| | 5.2.11 B11 Letter of Termination Procedure | |
|---|
| Broker Procedures: | | Broker state "B11" is assigned to Letter of Termination task. Every current contract includes a contract end date and a number of termination days. On the applicable date, the LoT business document is emailed to the energy provider and client. |
| B11 Send LOT: | | In accordance with the contract schedule, termination letters are created and sent to the energy provider without any manual intervention. It is the duty of the broker to ensure that each contract LOT scheduled date is complete and correct - special exception reports are raised to point out deficiencies. The actual task of sending the LoT can be fully automated as this task is too important to be left for manual action. | | Productivity is maximised as very little data entry is needed to automatically manage LoT tasks. This task is not triggered by any other task, but only by the current contract end date and termination period. |
| LoT Document: | | A report shows when LoT emails will be sent and when LoT have been sent. Data integrity ensures that every current contract has an end date and a termination days field. No manual action by a broker is needed to ensure that every LoT is emailed on the correct date. Eliza is able to send LoT emails on a Saturday or Sunday if that is the appropriate date - Eliza works every day of the week. |
| Termination Notice Period: | | "Term" is the field label with termination expressed as a min-max range of days, weeks or months as: | | R91 . 90-120 days. | | R69 . 60-90 days. | | R49 . 45-90 days. | | D28 . 28+ days. | | D30 . 30+ days. | | D90 . 90+ days. | | W99 . 9+ weeks. | | M19 . 1+ month. | | M29 . 2+ months. | | M36 . 3-6 months. |
| LoT Procedure: | | When the contract goes live, Eliza verifies the contract end date and calculates the applicable LoT due date using the "term" code. Eliza also calculated and updates the renewal procedure start date as 150 days before the current contract end date. | | The responsible broker can review and revise the LoT due date at any time while the LoT date is in the future. On the LoT due date, just after midnight, Eliza will email all scheduled LoT termination notices and freeze the LoT date. LoT track and trace is enabled to record when the energy provider views the LoT. The LoT document together with evidence of its email delivery is retained for at least seven years. |
| Document Management: | | Procedure B11 creates a Letter of Termination document that is stored as a client task attachment to be emailed to the applicable supplier. The client task list may be filtered to view all LOT documents in date order for any client. Each LOT document needs to include a current LOA to enable it to be processed correctly by the enery provider. The LOT document email service enables the energy provider to also view the current LOA. |
| Bulk Processing: | | When a contract LoT is requested and other contracts for the same client and the same supplier (energy provider department) are due on the same date, then the LoT will show all relevant meter numbers. Please be aware that different energy provider departments are responsible for different services and different types of meters such as MD. |
| Energy Provider: | | A big energy provider such as Scottish Power may be divided into a number of different departments that are responsible for different services and different types of meters. For example; gas and electric services may be handled by different departments in different offices. Maximum Demand (MD) and Half Hourly (HH) meters may be handled by a different department to SME or domestic. | | Energy provider data is decomosed by department where termination rules are defined for each department together with the types of services handled. |
| Eliza: | | Eliza will work on behalf of the appointed broker to review and revise contract data to ensure that it is complete and correct. The energy provider will be checked to verify that the correct "term" field value has been selected based on service type and profile. LoT date is calculated based on contract end date and "term" code. Renewal start date is calculated based on contract end date and 150 days as an Executive directive. |
| Document Control: | | 1. Document Title: B11 Letter of Termination Procedure. | | 3. Keywords: B11 Letter of Termination Procedure. | | 4. Description: B11 Letter of Termination Procedure. | | 5. Privacy: Public education service as a benefit to humanity. | | 6. Issued: 11 Jun 2018. | | 7. Edition: 1.3. |
|
|