Portfolio Leased Asset Data Pipeline

A scalable operating system for tenant utility data: roster → request → intake → QA → escalate

Scope 3, Made PracticalPlaybook45 min

What you'll accomplish

  • Build a portfolio-wide tenant utility data pipeline that actually scales
  • Define roles, cadence, and escalation so requests don't die in inboxes
  • Create a clean intake dataset with evidence links and quality labels
  • Track progress with a few KPIs that matter

Who this is for

Sustainability teams

Building audited leased asset coverage

Property and leasing teams

Coordinating tenant data access

Finance and operations teams

Maintaining utility data quality

Quick start (60 minutes)

  • Build property roster + tenant roster (Template 1)
  • Assign owners per building
  • Start with one pilot building
  • Use the Intake Table (Template 2) + QA checklist (Template 3)
  • Create exceptions log + escalation ladder

Pipeline stages (plain English)

1

Roster

What buildings/tenants exist and who to contact

2

Request

Standardized request with due dates

3

Intake

Store bills/exports and enter minimal fields

4

QA

Validate periods, units, evidence

5

Exceptions

Log missing data and escalate

6

Closeout

Monthly/quarterly cadence

Templates included

Template 1 — Portfolio Tenant Utility Roster (copy/paste)

| Building | Tenant | Suite | Utility responsibility | Contact | Email | Metering type | Data pathway | Owner | Status |
|---|---|---|---|---|---|---|---|---|---|

Template 2 — Leased Asset Utility Intake Table

| Building | Tenant | Period start | Period end | kWh | Source | Evidence link | Quality (Measured/Allocated/Proxy) | Notes |
|---|---|---|---|---:|---|---|---|---|

Template 3 — QA Checklist

Leased Asset QA Checklist
- Tenant identified correctly
- Period start/end dates present
- kWh present and unit correct
- Evidence link exists and opens
- Overlaps/gaps logged
- Allocation method documented if used

Template 4 — Exceptions Log

| Building | Tenant | Period missing | Reason | Owner | Next action | Due date | Escalation step |
|---|---|---|---|---|---|---|---|

KPIs (keep it simple)

% leased area

With usable tenant utility data

% tenants responding

Within X days

% measured vs allocated vs proxy

Data quality breakdown

Exceptions older than 30 days

Number of stale issues

Common pitfalls

  • ✗Requests stall without a clear escalation ladder
  • ✗Evidence links are stored inconsistently across teams
  • ✗Tenant roster ownership is unclear or outdated
  • ✗Allocations are used without documenting the method

Change log

v1.0 (2026-01): Latest release