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.