smicop governance board · page 2 of 18 1. administration 1.1 the chair welcomed the attendees to...

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SMICoP Governance Board – Meeting 44x: Final Minutes 11 April 2017 at 10:00

ElectraLink’s office, 10 Bloomsbury Way, Holborn, London, WC1A 2SL

Attendee Representing / Company

Frances Williamson [FW] (Chair) ElectraLink

Claire Hemmens [CH] SSE

Charlotte Jordon [CJ] (teleconference) Scottish Power

Dave Mountford [DM] (teleconference) Npower

David Pilling [DP] (teleconference) – part meeting Ombudsman

Gavin Anderson [GA] (teleconference) EDF

Mat Robson [MR] (teleconference) Robin Hood Energy

Jason Neil [JN] (teleconference) Scottish Power

Kevin Woollard [KW] British Gas

Michael Walls [MW] Ofgem

Rajni Nair [RN] Citizens Advice

Roger Stoney [RS] (teleconference) AMO

Stefan Leedham [SL] ElectraLink

Tim Newton [TN] E.ON

Victoria Mason [VM] – part meeting BEIS

Lauren Nicholls [LN] (Secretariat) ElectraLink

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1. Administration

1.1 The Chair welcomed the attendees to the SGB meeting.

1.2 It was noted that the meeting was quorate and no apologies had been received.

1.3 Please see Appendix A for an update on all of the actions.

2. SMICoP Review and Customer Engagement Report – April 2017

Please see Attachment 1 – SMICoP Review Slides for further information.

2.1 An overview of the origins of the Code was provided. Including where it was noted that the

Government Prospectus Response of March 2011 concluded that energy Suppliers should develop

the voluntary Code of Practice and that this would become a licence-backed Code governing the

installation of smart meters. The main objectives of this Smart Metering Code of Practice (SMICoP)

are to make sure that the consumer receives a high standard of service throughout the installation

process, and knows how to use, and benefit from, the Smart Metering System to improve the energy

efficiency of their home.

2.2 In February 2017, ElectraLink initiated a review of SMICoP to ensure that the Code was meeting its

requirements and remained fit for purpose as mass roll out beckons. This review included seeking

feedback from 19 stakeholders, which included Suppliers, BEIS, Ofgem, challenger brands and SGB

observers. Due to the extensive feedback received, the Chair highlighted that a themed report had

been deliberately developed to ensure it is focussed, highlighting each of the key points and

providing a proposed way forward. As it was the first time the report had been presented, reviewed

and discussed, it was agreed that SGB would focus on the Quick Wins and Recommendations, with

any feedback on the content of the report being requested to be provided post-meeting.

2.3 With regard to the recommendations included within the report, SL highlighted that in line with the

current discussions regarding the future funding and constituency arrangement of SMICoP,

ElectraLink would postpone the invoicing of any chargeable work completed until such matters had

been resolved. It was noted that not all recommendations had cost implication; however, all matters

regarding the budget and funding would be discussed with the SMICoP Ltd Board.

2.4 The Chair provided a summary of feedback received, noting that the importance of SMICoP was

recognised by all contributing stakeholders, with the behavioural obligations being deemed as

business as usual practices across a number of Suppliers. Due to the permissible flexibility within the

Code to enable Suppliers to innovate, it was highlighted that a pragmatic approach should be

adopted. An SGB member clarified that such pragmatism should be adopted however, the smart

meter roll out programme is an ‘opt in’ programme rather than an ‘opt out’ programme as

highlighted in the report. It was highlighted that customer choice is at the heart of SMIP and BEIS

Policy.

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Quick Wins

2.5 The members present considered each of the quick wins identified as next steps for ElectraLink to

progress with, with the below comments being raised:

The Monitoring and Compliance Survey thresholds are due to be considered at the next Joint

Micro-Business and Domestic Customer Survey meeting. This is being considered internally by

BEIS and will be taken offline prior to the meeting so that a recommendation can be developed

for consideration. It was noted that some confusion had been caused by the wording in the

Code, which refers to planned visits rather than actual visits. It was noted that the thresholds

had been set to ensure that evidence of compliance was derived from statistically valid sample

sizes.

ACTION 01 – ElectraLink, BEIS, Citizens Advice and Robin Hood Energy

The forward planning of agendas is already carried out; however, the introduction of a forward

work plan would make this more transparent to all industry participants.

Action 02 – ElectraLink

SGB meeting papers undergo a four stage review at present to ensure the accuracy and

consistency of the work produced by ElectraLink is improved. To support this, ElectraLink have

reviewed their internal meeting administration procedures to ensure the meetings are as

effective and productive as possible.

A SMICoP focussed organigram (over and above that provided in SMICoP Section B) would help

industry participants identify the status and focus of a working group / meeting and inform

their decision as to whether to commit resources to a particular working group / meeting. The

members present considered the wider recommendation to incorporate the industry-wide

groups that intertwine or overlap with the activities and discussions under the ambit of

SMICoP but determined that it would be inappropriate to draw these up, as these are more

appropriately drawn up by Ofgem and BEIS.

A risk, issues, decisions and opportunities register would be a very useful tool to track

discussions regarding an item and would support the forward planning of agenda items. It was

agreed that members feedback should be sought to develop the initial register. Members were

requested to send three (or so) of their key risks/issues to ElectraLink in advance of the May

SGB meeting.

Action 03 – All

2.6 With regard to the recommendation for the chairs of SGB, SMOG and CRG meet; VM confirmed that

as the BEIS SMICoP representative she meets the chairs of SMOG and CRG on a six-weekly basis to

discuss the areas of interest that would be worth flagging to SGB. It was noted that SMOG and CRG

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have forward work plans which would be useful to review. As such, an action was taken for VM to

provide a copy of the forward work plans.

Action 04 – VM

2.7 In addition, it was agreed for VM to seek clarification from the Chairs of SMOG and CRG regarding

the types of issues that should be discussed by each group and how this overlaps, intertwines and /

or complements SMICoP.

Action 05 – VM

2.8 A final point regarding the quick wins was raised, which related to the Energy UK website still hosting

the first version of SMICoP. It was agreed that if this is still required then a link to the current version

should be provided.

Action 06 – ElectraLink

Recommendations Matrix

2.9 The members present considered each of the recommendations listed in the matrix within the

report, with the below conclusions being drawn:

No Section Recommendation Notes

1. Content 4.2.8 R – ElectraLink to review the sections of

SMICoP referenced in clause 4.2.3 to identify

whether amendments should be made, any

clauses that may be redundant and propose

these amendments to SGB.

AGREED that the relevant

sections of SMICoP, taking

some referenced (in clause

4.2.3 of the report) should

factor into the Risk, Issue,

Decision & Opportunity

(RIDO) Register, which could

be divided into policy and

process matters.

It was acknowledged that

some areas referenced in

the report are beyond the

remit of SMICoP, as they are

Primary/Secondary

Legislation, Licence or SMIP

Policy.

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2. Content 4.2.9 R – ElectraLink to develop arrangements

for SMICoP Members to raise issues that need

to be addressed. ElectraLink would work with

Members to develop solutions and options

that could be reviewed and refined by a

working group to deliver a voluntary non-

binding single issue ‘one page’ White Paper on

a specific issue and/or scenario. This will

ensure that issues are addressed quickly and

resolved so that the issue is not repeatedly

discussed with no conclusion.

NOTED that issues could be

captured in the risk, issues,

decisions and opportunities

register, which could use

this to keep track of relevant

things under CRG / SMOG.

AGREED to raise awareness

that any interested party

can raise an issue, an issue

form will be developed.

3. Management of

new or emerging

issues –

Proactive or

Reactive

4.3.9R - ElectraLink to attend SMOG and CRG

on behalf of SMICoP to provide an impartial,

consistent, end-to-end view of discussions so

that decisions can be effectively reflected into

SMICoP. When decisions are taken at the

SMOG or CRG, ElectraLink would provide an

information paper outlining decisions taken,

impacts on SMICoP and proposed solutions for

implementing these decisions.

NOTED that new and / or

emerging issues would be

facilitated by the risk, issues,


register.

4. Management of

new or emerging

issues –

Proactive or

Reactive

4.3.10 R - SGB to clearly define its role with

regards to new and emerging issues and if

possible define what sits under SMICoP and

what goes to SMOG and CRG.

AGREED to define what

issues sit under SMICoP as

part of the risk, issues,


register, noting that a

nominated SMICoP

representative could attend

wider industry meetings

where required

5. Funding 4.6.5 R – To raise a Change Request to enable

the Code Administrator to raise changes,

subject to the agreement of SGB.

AGREED Changes can

already be proposed to a

sanctioned Raiser and no

new mechanism is needed.

6. Funding 4.6.6R – SMICoP to be amended so that all

Suppliers are required to contribute to funding.

ElectraLink could propose the change (subject

to recommendation R4.6.5) and resolution of

NOTED the Constituency

and Funding consultation.

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any funding changes currently in flight.

7. Constituency 4.7.5R - ElectraLink to review their

communications to ensure they are inviting

and clear on what the meeting will be

discussing to encourage smaller Suppliers

input.

AGREED for ElectraLink to

review their

communications.

8. Customer

Awareness

4.8.4R – ElectraLink to discuss the feasibility of

producing a one page customer facing

summary with Smart Energy GB (SEGB)

ACTION 07 to discuss with

SEGB whether a one-page

customer facing summary of

SMICoP is required.

9. Duration – what

will happen to

SMICoP post

2020?

4.11.1 R – To form a Working Group to explore

the pros and cons of each option regarding the

long-term status of SMICoP (section 4.10.1)

and produce a conclusions paper for discussion

at SGB.

ACTION 08 for Ofgem to

confirm whether there are

any plans to look at/consult

on the post 2020

landscape..

10. External

communications

4.13.4 R - ElectraLink to develop a bi-monthly

or quarterly newsletter

ACTION 09 ElectraLink to

discuss with VM whether a

SMICoP update could be

provided in the independent

smart metering newsletter

provided by BEIS.

ACTION 10 ElectraLink to

consider the feasibility of a

SMICoP specific newsletter

following the determination

of the future funding

mechanism.

11. External

communications

4.13.5 R - ElectraLink to explore the feasibility

of a “SMICoP Forum” or training day’s

providing quarterly updates on key obligations

on Suppliers – such as the requirement to

undertake and submit Monitoring and

Compliance Customer Surveys, developments

within SMICoP and looking ahead at key issues

and future milestones.

AGREED to use survey

monkey to determine if

there is any appetite for a

SMICoP Forum or training

day, with a suggestion to

have a user funds model.

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12. Guidance/Advice

provision

4.15.3 R – ElectraLink to develop a SMICoP

check list to help smaller Suppliers navigate the

SMICoP requirements.

REJECTED based on the

Code being self-explanatory

and easy to understand,

with the members present

highlighting the usefulness

of the Code Auditor’s

checklist.

13. Guidance/Advice

provision

4.15.4 R – ElectraLink to explore the feasibility

of providing SMICoP introductory training

sessions.

REJECTED based on the

Code Auditor’s checklist

being a useful baseline.

14. Role of

independent

SGB Chair

4.18.4 R - ElectraLink to look to see how to

become more of a critical friend, to encourage

participant from all and to keep momentum

within the meetings.

AGREED that ElectraLink

should work on refining

their approach/processes to

better facilitate their Code

Administration role.

ACTION 11 to follow up with

the respondent who

suggested an independent

chair should be introduced

to ensure this

recommendation facilitates

their requirement.

15. Role of

independent

SGB Chair

4.18.5 R - ElectraLink to create a Terms of

Reference for SGB and ensure that it remains

fit for purpose.


should create a Terms of

Reference for SGB to

complement the code.

16. SGB Meetings 4.19.6 R- ElectraLink to look at meeting

structure to ensure that they are dynamic, and

identify potential changes to the ToR to aid

engagement at SGB meetings.


should proactively look at

the meeting structure to

ensure that they are

dynamic, noting this is

already taking place with

the support of SGB.

17. SGB Meetings 4.19.7 R - ElectraLink to look at the meetings

calendar and see how to arrange meetings so

that they are not all taking place on the same

NOTED that the meeting

calendar is already being

reviewed to ensure that

http://www.smicop.co.uk/SitePages/Guidance-Templates.aspx



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day. meetings are held on

individual days where

required.

18. Reaching

agreement in a

competitive

market

4.21.5 R - ElectraLink to seek legal clarification

on what can and cannot be agreed at meetings

and disseminate it to all SGB attendees.


should seek legal

clarification on what can

and cannot be agreed and

discussed during meetings.

ACTION 12 to develop a

defined set of questions,

which will be approved by

SGB, to ask the SMICoP

Legal Advisors to ensure the

right questions are being

asked prior to incurring legal

fees on what can and cannot

be agreed and discussed

during meetings.

19. Reaching

agreement in a

competitive

market

4.21.6 R - ElectraLink to produce a guidance

document on the Competition Law “Do’s and

Don’ts” to provide clarification.

AGREED for a guidance

document on the

Competition Law ‘Do’s and

Don’ts” following the

completion of R4.21.5.

20. Integration of

other groups

(CRG, SMOG

etc.)

4.23.3 A diagram indicating the relationship

between each group, TORs, attendees, as well

as any other information would be useful to

bring clarity.

NOTED that this

recommendation would be

captured as part of the quick

wins to create an

organigram for SMICoP.

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3. Next Steps

3.1 The Chair summarised the agreed next steps as follows:

All agreed recommendations and actions would be progressed with.

A summary of the agreed recommendations and actions would be provided to SGB for

transparency and information purposed.

A word version of the report would be circulated to SGB members and observers for

comment such that a finalised version of the report could be issued on the website following

the April SGB meeting.

4. Any Other Business

4.1 There was no further business and the Chair closed the meeting.

5. Next Meeting

5.1 The next SGB meeting will be held on 27 April 2017 at ElectraLink’s offices.

6. Attachments

Attachment 1 - SMICoP Review Slides

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Appendix A – Summary of Actions

Open Actions

Action Ref. Action Owner Update

20161215/02 To provide an update to the SGB in March /

April 2017 on the Customer vulnerability

work being undertaken by the Consumer

Reference Group (CRG).

BEIS In Progress: To be included on agenda

for May SGB meeting

20161215/09 To report and provide insights along with

the Energy Ombudsman and Citizens

Advice’s Customer findings at the March

SGB.

RN & DP Ongoing: Deferred to the April SGB.

20170223/03 To raise a SPAA and DCUSA change to allow

for SMICoP to collect this data under the

respective codes, and to sponsor a SMICoP

CR to introduce these changes into SMICoP.

JG Complete

20170223/06 To update the SGB Members webpage

example as per the received comments and

ElectraLink Complete: This page will go live on 27

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add the page to the SGB website. March 2017.

20170323/01 Invite a representative from BEIS to the

April SGB to present on the working being

done with regards to two Supplier

households.

VM In Progress: This will be provided at

the May SGB meeting.

20170323/02 Prepare a consultation document on the

constituency and funding CRs and circulate

it to SGB members for review via email.

ElectraLink Complete: Issued post meeting.

20170323/03 Submit British Gas’ alternate funding CR so

that it can be captured within the

consultation document to be prepared

under action 20170323/02.

KW Complete: Submitted post meeting.

20170323/04 At the June 2017 SGB meeting hold a

focused discussion on the energy efficiency

monitoring and compliance customer

survey question.

All

20170411/01 To review the Monitoring and Compliance

Customer Survey thresholds

ElectraLink, BEIS,

Citizens Advice,

Robin Hood Energy

20170411/02 Develop a forward work plan for SMICoP

and SGB

ElectraLink

20170411/03 To send three (or so) key risks/issues to

ElectraLink in advance of the May SGB

All

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meeting

20170411/04 To provide a copy of the SMOG and CRG

forward work plans

VM

20170411/05 To seek clarification from the Chairs of

SMOG and CRG regarding the types of

issues that should be discussed by each

group and how this overlaps, intertwines

and / or complements SMICoP

VM

20170411/06 Determine if the Energy UK website still

requires a copy of SMICoP and if so,

request a link to the latest version be

included

ElectraLink

20170411/07 To discuss with SEGB whether a one-page

customer facing summary of SMICoP is

required

ElectraLink

20170411/08 To confirm whether discussions regarding

SMICoP post 2020 have already begun

Ofgem

20170411/09 To discuss with VM whether a SMICoP

update could be provided in the

independent smart metering newsletter

provided by BEIS

ElectraLink

20170411/10 To consider the feasibility of a SMICoP

specific newsletter following the

ElectraLink

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determination of the future funding

mechanism

20170411/11 To follow up with the respondent who

suggested an independent chair should be

introduced to ensure this recommendation

facilitates their requirement

ElectraLink

20170411/12 To develop a defined set of questions,

which will be approved by SGB, to ask the

SMICoP Legal Advisors to ensure the right

questions are being asked prior to incurring

legal fees on what can and cannot be

agreed and discussed during meetings

ElectraLink

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Actions closed at the meeting

Action Ref. Action Owner Update

20170126/03 To review whether their respective organisations were happy

with the proposed amendments to the Customer Survey

reporting template and report back to the SGB ahead of the

next Customer Survey Working Group.

Suppliers Completed

20170223/01 To add the references Consumer Guaranteed Standards to the

Housekeeping Log.

ElectraLink Completed post-meeting

20170223/02 Ofgem to send their guidance on Citizen’s Advice’s

vulnerability principle to ElectraLink for circulation to the SGB

for possible SMICoP impacts.

Ofgem &

ElectraLink

Completed

20170223/04 To update the CR029 legal text to reflect today’s discussions

and send this to JG as part of his work to raise a SMICoP CR to

address these issues.


20170223/05 To highlight the discussions regarding SMICoP constituencies

and funding to the Cornwall Energy Small Supplier Forum.

ElectraLink Completed

20170223/07 To check the status of the SMICoP Member’s page for self-

certification and update the page if required.

ElectraLink Completed

20170223/08 To update the Housekeeping Log Item 10 to reflect the

MOCoPA reference should be ® not ™.


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20170223/09 To investigate whether anyone is aware of the origin of the

term ‘revenue collection’ in the ‘not in scope’ section of

SMICoP

All Completed

Appendix B – Monitoring Log

Issue

No.

Issue description Owner Status

1 Discontinuation of the BEIS programmes. SGB 26 November 2015 – Ongoing – clarification will be provided at a

future SGB meeting.

25 February 2016 – SGB agreed that this item was to be changed to

reference DECC programmes rather than the Green Deal

programme to be all-encompassing.

28 July 2016 – SGB agreed that some housekeeping changes would

be required to remove references to DECC following its change to

the Department for Business, Energy & Industrial Strategy.

2 BEIS’ consultation on amending the home display

mandate (IHD) to allow Suppliers a derogation may have

some implication for the SMICoP.

SGB 28 January 2016 – DECC confirmed that the consultation responses

are due to be issued within the next couple of weeks.

25 February 2016 – SGB noted that the consultation responses had

been published, which may have an impact on SMICoP. As such

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DECC agreed to present further information at the next SGB

meeting.

26 May 2016 – DECC provided an overview of the IHD mandate at

the May SGB meeting, whereby it was noted that guidance had

been published in April 2016 regarding derogation application

requirements to trial alternative IHDs. It was also noted that the

applications would have to be received no later than 30 September

2016.

26 January 2017 – SSE have drafted a CR which is to be reviewed by

the SMICoP Legal Advisor to introduce derogations into SMICoP.

23 March 2017 – SGB noted that CR042 had been raised to address this matter.

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3 Smart Metering Systems installed under warrant SGB 31 March 2016 – SGB noted that a wider issue had been raised

regarding metering equipment installed under warrant due to the

Gas and Electricity Act’s not currently allowing for a

communications hub or IHD to be installed, which would stop a

Smart Metering System being installed under warrant.

22 September 2016 – BEIS noted that if Suppliers wished to

progress this issue they are required to submit evidence to BEIS that

current arrangements present an obstacle to current processes

taking place.

23 March 2017 – KW highlighted that British Gas may look to re-raise a CR (CR024A) to clarify how SMICoP would apply to installations install under warrant.

4 Ofgem’s Industry Code Governance Consultation SGB 15 December 2016: The SGB agreed to add this to the Monitoring

Log as it may have future SMICoP impacts.

23 March 2017: SGB agreed that this item should be removed from the monitoring log as Ofgem has confirmed that it does not see SMICoP in the same way as other codes.

5 Difficult or failed installations and any work being

undertaken by other industry groups

SGB 15 December 2016: The SGB agreed to monitor industry groups

discussing failed installations for any potential SMICoP impacts.

6 SMICoP Code Governance Constituencies SGB 15 December 2016: The SGB agreed to monitor the SGB

constituencies with a view to identifying for any future required

changes.

23 March 2017: it was noted that this item will be discussed during the March 2017 SGB meeting

7 Bonfield Review (Each Home Counts) Outcome

Recommendation 20: ‘Provide tailored home energy

efficiency advice to consumers during the smart meter

SGB 23 February 2017: The SGB agreed to monitor the Bonfield Review

Outcome Recommendation 20 as this is likely to have future impact

on the provision of energy efficiency advice to customers, which is

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installation visit, and ensure key delivery partners work

together to deliver a good customer journey throughout

the roll-out.’

currently included within the scope of SMICoP.

23 March 2017: SGB agreed that this item should be removed from the monitoring log as the outputs of this review may take years to come to fruition and the members agreed to independently monitor the impacts on SMICoP.

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