Fica as is Overview Isu

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2010 Spanco Ltd, All rights reserved

CCS Implementation atBSEB - Patna

As-Is Process Mapping of FICAMay 14, 2011

BIHAR STATE ELECTRICITY BOARD


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About R-APDRP Scheme

GoIs initiative to reform Distribution Sector during XIth plan

Programme Size 50,000 Crores

Coverage Urban towns and cities with population of more than 30,000

Part-A to cover IT applications in distribution sector (Allocation 10,000 crores)

PartB to cover System improvement, network strengthening and augmentation,

etc. (Allocation 40,000 crores)

Part-A 100% Loan to be converted to Grant on successful implementation of IT

systems

Part-B Up to 50% Loan for Part B of the Scheme to be converted to Grant on

achievement of AT&C Loss reduction targets

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R-APDRP Part - A

Part A will include among others

Consumer Indexing

GIS Mapping, Asset mapping

Metering of Distribution Transformers / Feeders

Automatic Data Logging

Ring Fencing

IT applications for redressal of consumer grievances, meter reading, billing and

collection

Energy Audit

Establishment of Base Line data

SCADA/DMS also included in Part-A separate RFP

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Automation Areas and their Benefits

Adoption of Information Technology to automate Utility Business Processes

Metering, Billing, Collections, Development of Consumer Database

Accurate and Timely Billing leading to better collections

Maintenance of historical data for analysis and decision support

Low number of Billing related complaints

System inbuilt checks for exception reporting and handling

New Connection, Disconnection and Dismantling

Automated and Process driven workflow

Quick processing of applications Complete Status visibility to authorized users for easy tracking

GIS based Consumer Indexing, Asset Mapping and Network Analysis

Reliable Consumer database

Visibility of complete Electrical Network and consumers on GIS map

Easy to identify theft prone areas and traceability of all consumers

Support for Network Expansion Planning

Identity and Access Management, System Security

Support Systems for IT

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5/30 2010 Spanco Ltd, All rights reserved

Automation Areas and their Benefits

Meter Data Acquisition, Energy Audit

Proper Energy Audit of Ring fenced towns

DT Level Energy audit possible

Consistency in method and approach

Multiple MIS reports for analysis

Centralized Customer Care Services, Web Self Services

Low number of consumer complaints

Consumer complaint handling made easier through availability of required

information Reduced consumer visits to Utility offices

Asset Management, Maintenance Management

Easy Asset tracking

Maintenance History for Analysis

Better maintenance strategy leading to Reduced outages

Data availability for Repair / Replace strategy

Management Information System

Single source of MIS

Consistent Reports

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Executive Summary

BSEBs R-APDRP Roll-Out Timeframe 12 months for the Pilot and additional 6

months for roll-out

R-APDRP Scope 71 Towns, 107 Sub Division Offices, 644 Other Offices

Project Initiation Across the State with Pilot going live by the 12th Month andremaining towns by additional 4 months

Pilot Within 12th Month (Pilot Town Fatuha + DC at Patna + DR at Gaya + CCCat Patna)

2nd Wave Roll-Out Within 14th Month (Patna, Gaya, Muzaffarpur, Bhagalpur + 31Towns)

3rd Wave Roll-Out Within 16th Month (35 Towns)

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Work Packages under BSEB R-APDRP

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Supply & Installation of Servers, Storage, Backup System etc.

Installation of Network & PC infrastructure including LAN/ WAN

Establishment of DC, DR & Customer Care Center

Implementation of 17 Software Modules

Integration of the entire IT infrastructure with Legacy Systems

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Facility Management Services for a period of 5 years6



Contents

Objectives

Module wise list of processes

Methodology

Deliverables

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Objectives

Objective of this exercise is to map the As-Is processes being followed

in BSEB with a view to

Understand the current processes

Identify key issues and improvement opportunities

The exercise would cover all modules:

Customer Service

Device Management

Billing

Finance

Maintenance Management

Asset Management

Conversion team to split-up and join the above groups

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Module wise list of processes Customer Service

1. Process Customer Enquiries General Retrieval and Enquiry

Record Customer Contacts

Handle Complaints

Handle High Bill Enquiry

2. Manage Field Services

Dispatch Field Service Requests

Monitor Field Service Requests

Process Miscellaneous Orders

3. Support Customer Service Requests

New Connections process

Temporary Connection Process

Disconnection Process

Category/Tariff change Process

Process Trouble Call

Create/Maintain Consumer Account

Maintain Existing Account

Handle Ad Hoc Customer

Correspondence

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Module wise list of processes Device Management

1. Process Meter Readings &Consumption

Maintain Meter Reading Units &Scheduling

Generate Meter Reading Order

Read Meters - Periodic

Read Meters Special Reads

Upload Meter Readings

Perform meter reading estimation

Maintain route cycles

2. Manage Devices Create/Maintain Utility Installation

Details

Perform Device Installation

Create/Maintain Devicecharacteristics

Process DeviceInspections/Certification

Create/Maintain Physical DeviceLocation

Manage Device movements(Transfer Posting)

Perform Goods Receipting

Process Device Remove Order

Process Device Replacement Order

Process Device InvestigationOrders

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Module wise list of processes Billing

1. Bill Customer Process Scheduled Electricity Billing

Process Unscheduled Billing

Process IndividualReversal/Adjustment

Produce Invoice Statements

Process Billing Exceptions/Errors Process Manual Outsorting

Create/Maintain Tariff Structure,Prices, Discounts, Surcharges,Taxes

Tariff Configuration - Residential

Tariff Configuration - Commercial &Industrial

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Module wise list of processes Maintenance Management

1. Plant Maintenance

Process Emergency Maintenance

Process Corrective Maintenance

Process Preventive maintenance

External service process

Process condition based

Process capital investment

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Module wise list of processes Finance

1. Process Payments Accept Cash Desk Payment

Process Returned Items

Handle Payment Errors

Process Transfer Payment

Process Payments from ATPmachine

2. Report Revenue Daily GL (General Ledger) Posting

Periodic GL Reconciliation

Generate Month-End FinancialReporting

Maintain Financial & Mgt AccountingData

Process Year-End Activities

3. Perform Credit Management Process Customer Credit Enquiry

Create/Maintain Installment Plans

Maintain Collection/EnforcementActions

Handle Disputed Charges/Bills

Support Manual Credit Follow-up

Actions Process Receivable Write-off

Process Advance payments (depositschemes)

Maintain Refunds

Process Misc. Credit/Debit

Annual Interest on Security

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Module wise list of processes Asset Management

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1. Asset Management Process

2. Asset Scrapping Process

3. Asset Replacement Process

4. Capital Investment Process


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Methodology

Teams to form groups of two and internally divide the sub-processes amongstthemselves.

Identify people to be met.

Map processes using Visio (standards are given overleaf)

MS-Word to be used to document issues/ improvement opportunities/requirements and data structures

MapDay in the Life

Wherever relevant highlight differences between HT and LT

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Methodology Standards for Flow Charts

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Area wiseProcess

Numberingand Name

Font Verdana16

StandardProcessSymbols

Font Arial 10

Business Process: General Retrieval & Enquiry


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Finance- Process Triggers

Finance Core Areas

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Payments &Returns

CreditManagement

General Finance

Finance

Payment Processing

Returns

Security Deposit

Refund

Recovery

Installment

Maintain account details

Reconciliation

Account Balance


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Finance

Payment Allocation and Priority at BSEB

Arrear DPS

Arrear Electricity Duty

Arrear Energy Charge

Current DPS

Current ED

Current Energy Charge

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Finance : Security Deposit

Security Deposit at BSEB

Security Deposit is charged while request for new connection/change in load

Calculation of Security deposit

The estimated energy charges including fixed/demand charges for a period of two months

e.g.: If a consumer applied for new Connection in category of DS-II (Single phase)

for 3 kW his/her SD will be calculated as follows.

Fixed Charge-Rs 50

MMC-{40 units*300+ (20+20) units*300}=120+120=240

Hence His/her SD will be 240+50=Rs 290*2=Rs.580

In case of temporary connection 10% of total cost of the estimate for the temp

service connection will be charge as SD.

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Finance : Payment Processing

Presently at BSEB , consumer can pays his/her bill at their respective sub division

counter only.

No cross counter payment is accepted presently.

At PESU apart from counters there is provision for Any time payment (ATP).

There is no separate counter for energy and non energy bill.

DCR(Daily collection report) is sent by cashier to the division office on daily

basis.

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Finance : Return

Presently at BSEB , Consumer can pays his/her bill by cheque at Counter/ATP.

In case if his/her cheque bounce by reason of Insufficient Fund .

Then Rs. 75 is posted in consumer account as bank charge.

All rebates has been removed from his/her account and DPS is posted against

payment amount.

Cheque Not Accepted has been printed on his/her future electricity bill.

EEE is authorized person to approve Cheque payment for this type of consumer.

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Finance : Installment

If a consumer (regular consumer) is not able to pay his/her bill, he/she can

approach the officials for Installment .

An agreement is made between consumer and utility for availing installment.

Approval authority for Installment

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Authorized togrant Number ofInstallment

AEE EEE ESE GM HO

Number ofInstallment 10 10 10 10 Any

Amount 10,000up to 1Lac

up to 5Lac

up to 10Lac Any


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Finance : Delay Payment Surcharge

1. For HT Consumer

BSEB charges Delay payment surcharge to the consumer at the rate of half (0.5 %)

per week or part thereof on the principal amount of bill.

2. For LT Consumer

BSEB charges Delay payment surcharge to the consumer at the rate of 1.5 % per

month on the principal amount of bill.

* Delay payment charges are displayed on the bill stating if u do not pay the

amount by due date X amount of delay payment surcharge will be levied to you.

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Finance : Delay Payment Surcharge

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For HT Consumer

For LT Consumer


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Finance : Recovery Process

Process Triggered :Non Payment of Bills by Consumer

Along with current month bill advance notice intimating the action for

nonpayment of bill within due date is given to consumer.

Post due date, grace period of 10 days are given to the consumer to make

payment .

If the consumer fails to make the payment within due date + 10 days then

TDCO (Temporary Disconnection Order) is generated.

If consumer fails to make the payment within 25 days from issue of TDCO is

generated.

If the outstanding are less than his/her Security Deposit then no action is

taken.

TDCO & PDCO is generated only in case of unpaid amount greater then SD.25


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Finance : Maintain Account (Statement No.1)


Annexure - I to Revenue Statement No. - I (E.B.-175)

Details of Other Charges [i.e. sl. no. -3(ii)(b)] under the Head Miscellaneous and General Charges

for the Month of january 2011

Name of Division :GULZARBAGH

Name of Circle : PESU(E)

Sl. No. Particulars Amount (InRupees)

(a) Application fee for new connection/reduction of load/ enhancement of load / request for permanent disconnection 5840

(b) Testing / Inspection of Consumer's installation 5650

(c) Meter Testing Fee 7350

(d) Removing/Re-fixing/Changing of Meter/Meter Board at Consumer's request 2200

(e) Reconnection Charge 2200

(f) Supervision, Labour and Establishment Charge for Service Connection 29160

(g) Initial/Addit ional Security Deposit for availing power supply 826300

Total [carried to sl. no. - 3(ii)(b) of Revenue Statement No. - I] 878700

NOTE : These figures need not to be given categorywise but only in the Grand Total column of Revenue Statement No. - I.

Signature with Seal of Electrical Executive Engineer

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For Details ofStatement1 click here
http://../New%20Format%20St%20No.-I-Final(A2)%20jan2011.xlshttp://../New%20Format%20St%20No.-I-Final(A2)%20jan2011.xlshttp://../New%20Format%20St%20No.-I-Final(A2)%20jan2011.xlshttp://../New%20Format%20St%20No.-I-Final(A2)%20jan2011.xls


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Finance : Maintain Account (Statement No.1)


REVENUE STATEMENT NO. VIII OF CIRCLE PESU(W) FOR THE MONTH

SINo.

Name ofthe

consumer

ConsumerNo.

Contract

Demandin KVA

TransformerCapacity[BSEB/

Consumer]

CategoryConsumer &

SupplyVoltage

Energy

MeterStatus

Maximum

DemandRecorded

UnitConsume

d

UnitBilled

MaximumDemandBilled (in

KVA)

EnergyCharge

(inRs.)

MaximumDemand

Charge (inRs.)

PowerFactor

PowerFactor

SurchargeRebate

LoadFactorRebate

FPPCAOther

Charge

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Meter

Rent

Electricit

y DutyDPS

Assessment[12*13*15*1

7*18*19*20*21*22]

Remissionin MMG

UnderI.I.P.2006

Remissionin

ElectricityDuty

Arrea

r B/F

Total

Demand

[23*26-24*25]

Due

Date

Date ofPaymen

t

PromptPaymen

tRebate

BankComm

.

Collectio

n

TotalCollection

[24*25*30*31*32]

DuesC/o

[27*33]

Reasonfor

DuesC/o


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Finance : Bank Reconciliation statement (Statement No.3A)

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Fica as is Overview Isu

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