Industry Shipperless Industry Shipperless &Unregistered Working Group&Unregistered Working Group

Thursday 17Thursday 17thth September 10:30 September 10:30at Xoserveat Xoserve

Points for Consideration Regarding Root Causes of Shipperless and Unregistered Sites

Timescales from MPRN requested to service laid

Services laid and no MPRN requests received

Address Clarity

MPRN Rejections

Job Cancellations

M Number provided to the requestor

Correctly tagging services

IGT/LPG Sites

Unregistered Sites (Industry Co-operation)

Code 12’s and Fast Track

Shipperless Sites

M Number Creation processS

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Re

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Service planned & M

Number requested for creation on

UK Link

System validation checks

performed

Service cancelled

Service laid and tagged

Rejected

Reinvestigated

Request for Service

Util

ity I

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ure

pro

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(UIP

Start

Details provided of M Number created on

UK Link

Accepted

Details provided of M Number used for service

Meter point details on UK Link set to EX

Information returned on cancelled service

Service Cancellation

Average Volume of M Number Creations Received against Rejections over the past 6 months

Creation Type Average Monthly Volume Received

Average Monthly Rejection Volume

Rejection Percentage (%)

UIP 6091 572 9.4

Code 12 1693 124 7.3

Fast Track 265 38 15.2

MNC 250 54 21.6

Total Monthly Average 8299 788 9.50

Total Annual Average 99588 9456 9.50

Main Rejection Reasons over past 6 months

MAE IAP AES MED NAR PGT PSF

UIP 1240 605 1147 293 24 0 0

Code 12 356 289 8 2 65 9 81

Fast Track 60 51 85 10 6 1 7

MAE - A different MPRN already exists on UK-Link for this site IAP - Insufficient address details provided

AES - The requested MPRN already exists on UK-Link for this siteMED - The requested MPRN already exists on UK-Link for a different site

NAR - No Amendment Required

PGT - Address is part of CSEP/ LPG site

PSF - MPRN request has been previously submitted in a different file

NB: Stated below is a typical breakdown of main rejection reasons

Preventative Measures

Check IAD (IGT, Address and MSN Checks)

Please make Xoserve aware of any existing service to avoid rejections

Contact Xoserve (Data Centre/ Connections Team)

Check Internet based systems (Royal Mail Online address Finder, Scottish Assessors Association & Council Tax Evaluation Lists)

Check Reads/ Site Visits

Check QCL files for rejection responses

Indicate if it is a re-submitted query on UIP creation request

Provide direct contact number (as opposed to call centre)

Contact Customer/Developer

Contact UIP/ Network

Average Volume of Address Amendments requests received & Rejected over the past 6 months

Monthly average of Address Amendments received

384

Monthly average of Address Amendments Rejected

28

Monthly average percentage of Address Amendments Rejected

6.7%

Tips for Address Amendment quality check measures

Check Internet based systems (Royal Mail Online address Finder, Scottish Assessors Association & Council Tax Evaluation Lists)

Contact the Customer/ Developer

Contact UIP/ Network

Complete site visit/ check read

Check IAD

Contact the Data Centre/ Connections Team

Unregistered and Shipperless ProcessS

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Shipperless Report – Produced Bi-monthly. Consists of: GSRs and TOGs

No Activity Report

Activity

No Activity

Shipper Activity Report.

Consists of:

Confirmation Rejections

Conquest MNo Requests

UK-Link Meter Update Rejection

Service Request

Unregistered Reports – Produced Bi-Monthly. Contains MPRs that have not been confirmed 12 Months after their

created date

Meter Point set to EX

Orphaned Report

Service Not Yet

Completed

Service Cancelled

Contact UIP,

Network or MAM to verify

service laid and possible meter fitted

Service Installed

Legitimately Unregistered. Consists of:

Vacant Sites

No Gas

MOD517

Service Still in Planning

Issued To All

Shippers

Issued To Specific Shippers

Confirmation

No Confirmation Within 2 Months

sta

rtsta

rt

MPR Creations > 12 months old (May/Jun 08 Analysis)

Shipper Activity

369 (11.5% of total)

3200 Unregistered sites > 12 months old (19.2% of total) (May/Aug 08 2866)

Plots = 576 Flats = 423

Units = 481 Named/ Numbered properties = 1720

Further analysis showed developments < 5 properties = 2880

No Activity

2831 (88.8% of total)

Conquest

245

C& D

225

Conf Rejections

26

Service ID Requests

343

1 MAM

201 with Meters

UIP’s, Networks, Meter Workers

(C&D)

One MAM’s Returns Matched with No Activity

89.27%

10.73%Matched

Not Matched

Match?Total

NumberAge (%)

Matched 2,628 10.73%

Not Matched

21,864 89.27%

One MAM’s Returns Matched with Legitimately Unregistered

89.31%

10.69%Matched

Not Matched

Match?Total

NumberAge (%)

Matched 662 10.69%

Not Matched

5,531 89.31%

Sample of No Activity Checked by UIP. Apply this to annual figure

68.00%

12.00%

18.00%

2.00% Query

Cancelled

Deferred

Completed

M Number Allocation

We have introduced additional measures to ensure the previous allocation

has been utilised before a new batch is processed. Also we propose to

allocate MPRN’s in more moderate batches to enable our controls to be more

effective when completing checks against our systems.

This in turn will reduce the number of services laid where no MPRN requests

received whilst also working to correspond with the UIP’s records accordingly.

MOD 517 Changes

IntroductionAs part of the continuous improvement programme on the Connections & Registrations Team, some minor changes were made to the existing Mod 517

template on 17th August 2009.

Version 3 approved 17/08/2009This template should be used when submitting multiple MOD517 requestsPlease attach this form along with the Appendix and warranty letter:

MPRN No meter but a Live Service No meter and No Live ServiceNO meter, we do not know the

status of the service

eg> 9876543201 x123456789

101112131415161718192021222324252627282930313233343536373839404142434445464748495051525354555657

Version 3 approved 17/08/2009

SECTION 1

Enter your MPRN in the box below

Select one option only and confirm your chosen

option with a "Y" in the yellow box.

A

B

C

Enter "Y" to confirm and provide details of multiple MPRN's on the additional tab 2.

SECTION 2

Enter "Y" to confirm the following statements are

true.

DECLARATION

SIGNED

JOB TITLE

DATE

This form should be sent , together with the warranty letter via e-mail to the following mailbox address: Projects.spa@xoserve.com

Please note this appendix MUST accompany the warranty letter. The purpose of this appendix is to confirm that the appropriate investigation has been carried out prior to the submission of a ‘No Physical Asset’ (MOD517) query to xoserve

Please complete all sections of this form:

No P h ysica l Asset ( M OD 517 ) - Ap p en d ix to Warran ty Letter

There is NO meter and the service is LIVE

The following checks are required for valid MOD517 requests. Place an "Y" in each of the the box to confirm the following statements are true:

• Our checks have identified that there never has been a physical asset (meter) on site.

There is NO meter and the service is NOT LIVE

• The MPRN(s) is(are) currently Live

• The MPRN(s) is(are) currently in your shippers ownership

• Our checks have identified this(these) MPRN(s) is(are) not a duplicate (For duplicate scenario’s, a DUP query should be raised on ConQuest)

There is NO meter and the service is UNKNOWN

Please attach this form along with the warranty letter:

Option 1 : This is a single MOD 517 request for MPRN

There is NO meter and the service…(select from the options below)

For Option 1 please provide the following additional information.

I certify that the information and checks stated in this appendix have been completed:

Please attach a copy of this evidence with your request.

For Option 2 please submit the MPRN’s on the MOD517 submission template along with this form.

Option 2 : This is a multiple MOD 517 request.

Please note, if during our investigations we find any evidence of a physical asset currently or historically on the MPRN(s) in question, the request will be rejected. If you do have further evidence to support your application for a MOD517 to be processed, please state below:

MOD 517 Changes

Background

The Mod 517 query process is the industry agreed solution to manage NoPhysical Asset queries and financial adjustment

The process allows a Shipper who is the Registered System User torelinquish responsibility for a supply meter point where no meter has everbeen physically installed

Where the shipper is able to demonstrate this, the meter point will effectivelybe isolated and the shipper may then withdraw from the ownership of thatsupply meter point

Changes Made

The changes to the existing template lead to improved data quality of information we hold on our systems Minimise the volume of potential query rejections We created a Multiple Mod 517 submission template, to enable multiple

requests to be raised in one transaction

Proposed Code 12 Changes

Introduction

The way that you submit an M Number Creation Contact via ConQuest will

change on 5th October 2009. A note detailing the changes was sent out to the

community on 8th September 2009

Background

The MNC and the Code 12 processes both have a common purpose …to create

a Meter Point Reference Number. Currently, the criteria for raising an

M Number Creation request is dependent on you knowing whether the service

pipe was laid prior to or post 2002

Proposed Code 12 Changes

What Changes

Code12’s will be submitted via the MNC Query An MNC contact explanation template has been created to assist change The Conquest Operational Code Descriptions booklet available on the

xoserve website has been updated

Benefits

As part of this process change, when submitting an MNC request, you do not have to confirm when the service was laid

The MNC query code will be included within the MOD565 standards of service therefore, this change will introduce all queries raised under thiscode to be subject to the MOD565 timescales

Please NoteThis change does not affect Fast Track queries. Fast Track queries aresubmitted to create a meter point reference number on a tagged service withthe appropriate meter point number provided at query submission. The FOM query code will be applicable for Fast Track queries only

Fast Track Analysis

We compiled a report listing all Fast Track Queries received over a 2 month

period. We carried out some analysis with the aim of identifying why these

were not raised via the UIP route. Our Findings were as follows:

VolumePercentage

UIP Creation rejected and not returned 93 21.7%

UIP Creation never raised 270 63%

UIP Creation received around the same time 49 11.8%

Address or quality issue 15 3.5%

IGT (Independent Gas Transporter) Site checks

Unfortunately, we are limited on the IGT checks that are carried out prior tocreating a meter point reference:

In order to identify the official list of IGT MPRN’s (74 to 77 ranges) we checkvia web based system www.spaa.co.uk

We also cross reference the requests against our IAD systems as IGTregularly upload their portfolio’s. In addition, If we identify a request where the street or town does not exist we will refer the request back to UIP/ Shipper to seek assurance this is not in an IGT area

We are currently negotiating with the Networks to have access to theirMAPS Data Service systems

We are also in discussions with UIP’s to run any unconfirmed MPR creations against their systems to confirm if they are IGT sites

Carry out investigations on script for a new customer with Shippers

Analysis – Typical new development of 76 plots

We recently carried out some analysis of a new development consisting of

Plots 1 – 76 Houses Numbered 1 to 77 (no number 13) total = 100% built in

2007/08. We identified the following:

Plots 1 – 76 Houses Numbered 1 to 77 (no number 13) total = 100%

41 were found to have a shipper 52%

35 were without a shipper 48% (NB 12 were not present on UK-Link)

Of the 64 that were present on UK-Link some additional analysis identified:

10 were set up with correct address 54 are still addressed as plots or with incorrect details on UK-Link 3 additional duplicates have been created