A truly epic project

South Australia gas pipeline operator, Epic Energy has been a client of Mipela since 1999. Over that time, Epic has adopted several software solutions using X-Info Suite products to deliver land management, third-party works preliminary design, Before You Dig responses and Safety Management Studies.

As part of an internal process improvement project, Epic identified several opportunities to utilise its existing X-Info Suite software to optimise and automate several of its business processes and workflows. These included automating annual landowner contact reports and automation of updating landowner/occupier/manager details. Furthermore, the introduction of the Works Management module to its existing X-Info DBYD suite would automate a permit management solution, associating Before You Dig enquiry responses to the respective land parcels in the land management system, ensuring appropriate permits are issued and managed accordingly.

Users were also recently introduced to a new browser-based user interface, using X-Info WebConnect. The introduction of activities not only simplifies the user experience but now access removes any irrelevant information from the user, based on role-based permissions.

In addition, the introduction of Mipela’s mobile data capture app, X-Info Aware, has allowed field workers to communicate and access information in real time, doing away with the need for paperwork.

Migration of this software solution to a cloud-hosted environment has also identified efficiencies in server and software management, eliminating the need to configure and maintain onsite infrastructure, increasing agility of the software and accelerating innovation looking forward.

“The introduction of X-Info WebConnect and X-Info Aware apps to support the Land Owner Contact program has created a minimum 50% efficiency gain for our frontline employees allowing these resources to be utilised in managing backlog workstreams that would otherwise require short-term labour investment,” said Jarrod Gilby, Manager of Business Improvement and Assurance.

“As well Epic has automated both the BYDA and Third Party Works process, creating a seamless solution for the updating of our SMS module, supporting Epics requirement of a paperless solution,” added Peter Faunt, Asset Awareness Officer.

Adopting this new functionality has resulted in improvements in business process automation and provides users with simpler user interfaces, requiring minimal training and efficiencies relating to working in a paperless environment.

This project is a fine example of Mipela connecting people with information.

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.

Recently, the successful results of this project were delivered to the Jemena business.

“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.

The establishment of this new SUMS system included the migration of existing data from the legacy database, creation of simplified workflows so that the Subdivisions team could easily search and create reports from a browser based user interface to manage their day to day SPEAR processes.

Mipela has worked with Jemena to ensure this program is tailored to meets their needs and continues to provide enhancements, as and when required, to provide the best solution for management of SPEAR referrals within the Jemena electricity network.