Meter Data Management System (MDMS) Sharing. Ricky Ip CLP Project Manager

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1 Meter Data Management System (MDMS) Sharing Ricky Ip CLP Manager

2 Agenda Introduction Objectives Critical Success Factors Change Management Lessons Learned 2

3 CLP Power Hong Kong Limited (CLP Power) is the principal subsidiary of CLP Holdings Limited, which is listed on the Hong Kong Stock Exchange (SEHK 0002) and is the largest electricity company in Hong Kong. Introduction We operate a vertically integrated electricity generation, transmission and distribution business. CLP 400kV network is connected to mainland China with grid metering Today we serve 2.2 million customers, dividing into the following 3 major tariffs. Bulk Tariff: charge according to energy consumption (kwh) and maximum demand (kva) General Service Tariff: charge according to energy consumption (kwh) Residential Tariff: charge according to energy consumption (kwh) The 2008 electricity sales was about 300 billion units. 3

4 Objectives The original data management system consists of a number of fragmented systems which have caused the following operational issues systems are not integrated and require a lot of manual effort meter data integrity check is complicated it lacks of integrated operational information for performance monitoring system maintenance cost is high To address the issues, CLP determined to implement a modern MDMS to strengthen the meter data management capability and flexibility 4

5 CLP project team learned experience of other utilities before project implementation. Major requirements / functions Upgrade / consolidate various systems and meter reading to billing processes Improve billing efficiency through reduced exceptions processing Optimize investment on power plant Provide online data to residential customer for energy management Develop home area network Learning points Get user involved from blueprint stage Assign experienced staff to key project positions Adopt phased implementation to mitigate project risks Obtain supplier s commitment to keep project member unchanged Secure user resources for UAT Focus on user interfaces After system go-live resolve system issues perform database optimization seek user buy-in Plan the system deployment for coming years 5 5

6 Critical success Factors Organization: Establish Organization with appropriate management representatives from users Plan: Develop Plan according to To- Be Business Model to meet the tight project schedule Issues: Establish Effective Means to Manage Off-site Supplier Development Teams at Different Time Zones System Interfaces: Keep Major System Interfaces Unchanged Data Conversions: Develop Data Conversion Approach as One of Deliverables Risks Reporting: Consistently reports Risks for Resolution / Mitigation 6

7 Management Change Management Planning Blueprint Key Milestones Team Trainin g Data Mapping & System Design Development & Unit Test Hardware & Software Installation Plan Loading Performanc e Data Conversion & Migration System Integration Test Performance Test User Acceptance Test Documentation & End-User Training Final Preparation DR 1 D R2 Rollout Post Implemen tation System Launch Date Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Feb

8 Change Management Training Planning Communication Planning 8

9 Change Management Communication Planning Analyze Stakeholder Expectations Identify Key Messages & Communication Channels Develop Communication Plan Deploy Communications Manage Stakeholders Expectations Communication sessions were organized to articulate the rationale for changes at all levels of staff. It is an on-going exercise throughout and after the MDMS project. Different communications with senior management and other stakeholders were organized through various channels e.g. project meetings. Training Planning Perform Pre-work Assessment Analyze Training Needs (Jobs and Processes) Design & Conduct Trainings Assess Readiness for the New Jobs and Processes Manage Training Exceptions Trainings needs were identified for users to ensure that they are equipped with the required competencies for the new roles and new processes. 9 9

10 Initiation Lessons Learned Planning Execution Closing 10

11 Lessons Learned (1/2) Initiation Planning Execution Closing Allow sufficient project time to coordinate suppliers to develop specific meter data conversion interfaces Controls product customization and encourage users to change / modify her business processes to fit into the packaged system as adopted in other utilities Initial data loading is a critical step for all system acceptance tests. Pay attention to data conversion performance from legacy systems

12 Lessons Learned (2/2) Initiation Planning Execution Closing Complete a full data acquisition cycle as part of User Acceptance Test (UAT) for system performance / capability measurement The end-to-end business process simulation shall be run on actual operation cycle Provide adequate training for business support team to manage system problems after system rollout End 12 12

13 Backup Slides 13

14 Organization Steering Committee Senior Management of CLP and Supplier Change Management Business User Management Office Manager & Business Management Quality Assurance CLP IT Organization, Business User & MDMS Supplier Business Business Users Data Conversion IT Professional & Business Users Product Configuration IT Professional Integration IT Professional Technical Design IT Professional & Business Users Placement of Key Organization Positions Senior Management to lead the Steering Committee CLP IT resources as system integrator, as they possess good IT & business knowledge Business users to take up key project positions Change Management team to manage communications and training activities 14

15 Issue Control Matrix Issue Being Investigated Testing System Functions Data Mart Missing MRO RI Task Data Quality TIM Protocol Testing Non-critical Data Loading Reference Records Initial Data Loading System Functions Resolved For each project issue, it was assigned with a classification for initial impact analysis. The issues were then discussed with the off-site development teams regularly. This arrangement made sure both parties understood the business issues. For non-critical issue, long term solution shall be agreed. 15

16 Meter Reading Process Register Billing Manual Meter Reading System SAP Customer Info. System PSTN Load Profile Billing Automatic Meter Reading System Data Validation System

17 Data Conversion Approach SAP Customer Information System 3 Data Acquisition Schedules Validation Rule Exception Handling MDMS 1 Initial Data Loading of Metering Points Daily Delta Synchronization / Record Changes / Customer Records 2 Account Configuration Channel Configuration Modem Configuration Metering records include meter configuration, premises records, meter numbers, metering registers and modem information. Initial data loading was a critical step for all system acceptance tests. Incorrect parameter settings would result in unexpected long processing time, which lengthen the cutover period. 17

18 Risks Reporting Start Functional Test Data Conversion System Cutout Unclear Scope and Acceptance Criteria Low Initial Data Loading Performance Low Data Conversion Performance Organization Changes Insufficient Resources Insufficient Supplier Resources Slow Testing Progress Failure During Cutover Uncontrollable Variations Inadequate Team Training Inadequate Training 18

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