I want to discuss documentation standards for our audit findings. I've been reviewing some recent submissions and there's inconsistency in how we're documenting errors and supporting our recovery claims. Utilities are getting more sophisticated in challenging our findings, so we need bulletproof documentation.
Documentation standards for audit findings
Randy, what specific areas are you seeing pushback on? I've had good success with ComEd lately but did have Southern Company challenge a demand billing error last month. Took three rounds of documentation before they accepted it.
Rick that's exactly the kind of structure we need. The tariff reference section is critical - utilities love to claim "that's how we've always billed it" without showing where it's documented in their filed tariffs. Always cite specific section numbers and effective dates.
Don't forget to document the utility's own billing system screenshots when possible. Had a Duke Energy case where their customer portal showed different demand charges than what appeared on the bill. That screenshot was worth $12,000 in recovery.
All great points. I'd add one more thing - always document what you DIDN'T find as well as what you did. Utilities appreciate knowing you reviewed all potential error sources. Makes your actual findings more credible when you can show comprehensive analysis.
The key is contemporaneous documentation. Don't just show the final calculation - show your work step by step. Screenshots of tariff sections, meter data analysis, rate calculations with formulas visible. I use a standard template that includes: Finding Description, Tariff Reference, Supporting Calculations, Impact Analysis, and Recovery Justification.
Chris brings up a good point about system screenshots. I also keep detailed phone logs when discussing findings with utility reps. Date, time, person spoken with, and summary of conversation. Had one case where the utility rep admitted the error verbally but later denied it - my phone log notes supported our position.