2014 cs data collection guide (1)

Data Collection guide
March 2014
2014 Customer Service Benchmarking
Updated versions of the Guidelines and recordings from the webinars are
available at are website.
www.1qconsulting.com :: Benchmarking Community :: Data Entry Gateway

Introduction
Purpose of this document
◼ The purpose of this Data Collection Guide is to provide guidance and
direction in how to complete the detailed questionnaire for the Customer
Service benchmark study. It gives instructions regarding the types of
answers expected, as well as errors to avoid. This Guide has been
described as the “rules” for providing data.
◼ It provides the underlying process models around which the various
sections of the questionnaire are organized, to help in understanding the
purpose of some of the questions.
◼ The appropriate costs to include, and those to exclude, are highlighted,
so that each member utility can provide accurate, comparable data for
comparisons.
◼ A few key definitions are provided throughout the document. A
comprehensive set of definitions is provided in a separate Glossary.
2

Scope of the Customer Service Benchmark Study
3
CS Support: CS IT, Training, Benchmarking, Executives
Customer Contact
• Contact Center
• Local Office
• Self Service
• Contractors
• Credit Inbound calls
Customer Contact
• Contact Center
• Local Office
• Self Service
• Contractors
Back Office
• Billing
• Billing Field Policies
• Payment Processing
Back Office
• Billing
Field Service
• Change of Account
• Billing Field Orders
(meter
investigations)
• Credit Field Orders
• Order Management
Field Service
(meter
investigations)
Meter Reading
• Manual
• Mobile AMR
• Fixed Network AMI
Meter Reading
• Manual
• Mobile AMR
Revenue Management
• Credit Office and
Outbound calls
• Credit Field Policies
• Revenue Protection:
Office and Field
Revenue Management
Outbound calls
Office and Field
Customer Life-cycle: Meter Set to Cash Measures, Policies & Processes
Employees: Safety, Staffing
Customer: Customer Satisfaction, First Contact Resolution
Areas excluded:
Energy Audit/Energy
Efficiency Group
Meter Change-out
Account Executives

Initiatives vs. Practices
In many areas of the questionnaire, there are open-ended questions, in which we are
looking for insights about how you operate. Answers should be:
◼ Brief and succinct – so that the reader doesn't need to read through an extensive
volume of material to understand the message; because the responses will be
printed verbatim, don't mention your company name or individual names in your
replies
◼ Complete enough to be understood in terms of the practice you are describing
◼ Practically speaking, this translates to 2-3 sentence answers to most of the text
questions
For our purposes:
◼ Practices are current activities, programs or processes that have been around for a
while. For these, sufficient time has passed in which to assess their success or
failure. We mostly ask about practices that have proven successful in accomplishing
a specific goal.
◼ Initiatives are new activities, programs or processes that have been enacted recently
with the goal of improvement. These are so recent (1 to 2 years) that insufficient time
has passed in which to assess their success.
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Data Collection Guide Outline
◼ ST. Statistics
◼ CL. Customer Life-Cycle
◼ FL. Financial
◼ SF. Staffing
◼ S. Safety
◼ CS. Customer Satisfaction
◼ IT. Customer Service I.T.
◼ FR. First Contact Resolution
◼ CT1. Contact Center
5
The organization of this Guide follows the questionnaire outline:
For a number of the sections of the questionnaire, there are follow-up
sections in which we ask for “historical data”. Those sections are only to
be filled out by companies who are new to the community. For returning
companies, the data provided last year will be used to populate the
“historical data” sections of the questionnaire.
 CT2. Contact Volumes
 SS. Self-Service & Integration
 BL. Billing
 PP. Payment Processing
 FS. Field Service
 MR. Meter Reading
 CR. Credit & Collections
 RP. Revenue Protection

Purpose of the Section
The purpose of this section of the questionnaireire is two-fold:
◼ To gather statistical information about the existing customer base,
and then,
◼ To gather a bit of information about the organization of the Customer
Service functions.
The Statistical Section gathers a variety of demographic information that
describes each company's system in terms of size, customer density, etc.
This information is used in doing analysis of the results, and understanding
the inherent advantages and limitations of the circumstances facing each
utility.
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Statistical: Customer count
◼ Questionnaire: In the questionnaire we ask for meters and accounts. We ask for counts
of both to be separated by commodity.
 Accounts Definition: Active accounts in your system. An account is typically used for
billing purposes.
◼ Reporting: In the report we will use both accounts and meters as denominators. In
some cases we'll multiply the number of accounts by the number of commodities billed
on that account. This will produce some adjusted numbers that get at the extra cost of
serving an account that receives multiple commodities.
 Customer Count (accounts * commodity) = We add the number of accounts for
individual commodities to get the total. Roughly represents the number of meters.
There are unmetered items and meters that are not counted (such as streetlights).
 Customer Count (accounts) = Roughly represents the number of accounts. An
account with electric and gas meters gets counted once.
 Customer Count (internal) = The count you use internally to represent the number of
customers you have. This is the one reported on annual reports and other
documents.
8
Other Customers: Many utilities, especially municipals, provide other services beside electric,
gas and water. Most of these we do not want, except for waste. If you also provide other
services such as Waste pick-up, contact us and we'll help you to determine how to handle this.
Non-delivery
customers
can also be
included.
We use one customer count as the
denominator for all of the various costs. So
you want to provide the customer count that
best reflects your activity level in all of the
areas: meter reading, field service, billing,
etc.

ST5 What was the average number of customer accounts you had last year?
Residential
C/I Small [or
Commercial]
C/I Large [or
Industrial] Other
Electric Only
Gas Only
Water Only
Electric & Gas
Electric & Water
Gas & Water
Electric, Gas & Water
Other
Customer Counts
9
This question allows us to track all the customers you have, by type (e.g.
combination or single-commodity, etc.) These details are used as the
denominators for many “cost per customer” calculations later.
If you can’t
breakout C/I then
enter into “Other”.
We do little analysis
on the details.

Financial Section –
Using the Cost Model
10

11
Functional Cost Model
Our approach to collecting cost, performance and staffing information follows
customer transactions through each functional area.
If you have significant costs in one
of the shaded categories, you can
enter your cost in the shaded box.
No boxes are shaded on line.

Cost Categories Included
Costs can be broken down into basic categories
◼ General:
 Company Labor: direct, supervision, support
 Contract Labor (including temps, seasonal)
 Contracted Services
 Technology
(see page 17 for listing of technology to include and where)
◼ Function-specific items:
 Transaction fees
 Materials
 Postage
 Other
12

Cost definitions: General
13
Company
Labor
Include Direct, Support, Supervision, Management. Cost of
employees includes paid non-working time (e.g. vacation, sick, etc).
Does not include labor overheads (e.g. payroll taxes, benefits) or other
department's allocated charges. If a supervisor or manager spreads
their time over multiple departments, then provide an allocated portion
of their costs to the function. If someone works outside of CS and is
applied as a corporate allocation charge, exclude them in labor costs.
For support, include those people who are directly part of customer
service but cannot be allocated to a specific function.
50% rule: Include a person in an activity if they spend at least 50% of
their time on that activity. If a person divides their time so that they
don't spend at least 50% of their time on an activity they should be in
the “Support” Group.
Contract
Labor
Individuals contracted to perform a specific role
Contracted
Services
Companies contracted to perform a specific function such as meter
reading, overflow call centers, debt collection, etc.
The cost of any contract or outsourcing services. Do not include any
capitalized costs for IT services. Do include 3rd party back-up;
disaster recovery. Include any collection agency or skip trace costs in
contracted services.
3/20/14

Cost Definitions: functional
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Materials Costs All cost associated with the function, including any
warehouse/purchasing charges. A few items, such as postage are
called out in a separate category. Includes cost of envelopes, paper,
and ink. Should especially be included for Billing, Payment and
Credit.
Postage Costs Cost of mailing bills and credit notices. Prepaid envelopes if used for
payment processing. For postage for Credit & Collections, only
include if a separate credit mailing, otherwise put in billing.
Transaction fees
(fees paid by utility)
Fees for credit card transactions, bank charges, etc. Fees
associated with payments (even if a call or a local office) still goes in
payment. All third-party transaction costs associated with receiving
and posting customer payments. This includes fees for lock box,
credit card fees, payment gateways.

Cost Definitions: Functional
15
Vehicle Costs Costs associated with the operations & maintenance of vehicles for
use solely by Customer service; usually charged out on a per mile or
some other basis. Any payments for use of personal vehicles should
also be included.
Other Costs Other miscellaneous costs not specifically broken out such as
employee travel expenses; training; office supplies and any of the
categories that are grayed out such as vehicles in the call center or
postage in field service.

16
Technology Cost Within Function
NOTE: CIS is a separate category
Technology Any technology specifically used for a function such as meter reading
devices, mobile data technology, telephone switch or call routing
software, call monitoring software etc.
Contact Center:
◼ IVR
◼ ACD
◼ Scheduling Software
◼ Workforce Management (WFM)
◼ Multi-channel processing
◼ Web, Social Media technology costs
◼ VOIP
◼ Web/email routers
◼ Virtual hold technology costs
◼ 3rd party applications (OMS interface etc.)
Field:
◼ Mobile data
◼ Scheduling
◼ GPS
◼ Telecommunications
◼ Routing software
◼ Dispatching software
Revenue Protection
◼ Tamper plug
◼ Data mining software
Meter:
◼ Handhelds
◼ Remote disconnect
◼ MV 90
◼ GPS
Bills:
◼ Inserters
◼ Web/email, bill presentment
◼ C/I billing software (MV 90)
Payment:
◼ Image processer
◼ Slitter/sorter
◼ Interface w/kiosks
◼ Routing software for off-site payments
◼ Payment Kiosks
Credit:
◼ Behavioral scoring
◼ Predictive dialer
◼ Credit optimization software

Detailed Cost Breakouts
In order to better understand
costs we not only ask for them
at the high level, but ask for
some breakouts of cost by
activity. The diagram shows
how the costs relate to each
other.
17
FL25 Please provide the following detailed costs. Be sure costs are included in matrix above (FL5).
Please provide any of these costs that you have available. If you don't track or don't have, leave blank.
[Should be included in Contact Center]
Spending for Outbound [Should be included in Credit Office]
Collection agency costs [Should be included in Credit Office]
[Should be included in Credit Office]
All other Credit Office Costs [Should be included in Credit Office]
Spending for Inbound Credit Calls
Credit scoring costs
Sum of these 4 equal
sum of "credit office"
column in FL5
FL40
The total of this table less the first row for payment processing should equal the total of the local office column in the main matrix
Include this in Payment Processing above
Include this row and the next in Local Office above
Other
Total
Total from FL5: (Note: these totals should match) 0
Cost associated with Payment Processing [taking
payments, processing]
Cost associated with Contact Handling [Contact
Center function, calls, non-payment walk-ins, etc.]
Please allocate your local office O&M costs by the following activity type.
0
3/20/14

Exclusions
We've excluded costs related to any of the following:
◼ Overheads -- we asked for your standard “adder” for Pensions and
Benefits, and for your Overhead rate exclusive of the P&B
◼ Facilities purchase, rent, leasing or maintenance costs. We have found
these to be too variable between companies.
◼ CIS purchase or lease costs. We have found these to be extremely
variable among utilities based upon capitalization policies, life cycle
costs, and chargeback policies.
◼ Costs associated with providing services other than electric, gas and
water/sewer.
◼ Capital spending: capital for meter reading, AMI, CIS, and all other areas.
We exclude capital costs throughout the basic cost model, and track
only O&M. In the case of AMI, there is one question in the Meter
Reading section of the questionnaire asking for capital spending.
18

19
Write-offs
This question captures Revenue and Write-off information. Note the most
important fields are highlighted in green. If you do not answer these, you will
not appear on the Write-offs per Revenue graph.
FL15 Please provide the following revenue and write-off information:
Residential
C/I: Small
[or Com'l]
C/I: Large
[or
Industrial]
C/I
Combined Total 2012
Electric: Revenues
Electric: Net Write-offs
Gas: Revenues
Gas: Net Write-offs
Water: Revenues
Water: Net Write-offs
Total: Revenues
Accounts Receivable Reserve
FERC Account 904
FERC Account 144
Total: Net Write-offs
Write-offs Percent = Net percent of total revenue written off (e.g. less any
recoveries). Goal is the actual dollar amount written off during the year. This is
not necessarily the same as “uncollectibles”, which is in the FERC 904 account
for the year, since that can be affected by changes in the provision for bad debt
during the year (FERC 144 account). Write-offs are the annual “net” cost of bad
debt. In other words any recoveries (less fees) should be subtracted from gross
write-offs.
3/20/14

A Couple of Key Credit Definitions
Performance Measure
◼ 1QC will perform some data validation checks to verify that the
uncollectibles is determined correctly. In particular, the 904 value should =
Write-offs – (change in 144). An example can help:
Essentially, the uncollectibles value varies in the opposite direction of the
change in the allowance for bad debt (acct 144)
◼ In Example 1, the allowance isn’t changed from last year to this year, so
write-offs and uncollectibles are the same.
◼ In Example 2, the allowance is increased from last year to this one, which
has the effect of reducing the uncollectibles value for the year.
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Example 1 Example 2
144 Account (Last year) $100 $100
144 Account (Current year) $100 $120
Write-offs $115 $115
Uncollectibles (Acct 904) $115 $95
3/20/14

Staffing
Staffing summary by
◼ Direct Labor rule: a person having direct interactions with a customer or
with a customer account is considered direct labor. Everyone else is
either supervision or support. Use the 50% rule if they divide their time.
◼ 50% rule: Include a person in an activity if they spend at least 50% of
their time on that activity, you can indicate they are 0.5 FTEs. If a person
divides their time so that they don't spend at least 50% of their time on an
activity they probably should be in the “Support” Group.
◼ Employees assigned full time to a function. Include full-time supervisors
and managers, or full-time employees who spend part time in different
functions. Include part time supervisors and managers.
 Also include employees who spend less than 40 hours per week.
 When calculating FTE value use 2080 as the denominator.
◼ Outsourcing: If you outsource an entire function, do not attempt to turn
that into FTEs.
22

Cost Definitions: General
23
Direct
Labor
Direct Labor costs follow Direct Labor FTEs. A person having direct interactions with a
customer or with a customer account is considered direct labor. A person whose task is
directly in line with the mission of the process. Everyone else is either supervision or
support. Use the 50% rule (see FTE definition in the Staffing Section) if they divide their
time, if not 50% to a specific function, then charge to support.
As a rule of thumb, when the work will affect a customer file or when it has an effect
perceptible by a customer or a group of customers, this FTE will be classified as Direct
Types of direct labor (by function):
• Contact center: taking calls, responding to correspondence, email, handling walk-in
traffic
• Meter reading: meter readers; mobile AMR van drivers
• Field service: representatives in the field collecting payments, disconnecting
customers, executing change-of-account orders, and billing investigations
• Billing: people handling exceptions, in-depth bill investigations, summary or
consolidated bill preparation
• Payment processing: people processing payments, handling payment exceptions, lost
or misapplied payments
• Credit and Collections: people making outbound calls regarding credit issues; making
payment arrangements with customers; issuing accounts for collections, and the
Analysts who determine Credit policy and perform credit analysis.
3/20/14

Support Staff
Administrative support
Unlike technical support, administrative support refers to a task that is required
in all processes. It is generic in nature and is (for the most part) interchangeable
between functional areas. This category includes all secretarial FTEs as well as
accounting and reporting activities that are decentralized in a specific activity,
treatment of basic business information, scorecards, etc.
Technical support
Technical support includes people supporting work specific to that functional
area. It refers to all tasks performed by an FTE in support of a Direct FTE. It is
Mission oriented. It takes the form of a particular expertise or knowledge that
can only be used for a particular activity or process. Trainers and schedulers are
also part of this category. Technical support FTEs will not work directly on a
particular case other than assisting direct FTEs resolve particular problems
encountered. Their task may also be to analyze the process performance,
produce new policies and design new business practices for direct FTEs in order
to ensure the activity evolves towards greater performance.
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CS Support ARea
◼ Costs, FTEs or activities associated with either the whole CS function
that cannot be allocated to another area of customer service or within a
CS function that cannot be allocated to the activities described for that
function.
◼ Only include people who don't spend at least 50% of their time in a
specific functional area. This might include benchmarking/performance
improvement; training; directors, vice president.
◼ If training is for a specific functional area, then it belongs with that area.
◼ Do not include corporate allocations, or any HR activities.
25

safety
◼ For safety include Customer Service employees when calculating
statistics.
◼ This should include direct labor, support, management and supervision
for:
 Call Center
 Meter Readers
 Field Service (this may only include part of your Field Service
employees or parts of other functions)
• Includes: disconnect and reconnect activities, field notices and
collections, high bill investigations, energy audits, and change-of-
account work
• Excludes: lineman, meter shop, meter technicians, gas leak repair
 Billing & Payment Processing
 Credit and Collections Office
 Revenue Protection
27

Safety
We ask for raw data to calculate safety statistics. The question also calculates
the statistics within the question. Do not edit the fields highlighted in yellow that
show the calculations. Until some numbers are entered, some of the fields will
show “DIV/0!”
28
S5 Please provide the following safety information (from OSHA) for last year?
For vehicle incidences, provide the data that you collect and measure.
Total Hours of Exposure (a)
Days Away Cases (b)
Job Transfer or Restriction Cases (c )
Total Transfer Restricted and Days Away Cases (d)0 0 0 0
Other Recordable Injury & Illness Medical cases (e)
Total Cases (f) 0 0 0 0
Total Days Away (g)
Employee Deaths (h)
OSHA Recordable Injury Rate ((f)*200k)/(a) #DIV/0! #DIV/0! #DIV/0! #DIV/0!
OSHA DART Incidence Rate ((d)*200k)/(a) #DIV/0! #DIV/0! #DIV/0! #DIV/0!
OSHA Lost Time Severity Rate ((g)*200k)/(a)#DIV/0! #DIV/0! #DIV/0! #DIV/0!
OSHA Lost Workday Case Rate ((b+h)*200k)/(a)#DIV/0! #DIV/0! #DIV/0! #DIV/0!
Preventable Number of Vehicle Accidents
Total Number of Vehicle Accidents
Number of Miles Operated
Preventable Frequency Rate of Vehicle Accidents [PVA]#DIV/0! #DIV/0! #DIV/0! #DIV/0!
Total Frequency Rate of Vehicle Accidents #DIV/0! #DIV/0! #DIV/0! #DIV/0!
CS Office
Staff (non-
field and non-
meter
reading)
Company
Meter
Reading
[office and
field staff]
Company
Field
Service
[office and
field staff]
Total
Customer
Service
organization
(all areas
combined)

Customer Satisfaction
Questions in this section are presented in the following categories:
◼ Measuring Customer Satisfaction
 J.D. Power scores
 Frequency of surveys
 Types of surveys [transactional, random, all customers]
 Methods for administering survey [calls, mail, email, website, etc.]
 Survey providers
◼ Complaints (Regulated, Executive, Escalated, Other)
 Escalated Complaint: internally received complaint that originates in the
company and is escalated for handling to senior levels of the company (Vice
President, etc.). This is different than an Executive Complaint which starts there
(e.g. a letter to the CEO, COO, etc.)
◼ Organizing To Handle Customer Issues
30

32
Customer Contact
• Contact Center
• Local Office
• Self Service
• Contractors
Customer Contact
• Contact Center
• Local Office
• Self Service
• Contractors
Back Office
• Billing
Back Office
• Billing
Field Service
(meter
investigations)
Field Service
(meter
investigations)
Meter Reading
• Manual
• Mobile AMR
Meter Reading
• Manual
• Mobile AMR
Revenue Management
Outbound calls
Office and Field
Revenue Management
Outbound calls
Office and Field
Areas excluded:
Energy Audit/Energy
Efficiency Group
Meter Change-out
Account Executives

33
Functional Cost Model – CS IT and CIS costs
Our approach to collecting cost, performance and staffing information
follows customer transactions through each functional area.
CS IT
C
I
S

CIS vs. CS IT Costs
◼ CS IT (as part of “Technology” cost) is all the encompassing technology in a broad sense
so it includes any non-CIS and may include some CIS, but is specific to a functional area
 for example: ACD, IVR, Work Management, Mobile Data are part of CS IT and belong
in their respective functional area (ACD to Contact Center etc.)
 If there is a DIRECT allocation or charge to a function of CIS charges (such as usage
or system utilization), then that goes into the CS IT, otherwise it is part of CIS
◼ CIS is the system used to to maintain customer information, generate bills, issue service
requests, and help “manage” customer relationships by providing utility representatives
data, information and insight about each customer's accounts, individual needs and
preferences.
 Examples of vendor's products include: Accenture's C/1 (Customer-1), Oracle Utilities
Customer Care, SAP For Utilities.
 CIS costs may be costs allocated to or associated with Customer Service but not to
specific functions, such as usage charges, data transfer or use charges, system
maintenance charges. If such charges cannot be allocated to a specific function, they
would go into the CIS cost column.
 Again, verything else such as the Work Management, Mobile Data, Dispatch, ACD,
IVR is Customer Service IT and should be specific to a function
34

35
These are not included in CIS Costs
devices, mobile data technology, telephone switch or call routing software,
call monitoring software etc. should not be included in CS IT costs.
Contact Center:
◼ IVR
◼ ACD
◼ VOIP
Field:
◼ Mobile data
◼ Scheduling
◼ GPS
Revenue Protection
◼ Tamper plug
Meter:
◼ Handhelds
◼ MV 90
◼ GPS
Bills:
◼ Inserters
Payment:
◼ Image processer
◼ Slitter/sorter
◼ Payment Kiosks
Credit:

36
Exclusions
We've excluded costs related to any of the following:
 Overheads -- we asked for your standard “adder” for Pensions and Benefits,
and for your Overhead rate exclusive of the P&B
 Facilities purchase, rent, leasing or maintenance costs. We have found
these to be too variable between companies.
 CIS purchase or lease costs. We have found these to be extremely variable
among utilities based upon capitalization policies, life cycle costs, and
chargeback policies.
 Costs associated with providing services other than electric, gas and
water/sewer.
 Capital spending: capital for meter reading, AMI, CIS, and all other areas.
We exclude capital costs throughout the basic cost model, and track only
O&M. In the case of AMI, there is one question in the Meter Reading
section of the questionnaire asking for capital spending.

Definition for FCR, As Presented by 1QC Based on
Research and Practices Reviewed
◼ “First-Contact Resolution (FCR) is the percentage of initial contacts that
do not require any further contact to address the customer reason for
calling/contacting. The customer does not need to contact the company
again to seek resolution, nor does anyone within the organization need to
follow-up. Ideally, first-contact resolution should be defined from the
customer perspective.”
(composite from multiple research sources)
38

Subject Areas in the FCR Section
The FCR section is relatively brief, although asking about a very important
area of Customer Service. Key questions cover the following:
◼ Self-assessment
◼ Improvements made recently
◼ FCR definitions
◼ Measurement approaches
◼ Scope of FCR activities
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41
Customer Contact
• Contact Center
• Local Office
• Self Service
• Contractors
Customer Contact
• Contact Center
• Local Office
• Self Service
• Contractors
Back Office
• Billing
Back Office
• Billing
Field Service
(meter
investigations)
Field Service
(meter
investigations)
Meter Reading
• Manual
• Mobile AMR
Meter Reading
• Manual
• Mobile AMR
Revenue Management
Outbound calls
Office and Field
Revenue Management
Outbound calls
Office and Field
Areas excluded:
Energy Audit/Energy
Efficiency Group
Meter Change-out
Account Executives

42
Contact Center Introduction
◼ Contact Center covers the following areas of interest:
 Use of Call Center (internal and outsourced, including inbound
collections and small/mid-sized commercial and industrial account
calls)
 Use of Local Offices (there is a Local Office section for collecting
costs separately from the Call Center)
 Use of IVR (internal and outsourced)
 Use of Internet
 E-mail, fax, letter
◼ Enrollment and contract management for retailer (deregulated companies)
NOTE: Although payments by the above channels are included in Contact Center, do
not include payment by check, at a kiosk or a payment center; these transactions are
included in Payment Processing. Cashiers in Local Office who only take payments are
part of Payment Processing.

Approach to Local Office Costs
43
This question follows from question FL5, in which the total costs for the
local offices are provided. The goal is to understand how the costs are
allocated across the services provided in the local offices.
As you’re preparing your data, your normal Local
Office cost is likely to include costs that we want
moved to Payment Processing per our guidelines.
This question is a place to report your total Local
Office cost but separated into the portions for Contact
Ctr and Payment Processing.
FL40
Include this in Payment Processing above
Include this row and the next in Local Office ab
Other
Total 0
Cost associated with Contact Handling [Contact
Center function, calls, non-payment walk-ins, etc.]
Cost associated with Payment Processing [taking
payments, processing]
Please allocate your local office O&M costs by the following activity type. The total of this table less the
first row for payment processing should equal the total of the local office column in the main matrix.

Contact Center
What's not included:
◼ Contact center covers every interaction with customers except:
 Meter Reading
 Field Service
 Credit Outbound Calling
 Payment by check, kiosk, or payment center
◼ Contacts related to regulatory, complaints, executive complaints, are not
included here
◼ Contacts pertaining to large C&I customers (e.g Account Managed) are
not included here
◼ As per above, though payments that are made through contact center
channels are included in Contact Center, they are also counted as
payments in the Payment Processing section. Do not include payment
by check, at a kiosk or a payment center in contact center.
◼ Payments made to cashiers (who only take payments and perform no
other functions) should be excluded from Contact Center.
44

45
Contact Center Definitions
Contact
Center
Contacts
(Inbound)
A completed customer call, local office transaction, IVR, or internet
transaction. Do not include uncompleted transactions (e.g. abandons).
Do not include general switchboard informational calls. The following
is a description of some of the main types of transactions included:
• New Customer/Turn On/Off*/ Change of Account [excluding
credit related turn on or off or any meter install] = A customer
request for a turn-off of an existing account; a new customer
requests a turn-on of an account.
• Billing issue (such as High Bill) = Any contact related to billing
amount such as inquiries, adjustments, and high bill complaints.
• Make Payment (Pay Bill) via these channels = Include contacts
for live call or other channel debit or credit card payments, IVR,
electronic check payments, web.
• Credit [payment arrangement, credit extension, etc] = Any
contact related to a past due notice, including payment
arrangements and reconnect of service
• Report Gas/Water Leak or Electric Interruption/Outage = A
contact about an electrical outage, gas leak, water leak or other
premise-related issue of this nature.
*Note: We ask for breakout of T/On, T/Off, and Move in question CT315

46
Contact Center Definitions (continued)
Updated 3/14/14

Topics Covered in the Contact Center Section (CT1)
◼ Service Level and Measurements
◼ Demographics, Organization, and Scope of Services
◼ Measuring shrinkage
◼ Contact volume management practices
◼ Initiatives
◼ Outsourcing
◼ Workforce Management
47

48
Technology – Contact Center
Contact Center:
◼ IVR
◼ ACD
◼ VOIP
Field:
◼ Mobile data
◼ Scheduling
◼ GPS
Revenue Protection
◼ Tamper plug
Meter:
◼ Handhelds
◼ MV 90
◼ GPS
Bills:
◼ Inserters
Payment:
◼ Image processer
◼ Slitter/sorter
◼ Payment Kiosks
Credit:

50
Counting Contacts
◼ CSR answered calls & IVR calls – completed contacts (not abandons)
◼ Local office – customer visits
◼ Web contact – log-ons to account or hits to a specific type of page (some
judgement required, but includes pages that provide information that avoid
a phone call)
◼ E-mail/Letters/faxes – incoming and outgoing
◼ Social networking – outbound
Do not count paper bill presentments or mailed in customer payments in
contact center

Inbound Contact Volumes
51
T = Transactional activities
L = Look-up activities
This matrix serves to provide the detailed information on how many contacts come
into the company for each type of inquiry. Subsequent questions ask more detailed
information about individual rows from this matrix.
CT305
Please enter your totals here whether or not you are able to provide it by activity.
Not
Tracked
Total
Contacts
Live call-
company
Live call-
outsourced
provider
In-person
contact
[Local
office]
IVR-
company
IVR-
outsourced
provider Email Fax/Letter
Internet
[Web Site]
Mobile App,
Mobile
Web, or
SMS
Message
by
Channel by type
T
0
T
T
0
T
0
T 0
T 0
T
0
T
0
T 0
T
0
L 0
L 0
0
Blended Transactions 0
Total Inbound 0 0 0 0 0 0 0 0 0 0
How many of each of the following inbound transactions were Completed using each method?
Contacts by Channel
New Customer/Turn On/Turn Off
[exclude credit related related T/O or
any meter install]
Billing Issue [such as high bill, problem
with bill etc. exclude Credit-related]
Get Account information [view bill, view
usage]
Change of Account
Provide meter read
Make payment via these channels
Credit [payment arrangement, credit
extension, etc]
Report Gas/Water Leak or Electric
Interruption/Outage
Sign up for E-bill, paperless bill
Provide E-mail, sign-up for notifications,
mobile etc
Sign up for other/additional commodity
services/Dereg
Low Income Assistance
General Company Information
Other

52
Addressing “Transactions” versus “look-up’
Activities…What counts as a transaction
◼ We are seeking to better capture and address completed transactions versus
what we are calling “look-up” activities:
 Transaction= customer executes an actual transaction with the utility- an
inquiry, an order, a request for service, payment, etc.
 Look-up= customer accesses a self-service channel, typically IVR or Web, to
view general information about the company or view Customer Service
information about their account but does not transact or conduct a
transaction
◼ If you have activities that represent a “look-up”, please place them in the
General Company Information category. These should go in either the Web or
IVR category
◼ What should not count as a transaction by transaction category:
 Simple Web “hits” where the customer may hit the web site (and you capture
it) but there is no transaction or you don’t know the reason for the activity
 Accessing the IVR but then opting out to a CSR or Agent before completing
a transaction (the Agent live contact is a transaction, the initial IVR entry and
opt out is not)
Do not count uncompleted transactions in the IVR or web, or simply accessing these
channels for information as completed transactions in a specific transaction category
in CT305 other than “General Company Information” (for lookups)

OUtbound Contact Volumes
53
CT335
Please enter your totals here whether or not you are able to provide it by activity. Do not include Credit Outbound calls since they are part of the credit process.
Live call-
company
Live call-
outsourced
provider
In-person
contact
[Local
office]
IVR-
company
IVR-
outsourced
provider Email Fax/Letter
Internet
[Web Site]
Mobile
App,
Mobile
Web, or
SMS
Message
Automated
Outbound
Total
Contacts
by Type
0
Product or service related communication 0
0
Other proactive outbound communication 0
Blended Transactions 0
Total Outbound Contacts 0 0 0 0 0 0 0 0 0 0 0
Billing Notifications [ebill, bill availability]
How many of each of the following OUTBOUND transactions were handled using each method? Note: Do not include bill mailing
or bill insert mailing in these totals; do not include credit notice mailing
Service interruption-related
(communications of interruptions, ETRs,
changes in status etc.)

55
Self Service Introduction
Self Service covers the following areas of interest:
 Use of customer self service channels: web, IVR, email, fax
 Services offered and functionality
 Measures
 Initiatives and marketing
 Governance
Enrollment and contract management for retailer (deregulated companies)

Background
◼ As part of the core questionnaire, we want to survey Self-Service
Channels and innovative ways companies and customers are interacting
with one-another.
◼ As companies evolve these solutions, greater levels of integration are
required among and between key systems.
◼ We are interested in investigating and understanding the integration
between the CIS (Customer Information System) and self-service
mechanisms (including both company generated and customer
generated communications) These include:
 IVR, Web and other self-service options or other newly expanding
means such as social networking.
 Areas covered could include outage notifications, service
appointments, collections, energy usage notifications, program
enrollments, bill presentment etc.
56

Self Service Integration with the CIS
57
 Self-service interaction: much of what we ask about in
self-service includes IVR, Web, E-mail, Fax, Kiosk etc.,
and we add “social networking” and outbound/
informational communications that allow for self-service
and customer information
 Outbound (proactive) contacts: build upon existing
outbound data and information captured currently to
understand:
o What companies are doing to innovatively reach
customers using outbound (calling, text, email programs,
appointment scheduling/confirmation etc.)
 CIS Integration: Some focus on how Line of Business
applications (billing, trouble, knowledge databases etc)
above are integrated with the CIS for better (effective,
efficient, responsive) service delivery
 Social networking:
o Which sites are being used for
what activities
o Plans for expansion or addition,
integration with other key systems
o Impact on other channels
o Costs associated (mainly in terms
of staffing, technology)
o Success stories
o “Social Media in the Contact
Center”

Topic Areas for Self-Service Channels
◼ Self-Assessment
◼ Transactions processing capability
◼ Social Media usage
◼ Customer self-service integration efforts (excluding social networking)
◼ Outbound service and communications
◼ Marketing/Initiatives
◼ Mobile applications
58

60
Customer Contact
• Contact Center
• Local Office
• Self Service
• Contractors
Customer Contact
• Contact Center
• Local Office
• Self Service
• Contractors
Back Office
• Billing
Back Office
• Billing
Field Service
(meter
investigations)
Field Service
(meter
investigations)
Meter Reading
• Manual
• Mobile AMR
Meter Reading
• Manual
• Mobile AMR
Revenue Management
Outbound calls
Office and Field
Revenue Management
Outbound calls
Office and Field
Areas excluded:
Energy Audit/Energy
Efficiency Group
Meter Change-out
Account Executives

Contact Center:
◼ IVR
◼ ACD
◼ VOIP
Field:
◼ Mobile data
◼ Scheduling
◼ GPS
Revenue Protection
◼ Tamper plug
Meter:
◼ Handhelds
◼ MV 90
◼ GPS
Bills:
◼ Inserters
Payment:
◼ Image processer
◼ Slitter/sorter
◼ Payment Kiosks
Credit:
61
Technology – Billing

Subject Areas for Billing
◼ Bill presentment
 Channels
 Activities/Volumes
 Bill options
◼ Bill Design
◼ Accuracy
 Pre-audit/post-audit
 Exceptions
 Errors
◼ Estimating
◼ Efficiency & Measurement
◼ Outsourcing
◼ Initiatives for improvement
62

Billing Definitions
Transactions
◼ Bills Issued = Count one per customer, even if multiple commodities or
multiple meters at a premise (e.g. a “consolidated bill”).
 If a summary bill is produced (e.g. usage at multiple locations is
summarized), count each individual location as a bill, as well as the
summary bill.
 Count any e-bills sent, but do not double count any mailings. If you
send both paper and electronic, count as one bill.
 Include any final bills sent in this count.
Performance Measures
◼ Error Rate = Account adjustments identified after the bill is delivered to
the customer. A change that affects multiple months is still considered
one adjustment. Does not matter if the account is re-billed or just
adjusted on a subsequent bill. The adjustment may not be the company's
“fault”.
63

Billing Volume
64
This question provides the key information to know how many bills of
each type were issued. It is used in determining % of electronic bills, as
well as billing costs per bill.
BL5 How many bills did you issue through each channel?
Via paper & sent through e-mail
Via EDI, XML or other electronic billing source
0
Via paper only
Via paper & posted on internet
Total
When sending both paper and e-bill, count paper bill only. Bills counted as being via Internet or E-
mail should be "paperless".
Via internet only [customer must look up info,
include here even if a reminder e-mail is sent]
Via e-mail only [customer gets billing
information via email, doesn’t have to visit
web-site to view their bill]

Subject Areas for Payment Processing
◼ Volumes and types
 Payment Options (cash/credit/electronic)
 Processing types
◼ Outsourcing
◼ Payment agencies
◼ Accuracy/Timeliness
 Efficiency
 Productivity
 Posting/timeliness
66

67
Technology – Payment Processing
Contact Center:
◼ IVR
◼ ACD
◼ VOIP
Field:
◼ Mobile data
◼ Scheduling
◼ GPS
Revenue Protection
◼ Tamper plug
Meter:
◼ Handhelds
◼ MV 90
◼ GPS
Bills:
◼ Inserters
Payment:
◼ Image processer
◼ Slitter/sorter
◼ Payment Kiosks
Credit:

Payment Processing Definitions
Transactions
◼ Payment = Payments processed should roughly equal bills issued. One
check for multiple bills counts as multiple payments. Multiple payments for
one bill counts as multiple payments.
◼ Include all payments whether sent via mail, paid in local office, payment
agency or pay station, paid on-line or through IVR or call center, or collected
in the field.
◼ Payments that have been posted accurately to the right accounts as a
percent of all payments
Other
◼ Payment locations = Payment agencies; local offices, pay stations
◼ Cashiers in local offices should be included with this function since their
primary function is to take payments. Other local office reps who handle
activities in addition to taking payments are part of the contact center.
68

Payment Processing Definitions (Continued)
◼ Energy Assistance: payments might be processed by another agency or
group. 3rd-party is paying on behalf of customer; agency accepts
payment, uses other funds and processes it into the utility. Generally, put
in "3rd Party"
69

PP5
Should be roughly equivalent to bills issued.
Mail: Directly to utility
Mail: To lockbox [outsourcer or bank]
In-person: Field collector
In-person: Local Office
In-person: Kiosk
Call center: Via CSR not considered electronic
Call center: Via IVR
Electronic: Mobile APP
Electronic: Text
0
How many payments [usage bill and deposits] were delivered by the customer to the utility
through each channel?
Electronic: Payment through Utility website
(whether or not a 3rd party is used to process
the payment)
Total
In-person: 3rd Party Agency - then
transmitted as electronic file
In-person: 3rd Party Agency - then delivered
as bundled payments to utility
Electronic: Direct debit, automatic bill pay, pre-
authorized payment (you go get the money)
Electronic: Customer sends you the money
via LIHEAP, ACH, EDI, Checkfree, Customer
pays through their bank)
Payment Channels & Options
◼ We ask you to provide
information on payments
both by channel and option.
◼ We also capture information
in both the Contact Center
(CT305) and Payment (PP5)
areas about payments
received. Be sure that data
is reported in all areas.
◼ If a customer is transferred
to a third party to make their
credit card payment, we still
want to track where they
started (CSR, IVR, Web) not
where the ended (3rd
party).
We’re tracking how they
intended to deliver the
payment, not how you
processed it.
70
In some cases, customers opt out of a
transaction before it’s completed. So
your call center considers it a payment
call, but payment didn’t receive the
payment. So numbers may not match.
3/19/14

72
Customer Contact
• Contact Center
• Local Office
• Self Service
• Contractors
Customer Contact
• Contact Center
• Local Office
• Self Service
• Contractors
Back Office
• Billing
Back Office
• Billing
Field Service
(meter
investigations)
Field Service
(meter
investigations)
Meter Reading
• Manual
• Mobile AMR
Meter Reading
• Manual
• Mobile AMR
Revenue Management
Outbound calls
Office and Field
Revenue Management
Outbound calls
Office and Field
Areas excluded:
Energy Audit/Energy
Efficiency Group
Meter Change-out
Account Executives

73
Technology – Field Service
Contact Center:
◼ IVR
◼ ACD
◼ VOIP
Field:
◼ Mobile data
◼ Scheduling
◼ GPS
Revenue Protection
◼ Tamper plug
Meter:
◼ Handhelds
◼ MV 90
◼ GPS
Bills:
◼ Inserters
Payment:
◼ Image processer
◼ Slitter/sorter
◼ Payment Kiosks
Credit:

Field Service Scope and Activities…2 parts
Field Service Orders
◼ Field Service focuses on activity at the meter and includes (see detailed definitions
later):
 Billing-related activity
 Change of Account
 Field Credit activity
◼ Field Service policies have influence on activity costs
 Change of account estimating rules
 Hard vs. Soft Disconnect
 Credit policies
 AMI usage
◼ Even if these activities are performed in some other area of your company (e.g. meter
electricians or line crews), we want them included in the Field Service section so that
all companies are consistent.
Field Service Order Management
◼ Benchmark the process for getting short-cycle, customer-generated AND internally-
generated work to the field and completed
74

Field Service Definitions
◼ A completed field order is one where the assigned activity has been performed. CGI
or “Can't Get In” does not count as a completed order. A trip to a service location that
involves multiple commodities (e.g. gas and electric change of account) is considered
as multiple trips. If multiple activities are performed at a location, count as only one
trip. Do not include orders that may have been received by the FS but not fielded. If
an order is received but not undertaken in the field (e.g. a credit order that is allowed
to expire or is “office-completed”, do not include this in the completed orders. We only
want to include fielded orders in FS5.
◼ Types of orders:
 Billing-related activity – High bill investigation in the field, either customer or
internally initiated, check read, rereads, meter tests in conjunction with
investigation, meter change out in conjunction with investigation, also includes a
disconnection for meter that had been left on, has usage, but no customer.
 Change of Account – new customer to service territory, customer moving within
service territory; not greenfield site. Includes: Soft Connect/Disconnect (e.g. Read
in or read out); Hard disconnect/reconnect (e.g. physically turn off service). Does
not include a new meter set. Turn-on/turn-off for seasonal customers
 Field Credit activity – Credit disconnections and reconnections, notice delivery, field
collections
75
If you have an inactive meter that shows
activity and you simply send a person to shut it
off or remove it – put that in Field Service
Do not double count
Updated 3/12/14

What's not included
◼ Gas odor response
◼ Programmatic meter change-outs or tests
◼ Revenue Assurance orders (e.g. remove meters, install locking rings,
etc.)
◼ Meter installations at a brand new service location; service upgrades;
larger meter installs and related activities.
◼ Restoration Specialists (e.g. Electric Troubleshooters)
◼ Linemen, Line construction or O&M
◼ Energy efficiency activities (typically part of Marketing Department)
76

FS5
Please make sure to complete questions FS 25, 40 and 50 once you complete this question.
Change of
Account Field Credit
Billing
Related
Breakdown
Unavailable Total
Electric 0
Gas 0
Water 0
Breakdown
Unavailable
0
Total 0 0 0 0 0
If you cannot breakout transaction types, e.g. Billing Related, please use the "Breakdown
Unavailable" colum.
How many field orders were completed during the year for each commodity? [Note:
Completed orders do not include CGI or UTC orders]
FS25
Total should match FS5: Change of Account column.
Customer Turn-On
Customer Turn-Off
Other COA
Seasonal Turn-ons
Total Change of Account 0
Total from FS5 - these totals should match 0
How many field orders were completed during the year for each Change of Account
activity?
FS40
Total should equal FS5: Billing Related column.
CUSTOMER: High Bill Investigation
CUSTOMER: Check read
INTERNAL: Check Read
INTERNAL: Disconnect for Usage on Inactive
INTERNAL: Other/Misc Investigation
Total Billing 0
How many field orders were completed during the year for each Billing related activity
(Either generated internally or by customer)?
FS50 How many field orders were completed during the year for each Field Credit activity?
Note total should equal total in FS5: Field Credit column
Field visit to leave disconnect notice
Field visit to collect or disconnect customer
Field visit to disconnect only
Field visit to reconnect – standard business hours
Field visit to reconnect – after-hours service
Total Field Credit 0
Field Service Order volumes
77
We ask for aggregate
volumes, then some detail
about each type of order,
including handling
approaches and policies
Updated 3/12/14

Field Service Costs
Given our definitions, we can then allocate cost
78
FL35
Dispatch
Other
Total 0
Please allocate your field service costs to the following activities. The total of this table should equal the
total of the field service column in the main matrix.
Change of Account [new and moves, turn-ons/turn-
Billing-Related Activities [e.g. High Bill Investigation in
Field]
Credit Orders [includes notice delivery, field
collections, disconnects, reconnects]

Field Service Order Management Process
The purpose of this section is to evaluate the process for getting short-cycle, customer-
generated AND internally-generated work to the field and completed. This includes the
three specific field service activities (credit, billing investigations, and change of account)
specified in previous pages.
Because of the widespread adoption of mobile data solutions for many field activities, we
are also interested in how the scheduling process for these activities interacts with other
activities.
79

Process Model:
Field Service Order Management Process
80
Order
Scheduling
Order
Assignment
Order
Issuance/
Dispatch
Order
Handling/
Completion
• First step in the order
management process as
defined by 1QC.
• Simply scheduling- when,
what time etc.
• Does not include the
assignment of the order or
the issuance or dispatch of
the order
• Orders can be scheduled for
example as:
• same day,
• current (with a specific
date) or
• future (known to be
scheduled for future
time period but with
out a specific date)
• Second step in the order
management process
• The assignment of a
scheduled order to a
worker (or work group),
geographic territory and
skill set
• It does not include the
issuance of the order to a
worker and the workers
tasks for a day or shift.
• Third step in the order
management process
• The issuance of a
scheduled and assigned
order to a specific worker
or work crew in the field.
• The best example of an
issued order would be an
order that is in the hands of
the worker (or on his/her
mobile device) to be handled
and completed.
• 1QC uses issued and
dispatched synonymously
• Last steps in the order
management process.
• The worker handles the
issued order and either
completes it or updates
the status if unable to
complete (UTC, CGI etc.).
• The completion process
includes documenting all
the appropriate work
information required to
complete the order for
field purposes

82
Customer Contact
• Contact Center
• Local Office
• Self Service
• Contractors
Customer Contact
• Contact Center
• Local Office
• Self Service
• Contractors
Back Office
• Billing
Back Office
• Billing
Field Service
(meter
investigations)
Field Service
(meter
investigations)
Meter Reading
• Manual
• Mobile AMR
Meter Reading
• Manual
• Mobile AMR
Revenue Management
Outbound calls
Office and Field
Revenue Management
Outbound calls
Office and Field
Areas excluded:
Energy Audit/Energy
Efficiency Group
Meter Change-out
Account Executives

Cost Allocations: Meter Reading
Meter Reading O&M cost allocation, please break out total meter reading costs
by technology.
83
FL30
AMI – 2-way Fixed Network
AMR - Mobile or 1-way Fixed Network
Demand Meters [e.g. MV-90]
Manual Reads
Total 0
Please allocate your meter reading O&M costs by the following meter reading types. The total of this table should equal the total of meter
reading column in the main matrix.

84
Technology – Meter Reading
Contact Center:
◼ IVR
◼ ACD
◼ VOIP
Field:
◼ Mobile data
◼ Scheduling
◼ GPS
Revenue Protection
◼ Tamper plug
Meter:
◼ Handhelds
◼ MV 90
◼ GPS
Bills:
◼ Inserters
Payment:
◼ Image processer
◼ Slitter/sorter
◼ Payment Kiosks
Credit:

Subject Areas for Meter Reading
◼ Volumes
◼ Service Levels
◼ Manual Reading
◼ Outsourcing
◼ AMI/AMR
85

Meter Reading Introduction
Meter Reading covers regular monthly
◼ Manual reads
◼ Demand (MV-90)
◼ AMR: mobile read and 1-way fixed network
◼ AMI: 2-way fixed network reads used primarily for billing purposes
Does not include
◼ Check reads, re-reads, etc., which are included in Field Service.
86

Meter Reading Volume Data
87
The goal of these questions it to understand number of meter reads by
meter type. If your AMI meters are read many times per month, we still only
want an answer of “12” for those meters, not many hundreds or thousands.
MR5 How many meters did you have on your system that are read by each method?
Manual
Demand
[e.g. MV-
90] Mobile
Fixed
Network,
1-way
Fixed
Network,
2-way Total
Electric 0
Gas 0
Water 0
Breakdown
unavailable
0
Total 0 0 0 0 0
MR10 How many meter reads by reading method did you perform last year? [for billing purposes only]
Include only one read per month - used for billing - not all reads performed during a month
Manual
Demand
[e.g. MV-
90] Mobile
Fixed
Network,
1-way
Fixed
Network,
2-way Total
Electric 0
Gas 0
Water 0
Breakdown
unavailable
0
Total 0 0 0 0 0
AMR/AMI
AMR/AMI

Meter Reading Definitions
Transactions
◼ Meter Read = Scheduled meter reads. If multiple meters are read at a
premise, count as multiple reads. Include AMI/AMR, but only count one
read per month for billing purposes. Trips to take a reading for a change
of account or as part of a billing investigation (e.g. re-read) should NOT
be included, instead these are in Field Service. For demand meters,
even though the reader has to read both a demand register and a usage
register, treat it as a single read.
◼ Error Rate = Number of errors identified through the billing system before
the bill is mailed, plus errors identified by the customer.
88

Meter/Billing Errors
89
Meter
Read
Meter
Read
Pre-edit (in
software)
Pre-edit (in
software)
EvaluationEvaluation
Bill
Exception
Bill
Exception
Pre-Bill
MR Error
Pre-Bill
MR Error
BILLINGBILLING
Meter
Services
Meter
Services
1
5
EvaluationEvaluation
CustomerCustomer
ErrorError
7
Billing
Error
Coded
Billing
Error
Coded
MR ErrorMR Error Other
Error
Other
Error
..
3 ..
Bill
Exception
Bill
Exception
6
MR ErrorMR Error
2
Meter Reading Errors =
Bill Exceptions
Pre-bill =
Post-bill =
1 32+ +
+5 6
7
A meter reading error is an error that ends up in the billing system that results in
a reread or estimate in order to generate a bill.
Meter reading errors can be found at points 1, 2 and 3 in the diagram below.

91
Customer Contact
• Contact Center
• Local Office
• Self Service
• Contractors
Customer Contact
• Contact Center
• Local Office
• Self Service
• Contractors
Back Office
• Billing
Back Office
• Billing
Field Service
(meter
investigations)
Field Service
(meter
investigations)
Meter Reading
• Manual
• Mobile AMR
Meter Reading
• Manual
• Mobile AMR
Revenue Management
Outbound calls
Office and Field
Revenue Management
Outbound calls
Office and Field
Areas excluded:
Energy Audit/Energy
Efficiency Group
Meter Change-out
Account Executives

Sections in the Credit questionnaire
Overall Results – Delinquencies
Transaction Volumes
Process Management
Regulatory Environment
Process Steps
◼ Account Initiation
◼ Active Account Management
◼ Collection Actions
◼ Final Account Management
Customer Assistance
Supplier Credit
92

93
Process Model -- Key Areas of Credit & Collections
Note: Process includes Residential and C&I segments
Account
Initiation
Active Account
Management
Collection
Actions
Final Account
Management
Customer
Assistance
Programs
• Credit Scoring
• Deposit
Requirements
• Positive ID
• Customer
Information
Collection
• Fraud Prevention
• Past due Amounts
• Service Denial
• C/I initiation
• Deposit Review
• Behavioral Scoring
• Contact Center
Policies
• Customer
Segmentation
• C/I Analysis
• Late payment fees
• Landlord
Agreements
• Special Accounts
• Record
maintenance
• Final Bills
• Vacant Properties
• Notices
• Payment
Arrangements
• Outbound calling
• Field collections
• Field termination
(cut-out)
• Restoration of
service (cut-in)
• Sheriffs
Warrants/Legal
• Bankruptcy/Judgme
nts
• C/I Collections
• Supplier Collections
• Final Billing
• Write-off
• Skip-Tracing
• Collection Agency
Operations
• Reporting to Credit
Bureaus/ National
Information
Exchanges
• Low Income
Assistance Programs
• Li-HEAP Programs
• DSS/ State
• Other Grants
• Notification to DSS
of Pending
Termination
• $ Minimums
• Community
Outreach
Involved/Affected Organizations – Credit, Call Center, Accounts Processing, Field/Meter Services
Process Management – Performance measurement & reporting, organization structure, staffing & resources,
effectiveness measurement of individual actions, write-off forecasting, optimization modeling
Regulatory Environment – RULES

Guidelines - Credit Office Activity
◼ Notices issued, determination of disconnections and reconnections,
payment arrangements when handled in the credit area (separate from
contact center), outbound calls, policy development and execution
◼ Include any collection agency or skip trace costs in contracted
services
◼ Only include credit postage if a separate credit mailing, otherwise put in
billing.
◼ Include outbound credit calls, which are calls made by the company
(or contractors) to remind customers to pay their overdue bills, make
payment arrangements, etc.
◼ Include credit scoring transaction fees
◼ Bankruptcy
◼ Customer Assistance
94
What's included:

Guidelines - Credit Office Activity
What's excluded:
◼ Field activities (connect/disconnect for non-pay, notices, collections) should
be included in Field Service
◼ Inbound credit calls belong in contact center
95

Cost of Credit & Collections
The true cost of credit is spread throughout the questionnaire – some in Contact
Center, some in Field Service, the rest in Credit Office – to better fit with the
organization structure and channels for executing the work. For analysis
purposes we’ll put the cost of credit back together.
Here’s where to find the total cost of credit & collections:
◼ Credit Office: FL5 Credit Office column
In addition we ask you to break out your answer in FL5 and provide some
details in FL25
 Outbound Credit Contacts
 Collection Agency Costs
 Credit Scoring Costs
◼ Field Collections: FL35 Credit row
◼ Handling Inbound Credit Contacts: FL25 Inbound calls
96

97
Technology – Credit
Contact Center:
◼ IVR
◼ ACD
◼ VOIP
Field:
◼ Mobile data
◼ Scheduling
◼ GPS
Revenue Protection
◼ Tamper plug
Meter:
◼ Handhelds
◼ MV 90
◼ GPS
Bills:
◼ Inserters
Payment:
◼ Image processer
◼ Slitter/sorter
◼ Payment Kiosks
Credit:

A Couple of Key Credit Definitions
Performance Measure
◼ Write-offs Percent = Net percent of total revenue written off (e.g. less any
recoveries). Goal is the actual dollar amount written off during the year.
This is not necessarily the same as “uncollectibles”, which is in the FERC
904 account for the year, since that can be affected by changes in the
provision for bad debt during the year (FERC 144 account). Write-offs are
the annual “net” cost of bad debt. In other words any recoveries (less fees)
should be subtracted from gross write-offs. **
◼ Percent Past Due 60 Days = Percent of bills unpaid at 60 days. Note for
most utilities this is balance due at second bill.
98
**Compare that to “Bad Debt” which is Uncollectable Expense plus
the YOY Change in A/R Reserve
3/17/14

99
Write-offs
This question captures Revenue and Write-off information. Note the most
important fields are highlighted in green. If you do not answer these, you
will not appear on the Write-offs per Revenue graph.
FL15 Please provide the following revenue and write-off information:
Residential
C/I: Small
[or Com'l]
C/I: Large
[or
Industrial]
C/I
Combined Total 2012
Electric: Revenues
Electric: Net Write-offs
Gas: Revenues
Gas: Net Write-offs
Water: Revenues
Water: Net Write-offs
Total: Revenues
Accounts Receivable Reserve
FERC Account 904
FERC Account 144
Total: Net Write-offs

Volumes – Deposits Collected
One area of interest is the number of deposits collected as a ratio to new applications
(CR180) . . .
100
New Customer Applications
Qualify for deposit
requirement
Actually bill the
deposit
Deposits
collected
3/17/14

Customer Assistance scope (CR355…)
Includes:
◼ Customers eligible (%) for assistance programs
◼ Customer receiving (%) assistance
◼ $ value available and provided
◼ $ in State assistance available
◼ Costs
◼ Practices and processes, approaches, policies, promotion of programs
101
3/17/14

Revenue Protection: Scope of Activities
Revenue Protection activities vary greatly among utilities, depending on a number of
factors, including commodities offered. Some utilities have dedicated Revenue Protection
departments, which are the focus of this section. Other utilities leave the various
activities in different areas of customer service and operations. For our purposes we only
want you to include your dedicated Revenue Protection departments.
The broadest definition (sometimes referred to as Revenue Assurance) includes both office and field
activities surrounding these types of revenue loss:
◼ Energy theft (aka diversion, unauthorized usage): 1) Meter tampering; 2) Meter bypass; 3)
unauthorized attachment.
◼ Fraud (aka identity theft): Field investigation related to fraudulent names, and passing accounts
among roommates to avoid bills.
◼ Billing Problems: Field investigation and back billing for 1) usage on unmetered accounts, 2)
usage on inactive accounts; 3) Meter errors (stopped or broken); 4) Not in system; unknown
user
◼ Other activities/technologies: 1) Data mining to identify suspicious
usage patterns; 2) AMI tamper flags
For purposes of this survey:
◼ Do not include meter-related field work performed by
Field Service or Meter Shops
◼ Do not include special contact center programs to
prevent identify theft or fraud at account initiation
◼ Do not include routine billing investigations
103
If you send a revenue protection
person out to investigate to
determine if there is theft involved
or revenue loss involved – put it in
Revenue Protection.
Do not double count

Revenue Protection: THE PROCESS Model
The process model is built on a series of individual steps through which each
case must progress
◼ Reported: A reported issue (e.g. from Meter Reading, a hot line or data
mining) is acknowledged and put in a backlog (perhaps identified as a “case”)
◼ Investigated: A revenue protection person reviews either in the office or in the
field and identifies a course of action (probably identified as a “case”)
◼ Confirmed: The outcome of the investigation concludes there is usage that
should have been paid for
◼ Billed: A bill is presented to the customer (almost always a “case”)
◼ Collected: Customer pays (and the “case” is closed)
104
CASE
Investigated
CASE
Investigated
CASE
Billed
CASE
Billed
CASE
Collected
CASE
Collected
CASE
Reported
CASE
Reported
CASE
Confirmed
CASE
Confirmed

Revenue Protection – the Iceberg Model
105
The amount of revenue
collected only reflects the “tip
of the iceberg” when it comes
to energy theft and fraud.
Total Cases (unknown)
Cases Investigated
Cases Billed
Cases
Collected
Cases Reported
Cases Confirmed

Relationship to Questionnaire
In order to separate cases between RP25 and 30 and RP35 and 40, you’ll probably have
had to reach the confirmed stage. You’ve investigated the case and determined whether or
not it was intentional theft (RP25/35) or an error by the company (RP30/40).
Cases worked (asked in RP15) are any cases that are investigated, confirmed, billed, and
collected. In order to answer RP15, you’ll have to have determined what type of case it in
in the investigation stage.
106
CASE
Investigated
CASE
Investigated
CASE
Billed
CASE
Billed
CASE
Collected
CASE
Collected
CASE
Reported
CASE
Reported
CASE
Confirmed
CASE
Confirmed

107
Technology – Revenue Protection
Contact Center:
◼ IVR
◼ ACD
◼ VOIP
Field:
◼ Mobile data
◼ Scheduling
◼ GPS
Revenue Protection
◼ Tamper plug
Meter:
◼ Handhelds
◼ MV 90
◼ GPS
Bills:
◼ Inserters
Payment:
◼ Image processer
◼ Slitter/sorter
◼ Payment Kiosks
Credit:

We Thank you for your Input and Participation!
108
California
400 Continental Blvd. Suite 600
El Segundo, CA 90245
(310) 426-2790
Maryland
3 Bethesda Metro Center Suite 700
Bethesda, MD 20814
(301) 961-1505
Contact Information
Ken Buckstaff
Ken.Buckstaff@1QConsulting.com310-922-0783
Gene Dimitrov
301-535-0590
Gene.Dimitrov@1QConsulting.com
Debi McLain
Debi.McLain@1QConsulting.com
760-272-7277
Tim Szybalski
Tim.Szybalski@1QConsulting.com
925-878-5066
Corporate offices
Updated versions of the
Guidelines and recordings
from the webinars are
available at our website.
www.1qconsulting.com
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