1. GETTING STARTED Basic Application Navigation Home Overview Dashboard Widgets User Preferences

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1. GETTING STARTED . . . 5

1.1 Basic Application Navigation . . . 6

2. Home Overview . . . 9

2.1 Dashboard Widgets . . . 10

2.2 User Preferences . . . 15

3. Buildings and Meters Overview . . . 19

3.1 Buildings . . . 20

3.1.1 Adding an Organization or Building . . . 21

3.1.2 Modifying Buildings and Meters . . . 28

3.1.3 Setting Up ENERGY STAR for a Building . . . 36

3.2 Meters . . . 41

3.2.1 Adding a Meter . . . 42

3.2.2 Adding a Bill Entry Template . . . 57

3.2.3 Modifying a Bill Entry Template . . . 60

3.2.4 Calendarization and Normalization . . . 64

3.2.4.1 Calendarization Overview . . . 65

3.2.4.2 Normalization Overview . . . 67

3.2.4.3 Resizing the Energy Trend (EUI) Chart . . . 68

3.2.5 Cost Avoidance . . . 70

3.2.5.1 Adding Other Savings . . . 71

3.2.5.2 Adding Special Adjustments . . . 74

3.2.5.3 Adjusting Cost Avoidance Meter Settings . . . 78

3.3 Changing Tree View Options . . . 80

4. Groups and Benchmarking Overview . . . 83

4.1 Managing Categories & Groups . . . 84

4.2 Adding a Category . . . 87

4.3 Adding a User-Defined AutoGroup . . . 89

4.4 Adding a Standard Group . . . 93

4.5 Adding a Member to a Group . . . 96

4.6 Ranking Options . . . 109

4.7 Excluding and Re-Including a Group Member . . . 112

4.8 Removing a Group Member . . . 115

5. Customers and Chargebacks Overview . . . 117

5.1 Customer . . . 118

5.1.1 Adding a Customer . . . 119

5.1.2 Modifying a Customer . . . 123

5.1.3 Attaching a Customer to a Chargeback Account . . . 126

5.1.4 Removing a Customer . . . 130

5.2 Chargeback Accounts & Meters . . . 131

5.2.1 Creating a Chargeback Account . . . 132

5.2.2 Creating a Chargeback Meter . . . 138

5.3 Chargeback Distribution . . . 152

5.3.1 Setting up a Bill Split Chargeback Distribution . . . 153

5.3.2 Modifying a Chargeback Distribution Version . . . 157

5.3.3 Removing a Chargeback Distribution Version . . . 159

5.4 Route Manager . . . 161

5.4.1 Adding a Route . . . 162

5.4.2 Modifying a Route . . . 164

5.4.3 Adding and Rearranging Meter on a Route . . . 166

5.4.4 Removing a Route . . . 167

6. Accounts Overview . . . 168

6.1 Creating a Cost Center . . . 169

6.2 Creating a Utility Bill Account . . . 171

6.3 Adding a Meter from an Existing Account . . . 177

6.4 Modifying Cost Centers and Accounts . . . 184

6.5 Moving a Cost Center or Account . . . 191

6.6 Adding Account Alerts . . . 192

7. Vendors and Rates Overview . . . 194

7.1 Adding a Vendor . . . 195

7.2 Adding a Rate Code . . . 197

7.3 Modifying a Rate Code . . . 199

7.4 Rate Properties . . . 201

8. Bill Processing Overview . . . 203

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8.2.3 Video Series: Bill Import . . . 235

8.2.3.1 Basics of Importing Bills . . . 236

8.2.3.2 Preparing Bills for Import . . . 237

8.2.3.3 Importing Bills for Accounts with Multiple Meters . . . 238

8.2.3.4 Correcting Bill Import Errors . . . 239

8.3 Bill Lists . . . 241

8.3.1 Creating a Bill List . . . 244

8.3.2 Filtering Bill Lists . . . 247

8.3.3 Adding/Editing/Removing Filters on a Bill List . . . 249

8.3.4 Altering/Sorting Columns on a Bill List . . . 253

8.3.5 Deleting a Bill List . . . 258

8.4 Bill Audits Overview . . . 260

8.4.1 Audit Descriptions . . . 261

8.4.2 Creating an Audit Group . . . 267

8.4.3 Editing an Audit Group Name/Code/Description . . . 274

8.4.4 Editing Individual Audit Settings . . . 276

8.4.5 Running an Audit Group . . . 278

8.4.6 Resolving Bill Problem Flags . . . 284

8.4.7 Quick Check Audit Group . . . 287

8.5 Cost Avoidance Processing . . . 290

8.5.1 Calculating Savings . . . 291

8.6 Chargeback Processing . . . 292

8.6.1 Processing Chargebacks . . . 293

8.6.2 Viewing Chargeback Processor Log . . . 294

8.6.3 Voiding or Deleting Chargeback Bills . . . 295

8.7 Submitting to ENERGY STAR . . . 296

8.8 Budget Worksheet . . . 299

8.8.1 Generate a Budget Worksheet . . . 301

8.8.2 Using a Generated Budget Worksheet . . . 303

9. Reports Overview . . . 305 9.1 Filtering Reports . . . 306 9.2 Quick Reports . . . 309 10. Administration Overview . . . 310 10.1 Users . . . 311 10.1.1 Adding a User . . . 312 10.2 Global Settings . . . 319

10.3 Adding an Organization Logo . . . 321

10.4 Target Comparison . . . 323

10.5 Normalized Settings . . . 326

10.6 Report Administration . . . 328

10.6.1 Creating a Report Group . . . 329

10.6.2 Deleting a Report Group . . . 331

10.6.3 Managing Reports in a Report Group . . . 333

10.6.4 Modifying a Report Group . . . 335

10.7 Setup Manager Overview . . . 337

10.7.1 Setup Manager Import Process . . . 338

10.7.1.1 Setup Import - Accounts and Meters . . . 340

10.7.1.2 Setup Import - Cost Avoidance Adjustments . . . 343

10.7.1.3 Setup Import - Cost Centers . . . 345

10.7.1.4 Setup Import - G/L . . . 346

10.7.1.5 Setup Import - Organizations & Buildings . . . 347

10.7.1.6 Setup Import - Rates . . . 349

10.7.1.7 Setup Import - Vendors . . . 350

10.7.2 Setup Manager Update Process . . . 351

10.7.2.1 Setup Update - Accounts . . . 353

10.7.2.2 Setup Update - Cost Avoidance Adjustment . . . 354

10.7.2.3 Setup Update - Cost Centers . . . 355

10.7.2.4 Setup Update - G/L . . . 356

10.7.2.5 Setup Update - Meters . . . 357

10.7.2.6 Setup Update - Organizations & Buildings . . . 359

10.7.2.7 Setup Update - Users . . . 360

10.7.2.8 Setup Update - Vendors . . . 361

10.7.3 Setup Manager Export Process . . . 362

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10.8.1 Actual Unit Cost . . . 364

10.8.2 Cost Avoidance Meter Settings . . . 366

10.8.3 Globally Update Meters . . . 368

10.9 Template Management . . . 372 10.9.1 Adding a Template . . . 373 10.9.2 Copying a Template . . . 377 10.9.3 Editing a Template . . . 379 10.10 Workflow Settings . . . 383 10.11 User-Defined Fields . . . 385

10.11.1 Adding User Defined Fields . . . 386

10.11.2 Modifying User-Defined Fields . . . 388

10.12 License Validation . . . 390

10.13 ENERGY STAR Settings . . . 393

11. Glossary of Terms & Concepts . . . 396

11.1 Buildings with Net Metering and PV Solar or Wind On-Site Generation - Best Practices . . . 397

11.2 Degree Days . . . 404

11.3 Normalization, M&V, Cost Avoidance and the IPMVP . . . 406

11.4 Setup Manager Importing of Hierarchical Items . . . 407

11.5 Setup Templates Fundamentals . . . 409

11.6 Statistical Outliers . . . 410

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Basic Application Navigation

Understanding the basic navigation elements and terms specific to EnergyCAP will help to use the application most effectively. This should also help when reading through the specific help pages. Each element is explicitly

referenced based on the names listed on this page. Top Menu

Items listed on the top menu are always accessible, regardless of the Main Menu selection and current screen view. These items are:

Home - User-configurable dashboard. Click/select items from the widget list on the left to add up to four displays to the dashboard.

Help- There are several different ways to received help

Documentation - Prompts a window displaying the Online Help documentation Support - Prompts a window with a Contact Us form

Getting Started Video - Introductory video providing a brief overview of the main application functionality

Log Out - Closes the application

More- In order to eliminate the number of menu options displayed across the top of the window, additional menu items were grouped together under the 'More' dropdown.

About - Prompts a window that displays information about the application. This information includes: Browser Dimensions, Product Version, Datasource Name, Database Version, and other settings. Admin - Redirects to the Administration screen of the application

Preferences - Prompts a window that allows the user to edit User Properties. Some of the properties listed include: Password, Email, Custom Report Heading, List Rows per Page, etc.

Main Menu

All primary application areas can be accessed at any time by clicking the Main Menu (green bar/arrow) and then clicking/selecting the desired module from the drop-down list:

Home - User-configurable dashboard. Click/select items from the widget list on the left to add up to four displays to the dashboard.

Buildings & Meters - Organizational structure featuring organizations, buildings and meters in a hierarchy on the left, with related data displayed on the right.

Groups & Benchmarking - Benchmarking tool with user-configured and auto-generated groups of places and meters.

Customers & Chargebacks - Utility Bill Chargeback distribution tracking per customer and per master meter. Accounts - Organization financial structure featuring accounts and cost centers in a hierarchy on the left, with related data displayed on the right.

Vendors & Rates - List of vendors and associated accounts on the left with related data displayed on the right.

Bill Processing - Utility Bill Processing tool with bill lists, audit groups and Quick Reports on the left, with related data displayed on the right.

Reports - Report generating tool featuring report folders on the left, with related reports and report configuration options on the right.

Administration - Administration tool for managing Users, Global Settings, Normalized Settings, the Setup Manager, and Login Account Information.

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Tree View- The tree portion of the screen is located on the left and is made up of several 'nodes'. 'Nodes' are the clickable items displayed in list form. The hierarchy of the list is displayed based on indentations of the list items. Any tree node listed and indented underneath another node is a 'child' of that node. Similarly, any tree node that has a list of nodes indented underneath is is a 'Parent' to those nodes. The hierarchy can include multiple layers; that is, a child of one node can also be the parent of another node. Beneath the Tree View is a set of application buttons. The function for these buttons changes depending upon the node of the Tree View that is selected.

Button Behavior

Add Prompts a window that adds an element that requires a

new tree node

Delete Prompts a window that confirms the node selected on

the tree should be deleted

Edit Prompts a window that allows changes to the element

highlighted on the tree

Options Prompts a window listing all options that can be applied

to the tree display

Data View - The Data View is located on the right, and displays information based on the node selected in the Tree View.

The Data View often includes several different layout elements described below.

Tabs - Every major section is divided into tabs. The tabs are listed as text in the blue header bar above the information. Click the tab text to display new content for that tab. Currently-active tabs are displayed with black bold text on a white background.

Subtabs - Within each tab, additional subtabs may be available for selection. The

subtabs are displayed in gray text directly below the blue header bar and are divided by a | symbol. Click on the subtab to display the associated data. Currently-active subtabs are displayed with black bold text.

Wizards

A large portion of the tasks performed within the application are accomplished through the use of wizards. A wizard is a multi-page 'popup' window. It stands apart from a regular window because it has its own navigation, including tabs located on the left and buttons located at the bottom of the window.

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Button Behavior

Back Navigates back the the previous window, if allowed.

Next Navigates to the next step in the wizard process.

Finish Visible on the last screen of the wizard. Enables the

user to close the window and save all information.

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Dashboard Widgets

Description

The initial screen for most users is a collections of widgets that display a data snapshot of key areas of the application.

This topic will...

describe the intent of each Dashboard Widget

Prerequisites

The ability to view the Dashboard requires the permission to View Home

The ability to view the Cost Avoidance Dashboard Widgets requires the permission to View Cost Avoidance

Step-by-Step

To add a widget to the dashboard

Select Home from the Main Menu OR from the Top Navigation Menu. The Dashboard widgets and tree will be displayed.

Select the dashboard widget to be added from the tree. The widget wizard will be displayed.

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4. Click Apply. The wizard will close and the new widget will be visible in the dashboard location selected.

Rules & Restrictions

Only widgets that are NOT currently on the dashboard are listed in the tree

When adding a new widget to the board, the item currently in that location will move to the Dashboard tree.

Widget Descriptions

Bill Processing - View Total Number of Accounts and Number of Meters. Displays a list of bill count and cost for Last FY, Current FY, First & Last Month

Bill Problems - View total number of bills, total cost, highest cost and date of oldest bill

Bottom 10 Building Cost Avoidance - Displays the 10 buildings with the least successful cost avoidance. Carbon Footprint - The total annual greenhouse gas emissions at this roll-up level.

A metric ton (MTON) is the international measurement standard; it is 1,000 kilograms or about 2,205 pounds. Rules for the data represented in this chart:

Voided bills are excluded from GHG calculations. Accruals, reversals and adjustments are included.

Bill data is processed in intermediate 'staging tables' in order to provide instant viewing results. The staging tables are updated automatically each hour. Bills entered, edited or deleted are NOT represented on charts until

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the staging tables have been updated.

Cost Avoidance Trends - The monthly total program cost savings percentage including all commodities and all meters at this roll-up level, from the energy management program inception to the current month. The roll-up is a compilation of all meters that fall under this node of the Buildings & Meters tree.

The percentage is the comparison of BATCC cost to Actual cost. For example, a value of +25% means that today’s actual utility bills would have been 25% higher if you had not implemented energy management measures; hence you have avoided, or saved, 25%.

BATCC is “Baseline Adjusted to Current Conditions” – the adjusted baseline. IPMVP, the industry standard, states that usage and cost avoidance are calculated by subtracting today’s use and cost from the base year’s values AFTER the base year has been adjusted up or down to today’s conditions of floor area, weather, occupancy, equipment, etc. In other words, avoidance is the difference between what you WOULD HAVE USED/SPENT (if conditions were the same and you did nothing to conserve) and what you actually used/spent. Rules for the data represented in this chart:

Voided bills are excluded.

Accruals, reversals and adjustments are excluded.

See Help Documentation for detailed explanation of cost avoidance. Bill data is processed in intermediate 'staging tables' in order to provide instant viewing results. The staging tables are updated automatically each hour. Bills entered, edited or deleted are NOT represented on charts until the staging tables have been updated.

Cost Summary - The cost percentage of each commodity over the most recent 12 months, not including the current month or last month (we assume the data for these months may be incomplete).

Rules for the data represented in this chart:

Accruals, reversals and adjustments are included.

Bill data is processed in intermediate 'staging tables' in order to provide instant viewing results. The staging tables are updated automatically each hour. Bills entered, edited or deleted are NOT represented on charts until the staging tables have been updated.

Cost Trend - The year-over-year trend, plotted monthly, at this roll-up level. Rules for the data represented in this chart:

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Getting Started - Task list of all the suggested steps to perform when setting up an organization's structure for the first time. This includes a link to the 'Getting Started Video'

Latest News - View the EnergyCAP news feed to see when new versions of EnergyCAP are released and read the release notes.

Program to Date Cost Savings - The total program cost savings including all commodities at this roll-up level from the program inception to the current month. The roll-up is a compilation of all meters that fall under this node of the Buildings & Meters tree.

The arrow shows the results of your energy management efforts -- your savings percentage. A green up arrow indicates positive savings. An orange down arrow indicates a negative savings, i.e. a loss. The percentage is the comparison of BATCC to Actual. For example, a value of +25% means that today’s actual utility bills would have been 25% higher if you had not implemented energy management measures; hence you have avoided 25%.

BATCC is “Baseline Adjusted to Current Conditions” – the adjusted baseline. IPMVP, the industry standard, states that usage and cost avoidance are calculated by subtracting today’s use and cost from the base year’s values AFTER the base year has been adjusted up or down to today’s conditions of floor area, weather, occupancy, equipment, etc. In other words, avoidance is the difference between what you WOULD HAVE USED/SPENT (if conditions were the same and you did nothing to conserve) and what you actually used/spent. Rules for the data represented in this chart:

Accruals, reversals and adjustments are excluded.

See Help Documentation for detailed explanation of cost avoidance. Bill data is processed in intermediate 'staging tables' in order to provide instant viewing results. The staging tables are updated automatically each hour. Bills entered, edited or deleted are NOT represented on charts until the staging tables have been updated.

Top 10 Buildings by Cost - Displays the 10 buildings that have the largest cost when totaling all the bills for all the meters under that building.

Top 10 Building Cost Avoidance - Displays the 10 buildings with the most successful cost avoidance. Top 10 Meters by Cost - Displays the 10 meters that have the largest cost when totaling all the bills. Unit Cost Summary - Displays the use, unit, cost and cost per unit for every commodity in the db using the last 12 months of data - including the current month. If the commodity exists in the db but there is no data within the last 12 months, that commodity is not displayed.

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Rules for the data represented in this chart:

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1. 2. 3.

4.

This section will...

describe the process editing user preferences.

Step-by-Step

Select the More menu located at the top right hand corner. Select the Preferences menu option.

On the general tab, change any field.

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5. On the display tab, change any field See the . Additional Information section of this page for specific field explanations.

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6. Click Save after all changes have been made.

Depending on system settings, a user may not be able to change their password more than once a day. If the user is not permitted to change their password, the fields on the password tab are disabled.

Depending on system settings, a user may not be able to change their password to a previously-used password.

Additional Information

Below is a list of fields provided on the Display tab of User Preferences, along with a description of each: Custom Report Heading The text entered will be displayed on all report

headers.

Rows per Page for Lists The number of row displayed on grids that have paging. i.e. Bill Lists, Batch Lists, etc.

Trend Charts Set the number of years of data to be displayed on

Trend Charts. This setting currently applies to all charts that have a title containing 'Trend', including dashboard widgets.

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Show in Dropdown The viewing format of the fields that have a code and name component can be selected.

Date Format MM/DD/YYYY or DD/MM/YYYY. Format is applied to

all dates with the exception of: reports, bill PDF display and exported excel files. Although this date setting is also applied at the system level, users can change their personal setting by selecting a value from this field.

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Overview

The Buildings & Meters Tree View displays an organization's hierarchy consisting of Organizations, Buildings, and Meters. Creating a hierarchy allows energy data to be easily reported on, specifically showing PowerViews and other data that is aggregated at each node level. This kind of organization makes it easy for organizations that have regional divisions, for instance, to quickly see energy use and spend for each region. Individual billing data can always be viewed at the meter level, while aggregated energy usage and cost data can be displayed at each Building or Organization node including the entire organization by using the highest node.

Within the Buildings & Meters section there are numerous views of data that all relate to Organizations, Buildings or Meters.

The Actual Data tab lists various sub-tabs that display actual bill data into yearly totals, monthly breakdowns, GHG emissions and other trend-type charts. Depending on what kind of node that is selected, some tabs may appear or disappear if it is not relevant to the selected item. A Bills tab, for instance, will only display when a Meter is selected.

The Calendarization tab displays similar data to that of the Actual Data views, but adjusted in a way that

statistically breaks the data into calendar months based on weather. More information about how Calendarization is done in EnergyCAP can be found on the Calendarization Overview page.

The Normalization tab displays similar data to that of the Calendarized Data views, further adjusted to show what energy usage trends would look like if outside weather was not a factor. More information about how Normalization is done in EnergyCAP can be found on the Normalization Overview page.

The Savings tab is a collection of subtabs to in total make up the EnergyCAP cost avoidance feature. More information about this feature can be found in the Cost Avoidance section.

The Properties tab displays all the information specific to that building including address, floor area, groups, etc. It also includes a place to track all building projects. More information about this tab can be found in the Building

section.

Properties

Rules & Restrictions

The Buildings & Meters view permission is required to access this view

To view the Calendarization, Normalization or Savings tab, the Cost Avoidance advanced feature must be included in your EnergyCAP License.

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Buildings

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1. 2.

representing organization subdivisions (departments, agencies, business units, etc.), as well as individual buildings associated with each division.

describe the process for adding organizations to the tree hierarchy. describe the process for adding buildings to the tree hierarchy. Prerequisites

The ability to add organizations and buildings requires permissions associated with the following User Roles: Administration Full Access

Bill Entry & Account Setup

Step-by-Step

Adding an Organization

Select Buildings & Meters from the Main Menu. The Buildings navigation Tree View will be displayed on the left.

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On the Identity tab, complete all relevant fields and then click Continue. Complete the required Name field and press the Tab key

In the Code field, a code based on the name will be automatically created. This field can be edited if desired.

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4.

1. 2.

Click Finish. The Building/Organization Wizard will close and the new place will be added to the tree hierarchy.

Adding a Building

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From the Identity tab, complete all relevant fields and then click Continue. Complete the required Name field and press the Tab key.

In the Code field, a code based on the name will be automatically created. This field can be edited if desired.

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4. Complete desired address information in the fields provided (ZIP/Postal Code is required). Then click Contin ue.

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5.

From the Additional Details tab, complete all relevant fields (none are required) and then click Continue. Select the building Primary Use from the drop-down list OR

Add a new Primary Use by clicking the Add button and following the prompts to define the new Primary Use.

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6. Click Finish. The Building/Organization Wizard will close and the new building will be added to the tree hierarchy.

Multiple organizational levels can be created by adding organizations under other organizations. Organizations cannot be created below buildings.

Buildings can only be created below organizations, not under other buildings. Additional Information

City and State will automatically be compared to the zip code entered. If the zip code does not match the city and state, an alternate address will be suggested.

After the address is save the Organization or Building will automatically be connected to the appropriate weather station based on zip code.

The Primary Use is referenced when creating auto-groups in Groups & Benchmarking. The primary use auto-group display data for all buildings of the same primary use.

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2. 3.

Modifying Buildings and Meters

Description

All places and meters have properties that can be modified at any time. Organization properties include name, code and place type. Meter properties include ENERGY STAR properties associated with buildings.

describe the process of modifying existing organization properties. describe the process of modifying existing meter properties. Prerequisites

The ability to modify organizations, buildings, and meters requires permissions associated with the following User Roles:

Administration Full Access Bill Entry & Account Setup Step-by-Step

Modifying Properties of an Organization Node

Select Buildings & Meters from the Main Menu. The Buildings & Meters navigation Tree View will be displayed on the left.

Select the organization to be modified. Click the Edit button beneath the Tree View.

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4.

On the General Tab:

Name: Edit the Organization name. Code: Edit the Organization code.

Place Type: Select a category from the drop-down list. Or click the Add button to add a new Primary Use.

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Click Save. The Organization Properties window will close.

Modifying Properties of a Building Node

Select Buildings & Meters from the Main Menu. The Buildings & Meters navigation Tree View will be displayed on the left.

Select the building to be modified.

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4.

On the General tab:

Name: Edit the Building name. Code: Edit the Building code.

Primary Use: Select a category from the drop-down list. Or click the Add button to add a new Primary Use.

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5.

6.

7.

On the Floor Area tab, either:

Add a new floor area and effective date by clicking the Add button above the grid, OR Edit an existing entry for floor area by clicking the Edit icon to the left of the floor area value.

For information on the ENERGY STAR and Include/Exclude settings tabs, please refer to Setting Up

help topic.

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2. 3.

4.

Select the Meter to be modified.

Click the Edit button beneath the Tree View.

On the General tab:

Name: Edit the Meter name. Code: Edit the Meter code.

Primary Use: Select a category from the drop-down list. Or click the Add button to add a new Primary Use.

Address: Click the Edit button to change the existing address. Serial Number: Edit the Meter serial number.

Bill Entry Note: Edit the desired information (will be displayed during bill entry for the account/meter). G/L Code: Edit the associated general ledger code information for accounting.

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6.

Click Save. Rules & Restrictions

The Code must be unique. It cannot be the same as an existing code.

When modifying a Name, the existing associated Code will not be changed to match the new name. It must be manually changed if desired.

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2. 3.

Setting Up ENERGY STAR for a Building

IMPORTANT NOTE: As of January 1, 2014, EPA will no longer offer ENERGY STAR

certification for medical office buildings or residence halls/dormitories/barracks. In 2015, EPA will assess the data with a goal to re-introduce ENERGY STAR certification for medical office buildings and residence halls/dormitories/barracks. For more information about this and EPA’s overall plan for the next generation of ENERGY STAR scores, visit www.energystar.gov/building

.

s/tools-and-resources/energy-star-plan-next-generation-performance-benchmarking

Description

For each ENERGY STAR-enabled building, it is necessary to submit 12 months of utility bills and certain building attributes such as number of occupants and hours of operation in order to receive a rating. The required building attributes vary depending on the building type.

To receive a basic "best guess" ENERGY STAR rating, it is only necessary to submit the building type, floor area, and ZIP code. Other building attributes will be assigned standard EPA default values. However, ENERGY STAR participants are encouraged to enter all available building attributes for their buildings in order to get a more accurate ENERGY STAR rating.

describe the process for setting up a building to submit data to the ENERGY STAR Portfolio Manager. provide information on various building use 'spaces' which can be set up under the primary building type. Prerequisites

The User must have ENERGY STAR access permissions associated with the following User Roles: Administrator - Full Access

Bill Entry & Account Setup Building Administrator Step-by-Step

Select Buildings and Meters from the Main Menu. The Buildings navigation Tree View will be displayed Select the Building that will be submitted to ENERGY STAR.

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4. a. b. c. d.

On the ENERGY STAR tab:

Check the Enable automatic ENERGY STAR ratings check box.

Select the Primary Space Type that represents the largest floor area associated with the building. A corresponding tab will be created under Space Type Properties for the Primary Space.

At least one of the space types must have square footage corresponding to more than 50 percent of the total building area or an ENERGY STAR rating will not be returned for the building.

If there is a dedicated segment of the building representing a different Space Type, select it from the A drop-down.

dditional Space Type

Click to select the additional Space Type, then click the Add This Space button. A tab under the Space Type Properties will be created for the Additional Space Type. Up to eight additional Space Types can be added for a single building.

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Enter or update values for all relevant building attributes and effective dates by clicking to select the desired field, and entering the information.

Official attribute instructions are available from EPA at: http://www.energystar.gov/ia/busin ess/tools_resources/target_finder/help/Space_Use_Information.htm

If there are meters associated with the building that should not be included in ENERGY STAR calculations, click the Include/Exclude tab.

On the Include/Exclude tab, uncheck the Include/Exclude checkbox for all meters that are not related to the energy usage of the space(s) managed. See Additional Information, below, for a list of legitimate exclusions.

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8.

Click Save. The Building Properties window will close and ENERGY STAR attributes will be updated. Rules & Restrictions

There are 14 building types eligible for ratings. If the specific building type is not available, select Othe . Although a building classified as will not receive a 1-100 rating, it will still receive valuable

r Other

energy metrics.

The ZIP code and Gross Floor Area fields of the primary type are automatically populated from the General and Floor Area tabs of Building Properties. Either attribute can be modified on the respective tab.

24/7 building access is indicated as 168 hours/week. Additional Information

When ENERGY STAR setup for a building is complete, EnergyCAP submits the building energy data to the ENERGY STAR Portfolio Manager via the EPA's Automated Benchmarking Service (ABS) as soon as enough billing and setup data is available. Thereafter, building data will be resubmitted when data has changed or new bills have been entered.

For EnergyCAP, Inc Hosted clients, the submittals are done automatically. For Self Hosted clients, the submittals must be initiated by the client.

An ENERGY STAR rating is calculated against a U.S. Dept. of Energy statistical model known as CBECS. The CBECS model takes certain building characteristics into account when deriving the ENERGY STAR rating. For instance, a General Office Building Type would be assumed to contain both the actual office area AND other areas like lobbies, conference rooms, fitness areas, etc. When a building has 10,000 sq/ft of space, all of these space types would be expected to be part of this number. Likewise, a hospital will always have spaces used for storage, administrative offices, medical offices, restaurant, etc. These are assumed to be present and it is not necessary to define these space types.

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However, suppose that an electric meter also powers the lights in the building’s parking lot. The parking lot is an additional space type not typically associated with that building type. The additional draw on energy resources should be accounted for, in order to obtain the most accurate ENERGY STAR rating.

There may be times when it would be advantageous and appropriate to exclude meters from ENERGY STAR submission (see Step 9 in the Step-by-Step, above). Some examples include:

A meter that serves exterior signage should be excluded.

If a parking lot has a separate meter, exclude the meter and do NOT create a parking sub-space.

One of the meters on a building is associated with space assigned to a tenant with a high-energy industrial application.

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Adding a Meter

Description

A meter represents a commodity associated with a utility point of service. All utility bills are associated with a meter, and every meter must be associated with a utility account and a building or organization. This mandatory structure standardizes reporting and viewing of data. Bills must be associated with a meter even when no physical meter exists.

describe the process for adding a meter.

NOT describe the process for adding a chargeback meter. Please refer to Creating a Chargeback Meter. Prerequisites

The ability to add meters is incorporated in the following User Roles: Administration Full Access

Bill Entry & Account Setup

Obtain a paper copy or facsimile of the utility bill to be modeled. The bill will provide most of the information necessary for setting up the meter.

Step-by-Step

Click the Add button below the Tree View. Click the Add Meter menu option.

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4.

On the Cost Center tab, choose the appropriate radio button and then click Continue.

Currently Selected Cost Center will be an available option when creating more than one meter. It will display the previously selected cost center so that is can be easily used again.

Create a New Cost Center will create a new cost center for the account. Refer to the Creating a Cost

topic for more explicit cost center creation help.

Center

Select a Cost Center will associate the account with an existing cost center. Use the hierarchy to select the desired cost center.

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6.

7.

On the Vendor tab, choose the appropriate radio button:

Select the desired vendor using the Vendor drop-down OR

Add a new vendor by clicking the Add button. Refer to the Adding a Vendor topic for more explicit vendor help.

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On the Account Type tab, complete the relevant information and then click Continue.

Enter the Account Number.

Click a radio button to indicate how the Account Name will be created. Complete additional fields if displayed.

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9. On the Create Meters tab, select the number of Meters to create using the drop-down list provided and then click Continue.

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On the Create/Select tab, choose the appropriate radio button and then click Continue.

Create a new meter will launch the Meter Wizard and add a new meter to the Building hierarchy. Select an existing meter will associate an existing meter with the new account.

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11. On the Place Assignment tab, choose the appropriate radio button and then click Continue.

Create a new Building will create a new building for the meter. Refer to the Adding an Organization or

topic for more explicit building creation help.

Building

Select a Place will associate the meter with an existing building. Use the hierarchy to select the desired building.

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On the General Info tab, complete the relevant information and then click Continue.

Based on the commodity selected, the Name and Code are automatically generated. Edit these fields if desired.

To enter the Address, click the Edit button and add meter address information in the fields provided. Only ZIP/Postal Code is required. Then click OK.

(optional) Complete the Serial Number information for the meter. Typically, this number is physically stamped on the device by the manufacturer.

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d.

13.

a.

b.

c.

On the Additional Meter Info tab, complete the relevant information and then click Continue.

Select the meter primary use from the Primary Use drop-down OR Add a new primary use by clicking the Add button and following the prompts provided.

In the G/L Code field, enter an accounting code used to specify how charges are posted to an organization’s General Ledger. This code is only necessary if the organization is exporting billing data to an accounting system.

If desired, complete the optional Bill Entry Note, which will be associated with the meter. Bill Entry Notes are visible during utility bill data entry for the associated account.

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c.

14. On the Rate Code tab, choose the appropriate radio button and then click Continue.

The Rate Code button provides a drop-down list to select an existing vendor rate.

The Create a new rate for this vendor button provides fields to enter the new Rate Code and enter the associated unit of measure.

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15.

16.

If the commodity is Electric, select any demand options on the Demand tab. Then click Continue.

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On the Template Selection tab, select the desired bill entry template. Refer to Modifying Bill Entry Templates f or additional template information. Then click Finish to save the meter information and close the Meter Wizard. If multiple meters are being created, the Meter Wizard will cycle through the meter creation process again (see Step 11).

On the Channels tab, complete the relevant information.

Add channels by clicking the Add Channel button. Refer to the Adding a Channel topic for more explicit channel help.

Attach the meter to an existing route OR

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c.

18. 19.

Click Finish to save the meter information and close the Meter Wizard. If multiple meters are being created, the Meter Wizard will cycle through the meter creation process again.

Review all information from the Confirmation tab; then click Finish to close the Account/Meter Wizard. Account setup information will be saved and the Wizard will close.

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When adding a meter from the Buildings & Meters Tree View, a new account must be created. If it is necessary to associate a new meter with an existing account, launch the meter wizard (Add Meter button) from the Account Tree View.

The Account/Vendor combination must be unique. The same account number can only be used for different accounts when each of the accounts has a different vendor.

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1. 2. 3. 4.

that most closely matches the utility bill while including all desired fields for tracking relevant energy data. This topic will...

describe the process for adding a Bill Entry Template. provide information on how bill entry templates are named. Prerequisites

The ability to add a Bill Template requires permissions associated with the following User Roles: Administrator - Full Access

Bill Entry & Account Setup Bldg Administrator

Step-by-Step

Initial Template Selection

A bill entry template is always associated with a meter. The original bill entry template for a meter is chosen from the Account/Meter Wizard during meter creation. Refer to the Adding a Meter topic for information on initial template selection.

Changing a Bill Entry Template

Select Buildings and Meters from the Main Menu. The Buildings and Meters navigation Tree View will be displayed on the left.

Select the meter.

Select the Meter Properties tab. If necessary, scroll down to view the Templates list. Click the Add Template button.

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On the Demand tab (only visible on electric meters), click the check box(es) in the Demand tab that corresponds to the Demand details to be tracked. The click Continue.

On the Template Selection tab, click the radio button corresponding to the desired template selection option. The Standard template is the simplest template option (used for tracking a minimum amount of information).

The Advanced template is a more complex bill entry template with options for tracking additional utility bill information.

Pick a Template from the Library provides a drop-down list of all available templates for the commodity. Select a template from the drop-down list to display/select the template design. On the Date Selection tab:

Enter or select an Effective Date that the template should become effective. Date defaults to today's date.

End Date defaults to 'Present'. To change this date, click Present and enter or select the date the template should no longer be effective.

Click Finish. The template will be effective as of the selected Begin Date.

Using 'Present' as the end date indicates the date will continue to be the current date until 1/1/3000 OR until a template is added after it.

To maintain consistency in tracked data, frequent changes to the bill entry template are not recommended. Always select the template which most closely matches the desired bill line items to be tracked.

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The vendor has changed. The bill format has changed.

Common naming conventions for the default list of available bill entry templates are (sequentially from left to right):

Vendor Type FD_ signifies “full service” vendor or “distribution” vendor. This template prefix often indicates a more complex and detailed EnergyCAP-defined template, usually including more bill line items than the Standard or Advanced templates.

S_ signifies a "supply" vendor. This template prefix indicates that usage for this template is

information-only and is not included in any

calculations (because the usage should already be tracked by a parallel FD vendor for this meter). Optional prefix for the commodity’s abbreviated unit of measure (DKTHM, KWH, etc.)

Abbreviated template description: A - Advanced S - Standard The demand indicator (Y(es) or N(o), electric meters

only):

N - Not tracking demand Y - Yes tracking demand Time-of-Use indicator (electric meters only): T1 - NOT a time-of-use rate

T2 - Off-Peak and On-Peak rates

T3 - Off-Peak, Mid-Peak, and On-Peak rates Template revision number (1, 2, 3, etc...)

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2. 3. 4.

Modifying a Bill Entry Template

Description

Each meter has an associated bill entry template. The goal in template selection is to choose the bill entry template that most closely matches the utility bill while including all desired fields for tracking relevant energy data.

describe the process for modifying a Bill Entry Template. provide information on how bill entry templates are named. Prerequisites

The ability to modify a Bill Template requires permissions associated with the following User Roles: Administrator - Full Access

Bill Entry & Account Setup Bldg Administrator

Step-by-Step

Changing a Bill Entry Template

Select the meter.

Select the Meter Properties tab. If necessary, scroll down to view the Templates list. Click the Edit button next to the template.

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5. 6. 7. a. b.

If an electric meter, modify the demand tab as needed

On the Template Selection tab, select a new template as needed. On the Date Selection tab:

Enter or select an Effective Date that the template should become effective. Date defaults to today's date.

End Date defaults to 'Present'. To change this date, click Present and enter or select the date the template should no longer be effective.

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b.

8. Click Finish. The template will be effective as of the selected Begin Date. Rules & Restrictions

To maintain consistency in tracked data, frequent changes to the bill entry template are not recommended. Using 'Present' as the end date indicates the date will continue to be the current date until 1/1/3000 OR until a template is added after it.

Occasionally it may become necessary to change the bill entry template for a meter. Reasons for a change might include:

The initial template was assigned in error.

Data tracking needs of the organization have changed. The vendor has changed.

The bill format has changed.

Common naming conventions for the default list of available bill entry templates are (sequentially from left to right):

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indicates that usage for this template is information-only and is not included in any

calculations (because the usage should already be tracked by a parallel FD vendor for this meter). Optional prefix for the commodity’s abbreviated unit of measure (DKTHM, KWH, etc.)

Abbreviated template description: A - Advanced S - Standard The demand indicator (Y(es) or N(o), electric meters

only):

N - Not tracking demand Y - Yes tracking demand Time-of-Use indicator (electric meters only): T1 - NOT a time-of-use rate

T2 - Off-Peak and On-Peak rates

T3 - Off-Peak, Mid-Peak, and On-Peak rates Template revision number (1, 2, 3, etc...)

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2. 3.

4.

Calendarization and Normalization

Description

Topics in this section provide guidance on Calendarization and Normalization in EnergyCAP.

Calendarization more accurately allocates utility bill usage and cost data for reporting purposes by dividing the data into day-size chunks and allocating them to the appropriate calendar month using weather adjustments.

Normalization compensates for year-to-year weather variations by imposing the same year’s weather (in terms of degree days) on each year of usage data. Doing so effectively removes year-to year changes in consumption caused by weather so that a true apples-to-apples comparison can be made when examining the effectiveness of energy saving projects.

These features are available to EnergyCAP clients who have purchased the Cost Avoidance or Calendarization/Normalization option.

explain the calendarization and normalization processes in EnergyCAP. Prerequisites

Purchase of Cost Avoidance module

user permissions for access to the Cost Avoidance functions Step-by-Step

In both the calendarization and normalization processes, a sophisticated and fully automatic process is used to: determine if a meter is statistically weather sensitive due to a valid correlation between usage and degree days.

determine if it is weather sensitive in summer, winter, neither or both.

create a mathematical model of the meter’s response to degree days which indicates how sensitive it is (in usage per degree day) and how much non-weather base load it has (in usage per day).

determine which process is appropriate for each meter (the mathematical model if weather sensitive, or simple daily proration if not weather sensitive) to create the calendarized and normalized results.

The results of calendarization and normalization may be viewed from the Calendarized Data and Normalized Data tabs in the Buildings & Meters chart displays, and in a series of specialized Calendarized or Normalized reports. Additional Information

For more information on this topic, please refer to the Normalization, M&V, Cost Avoidance and the IPMVP gl ossary page.

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into day-size chunks and allocating them to the appropriate calendar month using weather adjustments. Without daily meter readings the splitting can’t be exact, but it is reasonably accurate.

Most utility bills have start and end dates that do not correspond to an exact calendar month: Exact calendar month:

Start date: 9/1/2011 End Date: 10/1/2011

Start date: 10/1/2011 End Date: 11/1/2011

Typical utility bill:

Start date: 9/12/2011 End date: 10/14/2011

Start date: 10/14/2011 End date: 11/13/2011

Why calendarize? Calendarization provides better month-to-month and year-to-year comparisons for reporting purposes by more accurately allocating monthly usage from bi-monthly and quarterly bills, estimated bills, and bills with variable billing periods (28 days one month, 34 days the next). The calendarized data is therefore more representative of actual monthly energy use when used in fiscal reporting, budgeting, auditing, accruals and energy performance evaluation.

In EnergyCAP, two methods of calendarization are used. Option 1: Simple average daily use and cost allocation:

When a meter is not weather sensitive, the bill is simply prorated into each month based on the number of billing period days. A bill from 9/12 to 10/14 has 32 days (the first day counts, the last day doesn’t because the next bill begins on 10/14). There are 19 days in September, so 19/32 of the usage and cost is allocated to September and 13/32 to October.

Option 2: Weather (degree day) allocation:

When a meter is weather sensitive, the simple method described above is inadequate and provides less reliable results. A much more sophisticated method is used to prorate the weather sensitive portion of the energy bill based on the number of degree days in the appropriate billing period in each month, and to prorate the remaining

non-weather sensitive portion based on the number of days. See the Use vs. Weather topic for more details. Annual Totals

Note that calendarizing does not appreciably affect annual totals. Since the calendarization process merely moves usage and cost data to the most appropriate calendar month for reporting and analysis purposes, the annual usage and cost totals should be almost identical to the actual data (the data shown on a billing period basis). There may be slight differences due to year-end roll-over, but that is typically less than 1%.

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In EnergyCAP, calendarized data is displayed in two places: calendarized reports and the Calendarized Data tab.

Additional Information:

The weather regression calculations used by Calendarization and Normalization do not exclude statistical outliers. Calendarization and Normalization data is not intended to be used for IPMVP approved cost avoidance purposes which would need the more precise weather regression result that is produced when outliers are excluded.

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Normalization in EnergyCAP helps answer the question: "If the weather was exactly the same year-after-year, how has my energy use changed"?

Since weather is often the largest variable affecting energy use, historical comparisons which have been "normalized" for weather can help provide a clearer picture of the effectiveness of energy management actions. How it works

Calendarization provides the starting point for normalization, since the calendarization process takes raw billing data and allocates it to the most appropriate reporting calendar day and month. Calendarization also takes into account the weather sensitivity of each meter (see Use vs. Weather topic for more information).

Normalization takes calendarization a step further by actually applying month-by-month weather conditions from a user-selected calendar base year to the calendarized monthly usage data of all other years.

More specifically, the weather-sensitive usage value from the base year is applied to the mathematical 'model' of weather-sensitivity for each of the comparison years. The recalculated weather-sensitive monthly usage is added to the non-weather-sensitive monthly usage (base load) to produce a monthly data point on a line graph.

As an example, if the charted 2011 normalized usage for a building is lower than the normalized 2009 usage, it is certain that the reduction is not due simply to milder weather in 2011 because the consumption data for both years has been weather-adjusted to the comparison weather year. The usage difference could be due to energy

management efforts or other factors such as occupancy, production, square footage or equipment changes, or hours of operation. But the weather is no longer a variable.

The baseline year for normalization is selected from the Administration menu (Administration > Normalized ), and can be changed at any time.

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Resizing the Energy Trend (EUI) Chart

Description

One of the more useful chart overviews of Building or Organization's energy usage and trending is the Energy Use Intensity(EUI) chart located on the Normalized Data tab of any building This chart provides a trend analysis for up to a ten-year span with monthly bar graph plots for all energy commodities associated with the selected node, as well as a monthly trend line expressing annualized use per unit area for the selected Place(s). Annualization helps minimize trend effects caused by missing bills. Each trend line data point represents the average of the prior 12 months.

For accounts with multiple years of data, it is possible to limit the data shown in the EUI chart to a different range of dates by using the date sliders that appear atop the chart.

describe the process of resizing the Energy Use Intensity Chart

Prerequisites

The ability to view and resize the Energy Use Intensity chart requires permissions associated with the following User Roles:

Administration Full Access Bill Entry & Account Setup

Step-by-Step

Select Buildings & Meters from the Main Menu. The Buildings navigation Tree View will be displayed on the left.

Select the building with the EUI chart to be viewed. Click the Normalized Data tab

Click the Energy Trend (EUI) subtab

Click and drag the date slider to the desired date range. To move the date range, click between the date sliders and drag to the desired date range.

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Commodity energy use (colored bars) is expressed in global units.

The EUI Trend line is not visible until at least 18 months of previous data exist. The slider option is only available if 5+ years of data are available.

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Cost Avoidance

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1. 2. 3. 4. 5. 6.

describe the process of adding an Other Savings record

Prerequisites

Must have purchased Cost Avoidance

The ability to add other savings requires permissions associated with the following User Roles: Administration Full Access

Step-by-Step

Select the meter. Select the Savings tab.

Select the Other Savings subtab. Click the Add Other Savings button.

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7.

On the Category tab, complete all fields and then click Continue.

For the savings category: Select the desired category using the Savings Category drop-down OR Ad d a new Category by clicking the Add button.

Enter an Other Savings Amount.

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Adding Special Adjustments

Description

A special adjustment is needed when there has been a change in energy usage of a building meeting one of the following conditions:

It occurred AFTER the baseline year.

It is NOT the result of an Energy Manager's actions. It is NOT weather related.

describe the process of adding a Special Adjustment record

Prerequisites

Must have purchased Cost Avoidance

The ability to add Special Adjustments requires permissions associated with the following User Roles: Administration Full Access

Step-by-Step

Select the Adjustments subtab.

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6.

7.

Review the instructional information provided with the Introduction tab. Then click Continue.

On the Category tab, complete all fields and then click Continue.

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8.

Enter a Description to better explain the reason for this Special Adjustment.

On the Frequency tab, select the appropriate radio button and complete the corresponding fields. Then click Continue.

Continuous will continue each month for the dates specified

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Adjusting Cost Avoidance Meter Settings

Description

Meter Settings can be adjusted one meter at a time.

describe the process for updating individual meter settings

does NOT describe the process for updating multiple meters' settings at once. Please refer to Globally

help topic.

Update Meters

Prerequisites

The ability to adjust cost avoidance meter settings requires permissions associated with the following User Roles:

Administration Full Access

Step-by-Step

Select the Use vs. Weather subtab. Change all appropriate settings. Click Save & Reprocess.

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glossary pages.

Below is a list of the Advanced Settings configurable fields provided for the Use vs. Weather chart, along with a description of each:

Baseline Start The date the processor will start to calculate the baseline.

Savings Start The date the processor will start to calculate savings. Show Chart Legend Show or Hide the Chart Legend explaining the symbols

displayed on the chart. When selected, the legend is visible above the charts.

Baseline Length (mos) The Baseline length can be anywhere from 12 to 36 months.

Additional Years of Data One to two additional years of weather data can be added to the baseline displayed on the charts. Adjust by Floor Area Select to consider floor area in the equation when

processing.

CA Method Two possible CA Methods:

Current Average Unit Cost Net Cost Difference

When a new meter is created, the default method is Current Average Unit Cost.

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2.

3.

Changing Tree View Options

Description

The Buildings & Meter tree has a view different viewing options including the ability to view the hierarchy in two different way: by Organization/Building hierarchy or by Group.

describe the process for navigating to Tree View Options.

Prerequisites

The ability to change Tree View Options requires permissions associated with viewing the Buildings & Meters.

Step-by-Step

Select Buildings & Meters from the Main Menu. The Buildings & Meters Tree View will appear on the left. Click the Settings button beneath the Tree View.

Remove, add or change any combination of fields. Refer to the Additional Information section of this topic for an explanation of each field.

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4. Click the Save button. Changes will take effect immediately.

The search functionality cannot be used for this tree when the tree is displaying meters from a selected group.

The user must have access to at least one meter in the group for the group to show up in the dropdown If the group has been limited by topmost place, the user's topmost place must allow access to the minimum topmost specified in the group.

The tree can only display one group at a time.

Fields listed on Ranking Options:

Show Inactive Devices Displays all inactive meters in the tree with a red X. The setting is saved and will be honored on next login. Display Settings Determines how the nodes of the tree are displayed.

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Display by Group Default is to display with Organization/Building hierarchy. Changing the view to display meter from a selected group, triggers the visibility of the Group to Display field.

Group to Display All Groups that have a meter count less than the system limit (exact number visible in the message below the field) are visible in the dropdown.