Jemena

The true power of data automation for Jemena

In late 2021, Jemena contacted Mipela to discuss the possibility of migrating its legacy 1990 Subdivision Management System (SUMS) Microsoft Access database to a new, automated solution, using X-Info Suite.

Jemena is a Referral Authority member of Surveying and Planning through Electronic Applications and Referrals (SPEAR) offered by the Victorian Department of Environment, Land, Water and Planning (DELWP). SPEAR is an online system that allows subdivision planning permits, certification applications and other land administration dealings to be compiled, lodged, managed, referred, approved and tracked online.

As a Referral Authority, Jemena’s Subdivisions team receives ~400 referrals a month from SPEAR, requests for further information and consents to referrals that could affect Jemena’s existing and future electricity assets. This information was being manually entered into the Microsoft Access database and managed externally in a Microsoft Excel spreadsheet for the regulator, a time consuming and often onerous task in managing the volume of referrals. Mail merge template letters were also created in Microsoft Word, converted to Adobe .pdf files to be sent to recipients (SPEAR, Councils or authorities). This, coupled with the repetitive process of tracking in an accurate, consistent, efficient and timely manner the communications with all stakeholders for further information and consent were the key drivers for change.

SPEAR is an online system that allows subdivision planning permits, certification applications and other land administration dealings to be compiled, lodged, managed, referred, approved and tracked online. Complete end to end workflows are built into SPEAR allowing applications to be lodged online with Land Use Victoria for registration.

“We are very happy with the results, X-Info Suite makes our Subdivision administration and work processes so much more efficient,” said Gail Ervine, Subdivisional Officer, Strategy & Commercial – Electrical Distribution for Jemena.

Automating these processes was not only a significant time saver but taking manual intervention out of the equation also meant less room for error.

Gail relies heavily on regularly receiving information to support plans of subdivision within the Jemena Electricity Distribution network using X-Info Connect.

Previously Gail would manually update this information into their subdivision solution, X-Info Connect. The information is now automatically fed into X-Info Connect from SPEAR via an API and a connector on an hourly basis or pushed import, as required. Since the release of this new functionality, reviewing subdivisions has become much more timely and efficient with automation reducing input errors.

“Not only has the time taken to manage applications reduced dramatically, there is also no room for human error or omissions.” said Gail.

Jemena plans in taking this functionality into other areas of its operations.