Fica As Is Overview Isu

BIHAR STATE ELECTRICITY BOARD
CCS Implementation at BSEB - Patna

As-Is Process Mapping of FICA May 14, 2011
2010 Spanco Ltd, All rights reserved
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
1
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
2
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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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 and remaining towns by additional 4 months Pilot Within 12th Month (Pilot Town Fatuha + DC at Patna + DR at Gaya + CCC at Patna) 2nd Wave Roll-Out Within 14th Month (Patna, Gaya, Muzaffarpur, Bhagalpur + 31 Towns) 3rd Wave Roll-Out Within 16th Month (35 Towns)
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Work Packages under BSEB R-APDRP

1 2 3 4
Establishment of DC, DR & Customer Care Center Supply & Installation of Servers, Storage, Backup System etc. Installation of Network & PC infrastructure including LAN/ WAN Implementation of 17 Software Modules
5
6
Integration of the entire IT infrastructure with Legacy Systems

Facility Management Services for a period of 5 years
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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 Device characteristics Process Device Inspections/Certification Create/Maintain Physical Device Location Manage Device movements (Transfer Posting) Perform Goods Receipting Process Device Remove Order Process Device Replacement Order Process Device Investigation Orders
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Module wise list of processes Billing

1. Bill Customer Process Scheduled Electricity Billing Process Unscheduled Billing Process Individual Reversal/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 ATP machine 2. Report Revenue Daily GL (General Ledger) Posting Periodic GL Reconciliation Generate Month-End Financial Reporting Maintain Financial & Mgt Accounting Data Process Year-End Activities 3. Perform Credit Management Process Customer Credit Enquiry Create/Maintain Installment Plans Maintain Collection/Enforcement Actions Handle Disputed Charges/Bills Support Manual Credit Follow-up Actions Process Receivable Write-off Process Advance payments (deposit schemes) Maintain Refunds Process Misc. Credit/Debit Annual Interest on Security
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Module wise list of processes Asset Management
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 amongst themselves. Identify people to be met. Map processes using Visio (standards are given overleaf) MS-Word to be used to document requirements and data structures Map Day in the Life Wherever relevant highlight differences between HT and LT issues/ improvement opportunities/
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Methodology Standards for Flow Charts

Area wise Process Numbering and Name Font Verdana 16
Business Process: General Retrieval & Enquiry
Standard Process Symbols
Font Arial 10
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Finance- Process Triggers

Finance Core Areas
Finance
Payments & Returns

Payment Processing
Credit Management Recovery Installment
General Finance
Maintain account details Reconciliation Account Balance

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Returns Security Deposit Refund
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
Authorized to grant Number of Installment Number of Installment Amount
AEE 10
EEE
ESE
GM
HO
10 10 10 Any up to 1 up to 5 up to 10 10,000 Lac Lac Lac 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

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.
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Finance : Maintain Account (Statement No.1)

BIHAR STATE ELECTRICITY BOARD 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.
(a) (b) (c) (d) (e) (f) (g)
Particulars
Application fee for new connection/reduction of load/ enhancement of load / request for permanent disconnection Testing / Inspection of Consumer's installation Meter Testing Fee Removing/Re-fixing/Changing of Meter/Meter Board at Consumer's request Reconnection Charge Supervision, Labour and Establishment Charge for Service Connection Initial/Additional Security Deposit for availing power supply
Amount Rupees)
(In
5840 5650 7350 2200 2200 29160 826300
Total [carried to sl. no. - 3(ii)(b) of Revenue Statement No. - I] NOTE : These figures need not to be given categorywise but only in the Grand Total column of Revenue Statement No. - I.
878700
For Details of Statement1 click here

Signature with Seal of Electrical Executive Engineer
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Finance : Maintain Account (Statement No.1)

BIHAR STATE ELECTRICITY BOARD REVENUE STATEMENT NO. VIII OF CIRCLE PESU(W) FOR THE MONTH
Name of Contrac Transformer SI the Consumer t Capacity No. consume No. Demand [BSEB/ r in KVA Consumer]
Category Energ Maximu Unit Consumer & y m Unit Consume Supply Meter Demand Billed d Voltage Status Recorded
Maximum Demand Billed (in KVA)
Energy Charge (in Rs.)
Maximum Demand Charge (in Rs.)
Power Load Power Factor Other Factor FPPCA Factor Surcharge Charge Rebate Rebate
Total Assessment Remission Remission Prompt Total Dues Reason Mete Deman Date of Bank Electricit [12*13*15*1 in MMG in Arrea Due Paymen Collectio Collection C/o for r DPS d Paymen Comm y Duty 7*18*19*20* Under Electricity r B/F Date t n [24*25*3 [27*3 Dues Rent [23*26t . 21*22] I.I.P.2006 Duty Rebate 0*31*32] 3] C/o 24*25]
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Finance : Bank Reconciliation statement (Statement No.3A)
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BIHAR STATE ELECTRICITY BOARD

CCS Implementation at BSEB - Patna

2010 Spanco Ltd, All rights reserved

About R-APDRP Scheme

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

GIS Mapping, Asset mapping

Establishment of Base Line data

Automation Areas and their Benefits

Automation Areas and their Benefits

Work Packages under BSEB R-APDRP

Integration of the entire IT infrastructure with Legacy Systems

Module wise list of processes

Module wise list of processes Customer Service

Temporary Connection Process

Module wise list of processes Device Management

Module wise list of processes Billing

Module wise list of processes Maintenance Management

Module wise list of processes Finance

Module wise list of processes Asset Management

1. Asset Management Process

Methodology Standards for Flow Charts

Business Process: General Retrieval & Enquiry

Standard Process Symbols

Finance- Process Triggers

Payments & Returns

Credit Management Recovery Installment

Maintain account details Reconciliation Account Balance

Returns Security Deposit Refund

2010 Spanco Ltd, All rights reserved

Finance : Security Deposit

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

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

Finance : Payment Processing

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

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

approach the officials for Installment .

Authorized to grant Number of Installment Number of Installment Amount

10 10 10 Any up to 1 up to 5 up to 10 10,000 Lac Lac Lac Any

Finance : Delay Payment Surcharge

month on the principal amount of bill.

Finance : Delay Payment Surcharge

Finance : Recovery Process

Finance : Maintain Account (Statement No.1)

For Details of Statement1 click here

Signature with Seal of Electrical Executive Engineer

Finance : Maintain Account (Statement No.1)

Maximum Demand Billed (in KVA)

Energy Charge (in Rs.)

Maximum Demand Charge (in Rs.)

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

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