Shipperless & Unregistered Workgroup

Friday 1st November 2013

Agenda

Introduction Previous actions Statistical Information

Overall industry volumes Proposed new layout

End User Letter Trial Update Responses to Ofgem's Open Letter to Gas Distribution

Networks on Tackling Unregistered Sites MPRNs Set to DE in Error GDN Update A.O.B.

Previous Actions

Ref. Date Raised Description Action Status

147 01/07/13Continued from Action 143. Xoserve to provide the shippers with the respective updates on the MPRNs reportedly set to DE in error.

Xoserve Complete

148 01/07/13Xoserve to issue the communication templates to be used in the End User Letter trial, to the group members.

Xoserve Complete

149 01/07/13 Xoserve to publish a timeline for the EU Letter trial Xoserve Closed

150 01/07/13All Shippers to provide contact details for Networks to use to provide pre-notifications of GSR site visits or end user letters.

All Shippers Ongoing

151 01/07/13All Networks to provide contact details for Shippers to use to obtain further information on GSR site visits.

All Networks Ongoing

Outstanding Actions

Outstanding ActionsRef. Date Raised Description Action Status

152 01/07/13Xoserve to provide the updates from the Networks on MPRNs set to DE in error, to the relevant shippers.

Xoserve Ongoing

153 01/07/13Shippers to provide examples to Xoserve, of MPRNs that have not been set to DE following service removal by the Network.

All Shippers Ongoing

154 01/07/13Xoserve to forward examples to the relevant Networks, of MPRNs that have not been set to DE following service removal by the Network.

Xoserve Ongoing

155 01/07/13Networks to investigate examples of MPRNs that have not been set to DE following service removal by the Network.

All Networks Ongoing

156 01/07/13

Xoserve to ensure the following administrative actions are conducted: provide the agenda ahead of future meetingspublish dates of future meetings on the Joint Office websiteinclude the date that Actions were raised in the meeting minutes

Xoserve Complete

Statistical Information

Statistical Information September 2013

Proposed New Format for Presenting S&U Figures

End User Letter Trial

End User Letter Trial

Scope

• Investigation of 1000 MPRNs (with meters) from the Orphaned population, using Xoserve systems and other available information sources.

Objectives

• To test the effectiveness of an End User Letter Process

• To promote the confirmation of MPRNs as necessary

• To ensure that MPRNs are set to EX or DE as necessary

End User Letter Trial Timeline

23

/07

/20

13

Com

ms

1 D

ispa

tche

d

21

/08

/20

13

Com

mun

icat

ion

2 D

ispa

tche

d

06

/08

/20

13

Dea

dlin

e fo

r Com

ms

1 R

espo

nses

07

/08

/20

13

Det

ails

for C

omm

s 2

sent

for D

ispa

tch

04

/09

/20

13

Dea

dlin

e fo

r Com

ms

2 R

espo

nses

01

/11

/20

13

Find

ings

repo

rted

to

S&U

Wor

kgro

up

25

/10

/20

13

Xose

rve

Anal

ysis

com

plet

ed

15

/03

/20

13

Xose

rve

Pres

ent P

ropo

sal f

or E

U T

rial

27

/03

/20

13

Xose

rve

Issu

es d

atas

et to

Shi

pper

s

and

Net

wor

ks fo

r ana

lysi

s

27

/06

//2

01

3Xo

serv

e Is

sues

dat

aset

for p

repa

ratio

n

of C

omm

unic

atio

n 1

12

/08

//2

01

3Xo

serv

e Is

sues

dat

aset

for p

repa

ratio

n

of C

omm

s 2

04

/10

/20

13

Xose

rve

Issu

es E

U re

spon

ses

to re

leva

nt

Ship

pers

and

Net

wor

ks fo

r ana

lysi

s

From start (proposal) to finish (presentation of results), the trial took 7 ½ months.

25

/09

/20

13

Inte

rim M

eetin

g –

Pre

sent

ed F

indi

ngs

from

Com

ms

1

Actions Undertaken

• Xoserve selected a random sample of 1000 Orphaned Sites with meters and provided the whole sample to Shippers and Networks

• Shippers and Networks reviewed the sample and advised if appropriate and some requested sites to be removed as already under investigation

• Xoserve conducted desktop checks on the remaining sample• Xoserve issued the results of desktop analysis to Networks• Networks conducted additional investigations and responded to

Xoserve• First letters were issued to remaining sites in the sample

Actions Undertaken

• Xoserve fielded the responses from End Users• Xoserve collated and analyzed response to first letters and passed

information to Shippers and Networks as appropriate.• Xoserve issued second letter to sites where deemed necessary• Xoserve continued to field responses from End Users• Xoserve analyzed responses to second letters and passed

information to Shippers and Networks as appropriate.• Xoserve checked Confirmation and Meter Point Status of entire

sample

Analysis

Removal Reason Number of SitesPercentage of Total Sample

Duplicate Records 27 2.70%

DE, EX, CA 6 0.60%

Confirmed (No Action Taken) 17 1.70%

Plot Addresses 34 3.40%

Removed at the request of Shippers 158 15.80%

Removed at the request of Networks 3 0.30%

Total 245 24.50%

Removals from Original Sample

These removals meant that 755 sites were issued with the first letter.

Analysis

Requested Removals from Original Sample

Removal RequestsNumber of Sites

Confirmed%

ConfirmedSet to

DE / EX% Set to

DE

Removed at the request of Shippers 158 73 46.20% 9 5.70%

Removed at the request of Networks 3 1 33.33% 0 0.00%

Total 161 74 45.96% 9 5.59%

The records removed at the request of Shippers and Networks have been monitored for Confirmations and Meter Point Status updates.

Analysis

Response Number Percentage

Letter 1 (755 issued) 146* 19.34%

Letter 2 (618 issued) 135* 21.84%

No Response (755) 474 62.78%

Total 755  

End User Response Rates

* Include replies from EU and returns from Royal Mail

Analysis

End User Response Methods

Letter 2 evoked response where letter 1 had failed.

Response MethodNumber of Responses to Letter 1

Percentage

Percentage of Sum of

EU Responses

Number of Responses to Letter 2

Percentage

Percentage of Sum of

EU Responses

End User Response

Card 23 3.05%

5.70%

0 0.00%

14.56%

Email 4 0.53% 44 7.12%

Telephone Call

16 2.12% 45 7.28%

Letter 0 0.00% 1 0.16%

Royal Mail 103 13.64% 13.64% 45 7.28% 7.28%

No Response 609 80.66% 80.66% 483 78.16% 78.16%

Total 755     618    

Analysis

Total Sites issued with Letters

Number of Sites

Confirmed%

ConfirmedSet to DE/EX

% Set to DE/EX

755 102 13.51% 12 1.59%

Records Included in EU Letter Dataset

13.51% of sites that were lettered were confirmed during the trial period. (not necessarily as a result of the letters)

Analysis

Xoserve made an assessment of the information obtained through the responses received.

Outcomes

Potential Outcomes Resolved? Number of Records Percentage Totals Total Percentages

Confirmed Yes 102 13.51%

207 27.42%

Set to DE Yes 3 0.40%

Set to EX Yes 9 1.19%

To Be Set to EX Yes 31 4.11%

Legitimately Unregistered Yes 62 8.21%

Passed to Shipper No 32 4.24%

548 72.58%

No Conclusion – Further Investigation Required

No 516 68.34%

Total   755   755  

Age Analysis of Orphaned Sites with Meter

 All Orphaned with

MetersSample of 1000 755 Lettered Sites

Pre 2000 5.00% 8.40% 9.14%

2000 - 2004 23.64% 13.50% 15.23%

2005 - 2009 46.73% 51.80% 50.07%

2010 - 2012 24.63% 26.30% 25.56%

Analysis

Comparison of Records Included in EU Letter Dataset to All Orphaned with Meter Pot

 Number of

SitesConfirmed % Confirmed Set to DE/EX % Set to DE/EX

Requested Removed Sites 161 74 45.96% 9 (* +5) 5.59%

Sites issued with Letters 755 102 13.51% 12 1.59%

Total Sample 1000 176 17.60% 26 2.60%

Total Orphaned with Meter Pot 6526 431 6.60% 77 1.18%

Total Orphaned with Meter Pot minus 1000 Sample

5526 255 4.61% 51 0.92%

* 5 were removed as they had been set to DE in BAU before the letters were issued.

A Case Study

Dave Ackers

Findings from the End User Letter Trial

• Active participation of Networks and Shippers is crucial• 27.42% of the sample were resolved• End Users can not be relied upon to respond to communications.

(62.8% non-response rate) and can take up to 3 months to reply!• A second communication to End Users yielded higher end-user

response rates than the first letter• We experienced issues with the postal aspect of the trial which

meant:– Deliveries were not as prompt as expected

– There were some unexpected delivery failures

– We failed to receive the non-deliveries as quickly as expected

– Non-deliveries were sometimes returned with conflicting reasons.

Active participation of Networks and Shippers is crucial!!!

Gas Distribution Networks’ Response to Ofgem's Open

Letter on Tackling Unregistered Sites

EnergyNetworksAssociationRoot cause solution for unregistered sites / MPRN creationDavid Mitchell1st November 2013

Root Cause Solutions – MPRN Batches

26

Energy Networks Association

•Xoserve are now issuing smaller batches of MRPNs in an effort to influence the behaviour of parties who allocate new MPRNs to sites.

•Batches are relevant to the number of new connections that the requester makes.

•A maximum of 5000 MPRNs will be issued at any one time.

•New batches are only issued once 85% of the previous batch have been used.

Root Cause Solutions – MAMCoP Change

27

Energy Networks Association

•It was identified that an amendment to MAMCoP was needed to facilitate with the process of preventing unregistered sites.

•Change order MAM/13/002 has been raised titled “Ensuring appropriate Supply Contracts Are In Place Before installing a gas meter.”

•The change has been discussed at length at the MAMCoP board during the course of 2013 due to the change having a material effect on the operations of MAMs. The proposed change would appear to have universal support.

•A vote on the change is planned this month

Root Cause Solutions – Customer Communication Leaflet

28

Energy Networks Association

•GDNs have agreed on the format of a customer communications leaflet to be left following the installation of a new service.

•The leaflet provides details on how to establish if a supplier is in place for a property:

• Explains what an MPRN is and where is can be found

• Where names of suppliers can be found

• Provides useful contact numbers

•The leaflet clearly states that the use of gas without a supply contract is illegal.

Root Cause Solutions – MPRN Allocation Document

29

Energy Networks Association

•A new MPRN Allocation document is being produced.

•The document will outline the MPRN creation process and will cover areas such a requesting MPRNs.

•It will explain what to do with MPRNs if the project does not go ahead and the action needed to prevent duplicate MPRN’s and MPRN remaining at a status of Live.

•The document will outline when and where a new MPRN is required.

•The document is due to be released in early January 2014.

MPRNs Set to DE in Error

Deborah WatsonGazprom Energy

MPRN Issues

• MPR creation scenarios

• “Network” not setting MPRs to dead

• “Network” using 9999999999 on isolation correspondence

• Unregistered “found meter” reported by “Network” – wrong mpr noted

• Found supplies and MPR creations

• Networks to contact registered shippers when a request to isolate is received

MPR creation scenarios

Scenario A

• Existing MPRN should be used

House

Gas Main

ECV

RemovedService Altered

ECV

Service

Service laid at same point on the main (Alteration of service, Service replacement & Capacity increase)

Scenario B

Old service disconnected and new service fitted at a different location in the gas main

House

Gas Main

ECV

RemovedService

ECV

NewService

• Existing MPRN should be used and old service isolated

Scenario C

Old service disconnected and new service fitted at different main.

• Existing MPRN should be used and old service isolated

ECV

ECV

Removed Service

New ServiceHouse

Gas Main 1

Gas

Mai

n 2

Scenario D

House

Swimming Pool

ECV

ServiceNewExisting

ECV

Service

Gas Main

Additional service fitted at different points in same gas main.

• New MPRN should be created

Scenario E

Converted Flats (originally House No 22)

NewService

New

ECV ECV

Flat 1No 22

Orginally

RemovedService

Flat 2 Flat 3

ServiceNew

Service

Gas Main

ECV ECV

•3 New MPRNs should be created•Further discussion needed regarding isolation of old service

House converted to flats old service removed and additional services fitted at different points in the same gas main

Scenario F

Converted Flats (originally House No 22)

No 22

ECV

Gas Main

ECV ECV ECV

Orginally

Now Flat 1 Flat 2 Flat 3 Flat 4

•3 new MPRNs should be created•Address amendment would be required for original MPRN to reflect ‘flat 1’. How should this be actioned?

House converted to flats and existing service changed to flat 1 and additional services fitted at different points in the same gas main.

Scenrio G

House

Gas Main

ECV

NewService

• New MPRN should be created

New service laid at any point on the main (New Development – Could be a plot address)

GDN Updates

AOB

Any other business?

Thanks for your attendance your contribution & support

Have a safe journey home!