mip/Documentation/SupportingDocumentation/WEBMIP_TEX/fs_process.tex

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\section{System Process}
This section of the document describes the processes and tasks performed
by the webMIP system. It details the processes from the initiation of
an enquiry to the final quotation and briefly describes some of the
processes required to administer the system. The limitations and
constraints placed upon these tasks and processes are described
previously in the System Scope section of this document.

The quotation process is driven by the supplier agents. There are three
main stages to the quote process:

\begin{enumerate}
\item Enquiry. The user fills in a questionnaire, providing data
relating to the meter, the meter site, and environment;
\item Quote generation. If the enquiry is submitted for quotation,
quotes are generated detailing the costs of suitable meter modules;
\item Quote acceptance or rejection. If a quote is accepted by the user
then the quote turns into a Job, (at this point the job is outside the
scope of webMIP functionality). 
\end{enumerate}

The webMIP system provides a quick and easy interface for agents to
request a quotation on{}-line. Agents may also phone, fax, email or
post a request for a quote; in these cases the enquiry is entered into
webMIP by an I\&C User on behalf of the agent. The webMIP system will
record the I\&C User and the supplier information on such enquiries.

The user logs into the system using a user name and password. If the
user has the role of I\&C User, the user selects the user name of the
Supplier Agent on whose behalf they are entering the enquiry
information.

Figures \ref{fig:UseCaseDiagram} and \ref{fig:SequenceDiagram} show the main processes
and objects of the system.

\begin{figure}
\includegraphics[width=\textwidth]{UseCases1}
\caption{Use Case Diagram}
\label{fig:UseCaseDiagram}
\end{figure}

\subsection{Enquiry}
\label{sec:Enquiry}

\begin{figure}
\includegraphics[width=\textwidth]{SequenceDiagram1}
\caption{Sequence Diagram}
\label{fig:SequenceDiagram}
\end{figure}

The system allows the user to perform the following primary functions:

\begin{enumerate}
\item Create a new enquiry;
\item Amend an existing enquiry;
\item Save an enquiry;
\item Copy an existing enquiry to create a new enquiry;
\item Submit an enquiry for quotation.
\end{enumerate}

The complete list of enquiry data items are described in Appendix \ref{sec:AppendixDataItems}.

\subsubsection{Create a new enquiry}

The system generates and records a unique enquiry reference for the new
enquiry. The system records supplier{}-related information against the
new enquiry by referring to the user agent details to find the supplier
on whose behalf the user performs work. The system records the user
details against the enquiry.

The user enters site location information and then fills in the
questionnaire.

The questionnaire is presented as a series of questions (either grouped
or singular) on a succession of screens. The system saves the answers
to questions when the user completes a screen. The system alters the
{\textquotesingle}flow{\textquotesingle} of questions depending on the
answers given to previous questions. Each has 
{\textquotesingle}help{\textquotesingle} associated with it that is
presented to the user on request. The user is able to exit from the
questionnaire before all the questions have been answered: the user may
choose to amend or complete the enquiry at a later date.

When the questionnaire is completed, the user is able to request a
quote.

\subsubsection{Amend an existing enquiry}

The user searches for existing enquiries using the unique enquiry
reference, transaction reference, post code or MPRN of an enquiry. The
system limits the enquiries that can be queried to those associated
with the supplier on whose behalf the user performs work: the queried
enquiries may have been created by other users. If the enquiry has not
been marked as {\textquotesingle}quoted for{\textquotesingle}, the user
is able to amend the enquiry.

The user may amend the site location information, completed questions
from the questionnaire or complete unanswered questions.

When the questionnaire is completed, the user is able to request a
quote.

\subsubsection{Copy an existing enquiry to create a new enquiry}
The user searches for existing enquiries using the unique enquiry
reference, transaction reference, post code or MPRN of an enquiry. The
system limits the enquiries that can be queried to those associated
with the supplier on whose behalf the user performs work: the queried
enquiries may have been created by other users.

The system allows Agents and I\&C users to create a new enquiry by
selecting an existing enquiry and copying the details of that enquiry.
The system generates and records a unique enquiry reference for the new
enquiry. The system amends the new enquiry by applying the current
Agents details and removing any files associated with the original
enquiry.

The user is able to amend the new enquiry.

\subsubsection{Enquiry State}
The state diagram (Figure \ref{fig:EnquiryStateDiagram}) demonstrates the behaviour of the enquiry
through the use cases described in Figure \ref{fig:UseCaseDiagram}.

\begin{figure}
\includegraphics[width=\textwidth]{EnquiryStateDiagram}
\caption{Enquiry State Diagram}
\label{fig:EnquiryStateDiagram}
\end{figure}

\subsection{Questionnaire Flow Chart}
In order for the user to receive a quote, a short questionnaire needs to
be completed. The webMIP system prompts the user to answer the
questions. Some questions within the questionnaire are dependent on
answers from other questions. Figures \ref{fig:QuestionaireFlowChartSlide1}, \ref{fig:QuestionaireFlowChartSlide2} and \ref{fig:QuestionaireFlowChartSlide3}
describe the overall flow of the enquiry questions.

\begin{figure}
\includegraphics[width=\textwidth]{QuestionnaireFlowchartFromFlipChartSlide1.png}
\caption{Questionnaire Flow Chart - Slide 1}
\label{fig:QuestionaireFlowChartSlide1}
\end{figure}

\begin{figure}
\includegraphics[width=\textwidth]{QuestionnaireFlowchartFromFlipChartSlide2.png}
\caption{Questionnaire Flow Chart - Slide 2}
\label{fig:QuestionaireFlowChartSlide2}
\end{figure}


\begin{figure}
\includegraphics[width=\textwidth]{QuestionnaireFlowchartFromFlipChartSlide3.png}
\caption{Questionnaire Flow Chart - Slide 3}
\label{fig:QuestionaireFlowChartSlide3}
\end{figure}

\subsection{Quote generation}
The system generates quote(s) on request against enquiries that have not
already been marked as {\textquotesingle}quoted for{\textquotesingle}.
There are two methods of quote generation:

\begin{enumerate}
\item Automatic quotation. The system produces PDF letters for all submitted quotes with all relevant details (and caveats where appropriate) without manual intervention;
\item Manual quotation. The system is unable to automatically produce a
quote and relies on a manual process to produce the quotation off line
and then upload the quotation into webMIP. 
\end{enumerate}
The rules in Figures \ref{fig:AutomaticOrManualFlowChart1}, \ref{fig:AutomaticOrManualFlowChart2} and \ref{fig:AutomaticOrManualFlowChart3} show whether an enquiry results in an automatic or
manual quotation. If the meter size is not provided by the user, the
system converts the Qmax value into the appropriate U category e.g. U16
and this conversion is used in place of the meter size.

The system is able to produce automatic quotations for adversarial
works, however an additional caveat is placed on the automatic quote
stating that any purging requirements will be addressed as a variation
on the job at a later date. 

In addition to the inability of the system to produce an automatic
quotation, the requirement for a site survey causes the need for a
manual quotation (see \ref{sec:SiteSurvey}).


\begin{figure}
\includegraphics[width=\textwidth]{bespoke_or_standard_job1.png}
\caption{Automatic or Manual Quotation Flow Chart 1}
\label{fig:AutomaticOrManualFlowChart1}
\end{figure}


\begin{figure}
\includegraphics[width=\textwidth]{bespoke_or_standard_job2.png}
\caption{Automatic or Manual Quotation Flow Chart 2}
\label{fig:AutomaticOrManualFlowChart2}
\end{figure}

\begin{figure}
\includegraphics[width=\textwidth]{bespoke_or_standard_job3.png}
\caption{Automatic or Manual Quotation Flow Chart 3}
\label{fig:AutomaticOrManualFlowChart3}
\end{figure}

\subsubsection{Automatic quotation}
The system produces quotations for new meter modules and for standard work items.

\paragraph{Meter Module}
Quotations are based on the system{\textquotesingle}s ability to select
meter modules that match the enquiry requirements.

\subparagraph{Meter module selection}
The webMIP system identifies and selects Meter Modules that are suitable
for quotation. Meter modules are selected using the following enquiry
details:

\begin{enumerate}
\item Inlet Pressure;
\item Outlet Pressure(Required Meter Pressure);
\item Qmax;
\end{enumerate}
Each meter module is associated with a single housing and this is
selected if the enquiry requests it.

Each meter module is associated with a single base and this is selected
if the enquiry requests it.

For Adversarial removal jobs, a caveat is placed in the automated quote
stating that any purging costs will be transferred back to the customer
after the job is completed in the form of a variation.

For enquiries without a housing option selected, the minimum housing
dimension requirements are provided.

\subparagraph{Meter module speculative quote}
The system produces a quote for each selected meter module. Users can
select each of the quotes provided and accept one. The following items
of data are provided with each of the meter modules listed:

\begin{enumerate}
\item Meter module name {--} The name/description of the meter module
\item Total cost {--} The total cost of the module and the chosen
add{}-ons
\item Contract Lead time {--} The number of days that the job must be
completed within (after quote acceptance)
\item Qmax {--} The Qmax value requested by the enquiry, in KWh
\item Inlet orientation {--} The orientation of the inlet pipework
\item Outlet orientation {--} The orientation of the outlet pipework
\item List of Add-ons
\end{enumerate}
\subparagraph{Meter module accepted quote document}
Once a quote is accepted the system produces a more detailed quote
document containing a description of the module and the appropriate
add{}-ons. The accepted quote document contains the following data
items:

\begin{enumerate}
\item Module name {--} The name of the module
\item Qmax {--} The Qmax value requested by the enquiry, in KWh
\item Qmin {--} The Qmin value for the module, in kWh
\item Service Pressure {--} The service pressure category for the module
(eg. LP)
\item Required meter pressure {--}The required meter pressure requested by the enquiry, in mbar
\item Job completion date {--} The number of days that the job must be
completed within (after quote acceptance) 
\item Dimensions {--} The width, depth and height of the module, in mm
\item Weight {--} The weight of the module, in kg
\item Inlet {--} The inlet orientation configuration
\item Outlet {--} The outlet orientation configuration
\item Module Cost {--} The cost of the module
\item Caveats {--} A list of caveats relating to the job
\end{enumerate}
An additional list of selected module add{}-ons is provided with the
following data items displayed for each add{}-on:
\begin{enumerate}
\item Accessory {--} The name of the add{}-on
\item Cost {--} The cost of the add{}-on
\item Lead time {--} The lead time (if appropriate) for
delivering/fitting the add{}-on
\item Dimensions {--} The width, depth and height of the add{}-on
\item Weight {--} The weight of the add{}-on in kg
\end{enumerate}
There is an additional total line for the list of add{}-ons, that totals
the collective costs of the add{}-ons.

The system generates costs for the module dependant on the installation
address. The regional structure will be based on postcode data provided
by National Grid Metering I\&C. See Appendix \ref{sec:AppendixPricingData}
for further information.
\paragraph{Standard work items}
Quotations for standard work items apply standard/fixed prices for each item requested. Such items include:
\begin{enumerate}
\item Request for OFGEM Meter Accuracy Test (OFMAT). 
If the existing meter is a Diaphragm and within U-16 to U-160 then an automatic quote will be attempted otherwise the quote will be manual;
\item Removal of meters, including 'Adversarial' removal of meters;
Relocation of meters;
\item Purchase Energy Management System (EMS) for an existing meter module.
\end{enumerate}
The generated quotation refers to the work item(s) and the price charged.

\subsubsection{Manual quote generation}
Where the system is unable to automatically produce a quotation, the
system supports a manual process of uploading a quotation document
generated off{}-line and making it available to the user. The system
has no knowledge of the contents of the manual quotation.

\subsection{Quote acceptance and rejection}
The user searches for existing enquiries using the unique enquiry
reference, transaction reference, post code or MPRN of an enquiry. The
system limits the enquiries that can be queried to those associated
with the supplier on whose behalf the user performs work: the queried
enquiries may have been created by other users. The user is able to
view the quote(s) associated with an enquiry where either the enquiry
has been marked as {\textquotesingle}quoted for{\textquotesingle} and
the quotes have not lapsed (greater than 90 days) or the enquiry has
been marked as {\textquotesingle}complete{\textquotesingle}.

The user is able to select a quote and view the accepted quote document.

The user rejects quotes by selecting from the list and choosing the
{\textquotesingle}reject{\textquotesingle} option. The user is asked to
enter a reason for the rejection. The user is given the opportunity to
fill in a free text field of 250 characters and select from a list of
the following reasons:

\begin{enumerate}
\item Too expensive
\item Lead time too long
\item Used competitor
\item No longer required
\item Speculative enquiry
\item Customer changed supplier
\end{enumerate}
A rejected quote cannot be subsequently accepted

The user accepts a quote by selecting from the list and choosing the
{\textquotesingle}accept{\textquotesingle} option. The system records
the details of the user against the enquiry. The system marks the
quotation as {\textquotesingle}Accepted{\textquotesingle} and all other
quotations related to the enquiry as
{\textquotesingle}Rejected{\textquotesingle}. An accepted quote cannot
be subsequently rejected. An enquiry cannot have more than one accepted
quote. The system uses email to contact the I\&C department with
details of the accepted quote (see section \ref{sec:CommunicationQuotationAccepted} for further information). The system also
provides the user with details of the manual process to be followed
from this point. The system will also inform the user that the actual
job SLA starts after all drawings and documents required to complete
the job have been uploaded or delivered to I\&C.

Quotes that have not been accepted or rejected lapse after 90 days.
Quotes that have lapsed cannot be viewed by the user. The system marks
the quote as {\textquotesingle}Lapsed{\textquotesingle}. 

\subsubsection{Quotation State}
The state diagram in Figure \ref{fig:QuotationStateDiagram} demonstrates the behaviour of the quotation
through the use cases described in Figure \ref{fig:UseCaseDiagram}. 

\begin{figure}
\includegraphics[width=\textwidth]{QuotationStateDiagram.png}
\caption{Quotation State Diagram}
\label{fig:QuotationStateDiagram}
\end{figure}

\clearpage

\subsection{System Process Map}
Figures \ref{fig:SystemProcessMapSlide1}, \ref{fig:SystemProcessMapSlide2}, \ref{fig:SystemProcessMapSlide3} and \ref{fig:SystemProcessMapSlide4} show the overall flow of the Quotation Processes.

\begin{figure}
\includegraphics[width=\textwidth]{system_process_mapSlide1.png}
\caption{System Process Map {}- Slide 1}
\label{fig:SystemProcessMapSlide1}
\end{figure}

\begin{figure}
\includegraphics[width=\textwidth]{system_process_mapSlide2.png}
\caption{System Process Map {}- Slide 2}
\label{fig:SystemProcessMapSlide2}
\end{figure}

\begin{figure}
\includegraphics[width=\textwidth]{system_process_mapSlide3.png}
\caption{System Process Map {}- Slide 3}
\label{fig:SystemProcessMapSlide3}
\end{figure}

\begin{figure}
\includegraphics[width=1\textwidth]{system_process_mapSlide4.png}
\caption{System Process Map {}- Slide 4}
\label{fig:SystemProcessMapSlide4}
\end{figure}

\clearpage

\subsection{Business Rules}
The following business rules are applied during the above processes.

\subsubsection{Pricing Data}
With the exception of ''Standard Add-Ons'' (see Appendix \ref{sec:AppendixStandardAddOns}) all cost/pricing information may
be regional i.e. the price for an item may differ according to the
region in which the installation will take place. Regions are based on
post{}-codes\footnote{Composition of postcode to region still
unknown.}. Where there are no applicable regional costs associated with
an item, a non{}-regional price will be used for that item.

Where the system selects a meter module or associated item and a
required supplier price is missing, the system is unable to produce a
quotation. The enquiry is treated as a request for a Manual Quote that
requires completion by D\&Q.

Where the system selects a meter module or associated item and a
required network price is missing, the system will produce a quotation
but there will be a manual process during
{\textquotesingle}job{\textquotesingle} entry onto SAP to determine the
relevant network costs. 

Bypass pricing is handled off{}-line.

\subsubsection{Tripartite Agreement}
Where suppliers have not signed up to an agreement with National Grid,
known as the Tripartite Agreement, the system is prevented from
producing quotations (both automatic and manual) for specified job
types where the consumer postcode is within a specified set of
postcodes. Where a request for quotation is made and is prevented by the
absence of a Tripartite Agreement, the user will be informed.

%\begin{quote}
%Non{}-tripartite customers will not be able to generate
%quotations for certain job types in certain postcodes (postcodes to be
%supplied in the design and build phase). These jobs would drop out of
%scope.
%
%
%I think it simply needs a field in your {\textquotesingle}Supplier
%Details{\textquotesingle} table (perhaps down to Contract Reference
%granularity) which nominates it as being a Tripartite supplier (T) or
%Non{}-Tripartite one (N). The Users Log{}-in would associate them to
%the Specific Supplier.
%
%You then need a couple of lines of code which upon entry of Job{}-Type
%and Post{}-Code do a look up to see if this is a valid request. In
%Scottish and Southern (Scotia) IDN Network Areas only a very limited
%set of job types can be entertained for
%{\textquotesingle}Type{}-N{\textquotesingle} Suppliers. Where we are
%unable to Quote (legally/commercially) an Error Message should be
%displayed directing the User to the {\textquotesingle}Relevant
%Network{\textquotesingle}.
%\end{quote}

\subsubsection{Site Survey}
\label{sec:SiteSurvey}
The following enquiries require a site survey:

\begin{enumerate}
\item LP or MP relocation;
\item Exchange; UNLESS
\begin{enumerate}
\item the service pressure is LP and the existing meter is a Diaphragm; OR
\item the service pressure is MP and the existing meter is a Diaphragm and the upgrade is within one
{\textquotesingle}U{\textquotesingle} size e.g. from U16 to U40.
\end{enumerate}
\end{enumerate}

An enquiry that requires a site survey prevents the creation of an automatic quote.