Renewable energy and electric mobility play a central role in a sustainable energy future. The increasing demand for charging solutions, heat pumps and PV systems offers energy suppliers great opportunities on the sales side. At the same time, a high number of new supply and generation plants also poses a challenge for the grid side of the energy industry. Grid operators are currently barely able to process the mass of incoming registrations — and the workload is constantly increasing as demand increases. Many grid operators receive the registrations in paper form, which leads to a high density of errors and many inquiries. In addition, there is time pressure due to legal deadlines for feedback on registrations of supply and generation plants. On the other hand, the process is also not optimally set up for customers and installers: The forms are phrased in a complex manner and the process status is opaque, which in turn triggers frequent queries from the grid operator.
epilot addresses the problems of inefficiency and lack of usability: We offer a continuous, digital end-to-end process that integrates all process participants in one solution and provides an intuitive user experience. In this way, plant operators can track the progress of their request using DHL status tracking and civil engineers and installers are also in transparent communication.
Registration via digital forms on the website
epilot offers forms for grid connection requests as so-called”Journeys“, which obtain the required information from plant operators or installers in an intuitive and user-friendly way. Breaking down extensive forms into understandable individual steps significantly reduces complexity for users. As a result, inquiries and incorrect information can be minimized and a uniform data format can be guaranteed. In addition, the post-qualification journey function makes it possible to have further information added by the customer in case of inquiries. Individual questions can also be developed for your own employees in order to reduce the amount of paper required in the customer center and on the telephone and to avoid repetitive work.
The actual implementation is carried out using a modular system that configures the journeys on a no-code basis. All necessary question logics can be flexibly mapped. The journey is involved directly on the grid operator's website using an embed code. Since we think “mobile first” at epilot, our technology is responsively developed and the login process is easy to complete on a smartphone.
An example of a grid connection request can look as follows: First, in a multiple choice question, the user is asked which system (s) he would like to register, for example battery storage, PV system or charging device. A question/answer logic is stored in the configuration, which determines the further course of the login. If, for example, the user selects the charging device, he can be asked in the next step whether the system has an output of more than 12 kW and is therefore subject to approval, or just needs to be reported. Other possible information includes, for example, information on the connection object, manufacturer and type of charging devices, or number of charging points. With a charging device below 12 kW, the user can finally leave their contact details and the registration process is complete. In the case of a charging device that requires approval, the user can be informed that the next step is to carry out a grid compatibility assessment and receive feedback within eight weeks at the latest. Alternatively, once a grid compatibility assessment tool has been integrated, the check can be carried out in real time and the user can be approved or rejected directly in the journey. In the event of cancellation, a message may be given that the grid operator will contact you personally regarding the next steps.
Together with various grid operators, epilot has developed a best practice standard as a template. In addition, individual adjustments to the journey are possible at any time, for example when questions are to be added or changed, a document upload or information fields are to be added, or the logic in the question sequence is to be adjusted. Any number of registration forms can be created, for example to place specific forms for registering PV systems or charging facilities at various locations on the website.
Process management including partner integration in digital workflows
When the request is sent, the grid connection request is received in real time in the epilot employee portal. The process is provided with an ID and is clearly listed in an overview of all processes. All information provided by the user is clearly listed in the process. In Epilot, you can individual workflows configure that can be linked to the journeys. Depending on the answers from the plant operator or installer, the appropriate process steps can be initiated directly, which starts internal process control: With task management in the workflows, employees know which tasks must be completed by whom in each process step. The defined priorities and deadlines visually signal which processes need to be processed urgently — this would automatically prevent the legally required confirmation period of 8 weeks from elapsing. The process steps can be assigned internally between employees and the current process status is clearly visible to all employees using functions such as an activity log and a visualized workflow.
Communication with the customer and/or installer can also take place directly via epilot. In the communication area, variable-based documents can be entered, which serve as a template — both as an email template and as an attachment file. All relevant information, characteristics and documents relating to the process are stored in a 'digital construction file, 'so that every processing of the application is comprehensibly documented and all information is always available.
The grid compatibility check can be carried out both manually and by connecting a third-party solution. During the manual check, the task of carrying out a “Grid Compatibility Assessment” is stored in epilot and assigned to a responsible employee. After the employee has checked the grid connection point in a third-party solution, he manually enters the result into the process and sets the next process step depending on the result — if the result is positive, the customer can be granted approval with an email template; if the result is negative, an offer with grid connection costs and construction cost subsidy to strengthen the connection can be prepared within epilot and sent to the customer. In the case of necessary construction measures, these could be started as a separate process.
When integrating a third-party solution into epilot, the grid compatibility check can also be carried out automatically on request — either at the push of a button in the epilot employee portal as soon as the connection object data is available, or to implement an even more customer-friendly and efficient process directly in the digital journey. In this way, the customer receives immediate feedback and it is clear how the process will continue as soon as the request is sent. As a result, the manual work steps of the employee are significantly reduced.
Self-service via portals for customers and installers
In order to proactively inform the system operator during the waiting period without spending the time of employees answering phone calls or emails, the digital Self-service via the epilot interested party portal. In the portal, the customer sees open processes and a processing status, which is automatically reflected from the employee portal.
Installers can also use a own login area View all data relevant to them and collaborate and communicate with the grid operator.
More about the epilot solution for grid processes is here Read up.
