This case study describes how Pro2col delivered a smooth launch and cut costs for a utility start-up. It is an MFT utility use case.
Water Plus needed to install a new MFT solution within a very tight deadline, otherwise they wouldn’t get their licence.
The company is a standalone venture, set up by Severn Trent and United Utilities. Deregulation in 2017 meant 400k non-household customers were transferred to the new company overnight. They had no infrastructure, a tight budget and very little time.
The solution was a system that could be set up quickly, provide the exact security and automation requirements they needed, and offer ongoing UK-based support.
Water Plus knew they wanted a Managed File Transfer solution, but they needed support selecting the right product and modules, then installing it. They approached Pro2col – the highly trusted UK partner of many MFT providers – who analysed their requirements and suggested an enterprise-level solution with an MFT Gateway for additional security, plus auditing and reporting features. “Using Pro2col kept start-up costs down as installation was fifty to seventy-five per cent faster with Pro2col’s engineers onsite,” said Chris Leach, Application Manager, Water Plus.
Managed File Transfer reduces the need for time-consuming and repetitive manual processing. Companies run more efficiently and keep costs down. It helps Water Plus manage files and data with multiple workflows in place. “We would need an additional team of five to transfer files manually at peak times,” said Chris. “Instead, files can arrive a few minutes before processing without any issues. A member of staff couldn’t do that, especially at scale. MFT doesn’t need lots of people, saving huge staffing costs. It all works in the background. There is less chance of human error and less chance of files or data being sent that shouldn’t.” For example, meter readings are automatically translated into the right format and stored in a certain place on the server. This can then drive multiple processes, such as email acknowledgements, generating bills and printing, right through to processing payment.
“Security was a major factor”, says Chris. “If you have files coming in and going out all over the place, there’s a lack of control. That means no security and no audit. The solution Pro2col recommended offered one single system that only needed one external IP in the DMZ for all the files so there’s less chance of getting hacked.” The additional MFT Gateway provides a single point for files to enter or leave the network that is completely secure and under your control. Nothing comes through the Gateway without permission. There are added customer benefits, noted Chris. “I can do all my white listing from one box and customers only need to white list one IP address.”
GDPR makes a data trail essential. You have to know who saw a file and when. Reporting can be set up to automatically deliver this visibility. “I know which files are in the system and who touched them at what time,” Chris explained. “If we have a query, I can go and pull it up. If that was done manually or via email, even using secure portals, there’s no audit and no tracking. That’s a big benefit.” Reporting is also really important to work alongside automated processes to prevent some predictable system problems. Potential issues are flagged, such as a file that is too large. Chris sets the trigger points and actions which can – for example – split the file up into smaller sizes to prevent overnight batch processing errors.
The MFT solution was scalable, which meant Water Plus could build it out as requirements grew. “As we began to understand the business needs better,” says Chris, “we realised we needed a process for ad hoc file transfers. The solution had a module we could easily add-on, which did that. It was quick and easy to set up.” Water Plus added this secure person-to-person transfers module to their solution two years later.