Electrification Strategy for 2018-2030 - Mechanism that sets out the vision for achieving the goal of universal access to electricity by 2030.
V. Potential Risks and their Mitigation
No Risk Mitigation Responsible
& Support
1
Inconsistency in surveying potential connections that could cause
poor project structuring and resource allocation by contractors, as well as poor financial allocation and prioritization of areas.
Strengthen control and verification of routines to gather information
R: GPE
S: DGD/ Planning
2 Lose credibility with funders and cooperating partners for lack of a consistent and well-grounded electrification plan.
Improve the quality of information by implementing information audits and maintaining evidence for these
audits.
R: GPE
S: DGD/ Planning
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 64
Tool FPE01- Load Capacity Diagnosis at Transformer Post
This template will be used by delegations to conduct a diagnosis of the transformer posts that will
enable potential connections in order to verify the available power capacity for adding new consumers.
Tool FPE02 - Diagnosis and Circuit Inspection
This map will be used by delegations to carry out the diagnosis and inspection of the grid circuit that
needs reinforcement.
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 65
Cont.
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 66
Tool FPE03 - Identification of Potential Connections and Investment Requirements
This map will be used by the delegations to consolidate the data provided by local authorities regarding
potential connections per neighborhood, town and village.
Cont.
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 67
Tool FPE04 - Identification of Potential Connections per Area
This template will be provided to local authorities for data collection on potential connections per
neighborhood, town and village.
PR-P&E.2 - Electrical System Availability Analysis
I. General characterization of the process
Process Electrical system availability analysis Reference PR-P&E.2
Electrification Macro Process
Operational Planning Process for Electrification Execution Frequency
Biannually
Objectives and Outcomes
Objectives:
- Verify the technical capability of the systems to support new connections
Outcomes:
- Relation between electrical systems and available capacity
All entities responsible for the process
Executing Unit DPSE
Responsible Unit DGD, System Operator Directorate, DES, DGT
II. Process Mapping
II-1. Flow chart
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 68
see annex 2 for full page view
II-2. Activity Flow
Execution time
Responsible for executing and Areas to involve
1st Step: Definition of Assumptions and Data Collection
1.1. Definition of assumptions and principles for analyses 1 day Responsible: DPSE
Areas to involve: DGD
Description of the action: The DPSE, in coordination with the DGD and based on guiding documents such as the Master Plan, the Electrification Strategy and the Forecast Electrification Plan, should define the principles and assumptions for conducting the analysis of the
availability of the system to accommodate potential connections.
The assumptions should contain the following data:
- Estimated power per consumer, considering that the National Energy Strategy indicates an interval of 0.6KVA and 3.3KVA for domestic
consumers for the rural area and urban and peri-urban areas respectively
- Estimated growth of aggregated load for each area over a 3-year period
- Information from the Delegations or Investment Promotion Center about possible large clients expected to arise in the area during the
analysis period
Specific outputs: Meeting minutes with the defined analysis assumptions.
1.2. Data collection and preparation of calculation parameters 15 days
Responsible: DPSE
Areas to involve: System Operator Directorate
Description of the action: DPSE should obtain updated technical parameter data to update the system model in the PSSE program. This data may be acquired in the Systems Operations Directorates, the North/Center/South Transportation Directorates and Generation Units, and Market Operator Directorate.
This exercise should:
- Obtain information that is not included in the model regarding new equipment installed in the system by the System Operator Directorate;
- Obtain substation loads (daily profiles and peak hour loads) from the System Operator Directorate;
- Obtain data about expected clients to be installed during the reporting period from the Delegations or Large Client Investment Promotion
Center;
- Obtain information about production or energy transmission capacity expansion plans;
- Obtain energy exchange plans with neighboring countries;
- Obtain data about new connections expected for the period under analysis.
Specific outputs: Report with technical information to be used for power flow analysis.
2nd Step: Load Flow Analysis
2.1. Update the system model 10 days Responsible: DPSE
Areas to involve: No need to involve areas
Description of the action: DPSE shall update the system model using the PSSE application to enable simulations.
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 69
This update will require:
- Conversion of the connection potential of delegations into load in the substations;
- Update the system model with the technical parameters of the new equipment.
Specific outputs: Electrical system model updated in the PSSE.
2.2. Load Flow Analysis 5 days
Responsible: DPSE
Areas to involve: No need to involve departments
Description of the action: DPSE shall perform simulations on the PSSE model and conduct a load flow analysis and electrical system
diagnosis to identify system bottlenecks and available capacity.
DPSE, in coordination with the DGD should calculate the number of potential connections, based on the relationship between the available capacity and the estimated power of each rural or urban consumer as indicated by the DGD or by the National Electrification Strategy.
Specific outputs:
- Report with grid constraints and available capacity per substation to accommodate new connections.
III. Tools
Tool # Designation Description/Purpose
PSSE PSSE Power System Simulator for Engineering (PSS/E) is a software tool used by
EDM to simulate power transmission systems.
FPE05 Tool for Indication of System Availability Map showing availability to accommodate new connections per substation
IV. Applicable Rules and Procedures
No Description of procedures/norms/regulations to be applied to the process
1 Grid Code - Ministerial Diploma of the 27th of August 2014 - Establishes the technical conditions for connection to the National Electricity Grid and technical conditions for planning and exploration.
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 70
V. Potential Risks and their Mitigation
No Risk Mitigation Responsible
& Support
1
Load flow simulation with the outdated data model of the electrical system that could result in recommendations of solutions that even
applied will not solve network bottleneck node problems and reduce the power quality supplied to new and old customers.
Establish monthly technical meetings to inform about operating status and
evaluate/scheduled system interventions.
R: DPSE & GPE
S: DGD
2 Risk of creating choke nodes in the grid during the execution of electrification projects, which may require misappropriation of
financing for corrective maintenance and reprogramming of projects.
Introduce quarterly system power
flow verification and analysis routines to monitor flows and anticipate bottlenecks
R: DPSE & GPE
S: DGD
Tool PSSE - Power System Simulator for Engineering
Power System Simulator for Engineering (PSS/E) is a software tool used by EDM to simulate power transmission
systems.
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 71
Tool FPE05 - Tool for Indication of System Availability
Template showing the availability for accommodation of new connections per substation.
Cont.
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 72
PR-P&E.3 - Revision of the Forecast Electrification Plan
I. General characterization of the process
Process Revision of the forecast electrification plan Reference PR-P&E.3
Electrification
Macro Process Processes for Operational Planning of Electrification
Execution
Frequency Quarterly
Objectives and Outcomes
Objectives:
- Update the forecast electrification plan in accordance with the activities and projects approved in the
Activity and Budget Plan as well as projects that are scheduled or currently being implemented.
- Define intervention measures and recommendations as a result of deviations in the structuring and
implementation of activities and projects against the forecast plan.
Outcomes:
- Review of the forecast electrification plan;
- Monitoring of the implementation of the forecast electrification plan.
All entities
responsible for the process
Executing Unit DGD, DES, DPSE and Delegations
Responsible Unit DGD
II. Process Mapping
II-1. Flow chart
See Annex 2 for full page view
II-2. Activity Flow
Execution time
Responsible for executing and Areas to involve
1st Step: Data Preparation
1.1. Gathering Information about Projects and Electrification
Activities 5 days
Responsible: DGD
Areas to involve: DPSE and Delegations
Description of the action: The DGD, in coordination with DPSE and DES, should obtain:
- Implementation reports about electrification activities in the delegations and electrification projects currently in progress;
- Planned electrification activities and electrification projects currently being structured;
- The availability of the electrical system to accommodate new connections and necessary interventions must be verified.
Note: the availability of the electrical system is verified through the PR-P&E.2 process – Electrical System Availability Analysis described in chapter 3.2
Specific outputs: No output.
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 73
2nd Step: Analysis and Recommendation
2.1. Compilation of new data 10 days Responsible: DGD
Areas to involve: DPSE and DES
Description of the action: The DGD should compile new data relevant to the forecast electrification plan, such as:
- Project progress;
- Acquired or non-enabled financing;
- New projects structured;
- Interventions on the electrical grid that solve the strangulation knots in the grid.
Specific outputs: Data collection report
2.2. Deviation and impact study 10 days
Responsible: DGD
Areas to involve: DPSE, DES, DRCM, DRPM, DRS, DRC, DRN and the
Delegations (23)
Description of the action: The DGD, in collaboration with the DAL, Delegations, DPSE and DES should check what changes the
plan has undergone concerning:
- System capacity to accommodate new connections;
- Significant changes to the number of potential connections;
- Priority Changes;
- Availability of financial resources and investment requirements;
- Deviation in implementation schedules.
Specific outputs: Report with deviations against the forecast plan for the current year
2.3. Produce recommendations and intervention measures 60 days
Responsible: DGD
Areas to involve: DPSE and Delegations
Description of the action:
- Request system analyses and optimized solution recommendations from the DPSE;
- Propose the identification of additional funding or the revision of project budgets if necessary;
- Propose intervention measures to improve material procurement and risk reduction;
- Demand contractor accountability.
Specific outputs: List of recommendations to be implemented by DAL, DES and Delegations.
3rd Step: Consolidation and Approval
3.1. Update of the Forecast Plan 3 days
Responsible: DGD
Areas to involve: DPSE, , DGC, DAL,
DEF, DES
Description of the Action: DGD produces a consolidated version of the forecast electrification plan, which includes changes in terms of necessary investment and the revised electrification implementation schedule.
The DGD should submit the updates to the Forecast Electrification plan to the EMU for validation, and the EMU should submit it to the Electrification Committee.
Specific outputs: Version of the forecast electrification plan for the next 3 years (2020 to 2022) reviewed by the DGD.
3.2. Validation of the revisions to the forecast electrification plan 3 days
Responsible: EDM Electrification
Committee
Areas to involve: DPSE, DGD, DGC, DAL, DEF, DES
Description of the action: The Electrification Committee will verify the consistency and alignment of the plan with the National
Electrification Strategy and budget plans for the next 3 years.
Specific outputs: Revised version of the forecast electrification plan for the next 3 years (2020 to 2022).
3.3. Plan Review and analysis of comments and observations 5 days
Responsible: DGD
Areas to involve: DPSE, DRCM, DRPM, DRC, DRS, DRN, Delegations
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 74
Description of the action: DGD will make corrections to the plan based on comments from the EDM Electrification Committee
and the EMU, if necessary.
Specific outputs: Revised version with comments and guidelines from the Electrification Committee incorporated in the Forecast Electrification Plan for the next 3 years (2020-2022)
3.4. Approval of the revision of the 3-year forecast electrification
plan 5 days
Responsible: Administration
Areas to involve: EDM Electrification Committee
Description of the action: The Board of Directors should review the 3-year Forecast Electrification Plan, and approve it or submit it for review considering the comments. Once the plan is approved, it should be forwarded to DGD, DES, DPSE and other entities.
Specific outputs: Revised and approved Forecast Electrification Plan for the next 3 years (2020-2022).
III. Tools
Tools applicable to this section is the previous forecast template, to be built on and revised.
Tool Name Description/Purpose
No applicable tools for PR-P&E3 identified at this stage, this may be updated during the
implementation.
No applicable tools for PR-P&E3
IV. Applicable Rules and Procedures
No Description of procedures/norms/regulations to be applied to the process
1 Electricity Law - Law 21/97 of the 1st of October - Defines the legal provisions for the Production, Transport, Distribution and Trading of electric Power.
2 Master Plan for System Integration, 2017 - Formulates the 25-year development vision for the Generation, Transport and Distribution electrical systems.
3 Decree No. 67/2011 of the 21st of December - Safety Regulation for Low Voltage Electricity Distribution Grids
4 Decree 42/2005 of 29th of November - Establishes rules for the Planning, Financing, Construction, Ownership, Maintenance and Operation of installations for Electricity Transport, Distribution, and Trading as well as rules and procedures related to the management, operation and development National Grid’s comprehensive grid
5 Decree 48/2007 of 22nd of October - Regulation of Electrical Installation Permits
6 National Electrification Strategy for 2018-2030 (or latest version)- Mechanism that sets out the vision for achieving the goal of universal access to electricity by 2030. User should verify the latest version available.
V. Potential Risks and their Mitigation
No risks currently identified for PR-P&E3. This may be reviewed during the implementation.
VI. Support Tools (N/A)
There are no tools specific to PR-P&E.3
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 75
PR-P&E.4 - Prioritization and Scheduling of Electrification Projects and Resources
I. General characterization of the process
Process Prioritization and scheduling of electrification projects and resources
Reference PR-P&E.4
Electrification Macro Process
Structuring and Prioritization Processes, and Resource Planning Execution time
On demand
Objectives and
Outcomes
Objectives:
- Structure electrification projects ensuring a systematic prioritization process for projects yet to be developed.
Outcomes:
- Electrification Projects prepared with due reasoning and in accordance with the National Electrification
Strategy
- Overview of all EDM projects from the conception phase to the implementation phase
- Proposals for justified projects, in order to request funding from International Financial Institutions and
cooperation partners, and submission to the Government of Mozambique
All entities responsible for the process
Executing Unit DPSE, DGD, DPMF, Delegations, DPFO, DAL
Responsible Unit DES
II. Process Mapping
II-1. Flow chart
See annex 2 for full page view
II-2. Activity Flow
Execution time
Responsible for executing and Areas to involve
1st Step: Prioritization and project design
1.1. Definition of principles and assumptions for project
configuration 3 days
Responsible: DPSE
Areas to involve: DES and DGD
Description of the action: The DPSE should coordinate with DES in order to prepare the project structuring phase and define principles and assumptions for setting up projects that are aligned with:
- Activity and Budget Plan;
- Forecast Electrification Plan;
- Master Plan.
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 76
The defined principles should enable the configuration of projects that are aligned with EDM's guiding documents, and that can be funded by
International Financing Institutions and donors.
Specific outputs: Meeting minutes with principles and assumptions for project configuration
1.2. Project design 15 days Responsible: DPSE
Areas to involve: N/A
Description of the action: The DPSE has to, based on the principles and information from the identification of potential connections,
create various project proposals or programs using the FPE06 Monitoring Model for Proposal Elaboration that should:
- Indicate the geographical location where the project will be implemented;
- Indicate how many potential customers will be covered;
- Indicate the estimated investment amount;
- Indicate the expected duration of implementation;
- Describe the project;
- Set project name and unique project identifier;
- Set a priority level (High, Medium and Low) according to the electrification strategy guidelines to prioritize electrification areas:
• Well-built urban areas where MT, BT or both systems already exist and have the ability to accommodate additional connections;
• Highly populated, high-demand urban areas where revenues generated through connections can justify capital investment and
where MT systems already exist and have capacity;
• High density urban areas with low demand, where MT systems already exist and have capacity;
• High density rural areas where MT supply still needs to be provided;
• Low density rural areas where electrification would be of low priority and where alternative off-grid systems may be indicated.
At the end of the year the DPSE should provide a map of all proposed electrification projects at the design stage.
*Note: This criterion was specified using the National Electrification Strategy guidelines. The Electrification Steering Committee and the EMU must be responsible for reviewing the prioritization criteria when they update the Electrification Plans. This must be discussed with the Ministry and the external entities financially supporting the Electrification Program, such as the World Bank.
Specific outputs: List of project proposals in design stage
1.3. Review of projects at design stage and priorities 5 days Responsible: DES
Areas to involve: DPSE
Description of the action: The DES should review the project configurations and priority levels and submit project proposals to the DPSE in order to carry out the economic and impact assessment of the projects together with the Department of Financial Modeling and
Budget (DMFO).
Specific outputs: List of revised project proposals
1.4. Economic and Financial Impact Assessment for the project 5 days Responsible: DPSE
Areas to involve: DPMF
Description of the action: The DPSE, in coordination with the Department of Financial Modelling and Planning (DPMF) should carry out
the assessment of the project's Economic, Financial and Sustainability Impact.
Note: The assessment of financial and economic impacts of the projects is verified through the PR-GFO.1 process – Economic and financial impact and sustainability analysis described in chapter 4.4.
The assessment of economic and financial impacts of the projects should be submitted to the EMU for evaluation and comment and for submission to the EDM electrification committee.
Specific outputs: Advise on economic-financial and sustainability analyses
1.5. Project Priority Review 5 days
Responsible: EDM Electrification
Committee
Areas to involve: DGD, DPSE, DGC.
Description of the Action: Under the EDM Electrification Committee, a set of project proposals should be analyzed, and the priority of project proposals should be reviewed.
Specific outputs: EDM Electrification Committee opinion on project proposals.
1.6. Go/No Go decision 5 days
Responsible: EDM Electrification
Committee
Areas to involve: DGD, DPSE, DGC.
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 77
Description of the Action: Under the EDM Electrification Committee, projects must be reviewed, and a decision should be made as to
which ones should advance to the identification of funding for the feasibility study or directly for project execution, in case an additional
feasibility study is not necessary.
Specific outputs: List of projects validated for identification of Financing
1.7. Project Sheet Development 5 days
Responsible: DES
Areas to involve: No departments to be involved.
Description of the Action: DES, based on the projects validated for identification of Financing, shall create the project form using the Project Form - PE - 02 template, which should indicate the following data:
- Project Name;
- Unique Identification Number (NUI);
- Location;
- Voltage levels (kV);
- Existing grid connection point (s);
- MT grid kilometers (km);
- BT grid kilometers (km);
- Number of PTs;
- Number of Customers covered;
- Number of IP lamps;
- Estimated investment amount (MUSD);
- Funding source;
- Priority Level;
- Project Proponent.
The project form should be shared with DPSE and DGD.
Specific outputs: Project form
2nd Step: Feasibility and Scheduling
2.1. Project Document Production Dependent on
each project
Responsible: DEPS
Areas to involve: DES and DGD
Description of the Action: The DPSE should produce a detailed project document in which it presents grounds for the need for its execution. It will be up to the project team to define the structure of the document; below is a proposed framework for consideration:
- Project Context (Background);
- Project description and rationale;
- Objectives and Scope of the project;
- Existing Infrastructures;
- Demand Growth Forecast (Load));
- Planned Investments for the project;
- Implementation Program;
- Project Beneficiaries and Expected Results;
- Implementation Structure;
- Corporate Responsibility;
- Risks and Assumptions of the project;
- Financial and Organizational Sustainability;
- Review, reporting and assessment mechanisms.
The DPSE should submit the Project Document to the EMU for validation and comment, and it should in turn be submitted by the EMU to the Electrification Committee.
Specific outputs: Project Document
2.2. Validation of Project Documents by EDM Electrification
Committee 5 days
Responsible: EDM Electrification Committee
Areas to involve: DGD, DPSE, DGC
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 78
Description of the Action: The DPSE shall submit the Project Document rationale to the Electrification Committee in order to obtain a
No Objection.
In case of non-approval, the Project Document should be sent to the DPSE for incorporation of the Committee’s comments, in a work session that includes DES and DGD.
Specific outputs: Project document approved by EDM Electrification Committee
2.3. Validation and Approval by Management 5 days
Responsible: Administration of the Social Energy Directorate
Areas to involve: EDM Electrification Committee
Description of the Action: Management will review the Project Document and approve it so that it may begin implementation.
Once approved by the Committee, the Project Document should be referred to DES and DGD for funding.
In it is necessary to perform the feasibility study with external consultants, financing needs to be identified for this purpose. In case it is not
necessary, financing should be identified for project execution.
Specific outputs: Project Document approved by Administration.
2.4. Identification of Financing for the feasibility study Dependent on each project
Responsible: DES
Areas to involve: DMR
Description of the Action: Electrification projects may be funded by the Electrification Account or by International Financial Institutions
(IFIs) if they are outside EDM's own expansion area.
If the project covers areas outside EDM's own expansion areas, funding may be sought from the Electrification Account. DES should, in coordination with the Department of Resource Mobilization (DMR), submit the project proposal to the Coordination Committee
established by the Ministry of Mineral Resources and Energy (MIREME) - Coordinator, Ministry of Economy and Finance (MEF), EDM, FUNAE and Energy Sector Working Group (ESWG) for assessment, eligibility check and prioritization for obtaining available funding.
While the electrification account remains non-operational, EDM may seek funding from IFIs and cooperation partners to implement
projects outside and within its own expansion zone, and should:
- Promote the project to traditional cooperation partners in order for them to assess and express interest in the project;
- Submit project to GoM (MIREME AND MEF) for formal submission of funding request;
- Track and monitor steps;
• The development of the project appraisal;
• Issuance of “No Objection” to the request submitted by GoM;
• Negotiation and signing of the financing agreement;
• Signing of the retrocession agreements;
• Effectiveness of the agreement and mobilization of funding.
See process PR-P & E.6 for more details on project fundraising and fund allocation.
Specific outputs: Financing agreement for the feasibility study and financing fulfillment documents.
2.5. Realization of Feasibility Study Dependent on
each project
Responsible: DPSE
Areas to involve: DES and DGD
Description of the Action: A comprehensive Feasibility Study may be requested by the financier, and must contain:
- Brief description of the project, location, expected duration of execution, expected impacts and benefits of the project;
- Assessment of the proposed technical solutions;
- Forecast of load/consumption increase;
- Assessment of the investment amount and estimated operating costs;
- Project schedule;
- From a social point of view, it should describe:
• Main aspects and impacts of a social nature such as the benefits to be contemplated in the communities, and the number of families
to be benefited;
- From an environmental point of view, it should confirm:
• If the project falls into the category that does not require environmental impact studies and recommend that precautionary and
mitigating environmental impact measures be taken.
Specific outputs: Project Feasibility Study.
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2.6. Identification of financing for project execution Dependent on
each project
Responsible: DES
Areas to involve: DMR
Description of the action: This activity consists in the search for financing for project execution, in which the Department of Resource Mobilization (DMR) should be involved, and the Electrification Committee and the EMU should be consulted. All of the points in 2.4. –
Identification of Financing for Feasibility Study – should be followed.
See process PR-P&E.6 for more detail about raising and allocating funds to projects.
Specific outputs: Financing agreement for the feasibility study and financing fulfillment documents.
2.7. Project schedule update 5 days Responsible: DPSE
Areas to involve: DES and DGD
Description of the Action: DPSE should update the project schedule map according to the approved Project Document data and feasibility study if implemented.
Specific outputs: Updated Project Schedule Map
III. Tools
Tool # Designation Description/Purpose
FPE06 Monitoring of Proposal Development
The template allows the project configuration to be registered at the inception stage and allows for the development phases of the conceived projects to be monitored.
FPE07 Project Fact Sheet The Project Fact Sheet is a control tool that records key project data in the development phase.
IV. Applicable Rules and Procedures
No Description of procedures/norms/regulations to be applied to the process
1 Electricity Law - Law 21/97 of the 1st of October - Defines the legal provisions for the Production, Transport, Distribution and Trading of electric Power.
2 Master Plan for System Integration, 2017 - Formulates the 25-year development vision for the Generation, Transport and
Distribution electrical systems.
3 Decree No. 67/2011 of the 21st of December - Safety Regulation for Low Voltage Electricity Distribution Grids
4 Decree 42/2005 of 29th of November - Establishes rules for the Planning, Financing, Construction, Ownership, Maintenance and Operation of installations for Electricity Transport, Distribution, and Trading as well as rules and procedures related to the management, operation and development National Grid’s comprehensive grid
5 Decree 48/2007 of 22nd of October - Regulation of Electrical Installation Permits
6 National Electrification Strategy for 2018-2030 - Mechanism that sets out the vision for achieving the goal of universal access to electricity by 2030.
V. Potential Risks and their Mitigation
No Risk Mitigation Responsible
& Support
1
Failure to approve electrification projects by the MIREME Electrification Committee because they do not follow the prioritization principles of the National Electrification Strategy.
Conduct engagement meetings with stakeholders as MIREME and FUNAE early to validate the prioritization processes before the planning process star and document
the prioritization procedures to ensure clear alignment between all stakeholders.
R: DES
S: GPE & GPPR
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 80
Tool FPE06 - Monitoring of Proposal Development
The tool allows for project configuration to be recorded at the inception stage and gives an overview of
electrification plans.
cont.
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 81
Tool FPE07 - Project Fact Sheet
The Project Fact Sheet FPE-07 is a control tool that records key project data in the development phase.
PR-EXE.1 - Management of Electrification Projects and Connections Auditing
I. General Characterization of the Process
Process Management of electrification projects and connections auditing Reference PR-EXE.1
Electrification Macro Process
Monitoring of electrification project portfolio Executing frequency
On demand
Objectives and Outcomes
Objectives:
- Systematize the monitoring activities for electrification projects’ execution.
Outcome:
- Execution of electrification works and connection of new consumers
All entities responsible for the process
Executing Unit DGD, Delegations, DPSE
Responsible Unit DES
II. Process Mapping
II-1. Flow chart
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 82
See Annex 2 for full page view
II-2. Activity Flow
Execution
time
Responsible for executing and
Areas to involve
1st Step: Project Preparation
1.1. Set up project team (PIU)* Dependent
on the project
Responsible: Board
Areas to involve: DES
Description of the action: The Board of Directors, through the work order, must approve the Project Implementation Unit (PIU). This unit should perform its functions and activities based on the project implementation manual.
* This task is executed whenever new Financiers to the Electrification Program demand setting up a PIU for a project.
Specific outputs: Organizational Structure of the PIU and designated team members
1.2. Prepare the PIU’s activities matrix 15 days Responsible: DES (PIU)
Areas to involve: Financier
Description of the Action: Once the PIU is approved, it will have to prepare several working documents such as:
- Procurement Plan, which should include all procurement, work and goods contracting, Non-Consulting Services and Consulting Services
activities and a preliminary cost estimate for each package;
- Communication plan with the most relevant project stakeholders, to be prepared by the Project Manager.
These documents should be filed in the project database and shared with the financier.
Specific output: PIU Activity Matrix
1.3. Hiring of Consulting Services
To be defined in
the Activity
Matrix
Responsible: DES (PIU)
Areas to involve: Financier
Description of the Action: Once the PIU has been approved, it must prepare several working documents such as:
- Terms of Reference for contracting consultancy services for the project, which must be submitted for approval by the financier to
proceed with the process;
- Release an Expression of Interest request to be answered within a period of no less than 14 days in which companies will be selected to
make up the Short List for the tender;
- Invite shortlisted (RFP) companies followed by a bid evaluation process and the selection of the company that will provide the consultancy
service;
All documents used for hiring should be aligned with the standard used by the financier and must be filed in the project database and shared
with the financier, accompanied by the documents submitted by the companies and the assessment documents.
Specific outputs: Assessment Report of proposed consulting services
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1.4. Hiring of non-consulting services, works and goods
To be
defined in
the Activity Matrix
Responsible: DES (PIU)
Areas to involve: Financier, Consultant, DPSE
Description of the Action: The PIU, in coordination with the consultant/inspector, should hire the contractor and purchase materials for the work in cases where the project is not implemented using turnkey methodology.
In preparing the procurement, the consultant, in coordination with the PIU, shall establish technical requirements for the procurement of
non-consulting Goods, Services and Works to be used during the project. This point may not apply when selecting technical requirements that have already been elaborated for a project.
All documents used for hiring should be aligned with the standard used by the financier and must be filed in the project database and shared with the financier, accompanied by the documents submitted by the companies and the assessment documents. The conflict of interest
policies must be thoroughly observed.
Specific outputs: Assessment Reports of Proposals for Non-Consulting Services, works and goods
2nd Step: Execution of the work
2.1. Supervision of electrification works Dependent
on the
project
Responsible: Engineering
Consultant/inspector
Areas to involve: Delegations, DES
Description of the Action: Before the execution of the project, the consulting service should, visit the site to prepare the executive
project1 and review the material quantity map.
- The PIU, together with the Consultant, shall prepare the specifications for contracting services and purchase of goods;
- PIU and the Consultant prepare the Terms of Reference for the hiring of additional non-consulting services for the project, which must
be submitted for approval by the financier in order to proceed with the process;
- The PIU should make invitations for Expression of Interest and the nomination of shortlisted companies for the bidding shortlist;
- The PIU should prepare and distribute the Request for Proposals (RFP) to the shortlisted companies, followed by a bid evaluation process
and selection of the company that will provide the service.
During the execution of the contract, the Engineering Consultant or Inspector should carry out field visits to monitor the work with the help
of the project’s Local Technical Manager and supervising local and regional Engineering Assistant:
- Prepare Measurements control and certifications”2 relating to the work elaborated and performed by the Contractors;
- Monitor the manufacturing process, the inspection of equipment in factories and the signature of the Factory Acceptance Testing
Records;
- Conduct inspections and develop the List of corrections to be implemented by the contractor;
- Monitor the quality of services and performance of the contractor and the implemented grid, and the quality of installed equipment;
- Prepare monthly project progress reports.
Specific outputs: Monthly reports of work execution, reports with Measurement Records and List of corrections
2.2. Contract Execution Dependent
on the project
Responsible: Contractor
Areas to involve: PIU, Consultant
Description of the Action: In the event that the project is not a turnkey type, EDM shall provide all equipment and goods for the contractor to carry out the work and these goods and equipment shall be stored in the contractor's warehouses in designated units for each work to be performed.
During the execution of the work the contractor shall:
- Start with topography work, where required;
- Install the Medium voltage, Low voltage and public lighting infrastructures;
- Develop a plan for necessary power outages;
- Organize work progress meetings at the work site that the Site Supervisor should attend.
- Perform georeferenced registration of new EDM assets and submit them to EDM for update in the system.
Specific outputs: Monthly reports of work execution
1 Executive project is the constructive solution of the design of a building, represented graphically in two-dimensional or three-
dimensional form. It consists of a set of detailed drawings and specification of materials and construction techniques for execution. 2 Document indicating the quantity of work performed and its value at a given time.
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 84
2.3. Infrastructure Tests and Commissioning Dependent
on the
project
Responsible: Contractor
Areas to involve: Consultant, PIU
Description of the Action: At this stage, the commissioning of the work (which may be total or partial) will be carried out and
infrastructure tests will be made. The test plan should be prepared by the contractor and approved by the consultant/inspector, and the following activities must be performed:
- Careful visual control of all elements of electrification activities;
- Functioning tests of the lines, transformers and other equipment installed by the contractors;
The consultant will prepare an inspection report with a detailed description of the inspection findings and tests to issue a provisional
acceptance, which marks the opening of the work to public use or the deems it operational;
In the event of malfunctions, improvements should be made to the inspection and test report, and the provisional acceptance will be signed only after corrections have been made.
In the act of Provisional Acceptance, the Contractor shall deliver to EDM all documents and accessories of operation and maintenance of the work such as operation and maintenance manuals of the installed equipment, “as built” drawings of the installations, various testing equipment, maneuver accessories, licenses obtained from State or Municipal Entities, etc.
Specific outputs: Provisional Acceptance Report
2.4. Connection of new customers Dependent
on the project
Responsible: Contractor
Areas to involve: Delegation,
Consultant
Description of the Action: The new customer connection phase begins after the commissioning of the grid:
- The contractor should provide power supply lines for new customers, collect new customer data in accordance with EDM's requirements
in the scope of the contract, and produce supporting documents and customer geographic coordinates;
- Consultants and the Delegation's Commercial Technical Sector should carry out inspections, and verify and confirm the number of
connections;
- The collected data shall be delivered to EDM's Commercial sector for registration in the commercial system (CMS), and the geo-
referencing system in use at EDM, as well as the binding of customer contracts to the meters.
- The contractor shall install meters
Specific outputs: Report with new registered client data by unit
3rd Step: Project closure
3.1. Audit of new connections Dependent
on the
project
Responsible: Consultant
Areas to involve: Delegation
Description of the Action: Once the new clients are registered, the consultant together with the Delegation's Commercial Technician
should:
- Select a random sample of 10% of all new customers covered by the electrification unit and audit the registration data in the CMS system
and inspect the installation.
- The monthly energy consumption history of new customers should be analyzed, and the consumption profile should be assessed.
- Customers who do not buy electricity for more than two months should be inspected for evidence of fraud.
Specific outputs: Audit report for the new connections per unit
3.2. Activation of the warranty period and project closure Dependent
on the project
Responsible: Consultant
Areas to involve: Delegation
Description of the Action: In the act of provisional reception the warranty period of the work is activated, and the contractor may still
make corrections to defects in the work that will not have an impact on the operation.
At this stage, EDM will operationalize the new infrastructure, where it will be able to verify the normal operation of the new grid and prove that the grid specifications are similar to the executive project.
* After confirmation by the Supervision Firm that the project is completed, the Project Manager signs a provisional acceptance letter with the contractor and the warranty is activated as per the contract terms. Delegation must deliver the records for the Finance Department.
Specific outcomes: Project Completion Report
III. Tools
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 85
Tool # Designation Description/Purpose
FOP-01 Monitoring of Project execution Tool that should capture monthly project execution data.
IV. Procedure and Applicable Rules
No Description of procedures/norms/regulations to be applied to the process
1 Project Implementation Manual for Energy for All Project in Mozambique ProEnergia - manual that defines the procedures to be implemented by the PIU team in the Pro-Energia project
2 Decree No. 5/2016, of the 8th of March Regulations for Contracting Public Works, Supply of Goods and of Services to the State
3
World Bank Borrower Procurement Regulations for Investment Project Financing - dated July 1st, 2016, and revised
in August of 2018, the provisions of the Financing Agreement and the Guidelines to Prevent and Combat Fraud and Corruption on IBRD Loan-Financed Projects and IDA Credits and Donations, dated October 15th, 2006 and reviewed in January 2011 and July 2016.
V. Potential Risks and their Mitigation
No Risk Mitigation Responsible
& Support
1
Delays in project implementation due to lack of clear implementation procedures, establishment of appropriate communication channels, stakeholder engagement and lack of supervision and monitoring of the
work.
Strengthen communication between managers and contractors, require
progress reports, and establish checkpoints for interdependent and critical activities.
R: GOPL
S: DES &
DGD
2 Fraud in customer connections due to lack of proper audit and oversight in customer registration in EDM systems.
Involve the community leaders in the electrification process, so that they can influence the new customers to
avoid fraud. And EDM/Delegations must regularly analyse acquisitions of energy to detect potential fraud
connections and inspect the suspicious ones among the prepaid meters installed in the Electrification
Program.
R: DGD & Delegations
S: GOPL
Tool FOP-01 - Monitoring of Project execution
Tool for registering monthly project execution information.
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PR-EXE.2 - Monitoring of Delegation Electrification Activities
I. General Characterization of the Process
Process Monitoring of delegation electrification activities Reference PR-EXE.2
Electrification Macro
Process Monitoring of Electrification Project Portfolio
Execution
Frequency On demand
Objectives and Outcomes
Objectives:
- Systematize the execution activities of electrification works by delegations.
Outcome:
- Execution of electrification works, and new consumer connections performed by the delegation
All entities responsible for the process
Executing Unit Delegations, DPSE
Responsible Unit General Directorate of Distribution (DGD)
II. Process mapping
II-1. Flow chart
See annex 2 for full page view
II-2. Activity Flow
Execution time
Responsible for executing and Areas to involve
1st Step: Preparation of the Activity
1.1. Identification of electrification activity 5 days Responsible: Delegation
Areas to involve: No area to involve
Description of the Action: Delegations should identify the needs for works based on the forecast plan, which indicates the areas to be electrified by each delegation, as these areas have already been prioritized. (See PR-P&E.4 – Prioritization and Scheduling of Electrification projects and resources).
Identification of the team that will be responsible for the activity.
Specific outputs: List of areas to be electrified
1.2. Diagnosis of Existing Grid Depending on
work
Responsible: Delegation
Areas to involve: No area to involve
Description of the Action: Verify the physical and technical conditions of the grid where there will be potential connections in order
to indicate the need for materials and interventions for the repair, reinforcement or rehabilitation of the grid. Delegation technicians with the help of the FPE02 Grid Diagnostic Model shall:
- Verify the physical state of the line segment by observing the condition of the poles and cables of the circuit where potential
consumers will be connected;
- Record the number of outages in the low voltage grid;
- Measure the voltage level at each low-voltage output during peak hours to verify that the variation rate is within the allowed range of
220V ± 5% according to the Grid Code;
- Verify the load level of the transformers if they exceed 100% of rated power during peak hours.
Propose interventions on the grid indicating the amount of Medium Voltage, Low Voltage line and the amount of materials and equipment needed to perform the work.
USAID Southern Africa Energy Program (SAEP) EDM EMU Handbook A: Electrification | 87
Specific outputs: List of areas for electrification
1.3. Preparation of Work Factsheet 15 days Responsible: Work team
Areas to involve: No areas to involve
Description of the Action: The delegation should set up a multidisciplinary team composed of technicians from the operations and
maintenance sectors as well as the commercial technical sector to visit the field and register:
- Materials and Equipment needed to perform the work, categorized into Medium and Low Voltage Grid;
- Necessary services such as deforestation, land preparation, etc.;
- Consumer connections, where there is a number of supply lines that will be covered;
- Technical drawing of the grid segment to be implemented with the existing grid connection point.
The work factsheet should contain the necessary investment value for the material as well as for installation.
Specific outputs: Work factsheet
1.4. Approval of the Work Factsheet 15 days
Responsible: DGD
Areas to involve: Delegation, DPSE
Description of the Action: The Delegation shall submit to the Regional Department/General Department of Distribution to approve the execution of the Work.
Once approved, the Systems Planning and Engineering Department is notified of the work to be implemented.
Specific outputs: Opinion on the Work
2nd Step: Execution of the Work
2.1. Execution of the Work Dependent on the
work
Responsible: Work team
Areas to involve: DAL
Description of the Action: The delegation may carry out the work and:
I. Acquire materials and equipment for the work through DAL;
II. Install the infrastructure, in this case Medium Voltage, Low Voltage and public lighting networks (poles, conductors and public
lighting);
III. Careful visual control of all elements of electrification activities;
IV. Functioning tests of lines, transformers and other equipment installed by contractors
V. Prepare monthly work progress reports;
At the end of the work, after commissioning and testing, the DPSE shall be notified of any changes made to the grid as well as georeferenced surveys of new grid assets.
Specific outputs: Monthly work execution reports
3rd Step: Work completion
3.1. New consumers connections and Audit Dependent on the
work
Responsible: Work team
Areas to involve: Delegation
Description of the Action: When the work can already be used by the public, the community is requested to go to the EDM Agency to make the energy contract effective. Once signed, the contract should cover:
- Installation of power supply lines;
- Installation inspection;
- Meter installation.
Once the work is completed, the work team should register all new customers in the electrified area and analyze the monthly energy
consumption history of new customers in order to identify signs of fraud. Customers who do not buy energy for more than two months
should be inspected.
Specific output: Work Completion Report
III. Tools
Tool # Designation Description/Purpose
FOP-02 Monitoring of the execution
of Delegation activities Tool that captures monthly data on the execution of delegation electrification activities.
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FPE01
(Annex 1A)
Load Capacity Diagnosis at Transformer Post
This tool will be used by delegations to carry out the diagnosis of the transformer station that will be connected to potential connections in order to verify the load capacity and the possibility for connecting new consumers.
FPE02
(Annex 1A)
Circuit Diagnosis and Inspection
This tool will be used by delegations to carry out the diagnosis and inspection of the
grid circuit that will be connected to potential connections in order to identify transformer posts that require reinforcement and lines that require intervention.
IV. Applicable Rules and Procedures
No Description of procedures/norms/regulations to be applied to the process
1 Decree No. 5/2016, of the 8th of March Regulation for Hiring Contractors, Public Works, Supply of Goods and Provision of Services to the State
V. Potential Risks and their Mitigation
No Risk Mitigation Responsible
& Support
1 Lack of visibility of delays in Procurement activities, execution of work that may impact new call numbers.
Monitor Material Delivery. R: DGD & Delegations
S: DAL
2 Lack of technical resources to execute electrification activities and financial resources to hire contractors.
To include all electrification activities to be carried out by the Delegations
in the Forecast Electrification Plan.
R: GOPL
S: DPFO
3 Insufficient project management capabilities as electrification has been mostly been done through turnkey projects centrally managed, not by the Delegations.
Carry out an accurate diagnosis and assessment of the needs for project
management qualified resources in all Delegations.
R: GOPL
S: DES &
DGD
Tool FOP-02- Monitoring of delegation’s implementation activities
Tool that captures monthly data on the execution of delegation electrification activities. See Annex A1
for the other two applicable tools, FPE01 and FPE02.
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PR-EXE.3 - Promotion of Connections and Community Relations
I. General Characterization of the Process
Process Promotion of connections and community relations Reference PR-EXE.3
Electrification
Macro Process Monitoring of the Electrification Project Portfolio
Execution
Frequency On demand
Objectives and Outcomes
Objectives:
- Ensure communication and collaboration with community leaders and local authorities in the
electrification program
Outcomes:
- Identification of areas and connections to electrify in a quick manner and with local support;
- Obtaining stakeholder support for the electrification program to foster the EDM/Community
relationship
All entities responsible for the process
Executing Unit Delegation
Responsible Unit General Directorate of Distribution (DGD)
II. Process mapping
II-1. Flow chart
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See annex 2 for full page view
II-2. Activity Flow
Execution
time
Responsible for executing and
Areas to involve
1st Step: Preparation
1.1. Identification of communities covered by electrification
project promotion activities. 15 days
Responsible: Delegations
Areas to involve: No area to be involved
Description of the Action: With support from the forecast electrification plan, each delegation should, in coordination with local leaders and authorities, interact with the communities in the areas to be electrified.
They should identify areas where new connection identification activities will be promoted as well as determine the valid period for
promotions.
Specific outputs: List of community leaders and local authorities and number of potential consumers captured
1.2. Define people responsible for community engagement
officers and subjects to be utilized 15 days
Responsible: Delegations
Areas to involve: No area to be involved
Description of the action: Each delegation needs to have a defined focal point for community engagement activities and must provide guiding material about the community engagement program as well as a guide for introducing the Energy for All program.
Specific outputs: List of names of members for community engagement per Delegation
2nd Step: Execution of the Community Engagement program
2.1. Establishment of electrification committees and discussion
forums
Depending on the
department
Responsible: Delegations
Areas to involve: No area to be involved
Description of the Action: For areas covered by electrification projects or where an electrification work is in being implemented and there is no Energy committee, the Delegation, together with the community leaders, should promote the establishment of an electrification committee that will serve as a forum for discussion of issues related to electrification such as:
- Introduction of the electrification program and its benefits;
- Alignment of expectations regarding expected dates and results of works;
- Educate the community on the caution they must practice when it comes to electricity, the efficient use of electricity and the
dangers of fraud attempts;
- Request cooperation in the identification of potential connections and characterization of the area;
- Monitor the work and ensure information about each phase of.
EDM should be represented in this forum by the community engagement member appointed by the Delegation.
Specific outputs: Electrification Committee meeting minutes with list of participants
2.2. Promotion of connections Depending
on the
department
Responsible: Delegations
Areas to involve: No area to be involved
Description of the Action: Delegations should use the same image and messages to promote connections, using Energy for All leaflets, T-shirts and caps.
There must be a poster at the work site that identifies the program implementation area and the promotion of connections.
Specific outputs: Monthly reports of electrification campaigns
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III. Tools
Designation Description/Purpose
N/A N/A
IV. Applicable Rules and Procedures
No Description of procedures/norms/regulations to be applied to the process
1 EDM Community Engagement Strategy - The strategy defines the main means of communication with communities and the pillars to achieve a good relationship with them.
V. Potential Risks and Their Mitigation
No Risk Mitigation Responsible
& Support
1
Discontent and lack of cooperation of communities covered by the
electrification program, caused by lack of communication and alignment of expectations.
Establish monthly community meetings to provide information and obtain inputs to improve the service.
R: DGD & Delegations
S: GOPL
VI. Support Tools (N/A)
There are no support tools specific to PR-EXE.3.
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Annex 2: Process Flowcharts
PR-P&E.1 Process Flow for the Forecast Planning of Electrification
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PR-P&E.2 Process Flow for the Electrical System Availability Analysis
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PR-P&E.3 Process Flow for the Revision of the Forecast Electrification Plan
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PR-P&E.4 Process Flow for Prioritization and Scheduling of Electrification Projects and Resources
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2.5: Process Flow for Management of Electrification Projects and Connection Auditing
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PR-EXE.1 Process Flow for Management of Electrification Projects and Connection Auditing
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PR-EXE.2 Process Flow for Monitoring of Delegation Electrification Activities
PR-EXE.3 Process Flow for Promotion of Connections and Community Engagement Relations
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Annex 3: Details of the World Bank “ProEnergia” Project
The Government of Mozambique intends is implementing the project “ProEnergia” under the program
“Energia para Todos”, with World Bank Group funding.
The Project’s objective is to intensify access to electricity for more families and companies throughout
the country, contributing to the universal electrification of Mozambique by 2030, The Project will help
expand access to electricity to peri-urban and rural areas throughout the country, using and expanding
the existing national grid and installing mini-grids based on solar generation in areas not covered by the
national grid.
Electricidade de Moçambique, E.P. (EDM) and Fundo de Energia (FUNAE) (both under MIREME) will be
the implementing entities. EDM and FUNAE will implement the project autonomously in distinct territorial
units according to specific Project components. EDM will implement Component 1 activities (densification
and extension of the national grid) while FUNAE will implement Component 2 activities (mini-grids).
The overall project has three components that make up a sustainable approach to electrification,
incorporating international experience, technical assistance and capacity building support.
Table 5. Description of the ProEnergia Project components
Component Description Expected Results
Component A:
Peri-urban and
Rural
Electrification
(Densification)
This component will finance the design,
procurement of materials and construction works
required to electrify all participating households
and businesses in the project target areas with high
population density, located close to existing
electricity networks (in peri-urban and rural
areas). It will be implemented by EDM.
EDM have identified over 500 settlements to be
electrified in approximately 20 districts across the
country.
The component is expected to connect around
267,000 households, of which:
1) 197,600 are in rural areas and
2) 69,400 in peri-urban areas.
It is expected that nearly 50 percent of new
connections are made in the five poorest
provinces of Mozambique – Niassa, Nampula, and
Zambezia, Cabo Delgado and Sofala. In particular,
more than 85,000 connections are expected to be
made in Nampula.
Component B:
Off-grid
Electrification
(though mini-
grids)
This component will finance the installation of
mini-grids for produce and distribute electricity in
areas where connection to the national grid is not
viable in the short and medium term.
This component will be implemented by FUNAE
through public-private partnerships (PPP) based on
contracts for the sale of electricity to EDM.
FUNAE has identified 13 potential mini-grid sites
across several districts in the north of
Mozambique to be supplied through combined
solar PV and battery storage with a total estimated
capacity of 2.6 MWp and with the potential to
reach 7,000 consumers.
The component will finance:
1) The construction of up to six of mini-grids,
adding approximately 4,000 new customers.
2) The expansion of off-grid energy markets in
Mozambique by supporting quality-certified
SHS’s and potential other energy
technologies such as solar water pumps for
agriculture and efficient cooking solution. It
is expected to reach around 18, 000
beneficiaries.
Component C:
Technical
Assistance and
Implementation
Support
This component will finance various technical
assistance activities, capacity building and
implementation support by MIREME, EDM,
FUNAE and the Energy Regulatory Authority, to
ensure the Project’s sustainability and monitor the
It is expected to strength the capacity of EDM
and FUNAE to implement the strategy.
For EDM will be implemented the following
initiatives: 1) Operational support; 2) Community
Engagement Program (connection campaign, etc.);
3) Young professional program; 4) Gender
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Component Description Expected Results
impact of the interventions conceived and
implemented in the above-mentioned components.
mainstreaming; and 5) Capacity building and
sector studies.
For FUNAE will be implemented the following
initiatives: 1) Implementation support; 2)
Independent verification agent and consultancy
services for Result-based financing (RBF) and 3)
Capacity Building
Source: WBG, ProEnergia Appraisal Document
The project expects to benefit around 289,000 new customers provided with electricity services (through
grid, mini-grids and stand-alone SHS) including households (close to 1.45 million people representing
almost 5 percent of the population), enterprises and public facilities (800).
The Project Financing will have a duration of five years, funded through an IDA grant (60 million USD)
with joint co-financing for Component A in the form of a grant (70 million USD) from a new MDTF that
has been established, as it is demonstrated in the table below:
Table 6. ProEnergia Project budgeted financing for each component
Project Component IDA Financing ($M) MDTF ($M) Total ($M)
A: Peri-urban and rural electrification 60 70 130
B: Off-grid electrification 13 0 13
C: Technical assistance Implementation support 9 0 9
Total 82 70 152
Source: WBG, ProEnergia Appraisal Document
The project is simultaneously complemented by three key technical assistance initiatives that are currently
ongoing financed by the Bank through ESMAP and PERIP:
• First, geospatial planning tool that will support determine how to optimally expand the electrical
grid, while identifying economically viable mini-grid sites, and suggesting priority focus areas for
standalone solar solutions.
• Second, an off-grid market assessment that will provide information on the status, players and
barriers for off-grid solutions.
• Third, a low-cost grid design review that will define the standards to maximize the use of
resources and, thus, maximize access. This technique promotes the use of single-wire earth
return (SWER) and shield wire schemes when the load and the geographic conditions are
adequate. They are expected to significantly reduce the cost of connecting households compared
to the traditional three-phase lines currently used in Mozambique for grid-based electricity
access expansion.
EDM will implement Component A (Peri-urban and rural electrification) and jointly with FUNAE
component C (Technical assistance Implementation support) using a Project Implementation Unit (PIU),
a newly formed unit in EDM to lead electrification projects. The PIU is led by a Director, a manager and
is supplemented with additional staff.
The PIU for the project besides the usual management activities will need to prepare the budgeting, ensure
the timely and accurate reporting, undertake the procurement activities and ensure that there is
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warehousing capacity for the materials taking in consideration the Word Bank requirements. The table
below summarizes the requirement for each area of demand of PIU.
Table 7. Description of some relevant ProEnergia Project requirements by the WBG
Requirements Descriptions
Warehousing
Preparation
EDM will need to store and manage the materials and equipment to be used by the project that will be
done using number of warehouses prepared with physical separation for storage of main equipment
and materials to be used for the project within the premises of existing EDM warehouses. Each physical
warehouse will be linked to a virtual warehouse created through GIAF-ERP.
Budgeting
Preparation
The budgeting process will need to consider all relevant aspects of the project and be prepared at least
two months before the fiscal year to which it pertains. The DES, in close coordination with other
relevant units of EDM, will prepare budget activities which will be captured in annual work plans, which
will need to be submitted to IDA for approval.
Reporting Unaudited quarterly financial reports should be prepared to monitor the budget. This report will
measure the actual performance against the targets for each period, and should be prepared through
the integrated management tool for FM, GIAF accounting software, which is already functional and has
been used to prepare the latest annual accounts of EDM. These reports should need to be submitted
to World Bank within 45 days after the end of each calendar quarter to which they relate.
The semi-annual progress reports needs to be prepared by PIU and submitted to the World Bank.
These reports will include results indicators, as well as reporting on the implementation of the
(Environmental and Social Management Plans) ESMP, (Resettlement Action Plans) RAP, Health and
Safety Plans.
The Quarterly Progress Reports needs to be prepared by PIU to be submitted to MIREME and the
World Bank.
Procurement The procurement activities for the project will be managed independently by the main beneficiaries:
EDM through the Direcção de Energia Social (DES) and supported by the Supply and Logistics
Directorate (DAL) in accordance with the World Bank Procurement guidelines.
The Activities related to procurement will be divided in: Procurement of consultant services for: 1)
Updating Technical Standards for Design and Construction of Electricity Distribution Infrastructure; 2)
Design and Supervision of Works in northern provinces; 3) Design and Supervision of Works in central
and southern provinces.
The procurement of works: It will be limited to local marked particularly for the Installation Services
for rehabilitation and expansion of networks.
Procurement for goods: That should include the supply of meters, cables and conductors, poles, IT
equipment’s, Office furniture, vehicles, software’s, etc.
Source: WBG, ProEnergia Appraisal Document
The implementation process of Component A of the project will follow the activities presented in the
diagram below:
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Figure 20. Implementation framework of Component A works
Source: WBG, ProEnergia Appraisal Document
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In order to accelerate the implementation of the project, a Fast Track package was developed for 2019.
The table below shows the status of implementation of the overall package and the Fast Track for 2019.
Table 8. Execution status of the ProEnergia Project Activities
Package Status Detail of the Status
1. Main Package
• Construction of 1474Km of the MV Network;
• Construction of 3875Km of LV Network;
• Installation of 1544 Power Transformation;
• Connection of 280,000 new customers
In Progress
• Ongoing process for approval of Procurement Plan;
• Contract signed for the Consultant firm to update
the Distribution Standards;
• Completed environmental and social impact studies;
• Ongoing process for signing the financing agreement;
1.1. Fast Track 2019
Reinforcement of processing capacity in:
• Construction of 320 Km of the MV Network
• Construction of 787 Km of LV Network
• Installation of 320 Power Transformation
• Connection of 75,000 new customers
In Progress • Awarded the consultant contract for the preparation
of Term of Reference to contract the Suppler of
project materials
• The process of selecting consultants for supervision is
underway as well as the preparation of tender
documents for the selection of contractors for
installation.
Source: EDM team managing the ProEnergia Project
Below is a network map developed by the World Bank in November 2018 during the scoping activity of
the ProEnergia Project, which consists of a preliminary approach to map potential investment areas under
the electrification plans to be developed.
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Figure 21. Mozambique electric system and mapping of potential investment areas for electrification
Source: World Bank, ProEnergia Project
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Figure 22. Mozambique electric system and mapping of potential investment areas for electrification