smicop governance board (sgb) final minutes...upload to the website. action 027/02: electralink 2...

SMICoP Governance Board (SGB)

5 November 2015 of 14 v0.3

Final Minutes

Meeting Name SMICoP Governance Board (SGB)

Meeting Number 027

Date Thursday, 29 October 2015

Time 10:00

Location Grafton House, 2-3 Golden Square, London W1F 9HR

Attendee Representing Company

Elizabeth Lawlor (Chair) Secretariat ElectraLink

Alan Simmons [AS] Member EDF Energy

Claire Hemmens [CH] Member SSE

Colin Down [CD] Observer Ofgem

Daniel Walker-Nolan [DWN] Member Citizens Advice

Gary Kobiela[GK] Member Scottish Power

Girish Rambaran [GR] Observer DECC

Kevin Woollard [KW] Member British Gas

Paul Smith[PS] Observer Association of Meter Operators

Paul Tonkinson [PT] Npower Npower

Tim Newton [TN] E.ON E.ON

Lauren Nicholls [LN] Secretariat ElectraLink

Fungai Madzivadondo [FM] (Secretariat) Secretariat ElectraLink

1 ADMINISTRATION

1.1 Apologies were received from Andrew Buxton (First Utility) and Nicola Barber (DECC).

1.2 The meeting was quorate.

1.3 The SGB agreed to approve the minutes of meeting 026 ex-committee, subject to the amendments shown as redlined text in Attachment 1.



1.4 ElectraLink took an action to amend the previous meeting minutes to reflect the agreed changes and publish as version 1.0 following ex-committee approval by members.

ACTION 027/01: ELECTRALINK

1.5 The SGB Members reviewed the open actions. Updates on all actions have been provided in Appendix A of this document.

1.6 With regard to action 023/02, it was noted that Citizens Advice had submitted a Change Request on ‘Aligning the definition of vulnerability with industry best practice’, which would be issued to industry Parties in the October Change Pack.

1.7 CH requested for the version numbers of the July and August meeting minutes to be updated. It was agreed that after approval the meeting minute versions should be changed to 1.0 and uploaded to the Website. ElectraLink took an action to update the approved minutes and upload to the Website.


2 MONITORING LOG

2.1 The SGB reviewed the Monitoring Activities Log.

2.2 It was agreed that Ofgem’s review of the Priority Services Register should be added to the Monitoring Log.

2.3 CD enquired whether there was a process for SMICoP to identify new Supplier entrants to the market and ensure that they comply with the code. EL explained that Ofgem issues notifications of new entrants to the market but that no specific action is taken to advise new entrants of their obligations in relation to SMICoP. CD took an action to check Ofgem’s policy on ensuring how new Suppliers to the market sign up and comply with the SMICoP.

ACTION 027/03: OFGEM

2.4 Members noted that DECC is considering proposals to delay the DCC go-live date and agreed that once the date has been finalised this should be updated in ‘Testing the System’ item on the Monitoring Log.

2.5 ElectraLink took an action to update the Monitoring Log. The updates to the log are shown in Appendix B.


3 AUDITOR WORKING GROUP UPDATE

3.1 FM presented an update from the SMICoP Auditor Working Group.

3.2 It was noted that the following issues were discussed in the review of Audit consultation responses:

Clarifying the audit process timeline from the beginning of the audit to the auditor reporting period.



Supplier criteria for carrying out a SMICoP compliance audit.

Ofgem’s role in monitoring SMICoP compliance during the audit process.

Sharing of Supplier audit reports with DECC and Citizens Advice.

Auditor report on best practise, whereby it was noted that text should be added to ensure commercially sensitive information is not shared with other Suppliers.

Audit appeals process, whereby it was agreed that a defined audit process was not required and that issues with the content of the final audit reports should be raised with Ofgem.

3.3 It was noted that the Auditor Working Group would finalise the Request for Proposal (RfP) at their next meeting on 9 November 2015.

3.4 SGB noted the update.

4 SMICOP HELPDESK QUERY ON TRAINING ENGINEERS FOR ENERGY EFFICIENCY GUIDANCE

4.1 SGB discussed the SMICoP Helpdesk queries (paper 027/01), which had been received from a meter installation company regarding SMICoP Clause A2.6. With regard to Question 1, the Group concluded that the meter installation company should seek further clarification from Suppliers with regard to how to comply with SMICoP requirements.

4.2 In line with the SGB not being an advisory body, the Group agreed that with regard to Question 2, the meter installation company should be informed that SMICoP refers to the soft skills required during the installation. SGB noted that training schemes are available for new industry participants.

4.3 ElectraLink took an action to feedback SGBs responses to the meter installation company.


Customer Survey helpdesk query

4.4 SGB noted that a helpdesk query regarding the SMICoP Customer Survey communication had been received from a SMICoP member. The below questions were asked:

Question 1 When contacting our customers by email, could the actual email come from us, but have a link that goes to a survey hosted by the agency we choose?

Question 2 Would we be allowed to receive the customer responses from the agency if we exclude all customer information (including removing the demographics?

4.5 In line with the SGB not being an advisory body, the Members agreed that guidance on compliance would not be provided. As such, with regard to Question 1, the SGB agreed that the survey agency should communicate with the customers during the survey process as detailed within the survey specification document.

4.6 With regard to Question 2, the SGB agreed that the SMICoP does not specify how Suppliers should use customer information during customer surveys, noting that customer information should be handled in line with the Data Protection Act. The members also noted that the



Market Research Society offers guidelines on managing customer information and reporting of findings.

4.7 ElectraLink took an action to provide the feedback to the SMICoP Member.


4.8 EL informed the SGB that an FAQ document on SMICoP queries would be put together to ensure that issues raised are captured and can be referred to in the future. ElectraLink took an action to put together a SMICoP FAQ document.


5 INSTALL AND LEAVE POLICY

5.1 GR presented the DECC ‘Install and Leave – Next Steps’ slides circulated to the SGB prior to the meeting. In July 2015, DECC published the Government Response to the Rollout Strategy consultation, which included the Government’s policy on Install and Leave that would be implemented through regulation in time for DCC Live. CD noted that Ofgem understood that DECC’s intended Policy was to make Install and Leave permissible.

5.2 GR noted that DECC requested for Supplier feedback on Install and Leave processes by Monday 2 November 2015. The SGB requested for the deadline to be extended to give Suppliers more time to provide informative responses to the questions. GR took an action to find out if the deadline for responses could be extended by five days.

ACTION 027/08: DECC

Post Meeting Note

5.3 The deadline for Supplier feedback on Install and Leave processes was extended to Wednesday, 4 November 2015.

5.4 SGB discussed the different Install and Leave scenarios presented and enquired whether the Install and Leave processes relate to SMETS1 or SMETS 2 meters. It was noted that the answers to the scenarios presented may be different depending on whether they are on SMETS 1 or SMETS 2 meters. GR took an action to find out if the Install and Leave policy scenarios refer to SMETS 1 or SMETS 2 meters.

ACTION 027/09: DECC

Post Meeting Note

5.5 GR confirmed the rollout consultation response stated that the Install and Leave Policy scenarios relate to SMETS2 meters.

5.6 GR highlighted that DECC would be working with SMICoP to align the Code with the Install and Leave Policy. As a result, SGB noted that an Install and Leave Working Group would be set up in order to address SMICoP alignment and Incomplete Installations.

5.7 CH pointed out that if a change relating to Install and Leave is to be made to the SMICoP, there should be a clear clarification of when the change will be implemented in relation to DCC go-live. SGB noted that a six month lead time would be required to make any changes to the SMICoP.



5.8 In order to clarify the change submission timescales, ElectraLink took an action to circulate the SMICoP 2016 Change Calendar and the 2016 SGB meeting dates with the meeting minutes.


6 REVIEW OF DRAFT CHANGE REQUESTS

6.1 The SGB reviewed the Change Requests to be issued in the October Change Pack.

6.2 While reviewing the CR027 ‘Updated SMICoP Member Role and Responsibility to reflect Standard Licence Conditions of Supply (Gas and Electricity)’, CH noted that the Change Request has been raised to facilitate the SMICoP Accession process as there is no obligation in the licence for Suppliers to accede to the Code, which needs to be reflected in the SMICoP.

6.3 With regard to CR028 ‘Clarification SMICoP Self-Certification Proforma Use as a Statement of Compliance’, CH noted that the Change Request would clarify the requirement for Suppliers to use the Self certification proforma as a statement of compliance. A member of the SGB queried whether Ofgem had a concern with additional compliance documentation being provided in addition to the Self-Certification Proforma, to which CD confirmed that Ofgem did not.

7 CHANGE REPORTS (SGB 027/02)

7.1 The SGB reviewed Change Reports for the following CR’s:

CR021 - CR021A ‘Amend Text to Address New Builds’

CR024 – CR024A ‘Addition to ‘Scope’ to cover smart meters installed under warrant’

CR025 ‘Definition of Unmanned Site’

7.2 The proposer agreed to withdraw CR021 as it did not provide clarification around self builds.

7.3 SGB considered CR021A and agreed to defer the change until clarity had been provided regarding the Install and Leave Policy for SMETS 1 and SMETS 2 meters. An attendee pointed out that there are different definitions of new build in the industry and that this may need to be clarified in the CR021A legal text.

7.4 SGB voted on CR024 as follows:

Member Solution Implementation Date

Implementation Technique

British Gas Reject Reject Reject

Citizens Advice 1 Reject Reject Reject

Citizens Advice 2 Reject Reject Reject

Eon Energy Reject Reject Reject

EDF Energy Reject Reject Reject



Npower Reject Reject Reject

Scottish Power Reject Reject Reject

SSE Reject Reject Reject

7.5 SGB voted on CR024A as follows:

Member Solution Implementation Date

Implementation Technique

British Gas Accept Accept Accept

Citizens Advice 1 Accept Accept Accept

Citizens Advice 2 Accept Accept Accept

Eon Energy Accept Accept Accept

EDF Energy Accept Accept Accept

Npower Accept Accept Accept

Scottish Power Accept Accept Accept

SSE Accept Accept Accept

7.6 As a result, CR024A was accepted and ElectraLink took an action to notify SMICoP Members of the SGB’s decisions on the Change Requests and also notify Ofgem of the SGB’s decision to accept CR024A.


7.7 With regard to the questions raised by npower in their response to CR024A it was noted that the concerns raised should be added to the Install and Leave Working Group agenda.


7.8 SGB considered CR025 and agreed to defer the Change Request as text needs to be added to show that the SGB considered the key parts of the codes by looking at the clauses that apply to unmanned sites.

7.9 The members requested that for future Change Reports, the original and alternate changes should be treated as separate changes to reflect the voting. It was noted that the Change Reports on the Website should be updated accordingly.




8 CHANGE REQUEST LOG (SGB/027/03)

8.1 The Secretariat gave an update on the Change Request Log noting that the following changes had been raised and would be issued in the 29 October 2015 Change Pack:

CR026 ‘SMICoP Governance Body and Structure’;

CR027 ‘Updated SMICoP Member Role and Responsibility to reflect Standard Licence Conditions of Supply (Gas and Electricity)’;

CR028‘Clarification SMICoP Self-Certification Proforma Use as a Statement of Compliance’;

CR029 ‘Section B Governance Constituency Changes’;

CR030 ‘SMICoP Governance Process for Deferred Change Requests’; and

CR031 ‘Aligning the definition of vulnerability with industry best practice’.

9 HOUSEKEEPING LOG (SGB 027/04)

9.1 SGB reviewed the Housekeeping Log, noting that CR023 has been raised to address the current housekeeping items, which would remain on the log until the CR had been implemented.

9.2 No new housekeeping items were raised during the month.

10 ANY OTHER BUSINESS

Change Implementation Date

10.1 PT highlighted that when a change is raised the implementation date needs populated on the Change Request form. EL agreed, noting that the Secretariat will validate all CR forms to ensure the field is populated. Members noted that there are three standard Releases a year (February, June and November) as well as the potential for extraordinary Releases where agreed by the SGB.

Training Standards Institute

10.2 KW highlighted that a representative from the Training Standards Institute had made a request to attend an SGB meeting to get an insight into the issues currently being discussed. The SGB agreed for the representative to attend the next SGB meeting.

SGB Meetings

10.3 SGB agreed for the Domestic Customer and Micro – Business Survey Working Group meetings to be convened following the SGB meeting on 26 November.



11 DATE/LOCATION OF NEXT MEETING

11.1 The next meeting of the SGB will be held on Thursday, 26 November 2015 at ElectraLink, 2-3 Golden Square, London W1F 9HR.



APPENDIX A: SUMMARY OF ACTIONS

OPEN ACTIONS

Action Ref. Action Owner Update

020/01 Raise a Change Request to exclude unmanned sites from SMICoP.

Paul Tonkinson Ongoing

020/13 Clarify the next steps for CR019 ‘Incorporate Clause 2.7.15 into 2.7.16’.

Alan Simmons Ongoing: at the March 2015 SGB Meeting AS

asked to withdraw the CP from a vote at this

stage recognising their may be benefit in seeking

further information from Suppliers and engaging

with other consumer groups on the proposal

before re-submitting it.

025/02 Organise a sub group meeting to discuss incomplete

installations once the legal text referred to in action

025/01has been publish by DECC.

The potential agenda items for this meeting are:

A section by section review of the SMICoP in

regards to incomplete installations.

A discussion on the impact of install and leave

on the SMICoP.

A discussion alignment of the SMICoP to

DECC’s strategy document legal text.

ElectraLink Ongoing – SMICOP Install and Leave Working

Group is to be set up.

026/03 Once action 026/02 has been completed, draft Terms of Reference for a subgroup to review the items identified by DECC and organise the first meeting of

ElectraLink Ongoing- Link to action 026/02



the group.

026/04 Once the consultation on the Audit Specification

document closes, publish the updated CR form which

includes a field on whether the CR alters the audit. In

addition, confirm which CR form should be used for

each Change Pack.

ElectraLink Ongoing – it was agreed a CR would be raised

after the audit RfP is finalised.

027/01 Amend the previous meeting minutes. ElectraLink These have been included within the post

meeting documents

027/02 Update the approved July and August minutes and upload to the Website.

ElectraLink

027/03 Check Ofgem’s policy on ensuring that new Suppliers to the market sign up and comply with the SMICoP.

Ofgem

027/04 Update the Monitoring Log. ElectraLink

027/05 Provide feedback to the metering company as advised

by the SGB.

ElectraLink

027/06 Provide the feedback on customer survey query to the

SMICoP Member.

ElectraLink

027/07 Put together a SMICoP FAQ document. ElectraLink

027/08 Find out if the deadline for the DECC Install and Leave

Policy questions could be extended by five more days

to allow Suppliers more time to respond.

DECC Post Meeting Note

Action Completed on 29 October 2015

027/09 Find out if the Install and Leave policy scenarios refer

to SMETS 1 or SMETS 2 meters.

DECC Post Meeting Note

Action Completed on 29 October 2015



027/10 Circulate the SMICoP 2016 Change Calendar and the

2016 SGB meeting dates with the meeting minutes.

ElectraLink This has been included within the post meeting

documents.

027/11 Notify SMICoP Members of the SGB’s decisions on the

Change Requests and also notify Ofgem of the SGB’s

decision to accept CR024A.

ElectraLink An email was circulated to SMICoP Members and

Ofgem on 02/11/2015.

027/12 Add the npower questions on CR024A to the Install

and Leave Working Group agenda

ElectraLink

027/13 Separate the Original and Alternate Change Reports

and update the Website accordingly

ElectraLink The Original and Alternate Change Reports have

been separated. This has been reflected on the

SMICoP website.

ACTIONS CLOSED AT THE MEETING

Action Ref. Action Owner Update

023/02 Provide feedback on new definition of vulnerability

and how it will feed into SMICoP.

Citizens Advice and

Smart Energy GB

Completed

025/01 GR took an action to confirm to the secretariat when

the legal text associated with the Government

response to the Smart Metering Rollout Strategy

consultation will be published.

DECC Completed - DECC are expecting to consult in Q1

2016 on their changes to the regulations. It is

hoped that the drafting will be worked through

before the consultation is issued.

026/01 Draft legal text on limiting how long a Change Request

can be deferred to and pass to CH to sponsor as a

ElectraLink & CH Completed – CH summited CR’s to be reviewed at

the October SGB



SMICoP Change Request

026/02 Document the rollout strategy areas that relate to

SMICoP that DECC believe need to be considered and

an associated timeline.

DECC Completed- DECC provided a presentation to the

SGB

026/05 Notify SMICoP Members and Ofgem of the SGB’s

decision on CR023.

ElectraLink Completed

026/06 Re-issue CR024 to the CAG, with the revised legal text

prepared by the SGB put forward as CR024A


026/07 Cancel the 24 December 2015 SGB meeting and

ensure that electronic calendar invitations are sent out

for all SMICoP meetings


026/08 Confirm that there are no legal issues around

procuring an Auditor that must be used by all SMICoP

Members.

ElectraLink Completed – as per section 3.3.1 there is not legal

issues.



APPENDIX B: MONITORING ACTIVITIES LOG

Issue No. Issue description Owner Status

1 Testing the System-

-The DCC Service Management Users Group and Consumers Hub Support Materials Group, chaired by the DCC, are looking at options for an ‘Install and Leave’ process that will allow Smart installations to be completed without the need for WAN connectivity.

- DECC are working on a consultation that will address the impact of the ‘Install and Leave’ process but were unable to commit to a date when this will be circulated for review. The output of the DCC groups and DECC consultation may require a consequential change to the SMICoP.

ElectraLink Ongoing – DECC Consultation issued on 24 March 2015. Responses expected on 19 May 2015

This Rollout Strategy consultation seeks views on a number of proposals to help inform and support key decisions that industry will need to take between DCC Live and the completion of the rollout. These include proposals that would help drive SMETS 2 deployment following DCC Live, maximise benefits realisation and improve the consumer experience.

This sets out the Government’s positions and key regulatory proposals to inform these investment decisions. Alongside this consultation, DECC is also consulting on the approach to develop HAN solutions to reach 100% of consumers premises1

29 October 2015 –The SGB noted that the DCC go-live date may be pushed back.

2 Customer Survey Feedback ElectraLink 30 March 2015-The Domestic Customer Survey and Demographic questions circulated.

The Domestic Customer Survey has been issued to Suppliers.

24 September 2015 – A combined version of the



Domestic and Microbusiness customer survey specification document is with the working group members for review.

3 Discontinuation of the Green Deal programme. ElectraLink

4 DECC’s consultation on amending the home display mandate (IHD) to allow Suppliers a derogation may have some implication for the SMICoP.

ElectraLink

5 Ofgem’s Priority Services Register consultation – Customer Vulnerability Strategy

Electralink 29 October 2015 – It was noted that Ofgem will be issuing a consultation on Consumer Vulnerability Strategy

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