Benchmarking with EPA’s New “Turbo-Charged” Portfolio Manager”

July 26, 2013 @ 1:00pm EDT Presented by:

Vince Perez

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Learning Objectives

• In this session, you will become familiar with EPA’s New ENERGY STAR® Portfolio Manager® tool and learn how to:  www.energystar.gov/portfoliomanager– Navigate the new Portfolio Manager– Add a property and enter details about it

• NYC LL84 Required Inputs– Enter energy and water consumption data– Share properties– Generate performance reports– Respond to data requests

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• Management Tool – Helps business and organizations by offering a platform to:

– Assess whole building energy and water consumption– Track changes in energy, water, greenhouse gas emissions, and cost over time– Track green power purchase– Share/report data with others– Create custom reports– Apply for ENERGY STAR certification

• Metrics Calculator – Provides key performance metrics to integrate into a strategic management plan

– Energy consumption (source, site, weather normalized)– Water consumption (indoor, outdoor)– Greenhouse gas emissions (indirect, direct, total, avoided)– ENERGY STAR 1-to-100 score (available for many building types)

Accessible in a free, online secure platform: www.energystar.gov/benchmark

To Get Started Benchmarking in Portfolio Manager

• Helpful data to have on hand– Property Information

• Name, street address, ZIP/postal code

• Property type data

• Gross floor area

• Use details (ex. weekly operating hours, number of computers, number of workers on the main shift, etc)

– Energy consumption data

• Property-specific invoice information from all purchased and on-site generated energy for all fuel types

• Aggregated Utility Data from Con Edison or National Grid:

www.nyc.gov./html/gbee/html/plan/energy.shtml

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Navigate the New Portfolio Manager

Navigate the New Portfolio Manager

Five portfolio level tabs

Intuitive navigation – multiple ways to get to the same place

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Five property tabs

Navigate the New Portfolio Manager

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Portfolio level

Navigate the New Portfolio Manager

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Property level

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Property and Details

– Edit property information• NYC LL84 Inputs

– Correct or update property use details– Address data quality alerts– Update/add data using the spreadsheet

upload feature

Get Data In

• 3 ways to enter data for your property or portfolio:1. Enter data manually

2. Upload data using spreadsheet templates

3. Work with 3rd party providers that exchange data directly with Portfolio Manager via web services

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Get Data In: Manually with the help of Portfolio Manager prompts

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Add a Property: Existing Property

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New Campus Features

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Basic Property Information

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Check the Statements that Apply

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Enter Values for Property Use Details

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MyPortfolio: Property Summary Tab

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Where to ID your Property for NYC Local Law 84 – BBL and BIN?

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To input property 7-digit BIN, under “Unique Identifiers” (IDs) heading, click “EDIT”

Enter property 10-digit Borough Block Lot in “Property Notes”

Where to ID your Property for NYC Local Law 84?

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• Enter your property’s 7-digit BIN into the “Custom ID 1” field, i.e. 1234567

• If you have multiple buildings on a BBL being benchmarked together, enter all 7-digit BINs separated by semi-colons, i.e. 1234567;2345678

Coming Soon: both BBL and BIN numbers will be entered into NYC-customized “Standard ID” fields. Not required yet.

MyPortfolio – Edit Property

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Edit Property – Basic Information

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Edit Property – Basic Information

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Edit Property – Property Use Detail

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Tip: Defining Property Use Types

• Designate your property’s “Primary Function”– Should best reflect the activity in the majority of your

property to receive accurate metrics– More than 80 property types listed

• Add additional property types only if needed– Only add a type if the use is substantially different

from the property’s primary function– Enter as few uses as needed to reflect current

operations in the property– Exception: need to account for vacant space (> 10%

of gross floor area) as a separate property use type

Example: Adding a Separate Use Type for Vacant Space in a Building

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Scenario

• Office Building with Gross Floor Area = 100,000 sq. ft.

• At time of property set-up, 10,000 sq. ft. are vacant.

• Click “Add” to add another use type (“Office”) to account for vacant space.

Example: Adding a Separate Use Type for Vacant Space in a Building

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Enter a separate use representing the combined floor area of the vacant space, and enter use details:• Weekly Operating Hours = 0 • Number of Workers on Main Shift = 0• Number of Computers = 0

Example: Adding a Separate Use Type for Vacant Space in a Building

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Example of a property accurately set up, accounting for vacant space, as well as parking

Example: Adding a Separate Use Type for Vacant Space in a Building

Gross Floor Area Alert

Gross Floor Area originally listed as 100,000 sq. ft. for this property

When “Vacant Space” was added, the Gross Floor Area went up to 110,000 sq. ft.

Need to edit main “Building Use” to equal 90,000 sq. ft, to keep total floor area consistent

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Correcting or updating property use details

Correct vs. Update

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• If you need to make edits to your property use details, you can either “Correct Mistakes” or “Update with New Information”

• “Correct Mistakes” changes a value that was entered in error – No historical record of the old value will be kept or

factored into your metrics

• “Update with New Information” tracks a value that is changing over time– Enter date as of which the new value took effect, so

that the tool can account for this

Edit Property – Correct Mistakes

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Scenario

Entered office property use

gross floor area as 100,000 sq. ft. when it should

have been 1,000,000 sq. ft.

Edit Property – Correct Mistakes

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Edit Property – Correct Mistakes

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Edit Property – Update with New Information

Scenario

7,500 sq. ft. of the vacant

space gets leased

Edit Property – Update with New Information

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Enter the updated value(s) with the correct

“Current As Of”

date

Edit Property – Update With New Information

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97500

Correcting/Updating Properties with Multiple Buildings (Campuses)

• In a campus setting, you will need to update/correct use details at both the property level and at the building level

• If you make a change at the building level, it will not automatically “roll up” to the property level

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Get Data In: Spreadsheet Upload

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Get Data In: ENERGY STAR Web Services

• Enables energy service companies and utilities to exchange data with Portfolio Manager to– Manage building and energy data for customers– Access the ENERGY STAR score and other

performance metrics from Portfolio Manager

• Users taking advantage of web services must “connect” and “share” with their web service provider

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Uploading or adding data using the spreadsheet upload feature

Update Data for Many Properties at Once with the Spreadsheet Upload Feature

• Add new properties to your account‒ Download spreadsheet‒ Fill in property information‒ Upload spreadsheet

• Add meters/edit meter data/edit basic property details for existing properties

‒ Select properties‒ Download custom spreadsheet‒ Fill in data‒ Upload spreadsheet

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Update Data for Many Properties at Once with the Spreadsheet Upload Feature

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Scroll to the bottom of the front page of

MyPortfolio tab

Click link here

Spreadsheet Upload/Update: Overview

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Add New Properties: Download Spreadsheet Template

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Add New Properties: Fill Out Spreadsheet Template

• Complete rows in Excel spreadsheet with information for your properties: name, address, floor area, etc.

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Add New Properties: Upload Completed Spreadsheet

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Upload filled out templates:

• Select Type• Upload

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Entering energy and water consumption data

MyPortfolio:Property Meters Tab

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Add Meters

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Answer Questions About Energy Use in Your Property

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Enter Additional Information

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About Your Meters

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Click in Table to Edit Meter Information

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Add Energy Consumption Information

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Expand meter by clicking arrow

Add Meter Entries and Fill in Data

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Upload a spreadsheet,

using template

Click the “+” to add entries

Meter Data Alerts

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Meters to add to Total Consumption

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Property Meters Tab: Meters Added and Displayed

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Notification

Click for

details

View Meter Data and Manage Bills for Your Property

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Add Meters / Add Bill Data / Edit Basic Property Info

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Upload filled out templates:

• Select Type• Upload

Add Bills to Existing Meters: Create Custom Upload Template

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Add Bills to Existing Meters: Fill Out Spreadsheet Template

• Complete rows in Excel spreadsheet with new bill data for each meter

• Be sure not to add/delete rows or columns, or to change any formatting

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Sharing properties and/or Data

How to Share Properties

• 3 Steps:1. Connect with others via the My Contacts page

2. Share one or more of your properties with your connected contacts & specify the level of access the contacts have to view and edit your properties

3. Review shared properties on the Sharing tab

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Add and Connect with Contacts

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Find Contacts

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Connection Request Confirmed

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Contact Receives and Accepts Connection Request

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Sharing Tab – Overview

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Share Your Property:Multiple Properties

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One PropertyMultiple PropertiesAll Properties

Share Your Property:Multiple Properties

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Select Permissions

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Click arrow to show/hide permissions

options

Choose permissions

Sharing Notifications Appear in Both Accounts

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User who shares a property receives a notification

User with whom a property is shared also receives a notification

Data Request Preview

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Reporting Tab

Data Request displays in

“Templates & Reports” list

Respond to Data Request

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Specific Instructions

for your Respondents

Data Request Created

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Managing Your Data Request

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Responding to Data Requests

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For more information on responding to

data requests, see pg. 4 of the

resource “How to Share Data with Other Portfolio

Manager Users”

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Set baselines and goals on the Planning tab

Planning Tab: Portfolio-Level

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Choose one target or

baseline for all properties

View property-specific details

on targetsView graphs

with portfolio-wide information

Property Goals Tab: View Specific Property Goals & Improvements

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Download documents

Goals tab at the Property

level in MyPortfolio

Add/Edit Baselines or Targets

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Choose baselines or let Portfolio Manager select automatically

Target Options

• Target ENERGY STAR Score

• Target % Better than Baseline

• Target % Better than Median

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Generating Reports

NYC LL84 Submissions

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http://www.nyc.gov/html/gbee/html/plan/ll84.shtml

UPDATE: The new upgraded Portfolio Manager launched on Wednesday, July 17, and can now be accessed at www.energystar.gov/portfoliomanager.  Note that in these first few days of the relaunch, the EPA is working diligently to optimize full functionality. Please continue to check back here for updates on how this is affecting LL84 reporting.  As well, you can contact the Benchmark Help Center for assistance at their new phone number, (646)576-3539.

Please note that it is no longer necessary to wait 24 hours before submitting, as all information is instantaneously saved

Reporting Tab

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Choose from Pre-set Chart

& Graph options Download

Performance Documents

Create and generate

Templates & Reports

Reporting Tab:Charts & Graphs

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• Each of the figures can be printed or downloaded for easy insertion into a presentation or document

• If you scroll down on the page, you can view and export the raw data for the charts & graphs

Standard Reports

• Performance Highlights• Energy Performance• Emissions Performance• Water Performance• Fuel Performance• ENERGY STAR Certification Status• Partner of the Year Report• Sustainable Buildings Checklist Report

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Data Analysis in Portfolio Manager

• Ways to analyze progress and performance– Download all portfolio data in Excel (from the

MyPortfolio page)– Charts and Graphs– Performance Documents– Standard Reports– Custom Reports

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ENERGY STAR Performance Documents

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Download Entire Portfolio

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Custom Reporting

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Create your own report

Custom Reporting

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Using the Sustainable Buildings Checklist

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What is the Sustainable Buildings Checklist?

• United States Federal High Performance Sustainable Buildings Checklist (Guiding Principles Checklist) now available to all property types

• Assist owners/managers with evaluating sustainability in existing buildings

• Encouraged for all properties; used by U.S. Federal buildings to comply with requirements

Use the Sustainable Buildings Checklist to:• Conduct initial and final building

walkthrough assessments• Track and easily view progress on

each guiding principle• Upload compliance documents to

the repository for record keeping• Create a portfolio-wide

sustainability roll-up report• Review up-to-date energy and

water metrics generated by Portfolio Manager

Access the Sustainable Buildings Checklist

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Click on the “Goals” tab for a specific property and scroll to the

bottom of the page

Start the Sustainable Buildings Checklist

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Complete Checklist Step by Step

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Recap

• We learned how to:– Navigate the new Portfolio Manager– Add a property and enter details about it– Enter energy and water consumption data– Share properties and Data requests– Set baselines and goals – Generate reports– Use the Sustainable Buildings Checklist

Portfolio Manager Help Page

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Extra Help

• Visit www.energystar.gov/buildingshelp– Expanded list of FAQs– Online form to submit technical questions or comments

• Additional Portfolio Manager training resources available at: www.energystar.gov/buildings/training

• Portfolio Manager Technical Reference Series: http://www.energystar.gov/index.cfm?c=evaluate_performance.bus_portfoliomanager_model_tech_desc

• NYC Greener, Greater Buildings website: http://www.nyc.gov/html/gbee/html/home/home.shtml

• Questions and/or Comments? Please feel free to email: benchmarking@aea.us.org

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Thank you for Attending!

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