When I request data I ask for everything I can think of — billing statements, interval data, rate schedules, meter test results, power factor readings, account correspondence, payment history. But honestly I end up only using the billing statements and sometimes the interval data for most audits. Am I over-requesting? Is there a risk that asking for too much slows down the response?
What data do you actually need vs what's nice to have?
You're not over-requesting. I'd rather have data I don't need than need data I don't have. That said, here's my tiered approach: Tier 1 always request — 24 months billing statements and rate schedule currently applied. Tier 2 request for larger accounts — interval data, power factor readings, meter configuration. Tier 3 request only if I see something suspicious — meter test results, account correspondence, tariff change history. Tier 1 is enough for 80% of audits. The other tiers come into play when you find an anomaly and need to dig deeper.
I agree with Jim's tiered approach. One thing I'd add to Tier 1 is the applicable tariff or rate schedule document itself, not just the name of the rate the customer is on. You need to read the actual tariff language to verify charges are calculated correctly. Most utility tariffs are available on their website but sometimes the version online doesn't match what was in effect during the billing period you're reviewing. Ask the utility to confirm which tariff version applied during your audit period.
Jim's tiered approach is efficient and practical. I'd emphasize Greg's point about getting the actual tariff document. Reading the tariff is where most findings come from — you compare what the tariff says the rate should be against what the bill actually shows. Without the tariff you're just looking at numbers without context. Every audit should start with reading the applicable tariff cover to cover before looking at a single bill.
The tiered approach makes a lot of sense. I've been requesting Tier 3 data for every account which was probably slowing things down. Going to streamline my standard LOA to Tier 1 items and only escalate to Tier 2 and 3 when findings warrant it. Should speed up the data collection phase significantly.