DU USER’s GUIDELINES AND PROCEDURES FOR ONLINE

SUBMISSION OF DISTRIBUTION SYSTEM LOSS

SEGREGATION, DISTRIBUTION UTILITY USE AND

RELIABILITY DATA TO DMC

GENERAL PROVISIONS

I. Objectives

(a) To monitor the performance of Distribution Utilities (DUs) in terms of

Distribution System Efficiency and Reliability;

(b) To ensure compliance of all DUs with the required monthly reportorial

requirements;

(c) To overcome the trouble of re-encoding the reported data; and

(d) To ensure and maintain the quality and integrity of data.

II. Scope of Application

Submission shall apply to all electric power Distribution Utilities, including but not limited to the following:

(a) Distribution Utility; (b) Local government unit owned-and-operated Distribution Utilities; (c) Entities duly authorized to own, operate and maintain distribution facilities

within the economic zones; and (d) Other duly authorized entities engaged in the Distribution of Electricity.

III. General Conditions

(a) Duties and Responsibilities of Distribution Management Committee (DMC)

The Distribution Management Committee (DMC) shall treat with confidentiality the entire data of DUs that is made available and will use it only for the agreed objective. Data/information made available shall not be provided to third parties.

(b) Duties and Responsibilities of Distribution Utilities (DUs)

Prior to the conduct of the online submission of data, the DU shall conduct and follow the conventions and notations described in the Data Requirements Templates (Annex B of the “Guidelines for the Approval of Caps on the Recoverable Rate of Distribution System Losses”) for DSL and Resolution No. 12, Series of 2006, entitled “A Resolution Adopting the Guidelines for the Monitoring of Reliability Standards for Distribution Utilities” for Reliability to achieve uniformity and consistency in data submission and evaluation. The DU shall exercise diligence in submitting the segregated system loss and reliability data. The submitted information is presumed valid and properly reviewed by the DU’s designated authorized personnel.

IV. Definition Of Terms +Row Refers to the button in the DSL and Reliability

Submissions Pages with function to generate additional row(s) for uploading multiple DSL and Reliability data, respectively.

-Row Refers to the button in the DSL and Reliability

Submissions Pages with function to reduce the generated additional row(s) for uploading multiple DSL and Reliability data, respectively.

Add Refers to the button in the DU Info

Management Page with function to establish the declared information and at the same time generates additional row for subsequent information.

Attachment Refers to the functionality in the DSL and

Reliability Submissions Pages that will upload a portable document format (pdf) file in the web-based program.

Back Refers to the button in the DU Info

Management Page with function to revert back to the previous interface.

Billing Period Shall refer to the existing billing month Browse Refers to the buttons in the DSL Submissions

Page with functions of accessing the DSL data, in MS Excel format, and Attachment, in portable document format, in the local hard drive of a computer.

Cancel Refers to the button in the DSL and Reliability

Submissions Pages with function to revert back to the respective main submissions pages.

Choose File Refers to the button in the Reliability

Submissions Page with function that is the same with the Browse button in the DSL Submissions Page.

Clear Refers to the buttons in the DU Info

Management Page with function to clear the undesirable or not precise information.

Contact Information Refers to the section in the DU Info

Management Page in which names of DU’s personnel along with respective e-mails and mobile numbers are affirmed.

Delete Refers to the button in the DU Info

Management Page with function to remove the declared information about the Contact Information and DU’s Substation and Feeder names.

Distribution System Refers to the system of wires and associated

facilities belonging to a franchised distribution utility extending between the delivery points on the transmission or subtransmission system or generator connection and the point of connection to the premises of the end-user.

Distribution Utility Refers to any electric cooperative, private

corporation, government-owned utility or existing local government unit which has an exclusive franchise to operate a distribution system.

DSL Submissions Page Refers to the interface that will allow the DU

User to upload and submit, through the internet, the DSL data or view the status of submitted data.

DSL Submission Status Refers to the button in the DSL Submissions Page with function to access the sub-interface to view the DSL data submissions statuses.

DU ID Refers to the registered acronym of Distribution

Utility in the web-based system. DU Info Management Page Refers to the interface that will allow the DU

User to declare required information needed to process the submitted data.

DU User Refers to DU’s designated authorized

personnel that will gain access to the web-based program and upload specific data.

DU User Interface Refers to the system wherein DU Users will

upload the DSL and/or Reliability data. Edit Refers to the button in the DU Info

Management Page which opens the sub-interface to revise the information contained.

Feeder List Refers to the section in the DU Info

Management Page in which names of DU’s feeders are affirmed. In the case of Electric Cooperatives, the Standard Coding for Distribution System Analysis and Management as stated under National Electrification Administration (NEA) Memorandum No. 2004-026 shall be followed. In the case of Private Distribution Utilities, the respective policy for standard coding shall be followed.

Feeder Name Refers to the name of the DU’s feeder. In the

case of Electric Cooperatives, the Standard Coding for Distribution System Analysis and Management as stated under National Electrification Administration (NEA) Memorandum No. 2004-026 shall be followed. In the case of Private Distribution Utilities, the respective policy for standard coding shall be followed.

Filter Refers to the button in the DSL and Reliability

Submissions Pages with function of sorting the

list of DSL and Reliability data submissions based from the desired parameters.

Login Refers to the button in the Login Page with

function to execute the command provided by the DU User.

Login ID Refers to the identification, provided by DMC to

specific DU User, to be used in order to access the web-based program.

Login Page Refers to the interface that will allow the DU to

access the web-based program by using the DMC provided Login ID and Password.

Logout Refers to the program’s functionality to cease

the web-based program from running. New DSL Submission Refers to the button which opens the sub-

interface in the DSL Submissions Page. Password Refers to the system of symbols composed of

at least six (6) alphanumeric characters provided by DMC to specific DU User to be used in order for the computer to confirm the DU User’s identification.

Profile Page Refers to the interface that will allow the DU

Users to declare certain information about the user and replace the default password. .

Reliability Refers to the probability that a system or

component will perform a required task or mission for a specified environment. It is the ability of a power system to continuously provide service to its customers as defined in ERC Resolution No. 12, Series of 2006.

Reliability Submissions Page Refers to the interface that will allow the DU

User to submit, through internet, the Reliability data or view the status of submitted data.

Reliability Submission Status Refers to the button in the Reliability

Submissions Page with function to access the sub-interface to view the Reliability data submissions statuses.

Reset Refers to the button in the DSL and Reliability

Submissions Pages with function of reverting back to the main list of DSL and Reliability data submissions.

Save Refers to the button in the Profile and DU Info

Management Pages with function to store the declared information about the DU User and DUs Substation and Feeder names, respectively while at the same time generates additional rows for subsequent Contact Persons, Substation and Feeder Names in connection with the DU Info Management Page. Relative to the DSL Submissions and Reliability Submissions Pages, it refers to the functionality to execute the uploading of DSL and Reliability data, respectively.

Set Refers to the button in the DSL and Reliability

Submissions Pages with function to access the interface for uploading the DSL and Reliability data, respectively.

Submission Refers to the functionality in the DSL and

Reliability Submissions Pages that will upload the MS Excel file in the web-based program.

Substations Refers to the section in the DU Info

Management Page in which names of DU’s substations are affirmed. In the case of Electric Cooperatives, the Standard Coding for Distribution System Analysis and Management as stated under National Electrification Administration (NEA) Memorandum No. 2004-026 shall be followed. In the case of Private Distribution Utilities, the respective policy for standard coding shall be followed.

PROCEDURES FOR ONLINE SUBMISSION OF DISTRIBUTION

SYSTEM LOSS SEGREGATION, DISTRIBUTION UTILITY USE AND

RELIABILITY DATA

Below is the process in which DU Users will follow for online submission of system loss and reliability data.

A. ONLINE SUBMISSION OF DISTRIBUTION SYSTEM LOSS AND DISTRIBUTION

UTILITY USE DATA

Step 1: Open the web-browser (i.e. either Mozilla Firefox or Google Chrome)

Step 2: In the web address area, and type-in www.dxcommittee.ph and hit the “Enter”

key.

Result: The log-in page will display

Step 3: Type-in the Login ID and default Password and hit the “Enter” key.

Result: The DU User interface will display. (List of Distribution Utilities’

submissions)

The DU User Interface is composed of four (4) pages namely:

DSL Submissions Page

Reliability Submissions Page

DU Info Management Page

Profile Page

Step 4: Click the “Profile” page.

Result: The Profile page will display.

Fill-in all the fields except the “DU Assignments” section. To replace the default password,

key-in the desired new password in the “Password” and “Confirm New Password” boxes.

Type-in the default password in the “Current Password” box. Click “Save” button to

complete the task.

Step 5: Click the “DU Info Management” page.

Result: The DU Info Management page will display

Step 6: Click the “Edit” button to edit the DU’s information.

Result: The DU Info Management page in edit mode will display

Fill-in the fields in the “Contact information” section and click the “Add” button to

establish the information. (Contact persons are limited up to five entries only) Fill-in the fields in the “Substations” section and click the “Add” button to establish

the information. Fill-in the fields in the “Feeder List” section and click the “Add” button to establish the

information. After completing all the information, click the “Save” button on the left side. Note:

By clicking the “Add” button in the Substations and Feeder List sections, additional fields will be added to encode the DU’s other Substations and Feeders.

Should there be error(s) in the typed-in information after clicking the “Add” button, just click the “Edit” button to edit the said information and then click the “Save” button.

If any of the information contained in the Contact Information, Substations and Feeder List section no longer exist, click the “Delete” button.

The DU shall be responsible in updating the information contained in the DU Info Management page.

Note: Steps 4 to 6 will be skipped in the next log-in.

Step 7: Click the “DSL Submissions” page.

Result: The DSL Submissions page will display. This page shows the

submitted data of DUs per Feeder per month.

Step 8: Click the “New DSL Submissions” button.

Result: The DSL Submissions sub-page will display

Step 9: Key-in the DU ID and click “Set” button

Result: The page for uploading the file will display

Key-in Feeder Name in the Feeder column and click “Browse” button next to the term “Submission”. A window will open. Locate the file and click “Open”. Click the “Save” button to complete the uploading of file. The program will automatically revert back to the DSL Submissions main page wherein the uploaded file is being processed. Step 10: Should there be multiple submissions, click the “+Row” button. A new row for

additional submission will display. In contrast, to reduce the number of rows, click the “-Row” button.

Result: The DSL Submissions page with multiple rows for uploading files will display

Key-in Feeder Name in the Feeder column and click “Browse” button next to the term “Submission”. A window will open. Locate the file and click “Open”. Click the “Save” button to complete the uploading of file. The program will automatically revert back to the DSL Submissions main page wherein the uploaded file is being processed.

Note: For Steps 9 and 10, a DU User can upload file attachments in pdf by clicking the

“Browse” button next to the term “Attachment”.

Step 11 In the DSL Submissions page, click “DSL Submission Status” button.

Result: The DSL Submission Status page will display.

The DSL Submission Status page will display the status of the DU User’s submission(s) (i.e.

Cancelled, Checking, Completed, Failed, On Process, Past Due, Queued, Replaced, No

Submission or Any). For data with errors, the DU User shall receive a summarized result of

errors (that is, no specific data errors will be pointed out)

Step 12: To view the status of submission, key-in the DU ID, the desired Status, the

Billing Period and click “View” button.

Result: The status of submission(s) will be displayed.

If in the case a certain DU User wants to view the status of submission of all DUs in the group, tick “Group ID” and key-in the Group ID, desired Status, the Billing Period and click “View” button.

If in the case a certain DU User wants to view the statuses of all DU’s submissions tick “All”, desired Status, the Billing Period and click “View” button.

Notes on Status of submission:

Cancelled : Any form of interruption in uploading the file. The DU User will have to re-upload the file

Checking : The engine is in the process of sanitizing the uploaded file. On Process : The engine is in the process of calculating the desired

output. Queued : The uploaded file is lined-up behind current file being

checked and processed Completed : The uploaded file has been checked, processed and

accepted by the engine

Failed : The uploaded file contains error. The DU User shall receive a summarized result of errors (that is, no specific data errors will be pointed out).

Past Due : The file was uploaded beyond the cut-off date. The DU User will have to request in writing to DMC to re-open the Cut-off Date for submission.

B. ONLINE SUBMISSION OF RELIABILITY DATA Step 13: Click the “Reliability Submissions” page.

Result: The Reliability Submissions page will display.

Step 14: Click the “New Reliability Submissions” button.

Result: The Reliability Submissions sub-page will display

Step 15: Key-in the DU ID and click “Set” button.

Result: The page for uploading the file will display

Type-in the Feeder Name in the Feeder column and click “Choose File” button next to the term “Submission”. A window will open. Locate the file and click “Open”. Click the “Save” button to complete the uploading of file. The program will automatically revert back to the Reliability Submissions main page wherein the uploaded file is being processed.

Step 16: Should there be multiple submissions, click the “+Row” button. A new row for additional submission will display. In contrast, to reduce the number of rows, click the”-Row” button.

Result: The DSL Submissions page with multiple rows for uploading files will display

Type-in the Feeder Name in the Feeder column and click “Choose File” button next to

the term “Submission”. A window will open. Locate the file and click “Open”. Click the

“Save” button to complete the uploading of file. The program will automatically revert

back to the Reliability Submissions main page wherein the uploaded file is being

processed.

Note: For Steps 15 and 16, a User can upload file attachments in pdf by clicking the

“Choose File” button next to the term “Attachment”.

Step 17: In the Reliability Submissions page, click “Reliability Submission Status” button.

Result: The Reliability Submission Status page will display.

The Reliability Submission Status page will display the status of the DU User’s

submission(s) (i.e. Cancelled, Checking, Completed, Failed, On Process, Past Due,

Queued, Replaced, No Submission and Any). For data with errors, the DU User shall

receive a summarized result of errors (that is, no specific data errors will be pointed

out).

Step 18 To view the status of submission, key-in the DU ID, the desired Status, the

Billing Period and click “View” button.

Result: The status of submissions(s) will be displayed.

If in the case a certain DU User wants to view the status of submission of all DUs in the group, tick “Group ID” and key-in the Group ID, desired Status, the Billing Period and click “View” button.

If in the case a certain DU User wants to view the status of submission of all DUs, tick “All”, desired Status, the Billing Period and click “View” button.

Notes on Status of submission:

Cancelled : Any form of interruption in uploading the file. The DU User will have to re-upload the file

Checking : The engine is in the process of sanitizing the uploaded file. On Process : The engine is in the process of calculating the desired

output. Queued : The uploaded file is lined-up behind current file being

checked and processed Completed : The uploaded file has been checked, processed and

accepted by the engine Failed : The uploaded file contains error. The DU User shall receive

a summarized result of errors (that is, no specific data errors will be pointed out).

Past Due : The file was uploaded beyond the cut-off date. The DU User will have to request in writing to DMC to re-open the Cut-off Date for submission.

REPORTORIAL REQUIREMENTS

I. Distribution System Loss Report

The Distribution Utility shall submit quarterly system loss reports (exhibiting monthly data), on or before the end of the month following the quarter, using the standard format prescribed in Annex B of the Guidelines for the Application and Approval of Caps on the Recoverable Rate of Distribution System Losses.

II. Reliability Reports

The Distribution Utility shall submit quarterly Interruption Reports (exhibiting monthly data), on or before the end of the month following the quarter, using the standard format prescribed in Annex-A of ERC Resolution No. 12, Series of 2006.

TRANSITORY PROVISIONS

Within six (6) months after the last workshop, the Distribution Utilities shall be

required to submit the Distribution System Loss and Interruption Reports

electronically through e-mail using MS Excel format.

PROCESS FLOW