Achieve a timely, accurate and complete system of record by following five key strategies
For modern utilities, as well as their ISO and RTO partners, the business of energy delivery has taken a digital turn. Data matters more than ever, with asset upgrades, smart meters, distributed energy resources (DERs) and omnichannel customer service all impacting how organizations operate. Indeed, the very nature of balancing supply and demand and collaborating with ISOs and RTOs to manage the bulk electric system requires the rapid exchange of timely, accurate and complete data across multiple organizations and stakeholder groups.
Over the last decade, as companies have digitally transformed and modernized operations, the use of multiple software systems, manual data updates and disjointed business processes has become increasingly common. As a result, utilities and operators struggle to create, maintain and synchronize comprehensive, accurate digital network models of the electrical grid that serve as the single source of truth for planning, operations, and regulatory compliance. This impacts both the efficiency of utilities’ operations and the associated costs.
Utilities, ISOs and RTOs alike require a better way to manage model data. They need a shared, harmonized system of record that supports all aspects of decision-making. This requires practical, proven strategies that connect and integrate enterprise information technology (IT) and operational technology (OT), along with the people and processes involved in day-to-day business operations.
Siloed Systems, Disparate Data and Disconnected People
Organizations struggle with model management—and achieving an accurate and complete system of record—for many reasons.
For starters, utilities must manage an onslaught of data across multiple platforms, including internal Energy Management Systems (EMS), Outage Management Systems (OMS), Geographic Information Systems (GIS) and ISO/RTO model data management platforms. These platforms maintain data formats, asset naming conventions and other identifiers that often diverge over time.
For example, it is common for legacy data snapshots, taken decades ago when joining an ISO, to become misaligned with current asset naming conventions and industry standard asset identifiers. As a result, both internal and ISO-level models drift apart, causing operational inefficiencies and process-related risks.
For ISOs and RTOs, receiving model data in inconsistent formats, such as PDFs, PS CAD files, spreadsheets and one-line diagrams, adds complexity. The lack of harmonization forces model data management teams to spend countless hours parsing, validating and reconciling disparate submissions.
Antiquated data snapshots, frozen at the date of membership, can persist for decades. At the same time, member utilities evolve and upgrade their systems independently, further widening the gap between ISO and utility models.
Moreover, manual data entry, legacy practices and disconnected operational systems introduce high risks of errors and version drift. Organizational silos among IT, engineering and operations departments make the problem worse through poor communication and governance gaps.
The fragmented nature of current utility software exacerbates the issue. Siloed analytics tools and datasets lead to isolated views and offer limited insight into overall grid model data quality. In addition, employees waste valuable hours searching for and cleaning up data, with 12 hours per worker lost weekly and customer issue resolution 43% slower across fragmented environments.
The consequences of poor model data management include manual processes prone to errors, inconsistent application of data validation rules and a loss of operational efficiency.
Challenges to achieve an accurate system of record include:
- Ever-increasing volumes of incoming data
- Disconnected systems and data
- Organizational silos and process gaps
- Legacy data snapshots and version drift
- Manual reconciliation and legacy processes
Five Strategies to Achieve a Complete, Accurate System of Record
Improving model management requires a multi-dimensional approach. This involves breaking away from traditional, iterative, piecemeal preparation to establish a unified methodology that leads to a single, trustworthy system of record.
Modernizing model management means more than software upgrades. It requires developing a framework for strategic planning, data, automation, roadmaps and people and processes. To do this, utilities must evaluate current states, map dependencies and design adaptive solutions that are responsive to both internal needs and external ISO/RTO changes. The goal is to eliminate silos and automate data synchronization to produce high-quality data.
Developing a cohesive system of record using the interrelated strategies outlined below provides a clear history of assets, supports version control and ensures that changes are consistently reflected in ISO/RTO datasets. By including change management and cross-functional governance, utilities and grid operators embed flexibility and resilience into their infrastructure and workflows.
1. Strategic Planning
Strategic planning in utilities hinges on collaboration, visibility and agility. Utilities and ISOs/RTOs must perform a careful evaluation, take a macro-level planning view and align technology and data stewardship with business processes and organizational culture to develop a framework for an effective, comprehensive strategy. This includes identifying disconnected model data, misaligned naming conventions and outdated processes that impede effective decision-making.
This facilitates identifying integration opportunities across planning, transmission operations, and other downstream platforms, speeding up model refresh cycles and reducing manual errors. Which, in turn, can lead to the development and ongoing maintenance of unified models that work across departments and systems. This provides planners and operators with timely, accurate snapshots for both internal needs and ISO/RTO-focused model updates
2. Data
A unified, timely and accurate data foundation is at the heart of improving network model management. Organizations need to inventory and synchronize data across EMS, GIS, asset management and ISO/RTO model data platforms. This requires mapping silos and data pipelines, aligning naming conventions for assets, connectivity and IDs. Automated gap analysis and data readiness assessments pinpoint weaknesses and establish improvement tracks, creating auditable, compliant model data.
3. Roadmaps
Model management is a scalable, ongoing process rather than a one-time event. Utilities and ISOs should design and refine multi-year roadmaps that coordinate internal modernization, regulatory timelines and future ISO/RTO platform changes. They should document dependencies by engaging stakeholders and collaboratively sequencing activities for measurable impact. Integration with cybersecurity and audit practices also must be built in from the start.
4. Automation
Utilities benefit significantly from automation, which accelerates data processing and updates while eliminating errors. By deploying automation scripts, validation templates and event-driven workflows, they can synchronize model data across platforms without manual intervention. With direct connection to ISO portals and internal systems, utilities gain real-time visibility into model changes and improved traceability. Automated processes help scale with enterprise architecture, supporting compliance and business agility.
5. People and Processes
Make sure to plan for workshops, stakeholder mapping and process documentation to identify pain points and outline new practices. Organizations build a culture of data stewardship and model accountability by defining and articulating clear ownership, responsibility and version control. Ongoing training and collaborative business process redesign couple automation protocols with human expertise, keeping every team aligned with the system of record.
How to Begin
Organizations ready to begin improving their model management start with small planning steps and scale accordingly. Start by preparing to launch your model management initiatives with a structured approach using the recommendations below to ensure long-term success and operational transformation.
The first stage should focus on gaining an accurate picture of current practices and identifying where key obstacles and opportunities exist across the utility’s systems and teams. By establishing clear priorities and baselines, stakeholders can more confidently chart a course toward an integrated, sustainable system of record that bridges traditional silos.
By following these foundational actions, utilities and ISOs/RTOs position themselves to develop an enterprise system of record that serves as the decision-making engine for safe, reliable operations, compliance and resiliency.
1. Conduct a model management maturity assessment
Evaluate the organization’s current readiness, business process alignment, and technology posture to prioritize next steps and identify capability gaps.
2. Map data silos and develop strategic integration roadmaps
Document, inventory, and assess system interfaces, planning environments and sources of duplication to reveal where model data diverges or remains unconnected.
3. Confirm platform strategy and begin process alignment
Collaboratively select or reaffirm the system-of-record platform, then coordinate standard processes, data governance and change management to support sustainable improvement.
TRC Can Help
TRC provides multifaceted guidance and proven, hands-on support for utilities and ISOs/RTOs seeking model management transformation. Leveraging deep expertise in EMS, GIS, DERMS and major vendor platforms, TRC works as an extension of client teams to analyze current-state environments, document business processes, and engineer integration roadmaps tailored to both operational and regulatory needs.
Our practitioners provide seamlessly integrated solutions including:
Data migrations, Gap Analysis and Resolutions
TRC manages all aspects of data migrations, including EMS replacements or upgrades, by conducting in-depth gap analyses and implementing practical solutions to ensure data quality and continuity across evolving platforms.
CIM-based Model Alignment
TRC guides utilities in conforming to ISO/RTO or multi-ISO/RTO model requirements for validations and submissions. The team handles synchronization of resource description framework (RDF) identifiers between the energy EMS platform model data and the customer information model (CIM) models. It aligns naming conventions across critical systems to ensure interoperability and compliance.
Model Extensions
TRC architects and develops tailored model extensions to address unique use cases and business processes specific to each utility’s operational needs and strategic objectives.
Business Process Management
Working closely with both internal stakeholders and external partners, such as ISOs, TRC defines and documents business processes, aligning them with existing or roadmap management tools for transparent governance and sustainable change.
Process Automation
TRC implements process automation strategies that support operational model data enrichment, transformation, integration, and synchronization, reducing manual effort and increasing data integrity and efficiency.
Vendor Expertise
TRC brings proven expertise across leading vendor platforms, navigating complex integration challenges between diverse technologies and ensuring seamless connectivity with other utility applications.
By following the five key strategies and working with TRC as your model management partner, utilities achieve a timely, accurate and complete system of record that reinforces reliability, compliance and grid modernization goals. Utilities and ISOs partnering with TRC consistently see improvements in grid reliability, reduced manual intervention and enhanced collaboration between internal teams and external stakeholders. Contact us today to learn more.
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