Print this Page
the big picture
5.2.21 B21 Renewal Management Procedure
Close this Page

Renewal Managements:
Two alternative methods of managing renewal has emerged as:
(1) Each responsible broker can do their own thing with their own local data to effect renewals.   Executives may not own and may not control their renewal data when it is stored in local files.
(2) Each authorized broker can follow this (B2 to B12) documented renewal procedure according to Executive formal directives.   Executives own and control their own renewal data when formal documented procedures are being used.

Renewal Data:
ECO31 Contract Renewal Step: where the broker chooses to select this data then the application is able to provide reminders and alerts when key procedures must be completed.
Executives have directed that renewal procedure shall begin 150 days before a current contract is due to end.
Reports are provided to identify when a broker must begin the renewal procedures that include:
(B11) LoT sent to Account Manager, to client and to energy provider - this can be 100% automated by email - to ensure Executives that nothing can be missed.
(B12) Termination confirmed from energy provider for current contract end date.
(B2) Verification of current LOA and TOB.
(B4) Reveiew and revision of service details.
(B5) Reveiew and revision of reading details with latest EAQ and EAS.
(B6) Reveiew and revision of current contract rates with latest EAQ and EAS.
(B7) Request for Proposals sent by automated emails to a set of energy providers.
(B8) Proposals from energy providers uploaded.
(B9) Client quotation sent by email.
(B10) Client acceptance of one proposal.
(B12) Monitoring of new current contract go-live date.

Renewal Challenge:
Renewal are started by creating a task for the broker to initiate the renewal procedure.   But no method has been identified to measure broker progress or brokers abandoning the renewal procedure.   Brokers are not using task management procedures in a way to chain one task to the next so progress can be measured.   Eliza needs to continually monitor what the broker does and send our reminder tasks when renewal steps have failed to make progress.

Renewals:
Renewals is not a single step procedure but a set of procedures identified as B2 to B12.   Some procedures demand formal interaction with the client or energy providers, while others maty be internal review and data entry revision procedures.
Where productivity is needed, every interaction with the client or energy provider may be fully automated.   Eliza runs 24 hours a day, 7 days a week to undertake any scheduled procedure, including sending emails with full track and trace.

Renewal Liabilities:
Brokers are legally and financially responsible to their clients to undertake renewal procedures in accordance with expectations and terms of businness.   The liability of missing a renewal date may add up to many thousands of pounds.
Renewals involve several manual steps that must be undertaken according to a scheduled time table.   The application service is able to assist with each and every renewal step, but interactions with client and energy providers must be undertaken by the assigned broker by the applicable date.

Renewal Spread Sheets:
Spread sheet reports are provided with sort, filter and column hide capabilities using encrypted data that is safe and secure.   This ensures that private and confidential data does not need to be stored on a local computer that is not complient with European Data Protection directives such as encryption.
  * Page 3026 is the set of Supplier Termination Rules by department as service and profile.   This data is managed at the supplier level from the broker dashboard.
  * Page 3017 is the Renewal Start Report that creates tasks for the selected service type and contract month end.   The default contract end date is 150 days forward from the current date when the renewal task is created.
  * Page 3369 is the Renewal Progress Report filtered by contract end date, service and life cycle.   The number of proposed and accepted contracts is shown that match the same service number.   Any current contract that is due to end this month but does not have an accepted contract for the same service is in trouble.

Bulk rate Request:
Procedure B7 has a button for page 3033 to create a client rate request for all contracts that have the same end date.   A bulk version of page 3033 is available from the Management Information dashboard to generate a rate request for all historical current contracts that do not have a proposed or accepted contract.
One day, page 3033 will be upgraded as a spread sheet with filters and sort order facilities.   This will be very similar to the renewal progress as current contracts by end date spread sheet page 3369.   .. add service address with postcode in the same way as service MPAN/MPR number ...

Document Control:
1. Document Title: B21 Renewal Management Procedure.
3. Keywords: B21 Renewal Management Procedure.
4. Description: B21 Renewal Management Procedure.
5. Privacy: Public education service as a benefit to humanity.
6. Issued: 11 Jun 2018.
7. Edition: 1.3.