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1 Draft Decision Approach to compliance with the National Energy Retail Law, Rules and Regulations December 2010
2 Commonwealth of Australia 2010 This work is copyright. Apart from any use permitted by the Copyright Act 1968, no part may be reproduced without permission of the Australian Competition and Consumer Commission. Requests and inquiries concerning reproduction and rights should be addressed to the Director Publishing, Australian Competition and Consumer Commission, GPO Box 3131, Canberra ACT 2601.
3 Contents Shortened forms... iv Introduction Targeting monitoring activities Discussion of submissions Summary of position Market intelligence and information Discussion of submissions Summary of position Targeted compliance reviews Discussion of submissions Summary of position Retailer and Distributor reporting Discussion of submissions Summary of position Compliance audits Discussion of submissions Summary of position Enquiries and investigations Discussion of submissions Summary of position Enforcement Discussion of submissions Summary of position AER compliance reports Discussion of submissions Summary of position Compliance policies, systems and procedures for regulated entities Discussion of submissions Summary of position A. List of Submissions iii
4 Shortened forms ACCC AEMO AER APG CALC CCG CUAC ERAA EWON IPART MCE PIAC QCOSS Customer Framework regulated entity Retail Law Retail Regulations Retail Rules Australian Competition and Consumer Commission Australian Energy Market Operator Australian Energy Regulator Australian Power and Gas Consumer Action Law Centre Consumer Consultative Group Consumers Utilities Advocacy Centre Energy Retailers Association of Australia Energy and Water Ombudsman New South Wales Independent Pricing and Regulatory Tribunal NSW Ministerial Council on Energy Public Interest Advocacy Centre Queensland Council of Social Services The National Energy Customer Framework, comprising the National Energy Retail Law, National Energy Retail Rules and National Energy Retail Regulations Has the meaning given in s. 2 of the National Energy Retail Law a retailer, a distributor or any other person identified in the National Energy Retail Rules as a regulated entity. National Energy Retail Law National Energy Retail Regulations National Energy Retail Rules iv
5 Introduction The Australian Energy Regulator (AER) is an independent statutory authority that is part of the Australian Competition and Consumer Commission (ACCC). It monitors the wholesale electricity and gas markets and is responsible for compliance with and enforcement of the National Electricity Law and Rules and the National Gas Law and Rules. It also regulates electricity networks in the National Electricity Market (NEM) and gas pipelines in jurisdictions other than Western Australia. The Ministerial Council on Energy (MCE) has developed a National Energy Customer Framework (Customer Framework) for electricity and gas distribution and retail regulation. The new Customer Framework is set out in the National Energy Retail Law (Retail Law), National Energy Retail Rules (Retail Rules) and National Energy Retail Regulations (Retail Regulations). 1 The National Energy Retail Law (South Australia) Bill 2010 was introduced to the Parliament of South Australia on 27 October The MCE has also released the Retail Rules and Retail Regulations that will be made. 3 The AER will be responsible for compliance with the Customer Framework. 4 The AER will monitor compliance by regulated entities primarily energy retailers and distributors 5 with the Retail Law, Regulations and Rules, investigate possible breaches and where necessary take action to enforce compliance. We propose to report regularly to stakeholders on our compliance activities and on levels of compliance in the market. 6 These functions will be underpinned by AER compliance procedures and guidelines (Procedures and Guidelines) developed in consultation with stakeholders. The AER will have information gathering and enforcement powers under the Retail Law to support its role. On 31 May 2010 we published an issues paper on possible approaches to our new retail compliance functions. This draft decision has been developed in response to submissions received on that issues paper and further discussion at a stakeholder forum on 21 July Discussion in this draft decision is presented in the following way: Parts 1 to 5 discuss our proposed approach to monitoring compliance by regulated entities with their obligations under the Customer Framework, including the way Information on the development of the National Energy Customer Framework can be found on the MCE s website at National Energy Retail Law (South Australia) Bill AW%20(SOUTH%20AUSTRALIA)%20BILL% aspx Ministerial Council on Energy Standing Committee of Officials Bulletin No %20%20National%20Energy%20Customer%20Framework%20Update.pdf It is currently understood that the AER may not undertake this role in Western Australia, the retail electricity market in the Northern Territory and some retail gas markets. Section 2 of the National Energy Retail Law defines regulated entity as a retailer, distributor or other person identified in the National Energy Retail Rules as a regulated entity. Section 204, National Energy Retail Law. 1
6 in which we intend to target our work, potential sources of information and the monitoring tools and mechanisms available to us. Part 6 discusses our investigative functions, and the process of enquiry and investigation that may follow the identification of a possible breach of the Customer Framework. Part 7 considers the role of enforcement action where the AER considers that a breach of the Retail Law or Retail Rules has occurred, and the enforcement options available to the AER. Part 8 sets out our proposed approach to publication of information and reports on our compliance activities and levels of compliance in the market. Part 9 discusses the appropriate level of AER guidance for regulated entities in their development of internal policies, systems and procedures to monitor their own compliance with the Customer Framework. The positions presented in this draft decision are reflected in, and should be read in conjunction with, the Draft Statement of Approach to compliance with the National Energy Retail Laws, Rules and Regulations (Draft Statement of Approach) and Draft AER Compliance Procedures and Guidelines (Draft Procedures and Guidelines) released with this draft decision. Call for submissions The AER invites comments on the positions presented in this draft decision and in the attached Draft Statement of Approach and Draft Procedures and Guidelines. Responses to this consultation will inform the AER in its approach to compliance under the Customer Framework and the development of related procedures and guidelines. Submissions can be sent electronically to: the title Submission RE Retail Compliance attn Christopher Streets, or by mail to: General Manager, Markets Branch Australian Energy Regulator GPO Box 520 Melbourne VIC 3001 Submissions provided by do not need to be provided separately by mail. The closing date for submissions is 11 February The AER prefers that all submissions be publicly available to facilitate an informed and transparent consultative process. Submissions will therefore be treated as public documents unless otherwise requested, and will be placed on the AER s website ( Parties wishing to submit confidential information are asked to: clearly identify the information that is subject of the confidentiality claim 2
7 provide a non-confidential version of the submission for publication, in addition to the confidential one. The AER does not generally accept blanket claims for confidentiality over the entirety of the information provided. Such claims should not be made unless all information is truly regarded as confidential. The identified information should genuinely be of a confidential nature and not otherwise publicly available. In addition to this, parties must identify the specific documents or relevant parts of those documents which contain confidential information. The AER does not accept documents or parts of documents which are redacted or blacked out. For further information regarding the AER s use and disclosure of information provided to it, please refer to the ACCC AER information policy: the collection, use and disclosure of information on the AER website under Publications. 3
8 1 Targeting monitoring activities The issues paper released in May 2010 discussed the AER s role in monitoring compliance by regulated entities with the Customer Framework. To ensure that our monitoring activities prioritise those obligations that are most important to customers, and those that pose the greatest risk of breach, we explained our intention to conduct a detailed review of all obligations in the Retail Law and Rules. We proposed a list of factors to be considered in assessing what the impact of a breach of each obligation might be, and how likely it is that a breach will occur. We sought submissions on whether those factors were appropriate to an assessment of the potential impact of a breach and the likelihood of a breach occurring, and what other factors might be included. 1.1 Discussion of submissions Submissions generally gave broad support to the targeted approach to compliance monitoring set out in the issues paper. A number of specific concerns were raised as to how the factors would be applied, and the role that this assessment was intended to play in the AER s monitoring regime and its investigative and enforcement roles. We explore these issues below. How will the proposed approach to targeting monitoring activities allow the AER to detect breaches? Submissions sought further information on how the proposed factors would allow the AER to detect breaches or possible breaches. The assessment process itself will not operate as a monitoring tool that will detect breaches. Rather, the AER s assessment of obligations (by reference to the factors discussed above) is intended to guide us in selecting and applying appropriate monitoring mechanisms for that purpose. These mechanisms are discussed separately in parts 2 5 of this draft decision. The assessment outcomes will allow the AER to focus on obligations most important to customers. The assessment is intended to identify obligations likely to have significant impact if breached, and those for which breaches can be expected to occur most frequently. The assessment is also intended to guide the AER in its selection of the most appropriate monitoring mechanisms. This will ensure that the mechanisms applied are appropriate to the risk associated with the obligation. The factors we propose to use in the assessment process are discussed below, and included in the section 4.1 of the Draft Statement of Approach released with this draft decision. Assessing the potential impact of a breach How would a breach affect achievement of the National Energy Retail objective? Each obligation in the Customer Framework works together to achieve the National Energy Retail Objective: to promote efficient investment in, and efficient operation and use of, energy services for the long term interests of consumers of energy with 4
9 respect to price, quality, safety reliability and security of supply of energy. Protecting customers in their dealings with energy retailers and distributors is a key part of this. The extent to which a breach of an obligation would threaten or prevent the achievement of this objective will be relevant to any assessment of the impact of that breach. For example, where conduct or behaviour that breaches an obligation in the Retail Law or Rules would prevent the achievement of the National Energy Retail Objective and require significant intervention or corrective action by the AER, its likely impact would be relatively high. Where the breach of an obligation would have little consequence for the achievement of the objective, and the relevant conduct would require limited intervention or correction, it may have a relatively low impact. What mechanisms or safeguards are in place to rectify a breach if it occurs? In many cases, mechanisms and safeguards may be in place to effectively rectify damage caused by isolated breaches. For example, the Retail Law requires regulated entities to develop and apply standard complaints and dispute resolution procedures and to cooperate in facilitated resolution of customer disputes by an energy ombudsman. Distribution businesses may also be required to participate in a small claims compensation regime for specified complaints. In other cases, the Retail Law or Retail Rules may provide a partial solution themselves (e.g. by rendering noncompliant contracts invalid, so that they are not binding on energy customers). 7 Where breaches of an obligation are likely to be isolated rather than systemic, and mechanisms and safeguards are in place to correct or rectify a breach without the need for regulatory intervention, the impact of such a breach may be reduced relative to other breaches that can only be remedied by the AER. How many people are likely to be affected by a breach of the obligation? The Customer Framework operates to protect the interest of individual customers in their dealings with regulated entities. However, some breaches will by their nature have a widespread impact, while others are likely to have a more confined impact. The greater the number of customers likely to be affected by a breach, the greater the overall impact of that breach may be (relative to other breaches). A breach of a provision requiring that standard retail contracts comply with the model terms and conditions in the Customer Framework would by its nature have a widespread effect due to the number of customers likely to be party to such contracts. Alternatively, a breach of a provision requiring that consumption information be provided to an individual customer on request would be confined to the customer who had requested the information. Whilst both are breaches that we would seek to rectify, the type of monitoring mechanism and intensity of review applied might differ. This is because the second example has a narrower impact. How are people likely to be affected by a breach of the obligation? In assessing the potential impact of a breach on customers and/or other regulated entities, the AER may consider the following types of questions: 7 ss. 29, 36, National Energy Retail Law. 5
10 Would a breach of the obligation hinder or prevent customers access to essential electricity or gas services? What is the likely financial impact of a breach on customers and/or other regulated entities? Are there special considerations that would magnify the impact of a breach? (for example, does the obligation relate to customers on life support, or disadvantaged or vulnerable customers?) What is the likely impact of a breach on the operation or competitiveness of the retail market? (for example, does the breach give one regulated entity an artificial competitive advantage over others?) Is the breach likely to impact on another party s ability to comply with its own obligations under the energy laws? Is the breach likely to create a significantly increased workload for other retail market participants or agencies? (for example, the AER, the energy ombudsman, customers, other regulated entities?) Assessing the likelihood of a breach What are the incentives driving compliance behaviour? The Customer Framework creates obligations and requirements that seek to direct or constrain the behaviour of regulated entities in the energy market. In its assessment of the likelihood of a breach of a particular obligation, the AER will consider behavioural incentives (and disincentives) to comply with that obligation. Where there is a strong incentive to comply, the AER s monitoring is likely to be less intrusive. For example, if a breach will be highly visible and damaging to a regulated entities reputation, there may be a strong incentive to comply. Awareness of the Customer Framework Significant parts of the new Customer Framework reflect existing obligations imposed by State and Territory energy laws. Regulated entities can reasonably be expected to be aware of these obligations, and to have systems and procedures in place to manage their compliance. The likelihood of such obligations being breached through lack of awareness should therefore be limited. However, a number of the obligations imposed by the Customer Framework are new to some or all regulated entities. Other obligations, while broadly familiar, may depart slightly from existing obligations in detail and therefore require adjustments to current business practices to ensure compliance. In the early stages of operation of the Customer Framework, awareness of such obligations may be lower than that of preexisting requirements, making the likelihood of a breach higher. We consider it appropriate to devote greater attention to monitoring compliance with new obligations in the transitional period, until a pattern of acceptable compliance is achieved. Identification of new obligations that pose a relatively high compliance risk by reference to this and other factors will allow the AER to work cooperatively with 6
11 regulated entities, to ensure that appropriate systems and processes are developed to reduce the likelihood of breaches occurring. Over time, amendments to the Retail Law and Retail Rules that introduce new obligations or alter existing ones will be considered in the same way. This does not mean that those new obligations that may be a higher compliance risk would necessarily receive additional attention from the AER in terms of its enforcement activities. When a breach of an obligation is identified, we may have regard to the length of time that the obligation has been in place. We may also consider the time that a regulated entity has had to develop appropriate systems and procedures to ensure compliance, when determining what action to take in response to that breach. Past compliance performance Historical levels of, and patterns in, compliance with an obligation including compliance with similar obligations prior to commencement of the Customer Framework may inform the AER s assessment of the likelihood of future breaches. For example, we may apply greater scrutiny to obligations with which past compliance has been relatively poor. On the other hand, obligations for which there has historically been a strong level of compliance, or in which efforts to improve on past compliance have been successful, may attract lighter scrutiny. Past levels of compliance and trends in compliance levels over time, can provide a useful indicator of likely behaviour in the future. Whether across the whole industry or isolated to one business, obligations that have a record of prior breaches are of key concern for the AER. By monitoring these areas we seek to ensure that repeated breaches are prevented, and that any actions taken by a regulated entity (or the industry as a whole) to rectify compliance issues have been effective. Regulated entities are encouraged to share such initiatives with the AER. We also proposed to require regulated entities to include details of corrective measures and systems improvements in their periodic reports to the AER and in response to targeted reviews or audits. How will the period of transition to the new Customer Framework be recognised in the targeting process? TRUenergy and ActewAGL both noted that during the implementation of the framework, there would likely be a higher instance of breaches of the Customer Framework as companies come to understand new obligations imposed. TRUenergy suggested that it would be inappropriate for the AER to undertake a heavy handed approach to enforcement during the implementation of the Customer Framework. As we recognised in the issues paper, many obligations in the new Customer Framework reflect existing obligations in jurisdictional energy laws. We do not anticipate a significant period of adjustment will be required for regulated entities to ensure that systems and procedures are in place to meet such obligations. Other obligations in the Customer Framework will be new to some or all regulated entities. Awareness of those obligations may be lower and a period of transition could be expected before systems are adjusted to reflect the requirements of the new Customer Framework. In the short term, while regulated entities become familiar with such 7
12 obligations, breaches may be more likely to occur. We consider it appropriate to devote greater attention to monitoring compliance with new obligations during the transitional period, until a pattern of acceptable compliance is achieved. This position is reflected in section 4.1 of the Draft Statement of Approach. The AER will work cooperatively with regulated entities during transitional periods to ensure that appropriate systems and processes are developed to reduce the likelihood of breaches occurring. In the event that a breach of any obligation is identified, the AER may have regard to the length of time that the obligation has been in place, and the time that a regulated entity has had to develop appropriate systems and procedures to ensure compliance. The considerations that are likely to inform the AER s decisions on enforcement action are discussed separately in part 7 of this draft decision. The need for a balanced approach to assessing past compliance Both AGL and APG were concerned by the AER s intention to consider past compliance performance when deciding how to target its monitoring activities. Their submissions cautioned the AER against making decisions based on past poor performance without also considering any subsequent actions taken by a regulated entity to address the issues. Past levels of compliance, and in particular trends in compliance levels over time, can provide a useful indicator of likely behaviour in the future. We will monitor these areas not only to mitigate against future breaches, but also to ensure action taken to rectify identified breaches were effective. Greater scrutiny may be applied to obligations with which past compliance has been relatively poor, but obligations for which there has historically been a strong level of compliance may attract lighter scrutiny. In each case, we propose to take into account the circumstances surrounding past periods of high or low compliance, including any steps taken by regulated entities in response to periods of poor compliance. Impact of a breach on administrative costs and workload of ombudsman schemes and other agencies In considering how people are likely to be affected by a breach of an obligation, the issues paper proposed to look at whether the breach would create unjustified administrative costs for others. EWON submitted that consideration of the impact of a breach might be better targeted by assessing the likelihood that a breach would result in a significantly increased workload for other agencies. EWON submitted that this term more accurately reflected industry experience for both customers and stakeholders. EWON s suggestion is now reflected in section 4.1 of the Draft Statement of Approach. 1.2 Summary of position The AER s proposed position received broad support, and we have further refined our intended approach in response to submissions received. The targeting process is designed to ensure that our approach to monitoring compliance with obligations under the Retail Law and Retail Rules is appropriate for the risks it seeks to address. We will publish information on our proposed process in our Statement of Approach. The targeting process will involve a case-by-case 8
13 assessment of each obligation with consideration given to potential impact of a breach, and the likelihood that it will occur. Factors we are likely to consider, including those discussed above, will be listed to provide transparency for stakeholders. Our proposed approach to targeting our retail compliance monitoring activities, and the considerations that may inform this approach, are set out in section 4.1 of our Draft Statement of Approach. 9
14 2 Market intelligence and information In the issues paper the AER outlined various sources of information that may assist in monitoring compliance with the Customer Framework. The AER sought submissions as to whether the use of these information sources would be appropriate and effective as an input into the AER s compliance monitoring activities. Stakeholders were also invited to suggest additional sources of information that the AER should consider. 2.1 Discussion of submissions There was broad support from consumer groups and from EWON for the information sources set out in the issues paper. However, retailers and distributors were concerned by our proposal to consider information on complaints made to energy ombudsman schemes and other agencies, and a perceived focus on what they considered to be anecdotal evidence. They sought clarification of the way in which the AER intended to use information on customer complaints, and suggested that reliance on such information needed further consideration. CALC supported the use of information from energy ombudsman schemes to alert the AER of emerging issues. It suggested that regular reports and meetings will be essential if the AER is to be informed of trends and issues in the retail market, and recommended consideration of this in memoranda of understanding between the AER and the ombudsman schemes. CALC also recommended similar relationships with Consumer Affairs Victoria and its counterparts in other jurisdictions, and proposed tripartite arrangements with the ACCC to manage the overlap between the Customer Framework, the Australian Consumer Law and the Trade Practices Act 1974 (Cth). CALC also referred the AER to procedures developed by the ACCC to escalate complaints received from consumer groups or agencies directly to a preliminary investigation stage. It suggested that these organisations tend to be more expert regarding the role of the regulator than the general community, and have therefore effectively already applied a filter in determining which matters to refer to the regulator for attention. CALC also acknowledged the role of the AER s Customer Consultative Group. On the other hand, it cautioned against over reliance on peak bodies to the exclusion of direct input from customers. CALC recommended the AER prioritise direct engagement with customers. PIAC proposed several other avenues for gathering information. It suggested that the AER work with retailers to access their internal disputes data and explore ways to make this data public where possible. PIAC also proposed the AER monitor reports and data produced by the jurisdictional regulators and community sector research. The extensive research undertaken by community groups on the impacts of energy policy was also identified as a useful resource in monitoring potential compliance issues. These suggestions will be incorporated into our proposed approach to monitoring compliance with the Customer Framework. There are, however, a number of reservations raised by stakeholders as to how we can ensure that our interpretation of 10
15 and response to information of this nature is objective and provides a reasonable opportunity for regulated entities to be heard. Submissions from the ERAA and a number of individual retailers and distributors raised concerns with the AER s use of information on complaints (in particular from sources such as energy ombudsmen schemes, the CCG or the ACCC/AER call centre) as an indicator of a possible breach or breach. They cautioned against assuming that a complaint was evidence of an underlying breach. They further emphasised the importance of discussing the nature of any complaints, and the outcomes of complaints, with the relevant regulated entity before conclusions were drawn. Submissions from regulated entities also questioned the reliability of complaints data published by ombudsman schemes, which may overstate the number of complaints where issues related to dual fuel customers or where the complaint was assigned to multiple categories. Citipower and Powercor noted the detrimental impact such data could have on a regulated entity s reputation if misrepresented in public reports. Again, such data was considered useful only where it was fully understood and where retailers had an opportunity to respond. The Customer Framework is designed to protect customers in their dealings with energy retailers and distributors, and create an environment in which they can confidently engage with regulated entities. Where customers are driven to complain about their energy services, it may be that their concerns are driven by weaknesses in regulated entities compliance with the Retail Law or Rules. This will not always be the case. Retailers are correct in their observation that complaints may simply reflect dissatisfaction with a level of service that is nonetheless fully compliant with the relevant obligations under the Customer Framework. We are aware of the limitations of complaints data reported by agencies such as energy ombudsman schemes and consumer and community groups and of complaints made directly to the AER as definitive indicators of a possible breach or breach. However, as a signal that something may be amiss, we consider this data to be a valuable trigger for the AER to explore an issue further with the regulated entities concerned. Our proposed use of this information should be understood in that context. Complaints may or may not point to an underlying issue of compliance. The first step in consideration of complaints data is therefore to understand the nature of complaints and the circumstances in which they have arisen. The AER established memoranda of understanding with energy ombudsman schemes in each participating state and territory in July We are working closely with those schemes to ensure that we can consider complaints data reported publicly or directly to the AER in the context of their individual record keeping systems. With this robust platform for interpretation, we will be able to identify those areas of complaint that require further examination, and to work with both the ombudsman scheme and the regulated entities concerned to determine the circumstances surrounding those complaints. It is this process of examination and discussion, and not the complaints data that led us to initiate it, that will allow us to identify breaches or possible breaches that warrant further enquiry or investigation. 8 The AER s memoranda of understanding with energy ombudsman schemes are available on its website at 11
16 2.2 Summary of position We propose to collect and monitor information from regulated entities, customers, consumer groups, energy ombudsman schemes and other agencies such as AEMO for signs that breaches of the Customer Framework may be occurring. This information will be an important part of our compliance monitoring regime. We recognise that the value derived from market information and intelligence will be dependent on our ability to interpret it objectively and reliably and to explore the relevant circumstances with all parties concerned. The development of systems and processes to capture and analyse market intelligence information has been, and continues to be, a priority for the AER. 12
17 3 Targeted compliance reviews The issues paper proposed a system of targeted compliance reviews to monitor compliance with obligations under the Customer Framework. A similar system is currently used by the AER to monitor compliance with the National Electricity and Gas Rules. The purpose of the proposed reviews is to measure compliance, but also to explore and assess compliance practice, policies, systems and procedures for a particular obligation, or a group of related obligations. While the primary purpose of targeted reviews is to monitor compliance, they also serve an educative purpose for both regulated entities and the AER. Where targeted reviews identify possible breaches of the Customer Framework, further enquiries and investigation are likely to follow. Obligations would be selected considering factors such as recent market events and observed patterns or trends in compliance or customer complaints, or changes to the Customer Framework that vary existing obligations or introduce new ones (for example, rule change determinations by the AEMC). Stakeholders were asked to consider whether targeted reviews would be a useful tool for monitoring compliance in the retail market, and what changes (if any) could be made to tailor the AER s existing approach to these reviews. 3.1 Discussion of submissions The AER received broad support for the use of targeted reviews. QCOSS and CUAC supported the use of targeted compliance reviews, with CUAC advocating a particular focus on customer hardship policies. TRUenergy, UED Multinet, Powercor, Citipower and Origin Energy also supported the proposal of targeted compliance reviews. However, they joined the ERAA in expressing concern about the reporting burden created by this approach, particularly if these reviews are conducted quarterly basis as they have been in wholesale energy markets. The ERAA questioned the intention of such reviews, while AGL opposed their application in the absence of evidence of market failure. Targeted compliance reviews have been used to monitor compliance in the electricity wholesale markets since the commencement of the national electricity market in The reviews have been successfully introduced into the declared wholesale gas market from mid These reviews have yielded positive results. The model for targeted compliance reviews we now propose is flexible in its application, with reviews likely to occur at least every six months to allow an extended period of consideration. Participation is intended to be balanced over time so that an individual retailer or distributor can expect to be involved in at least one targeted review each year. For example, we may choose to conduct a rolling review of obligations and regulated entities that is completed over time, rather than a single review of all obligations or all regulated entities in the same period. Reviews are likely to target areas in which the AER has cause for concern, and in which there is potential to clarify the operation of the Customer Framework and explore ways to 13
18 improve compliance practice. In this context, we consider a program of six-monthly reviews reasonable. However, where there is no call for such a review in a particular period, or where a particular review warrants an extended period of exploration and/or the participation of other parties such as energy ombudsman schemes, the frequency of such reviews may be reduced. Such reviews can provide a cost effective substitute for more intensive and onerous information gathering processes such as audits or investigations. However, participation in such reviews is voluntary and regulated entities could elect not to take part. The AER s experience with targeted compliance reviews has shown them to be an effective way to communicate with industry about areas of concern. Feedback on the targeted review process from wholesale market participants suggests they are a useful educative tool and a valuable source of information on industry best practice. The reviews have provided a regular forum for businesses to engage with the AER and provide information on the processes and methods they have in place to ensure compliance. In this way, targeted compliance reviews provide a combination of evaluative and educative benefits to the market. 3.2 Summary of position The AER proposes to include a program of targeted compliance reviews in its retail market compliance monitoring activities. These reviews would focus on the compliance systems and procedures that regulated entities use to manage their compliance with the targeted provisions or obligations. The results of these reviews may be published to provide information on the operation of the Customer Framework and industry best practice in compliance management. Where the AER does publish the outcomes of a targeted review, it would only release information that was of a general or public nature, and would not publish any confidential information. We propose to conduct reviews at least once every six months, with the scope pf each review determined with regard to recent market events, observed patterns or trends in compliance or customer complaints. Where appropriate, a review may be extended to examine relevant information from other parties including energy ombudsman schemes to ensure that the process is as robust and comprehensive as possible. 14
19 4 Retailer and Distributor reporting The issues paper proposed an exception reporting framework that requires regulated entities to submit periodic reports on any breaches or possible breaches of selected obligations, and identifying any breaches that occurred within the relevant reporting period. The AER did not propose to attach reporting requirements to all obligations in the Customer Framework. Instead, we proposed to consider all obligations and identify those for which other information sources were likely to be insufficient, so that reporting obligations were required to gather the necessary information. Those areas of the Retail Law and Rules selected on this basis would then be divided into three tiers based on the severity of a potential breach and the likelihood that that the impact will escalate in the short, medium and long term if no action was taken. Each tier would carry a different reporting frequency (immediate, quarterly or six monthly, and annually). 4.1 Discussion of submissions There was broad support for the use of a tiered approach to exception reporting. However, specific concerns were raised in relation to the frequency of reporting and its implications for the administrative burden placed on regulated entities. Submissions sought further clarity in the definitions of each tier, and the nature of obligations that would fall within them. Stakeholders also raised a number of issues on the reliability of information collected under a self-reporting regime and appropriate mechanisms for quality assurance. Classification of obligations and clarification of reporting tiers Origin noted that the AER needed to clearly articulate what may constitute a potential to threaten public health or safety to avoid setting inappropriate reporting obligations for provisions without material effect. EWON noted that the tiers used by IPART under its exception reporting regime included a wider definition of what constituted a first tier obligation. It recommended including breaches that would have a critical impact on the government s policy objectives over time, and breaches with an impact that would increase over time if not rectified quickly. EWON also noted potential ambiguities between the proposed tier 2 and 3 definitions, suggesting that conflicting considerations may arise in assessment of obligations. AGL questioned the value of considering the number of customers likely to be affected by a breach, when what may constitute a large number of customers for one retailer may be a small percentage of the customer base of another. Obligations selected by the AER for reporting obligations will be identified in the AER Compliance Procedures and Guidelines. The broader application of immediate reporting requirements proposed by EWON is consistent with that taken in exception reporting frameworks applied by most jurisdictional energy regulators. It can reasonably be applied to the Customer 15
20 Framework. The AER has revised its proposed approach to identification of type 1 obligations to capture those obligations for which breach would have a critical impact on customers and where the impact is likely to escalate in the short (one to three month) term if not remedied quickly. When considering which obligations fall into this category, we propose to have particular regard to obligations which are critical to the policy intent of the Customer Framework, as reflected in the National Energy Retail Objective. Type 2 regulatory obligations will be those obligations where breach is likely to have a serious impact on customers, which is likely to escalate or become widespread in the medium (three to six month) term if steps are not taken to rectify it. Type 3 regulatory obligations will be those where breach is likely to have a low or limited impact on customers, but may escalate or become widespread in the long (six to 12 month) term if not rectified. While the proportion of a customer base is a useful indication of the materiality of a breach to the relevant regulated entity, our intent is to direct our classification of obligations to breaches with a significant or widespread impact on customers, even where they may comprise only a relatively small proportion of a regulated entity s customer base. In refining our proposed approach to classification of obligations we have focussed on the impact on customers rather than a purely quantitative measure of materiality. Citipower and Powercor sought direction from the AER as to what compliance measures would be required for high volume, process driven tasks. In their joint submission they argued that it would not be practical for regulated entities to report every instance of a breach with these types of obligations. We are aware that breaches can and will occur from time to time, and that breaches of obligations relating to high volume tasks are more likely to occur in part because there is more opportunity for error. However, for the same reasons such breaches may be prone to systemic failure if not addressed in a timely way. The importance of a breach should not be downplayed simply because it is more likely to occur. In such cases systems should be in place to ensure the quality of service delivery in high volume, process driven tasks, and to identify breaches when they occur to ensure that breaches do not escalate to become systemic. At this time, we do not propose to define compliance with obligations governing high volume, process driven tasks any differently for compliance monitoring purposes than compliance with other obligations in the Retail Law and Rules. However, the AER may consider introducing a threshold for reporting breaches or possible breaches for high volume, process driven tasks after an initial period of observation. Information and data collected through monitoring and reporting mechanisms during that period would be used to determine the appropriate threshold. Frequency of reporting CUAC stated a preference for regulated entities to report to the AER immediately in the event of a serious breach, with quarterly and annual reporting for other identified provisions. However, the ERAA argued that quarterly reporting would create too high a burden on regulated entities, and would provide the AER with data of limited value particularly during the period of transition to the Customer Framework. This view 16
21 was shared by retailers. AGL suggested that a quarterly reporting cycle would not allow sufficient time to investigate breaches, possibly resulting in inaccurate information. Jemena shared the view that quarterly compliance reporting would create an inappropriate burden on regulated entities. It suggested that reporting on an immediate, six-monthly and annual basis may be an appropriate alternative. IPART also noted that it had scaled back its reporting requirements so that regulated entities now report annually for most obligations, with limited exceptions (noted above) where immediate reporting remains. When considering the time required by regulated entities to detect, investigate and report a relevant breach, and that required for the AER to review each matter and determine an appropriate course of action, the utility of quarterly reporting may be limited. We have reviewed our position and now propose a requirement for immediate, six-monthly and annual reporting for type 1, 2 and 3 obligations respectively. We acknowledge that longer time periods between reports on type 2 breaches could mean that an issue takes longer to become apparent if reports from retailers and distributors are relied on as the only mechanism for compliance monitoring. However, exception reporting is only one of the many monitoring mechanisms we intend to employ. When supported by market intelligence and information, surveillance of regulated entities websites, targeted compliance reviews and audits, we consider 6-monthly reporting on type 2 obligations is likely to be sufficient. This position can be reviewed over time if evidence emerges to the contrary. Various submissions suggested that reporting requirements be altered for individual regulated entities to take into account their past compliance practices. IPART noted the benefits of a flexible approach that allows the regulator to reward good compliance with reduced reporting obligations, and to increase reporting requirements for regulated entities with high levels of breaches or potential breaches. This approach can provide constructive incentives to regulated entities. It can also be used to ensure that the cost of more frequent reporting is borne only by those regulated entities for which heightened scrutiny will create clear benefits in awareness and accountability. We have incorporated a process for amendments to reporting requirements for individual regulated entities into the Draft Procedures and Guidelines published with this draft decision. This process would allow us to reduce or increase the reporting frequency for some or all type 2 and 3 obligations in response to observed patterns of compliance over time. Section 3.6 of the Draft Procedures and Guidelines proposes a structure within which the AER will determine whether an adjustment to the frequency of reporting by an individual regulated entity is warranted, and the process for making such a variation. Quality assurance and verification of information reported Stakeholders raised several issues in respect of the policies and systems regulated entities should use to report data to the AER. CALC and EWON pointed to apparent discrepancies between the number of breaches reported by regulated entities to jurisdictional regulators and the complaints data recorded by ombudsman and by regulators themselves. Some differences between complaints data reported by ombudsman schemes and compliance data reported by regulated entities under the Procedures and Guidelines is inevitable. This is because a complaint will not always 17
22 relate to a breach of the Customer Framework. The AER will work closely with ombudsman schemes in each jurisdiction to ensure that it can reliably interpret patterns in complaints data. This will allow us to identify any anomalies between complaints data and data on compliance submitted to us by regulated entities under the Procedures and Guidelines. TRUenergy queried the level of clearance required for compliance reports submitted to the AER, suggesting that high level approvals were unnecessary and would slow down the exchange of information with the AER. It argued that staff providing the information will be suitably placed to know which issues require the attention of senior staff, and that information provided would be accurate whether provided by the Chief Executive Officer (CEO) or any employee to whom such responsibility had been delegated. In determining the appropriate level of clearance for a compliance report submitted by a regulated entity to the AER, we are concerned not only with the accuracy of the information provided, but with the level of accountability for reported levels of compliance. We consider it reasonable to expect that a report submitted to the AER as a record of breaches of the Customer Framework, and by exception as an assurance of compliance in other respects, would be reviewed and acknowledged by the CEO (or an officer with similar responsibility for corporate behaviour). This expectation is consistent with the principles of commitment to effective compliance by the governing body and top management of a regulated entity outlined in AS In developing the reporting framework proposed the Draft Procedures and Guidelines, we have taken the requirement for endorsement by a regulated entity s CEO into account in proposing timeframes for the submission of reports. 4.2 Summary of position We propose to apply a targeted framework of exception reporting to obligations under the Customer Framework for which we consider other sources of information are likely to be insufficient. Obligations identified by the AER as requiring a reporting obligation will be classified as one of three types: Immediate reports will be required for those regulatory obligations where the AER considers a breach is likely to have a critical impact on customers, which is likely to escalate or become widespread in the short (one to three month) term if it is not rectified quickly (Type 1 obligations). Six-monthly reports will be required for regulatory obligations where the AER considers a breach is likely to have a serious impact on customers, which is likely to escalate or become widespread in the medium (three to six month) term if steps are not taken to rectify it (Type 2 obligations). Annual reports will be required for regulatory obligations where the AER considers a breach is likely to have a low or limited impact on customers, but is 9 Australian Standards Compliance Programs AS 3806 Second edition