Heat networks: what to do if there are problems reporting data

Some heat networks may not have every piece of data needed to complete their submission in a reportable format. For example:

  • unmetered networks
  • legacy networks
  • networks using service charges
  • organisations with older billing systems
  • networks where information is held by a managing agent or contractor
  • organisations whose financial information is finalised after the reporting period

You should take reasonable steps to get the information needed to complete your submission. If information is unavailable, check whether you can use an estimate or get it from a third party.

Using estimates

You can use estimates for the following data points:

  • network demand (if meter readings are unavailable)
  • expenditures (if the exact value of expenditure related to heat networks is not known)

If you provide an estimate, you should use the best information available to you at the time of reporting and use a reasonable and consistent method.

Keep records of how you produced any estimates, as we may ask you to explain:

  • the information you used
  • the calculation method
  • assumptions you made
  • the reason an estimate was necessary
  • who reviewed or approved the estimate

If you do not have the data needed

If you do not have access to some of the requested data, for example because you do not hold it, leave the relevant cell blank within the data reporting template.

You should only do this if you cannot reasonably get the information. We may contact you for further information about why the data was unavailable.

Data points that do not apply

Some reporting requirements may not apply to your organisation or heat network. If a data point does not apply, leave the relevant cell blank within the data reporting template.

Information held by third parties

If someone else holds the information you need, contact them as early as possible. This could include a managing agent, billing provider, metering provider or contractor.

You are responsible for submitting the required information by the reporting deadline. If a managing agent submits the required information on behalf of an authorised person, the authorised person remains responsible for the information being submitted on time.

Before you submit any data provided by a third party, check that it covers the correct heat network and reporting period.

If you cannot meet the deadline

If you cannot provide the required information by the reporting deadline:

  • check whether estimates are permitted for the affected data points
  • identify whether only part of your submission is affected
  • consider requesting an extension
  • where data is not available and an estimate may not be provided, leave the relevant cell blank in the data reporting template

If you do not report all requested and applicable data points within the submission window, we may contact you for further information about why the data was not available.

Requesting an extension

If you cannot provide the required information by a quarterly or annual deadline, you can use the digital service to request an extension. You can do this for individual networks or for all of them at once.

You should request an extension as soon as you become aware that you may not be able to meet the original deadline. You will not be able to request an extension after the submission window has closed.

Where an extension is granted, the deadline will move to the last calendar day of the following month. For example, if the submission window ended on 31 July, the extension would extend the reporting window to 31 August.

Contact us

If you need help with reporting data, email heatnetworks.enquiries@ofgem.gov.uk.

Include the following details in your email:

  • the organisation account name
  • the relevant heat network name or authorisation ID
  • a brief description of your issue