BIHAR R-APDRP PROJECT

BUSINESS PROCESS DESIGN

PROCESS MOVE IN – MOVE OUT (CHANGE OF NAME)

Version No. 2.0

Draft
Document Status In Review
Final
Document Owner(s) Mr. S K Singh
Document Author(s) Mr. Suryamani Kumar
Finance & Contract Accounting
Customer Service
Device Management
Functional Area
Billing
Maintenance Management
Asset Management
Date Approved
Date Last Modified 14.09.2011
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Document Contributors
Name Role
Mr. S.K Singh CE (commercial), BSEB
Mr. Murtaza Helal EEE (Supply), Kankarbagh, PESU
Mr. Sri Ram Singh AEE(Revenue), Kankarbagh, PESU
Mr. Ranjit Kumar EEE, PESU, Patna
Mr. Suraj Kumar JEE, SCADA
Mr. U.N. Singh ESE (Transmission), Patna Circle
Mr. Rajendra Mahto Account Officer, Patna Circle (Transmission)

Document Approval
Role Name Signature Date
CE (commercial), BSEB Mr. S.K Singh
EEE, PESU Shri B. K Srivastava
EEE, PESU Md. Murtaza Helal
AEE, Khagual Mr. Chandra Shekhar Kumar
JEE, SCADA Mr. Suraj Kumar

Document Version Control

Versio Date Author CR/SIR Details of Change
n Ref(s)
0.1 06-Aug-2011 Suryamani Kumar Initial document creation
0.2 11-Aug-2011 Sukesh Kumar Reviewed and made changes.
0.3 06-Sep-2011 Sukesh Kumar Reviewed and made changes after reviewed from
the core team member.
0.4 07-Sep-2011 Sukesh Kumar & Reviewed and made changes after reviewed from
Suryamani the core team member.
1.0 08-Sep-2011 Sukesh Kumar & Reviewed and made changes after reviewed from
Suryamani the core team member.
2.0 14-Sep-2011 Sukesh Kumar & Reviewed and made changes after reviewed from
Suryamani Member Finance & Process Owner.

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Contents
1 To-Be Business Process.......................................................................................................................................................4
1.1 To-Be Business Process Overview..............................................................................................................................4
1.2 To-Be Business Process Requirements.......................................................................................................................5
1.3 To-Be Business Process Diagram................................................................................................................................6
1.4 To-Be Business Process Detail....................................................................................................................................8
1.5 RICEFW & Configuration Inventory........................................................................................................................16
1.6 Test Scenarios............................................................................................................................................................17
1.7 Data Migration Requirements....................................................................................................................................17
1.8 Cutover / Deployment Requirements........................................................................................................................17
1.9 Data Retention / Legacy Archiving Requirements....................................................................................................17
1.10 To-Be Process Improvements....................................................................................................................................17
1.11 To-Be Key Business Process Metrics........................................................................................................................18
1.12 To-Be Business Process Assumptions.......................................................................................................................18
2 Documentation References.................................................................................................................................................18
3 Appendices.........................................................................................................................................................................18
3.1 Appendix A: <Name of Appendix>..........................................................................................................................18

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1 To-Be Business Process
1.1 To-Be Business Process Overview
This section provides a high-level overview of the To-Be Business Process, including a listing of all possible process
triggers and outcomes.
Level 1 Process
Level 2 Sub-Process
Business Process Name
Business Process Overview
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2 Customer and Business Requests
2.4 Work Order Management
2.04.02 Process Move In - Move Out (Change of Name)
Process Change of Name
There could be two major scenarios:
1. Change of name in case of legal heir.
2. Change of Name in case of third party sale- In this case All Business Master
data is created & Move-In will be done with existing Technical Master data. The
business partner will remain same.
A move-in links the business master data to technical master data by creating a
contract to an installation in the system. This relationship allows billing and
invoicing to occur.
It is assumed that following business objects exists before Move-in
 Connection object
 Premise
 Device location
 Installation
 Rate information
 Device
The following business objects can be created or maintained during a move-in:
 Business partner
 Contract account
 Contract
 Meter reading
 Security deposit
 Customer contact
A move-in can be initiated in person. Assuming all technical master data are
present, the move-in process starts by creating or confirming business partner,
contract account, contract, premise information and move-in date. Security
deposit may be transferred to new applicant.
It is assumed that the application form will be accepted only after submission of
all relevant documents, at respective Sub-Division office.
Business Partner and Contract Account will be created along with change of
Name Order which will have reference of Old premise and contract account
number. On payment of the demand note, the change of name process will be
initiated in the process of complete change of name order.
Change of Name application may occur along with Category change, load
change or both together. In such scenarios, the application will be processed in
following order:
 Change of Name
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 Category Change
 Load Change

1.2 To-Be Business Process Requirements

This section lists the Business or Regulatory Requirements to be met by the To-Be Business Process. Included for
each requirement is the Requirement Reference, the Requirement Description (including legal/regulatory
documentation reference) and a listing of the system(s) that the requirement is applicable to.
Reference Requirement Description Applicable System(s)
N/A For certain cases which the business policy dictates, arrears on the current SAP
applicant (BP) and past occupant (Premise) can be taken care of while
processing the Move-in.
Step no 298 The move-in date and BP number will remain same. The name change SAP
along with category/ load change, if any, will be effective from the date it
is changed to next change date.
Step no 180 For name change, forced move-out is performed, which is distinguished in SAP
the system from normal move-out process via customer contact recording.
Step No 200 to Customer’s change of name application related charges and payments SAP
230 should be reflected in the IS-U system (e.g. security deposit, transfer fee
etc). Also Security will only transfer, if new applicant has original receipt
of Initial Security.
Step 350 Welcome letter can be printed out batch wise after customer makes SAP
payment.
200 to 230 The transfer of Security Deposit from one BP (customer) to another should SAP
be supported (in case of change of name etc.)
230 Change of name should not be executed unless payment of demand note is SAP
made. Business partner and contract account should be created and
charges should be posted against the Contract Account.
30 A Undertaking should be submitted by New Customer for ensuring that SAP
dues on old premise that should be paid by new customer

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1.3 To-Be Business Process Diagram

Process Change of Name

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1.4 To-Be Business Process Detail

This section provides a step-by-step description of the To-Be Business Process. It will address all Business Requirements
listed in Section 3.2 and will consider all concerns listed in Section 2.4. Included for each step is the activity description, a
listing of the system(s) the step is performed in, the transaction code or screen reference where applicable, a reference to any
other Business Process that is linked to the step, the role(s) impacted by this step, and the skills required to execute the step.
<Begin numbering with 1.1.1 and increment the second value for each step to allow for subsequent addition of interim steps>
Step Activity Name Activity Description Transaction Code / Role(s) /Roles
Screen/ description
10 Customer requests Customer applies for change of name in person. N/A Customer
for change of Customer submits the Application & Agreement form
name dully field with all mandatory documents to Customer
care executive at concern Customer care center or
Concern Sub-Division.
The customer may or may not have a business partner
number in the system.
(Manual)
Try to identify a BP by:
20 Identify old CIC0 – business Customer Care
 Business partner number
business partner partner search Executive
 Contract account number
 Customer name
 Address
 Phone number, etc
(System)
40 Is application Check completeness of the form referring to the CIC0 Customer Care
complete in all checklist available with Move in / out Processor Executive
aspect? (CCE).
In this step it is assumed that the application will be
accepted only after submission of all the necessary
documents.
The application will be accepted only when the
customer is ready to pay arrears (if any) and he is
ready with the payment. For this purpose an affidavit
is required to submit by new customer that if any dues
found on old customer he will pay all dues.
If Yes, then go to step 72, else go to step 50
(Manual)

List of documents to be furnished for different types of

customers for change of name within 14 days:
For LT supply:
1. Duly filled application of mutation in prescribed
format Annexure 1 for name change along with
prescribed fee
2. Passport Size Photograph of Applicant
3. Address/ID Proof( Anyone of the following)

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a. Electoral Identity Card

b. Passport
c. Driving License
d. Ration Card
e. Photo Identity Card issued by any Govt.
agency.
4. Proof of no arrears on account of electricity
charges on that account.
5. Proof of ownership/Legal heir ship/succession in
the form of any of the following documents:
Sale Deed,
Allotment/possession letters
Lease deed,
General Power of Attorney together with
proof of ownership of the executor
OR
Proof of occupancy/Rent in the form of any of the
following documents:
Rent receipt together with No Objection
Letter of the landlord together with proof of
ownership,
6. Latest paid Electricity bill
7. Letter of allotment and proof of date of occupancy
in case of govt. residential quarter.
Optional
NOC of previous registered customer for security
transfer.
For HT supply –
1. Duly filled application of mutation in prescribed
format Annexure 2 for name change along with
prescribed fee
2. Passport Size Photograph of Applicant
3. Address/ID Proof( Anyone of the following)
a Electoral Identity Card
b. Passport
c. Driving License
d. Ration Card
e. Photo Identity Card issued by any
Govt. Agency
4. Dues undertaking

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5. Proof of ownership/legal heir ship/succession

Other documents required in case of HT customer

a) Details of Land, Survey Plot No., Mauza,
Revenue Village No., etc…………
b) b. Contracted Load Details (Where available)
c) c. Memorandum of Understanding
d) d. Articles of Association, Partnership Deed
e) e. Site plan indicating the Proposed Receiving
Points of f. Power Supply from the Company
f) g. General Power Attorney
g) h. NOC from Local Body (Eg. Gram
Panchayat of MCH)
h) Consent from Pollution Control Board (If
Applicable)
i) j. SSI Certificate (If applicable)
j) k. Industrial License
k) l. Employment Potential
l) m. Financial Assistance
m) Line of Manufacture
n) Letter for Undertaking Capital Works on
Turnkey Basis (Optional)
Optional
NOC of previous registered customer for security
transfer.
In case of transfer of security deposit, original receipt
along with consent letter from old customer has to be
submitted to transfer the amount to the new Contract
Account.
BSEB reserves the right to re-transfer the connection
and security deposit to the previous registered
customer’s name in the event of any dispute.
50 Guide customer to Guide customer to furnish missing information with CIC0 Customer Care
furnish missing the help of the available checklist of documents. Executive
information
(Compulsory and optional)
(System)
60 Record customer Record customer contact when an application is BCT0 Customer Care
contacts rejected for incomplete documents. Executive
BPD CS: 2.02.01
Enter reason for rejection from the drop down Process Record
available customer contacts
Also record type of missing document from pre-
configured list.
The contact number will be referred for further
communication.
Refer BPD CS: 2.02.01 Process Record customer
contacts
(System)
70 Customer Customer resubmits the application considering N/A Customer
resubmits the missing documents and information.

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application Go to step no 30.

(Manual)
72 Is Case is JE will visit the site & check following points: CIC0 Customer Care
commercially Executive
1. Check For any outstanding dues
feasible?
2. Check for any dispute case (E.g. Misuse of
tariff, unauthorized load etc)
3. Check for enforcement(Is any enforcement
order is active against existing contract
account)
4. JEE will cross check about applicant, whether
he is authorized for name change process.
If yes go to step 110, else go to step 75.
(system)
75 Is it related with Check whether the request is related to the Govt. N/A Customer Care
Govt. Quarters? quarters. Executive
If Yes, then go to step 100, else go to step 80.
80 Send SMS & Send SMS & Email to the customer informing about to System Customer Care
Email to the clear all the pending dues. Executive
customer asking
(Manual)
him to clear the
dues (validity 30
days)
90 Record Customer Record Customer contact for capturing the reason of CIC0 Refer BPD CS: Customer Care
Contact rejection 2.02.01 Executive
(System) Record Customer
Contact
100 Do you still want Check whether the case still has to proceed further. N/A Customer Care
to continue? Executive
If Yes, then go to step 110, else go to step 90.
110. Create Change of Check all the relevant checkboxes against the list of CIC0 Customer Care
Name Order documents for that Business Partner. Executive
If all the documents are OK, Create Change of Name
service order with appropriate reason code.
The reason Code or Maintenance Activity type to be
verified by Process Owner:
1. Legal Heir.- C01
2. Third Party Sale – C02
3. Any other party- C03
4. For Govt. Quarters- C04
Initial Planner Group in change of name order will be
populated as CCE & then change further to concern
authority.
This order number will be given to customer for

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further follow up
140 Is legal heir/any 3 rd
If the application is from a legal heir, change of name Move In/ Move-out
party/for Govt. will be treated as name correction. i.e. Only name will Processor
Quarters? change at Business Partner level.
Check if applicant is a legal hire or related to any 3rd
party.
For legal heir, go to step 160.
For any 3rd party, go to step 170.
For Govt. quarters, go to step 150.
(manual)
150 Maintain Business Process for Name correction will be initiated. Changes BPD CS: 2.05.01 Move In/ Move-out
Partner will be made only after appropriate approval is Processor
Create/Maintain
obtained from concerned authority. Approval will be
Business Partner
taken manually as per present practice .(Out of system)
Refer to BPD CS: 2.05.01 Create/Maintain Business
Partner.
(System)
155 Maintain Contract In case of Govt. quarters, create new contract account. Refer BPD Move In/ Move-out
Account CS:2.05.02 Maintain Processor
Refer BPD CS: 2.05.02 Maintain Contract Account
Contract Account
Then go to step 220.
160 Maintain Business Process for Name correction will be initiated. Changes BPD CS: 2.05.01 Move In/ Move-out
Partner will be made only after appropriate approval is Processor
Maintain Business
obtained from concerned authority. Approval will be
Partner
taken manually as per present practice .(Out of system)
Refer to BPD CS: 2.05.01 Maintain Business Partner.
(System)
165 Maintain Contract In case of legal heir, maintain contract account. Refer BPD Move In/ Move-out
Account CS:2.05.02 Maintain Processor
Refer BPD CS: 2.05.02 Maintain Contract Account
Contract Account
Then go to step 305.
170 Maintain Business If customer does not exist, a business partner must be BPD CS: 2.05.01 Move In/ Move-out
Partner created first. This BP may become our customer in Maintain Business Processor
future. Partner
Refer to BPD CS: 2.05.01 Maintain Business Partner.
(System)
180 Record customer Record customer contact after maintaining of business Refer BPD Record Move In Processor
contact partner. (Contact log will be created automatically) customer contact
Refer Record customer contact BPD CS: 2.02.01 CS: 2.02.01
Then go to step 190.
(System)
190 Maintain Contract In case of Third party sale, maintain contract account. Refer BPD CCE
Account CS:2.05.02 Maintain

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Refer BPD CS: 2.05.02 Maintain Contract Account Contract Account

198 Maintain Customer Refund the old SD to the old customer. Refer Maintain Demand Notice
Refund Process Customer Refund Processor
Then go to step 220.
Process
BPD FICA: 01.06.04
220 Calculate New If Customer has no NOC for transfer of old Security Refer BPD CS: Demand Notice
Security Deposit Deposit to New Account i.e. if old customer is not 1.06.03 Processor
ready to transfer his/her Security deposits to new
Maintain Security
account, the system will calculate a fresh Security
Deposits
Deposit as per the connected load maintained in
Installation facts.
If Customer wants to Enhance load with change of
name then Additional Security Deposit will also be at
this step.
225 Generate demand Print demand note and give to customer. CIC0 Demand Notice
note Processor
1. Security deposit
2. Application fee
3. Meter testing fee in case when meter belongs
to the customer.
(system)
230 Accept cash desk Customer has option to pay online or at any cash Refer BPD FICA: Cashier
payment payment center. 1.04.01
Accept cash desk
payment

250 Does customer If customer makes payment within Due days we will N/A Demand Notice
make payment proceed with the change of name process else the Processor
within Due days? application will be rejected and all the posting will be
reversed.
Due date for making the payment for:
Domestic/Non-Domestic Customer :
Industrial Customer :
If payment has made, then go to step 275, else go to
step 260.
260 Reverse Posting All the charges posted will be reversed if the customer FP08 Demand Notice
doesn’t pay even after due days from generation of Processor
demand Notice.
(System)
270 Update notification Notification of service order will be updated as CIC0, IW32 Demand Notice
and cancel order “Application Rejected” and the service order will be Processor
cancel i.e. system status “CLSD”.
Go to End
275 Maintain Security The cashier posts payment in the system for BPD FI: 1.06.03 Demand Notice

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Deposit (Post maintaining security deposit and other charges. The Maintain Security Processor
Payment received) different charges are as given below: Deposit
1. Security Deposit
When the customer pays at the Cashier Counter, the
Security Deposit and other charges are posted against
respective Contract. The customer is given an
acknowledgement at the counter.
Refer: BPD FI: 1.06.03 Maintain Security Deposit
(System)
280 Update user status Once the payment is received, user status of change of CIC0, IW32 Move In/Move Out
name order will be updated as payment received. Processor
(System)
290 Process Force In case of change of name, a force move-out the System Move In/Move Out
Move Out previous Business Partner (customer). Processor
The system creates move-out document for the
previous customer.
(System)
294 Create move-in Create move-in document in the system. System Move In/Move Out
document Processor
298 Enter move in date Move-in document is created. Business partner, EC50E Move In/Move Out
(name change date premise number and move-in date should be populated Processor
+1) in the move-in document initial screen. Move-In date
should be populated as name change date+1.
User should verify whether the information is correct
or not.
(System)
300 Maintain Contract A contract is an agreement between the utility Refer to BPD CS: Move In/Move Out
company and a business partner relating to a utility 2.05.03 Processor
service.
Maintain Contract
Contract is automatically created during the move-in
process for each installation. (System)

Capture customers profile i.e. Applied load in the

contract
Here A Move-In date will also updated at Contract
level & Move-In date should be name changed date +
1.
Refer to BPD CS: 2.05.03 Maintain Contract
(System)
302 Send At this step a SAP-GIS interface is call to update the SAP-GIS Interface Move In/Move Out
Move-In/Move- Name Change Information (Move-In/Move-Out Processor
Out information to Information) in GIS.
GIS to update the
customer details
305 Has customer If customer applied for load change or category change N/A Move In/Move Out
applied for load or along with the Name change process. Processor

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category change Go to step 308, else go to step 350

(with name
(system)
change)?
308 Process site Process site investigation order if customer applied for Refer BPD 2.06.14 Move In/Move Out
investigation order name change with only category change with suitable Process Site Processor
planner group and activity type. Investigation Order
(system/manual)
340 Process change of If customer applies for category change with load BPD CS 2.04.12 for Move In/Move Out
load process change or only load change, change of load process Change of load Processor
will be initiated with load change order. process
BPD CS: 2.04.12 for Change of load process
350 Print welcome A welcome letter is required to confirm customer of System Move In/Move Out
letter move-in request. Welcome letter should contain the Processor
following information:
 Customer name
 Business partner number
 Contract account number
 Correspondence address
 Premise address
 Move-in date
 Security deposit amount
 Approved load
 Phase, etc
Welcome letter can be printed out in batch, after
customer makes payment. These letters are dispatched
to the customer.
(System)
360 Send SMS & Send SMS & Email to the customer informing about System Move-In/Out
Email to the the completion of name change process. Processor
customer
informing about
the completion of
Name change
process

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1.5 RICEFW & Configuration Inventory

This section contains an inventory of all Developments (Reports, Interfaces, Conversions, Enhancements, Forms,
Workflows) and Configuration items that will be required to support this Business Process. Included for each
development/configuration entry is the deliverable reference, deliverable type (e.g.
Report/Interface/Configuration), the deliverable description, a reference to the to-be process step(s) that require
the development, and a development complexity rating. A complexity rating of Simple (S), Medium (M), or
Complex (C) will be used to provide an indication of development effort required for this deliverable.
Reference Type Description Process Step(s) Complexity
(S/M/C)
F-01-CS-Form of F Form for Welcome letter. 350 M
welcome letter
E-02-CS-Auto E A program to auto update user status 280 M
update status of change of name order on payment
of demand draft.
E-03-CS-FI Reverse E A program to reverse posting and 260 M
posting update deletion flag in Business
Partner and Contract Account for
cases where payment is not received.
E-04-CS-FOP E In FOP it should be taken care that 290 & 270 M
development Move-Out should be performed on
Last meter reading date & Move-In
should be performed on Last Meter
Reading date + 1.
E-05-CS-SMS E Enhancement will send SMS to the 80, 360 M
Enhancement customer informing about the
completion of the name change
process.
E-06-CS-Email E Enhancement will send Email to the 80, 360 M
Enhancement customer informing about the
completion of the name change
process.
F-07-CS-Email F Creation of email form. 80, 360 M
Form

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1.6 Test Scenarios

This section outlines the suggested Test Scenarios that should be executed during the Product Test Phase for this
Business Process. Included for each entry is the scenario reference number, the scenario description, and the
related requirement(s) reference number (from section 3.2 above) if applicable.
Scenario # Scenario Description Requirement(s) Reference
N/A

1.7 Data Migration Requirements

This section provides a list of data conversion requirements associated with this Business Process, e.g. mandatory
data required from legacy system(s) to support the process.
Requirement # Requirement Description
N/A

1.8 Cutover / Deployment Requirements

This section provides a list of requirements/considerations that need to be considered for Deployment / Cutover
planning, e.g. refrain from future-dating move-ins for a period of time prior to Go-Live.
Requirement # Requirement Description
N/A

1.9 Data Retention / Legacy Archiving Requirements

This section provides a list of data retention or legacy archiving requirements, e.g. meter reading history for a
period beyond that which Data Conversion will migrate the associated data for to support the To-Be Business
Process.
Requirement # Requirement Description
N/A

1.10 To-Be Process Improvements

This section provides a list of process improvements/enhancements to the As-Is process that the To-Be process will
provide.
Improvement ID Improvement Description
N/A

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1.11 To-Be Key Business Process Metrics

This section provides a list of Metrics against which the Business Process will be measured. Included for each entry
is the metric description, an indication of the performance level of the As-Is Business Process (if currently
measured), the target performance level for the To-Be Process, the data that will need to be captured to support the
metric, and the process step(s) to which the metric is associated.
Metric Current Level Target Level Data Required Process Step(s)
N/A

1.12 To-Be Business Process Assumptions

This section outlines any assumptions made while designing the To-Be Business Process.
Ref Assumption Description
N/A

2 Documentation References
This section provides a list of the related documents that were referenced in this document. The table below includes the
document reference and name, the related As-Is or To-Be Business Process step(s) that reference the document, and the path
to the location of the document referenced.

Document Ref & Name Process Step(s) Document Path

N/A

3 Appendices

3.1 Appendix A: <Name of Appendix>

<Use this section to document supporting information or data for the Business Process, e.g. material master data, screen
shots, etc. that cannot be included in the body of the document>

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