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Termination Notice
Procedure B7
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Termination Notice Procedure:
1. Step 7 of Brokerage begins with a Termination Notice Procedure using the Business Message Service to formally inform the customers current Supplier of termination with a provably delivered notice.   A risk is that the termination notice does not get accepted by the customers current Supplier and so BMS track and trace facilities are used to ensure that the termination notice is accepted.
2. Where the Owner chooses a high productivity environment, then this termination notice procedure can be fully automated for negligible cost.   Where the customers energy Supplier does not accept the termination notice, then manual methods will be used to terminate the customers contract.
3. Each Supplier has their own unique termination notice procedure and number of days before contract ends when the termination notice shall be accepted.   Depending on the kind of meter and contract, the termination notice days may vary. Suppier notification requirements are stored for each Supplier.
4. Letter of Termination has a life cycle as:
  (1) Pending for contracts that are not yet current and LoT does not apply - this is the original LoT state.
  (2) Scheduled for contracts that are current: where today is after the contract start date and before the contract end date.
  (3) Sent where the LoT has been sent to the Supplier within the termination notice period.
  (4) Processed where the LoT has been sent and confirmed processed by the Supplier - this is the final LoT state.
5. An expired LoT is where the current contract is within its termination period and its life cycle is not Processed.   What was good enough for last year will not be good enough for next year as firms with very high levels of automation drive down the cost of doing business.

B7 Outcome:
1. The current contract LoT status is marked as "Sent" and then "Processed".
2. KPI measurement of the business is a count of LoT expired by month, year and total
3. Immutable evidence with proof of delivery and proof of viewing by the Supplier is maintained as Contract tasks.

LoT List:
1. From the report dashboard, click the "LoT List" page 4226 to view a list of current contracts where the LoT has not been sent in LoT date order.   The contracts that need action are at the top of the list, so paging is unlikely to be needed.
2. Filters applied include:
  (31) LoT Step is "Scheduled": other LoT steps are hidden.
  (24) Life Cycle is "Current": other contract life cycles are hidden.
  (25) Contract Step is "Internal Contract": other contract steps are hidden.
  (32) LoT deadline date has a sort order as descending: process the top contract first.
3. Where a current Letter of Authority (LoA) does not exist, then Eliza is not able to send a Letter of Termination (LoT) and a manual LoT shall be required.   Manual LoT methods of working are used for the first few months for Eliza to gather evidence as how to behave, then Eliza can take over and do the same.   Manual procedures have the benefit of keeping people busy doing things that could have been done for them.   This may be an expensive short term way to run a business until disruptive competitors with a lower cost of doing business take over.

Supplier Data:
1. Each Supplier have their own unique number of days before contract end when a termination notice will be accepted.   This is typically expressed as 90 to 150 days, but may be 365 days. Only the maximum number of days is recorded and used to schedule the LoT.
2. Each Supplier may have unique termination email addresses for different products that may be classified as:
  (1) Gas contract terminations.
  (2) NHH (01 to 04) contract terminations.
  (3) HH (00 and 05 to 08) contract terminations.
3. Please note that in this LoT context, 00 and 05 to 08 profiles meters are classified as HH.   This is a fair reflection of the internal departments within a Supplier organisation.
3. Supplier Action:
  (1) Accept the Lot+LoA document and click the "Receipt" link.
  (2) Reply to the Lot+LoA document with an acknowledgement email.
  (3) Ignore and delete to the Lot+LoA document. The message shall be resent 4 days later and a warning message show on the dashboard for manual action to verify the email addresses used.

LoT Data:
1. The purpose of the LoT is to notify the Supplier that a specific contract is to be termined on its scheduled contract end date and that a new contract will begin the next day.   The information that the Supplier needs to manage the LoT includes:
  (1) Broker name and email address.
  (2) LoA document by the customer nominating the Broker to act on their behalf.
  (3) Customer name and address.
  (4) Supplier name and terminating email address.
  (5) Contract end date.
  (6) Supply address with postcode.
  (7) Number of meter as MPAN or MPR.
  (8) Product as Gas, NHH or HH.
  (9) Termination minimum and maximum days by Supplier for this kind of product.
  (10) Term days.
  (11) LoT sent date and time by Broker.
  (12) LoT viewed date and time by Supplier.
  (13) LoT document that was sent and viewed.
2. The Supplier is able to verify that the customer has nominated the Broker by way of a LoA to act on their behalf in this matter.
3. The Supplier is able to verify that the LoT is served with adequate information and in compliance with the terms and conditions of terminatation regarding minimum and maximum days before contract end date.
4. The Supplier is able to identify the specific customer contract and record that the contract shall end of the scheduled contract end date and not at a prior date.   The Broker carries responsibility to ensure that a new contract is approved in advance of the scheduled contract end date.
5. The Broker retains immutable evidence of when the LoT was sent, when the Supplier viewed the LoT, when the Supplier clicked the "receipt" button, together with the LoT document.
6. The Supplier may confirm receipt and processing of the LoT by:
  (1) Click of the "receipt" button link in the LoT.
  (2) Email manually a receipt to the Broker to acknowledge the LoT.

Eliza LoT:
1. Where Eliza has been assigned to manage the termination notice procedure, then the following trigger point is enabled:
  K1529. Customer Contract End Date.
  K1530. Customer Contract Term Days.
  K1531. Customer Contract LoT Step.
  K1532. Customer Contract LoT Date as End Date minus Term Days.
+
  K1665. Supplier Termination Days for Gas meter.
  K1666. Supplier Termination email Address for Gas meter.
  K1667. Supplier Termination Days for NHH meter.
  K1668. Supplier Termination email Address for NHH meter.
  K1669. Supplier Termination Days for HH meter.
  K1670. Supplier Termination email Address for HH meter.
2. Eliza may use the above information to assign the K1532 LoT Deadline date for information purposes only.
3. On the deduced LoT Deadline date, Eliza will create a contract task to manage the email envelope that is sent to the customers energy Suppliers termination email address.   The K1531 contract LoT Step is changed to "Sent" and the contract task may be viewed to follow up on when it has been processed.   Eliza creates the LoT document when the Supplier consents to view the LoT document by clicking the applicable link - the LoT document can be viewed from the task.
4. Eliza shall monitor the contract LoT task and where it is not processed by the Supplier, then an alarm will be raised on the dashboard for manual action to resolve the matter by other means.   For example: the Supplier may have changed their termination email address and the Supplier details need to be corrected.
5. Eliza monitors and maintains:
  K1231. Customer Contract Message Sent Date.
  K1532. Customer Contract Message Sent Time.
  K1233. Customer Contract Message Viewed Date.
  K1534. Customer Contract Message Viewed Time.
  K1235. Customer Contract Message Receipt Date.
  K1536. Customer Contract Message Receipt Time.
  K1241. Customer Contract Message LOT + LoA Document folder and file name.
  K1553. Customer Contract Message Viewed Counter.

Manual:
1. Where manual LoT methods are deployed, then the list of pending LoT deadline dates may be viewed in date order.
2. A manual LoT may be hand crafted and emailed to the Supplier and manually followed up to ensure it was processed.   The contract LoT status may be manually changed to "Sent" or "Processed".
3. The LoT document is uploaded into a contract task as evidence and proof of delivery.   Email services shall comply with Privacy and Electronic Communication Regulations and General Data Protection Regulations.   Disclosure of customers private, confidential and sensitive information shall use encrypted communications.
4. Every Supplier working in cooperation as a partner has the right to view a list of all terminations delivered for the last year.   Data that is shared has a much higher value and lower costs than data that is private and must be manually extracted and communicated upon demand.

Eliza Data Integrity:
1. Periodic data integrity checks are done to cause:
2. Every Internal Current Contract has a viable LoT date and a step as Scheduled.
3. Every Other current contract has an LoT step as Processed and LoT date as the contract end date.
4. Every Historic contract has an LoT step as Processed amd a LoT date as the contract end date.
5. Every Proposal contract has an LoT step as Pending amd a LoT date as the contract end date.
6. Every Accepted contract has an LoT step as Pending amd a LoT date as the contract end date.
7. Warnings are shown where a Supplier has incomplete termination details - LoT days are asumed to be 150.
8. Warnings are shown where a current contract is Scheduled or Sent with a historic LoT date.

Document Control.
1. Document Title: Termination Notice Procedure.
2. Description: Bespoke Application Service: Termination Notice Procedure.
3. Keywords: Bespoke Application Service, Termination Notice Procedure.
4. Privacy: Shared with approved people for the benefit of humanity.
5. Edition: 1.1.
6. Issued: 2 Jan 2018.