Home

IOS User Manual v4 7 (140401).docx

1. Edit KP11 Total indirect energy consumption kWh year 775 561 Total indirect energy from electricity kWh year 775 561 Total indirect energy from imported heating and cooling kWh year Insufficient data Total direct energy consumption kWh year 527 045 Total direct energy consumption from all sources excl biomass kWh year 527 045 Total direct energy consumption from biomass fuelled sources kWh year Insufficient data Property energy intensity kWh m2 year Insufficient data e t provides a list of options that enable the user to complete various actions associated with the parent property record measurement record and performance data The following options are available via the Activities Menu o Edit Property Details Open and edit the parent property record o Edit Measurement Details Open and edit the related measurement record o Consumption Access the ISA KPI question set through each consumption entry period 11 4 1 The Online Questionnaire e The Online Questionnaire can be accessed by selecting on a consumption period from a drop down list underneath Consumption or alternatively from the from the consumption entry list screen as shown below This screen displays all the consumption entries for the reporting year for which the consumption data is to be entered IOS User Manual v4 7 140401 65 Page You are here List of Portfolios tsplaa PRY0001
2. The ISA Online System User M anual TABLE OF CONTENTS 1 Introduction 4 1 1 The Online System 4 1 2 About this guide 4 1 3 System queries and support 4 1 4 Technical guidance 5 1 5 Email 5 1 6 Related documents 5 2 Creating an ISA system account 6 2 1 Types of account within the ISA system 6 2 1 1 ISA system account 6 2 1 2 Holding Company 6 2 1 3 Portfolio Owner 6 2 1 4 Measurement Credit Account 6 2 1 5 User Account 6 2 2 The ISA System Account Registration Process 7 3 Logging onto the system 8 3 1 The Portfolio Management Menu 8 3 2 Navigation 8 3 3 System time out 9 3 4 Logging out 9 4 The User Maintenance Menu 10 4 1 Adding New User Profiles 10 4 2 Editing Existing User Profiles 12 4 3 User Profile Permissions 13 5 Companies Portfolios properties and Measurement 16 5 1 Introduction 16 5 2 Logging Organisational Level Records 17 5 3 Logging Portfolios and Sub Portfolio Records 17 5 4 Logging Property Records 18 5 5 Logging Measurement Records 18 5 6 The High Level Process 18 6 Logging a Sub Company 21 7 Logging a Portfolio 23 7 1 Logging a Sub Portfolio 26 8 Logging a Property 28 8 1 The Property Management Menu 28 8 2 Logging a new Property Record 29 8 3 Defining the Property Level 32 8 4 Linking Property Records Together 33 8 5 Transferring a Property Record 34 lOS User Manual v4 7 140401 2 Page 10 11 12 13 14 8 6 Bulk download upload facility The c
3. Click on the BROWSE button and search for the location of your edited spread sheet and click on the spread sheet Click on the OPEN button Please Note If the measurements are new to the properties for the reporting year then credits will be deducted from your Measurement Credit Account One credit is deducted for each measurement uploaded into the system A message on the assessment upload screen please see screen shot below displays the number of credits currently available in the account and the user should ensure that there are sufficient credits remaining in this account to upload all the measurements for the properties No credits are deducted for amendments to existing measurements Please refer to The Charging Mechanism for further information Click on the UPLOAD FILE button You are here List of Portfolios Demonstration Portfolio Upload Assessment Measurement Type Building Upload Type Measurement Disclaimer It is your responsibility to ensure the quality of data you are uploading You are advised to complete all mandatory fields before uploading your bulk data Assets can not be submitted for assessment without completion of mandatory fields Please refer to the asset register documentation requirements This can be found on the template Your file should now be uploaded on to the ISA online system and the edited measurement details will be written to the relevant property A tick will appear in the measuring
4. Details D Assign Asset Manager Auditor Previous IOS User Manual v4 7 140401 77 Page 13 MY REPORTS e My Reports The My Reports functionality allows the user to display the enhanced reporting functionality within the ISA Online System e The reports are generated dynamically and reflect the information that is held in the ISA System at the time at which the reports are generated They can be updated in response to any changes the user makes to data within their portfolio e As well as generating reports for the current year they are also available for earlier years where data has been entered Home User Maintenance My Reports You are here My Reports ISA Property Profile Relative Performance of ISA Property 1 KPI3 Property energy intensity Aggregated Absolute Performance of ISA Property Number of properties by ISA property type 1 KPI1 Total indirect energy consumption 13 1 Report Categories Total floor area of properties by ISA property type Average floor area by ISA property type Number of properties by ISA property type region and country 5 Floor area of properties by ISA property type region and country 6 Number of properties by age band 7 Floor area of properties by age band Data Extract by ISA property type global region and country KPI2 Total direct energy consumption by ISA property type global region and country KPI4 On site energy generation by ISA
5. Portfolio Owner user profile is presented as greyed out on the Account User Management Menu REGISTERED PORTFOLIO USERS ADMIN No First Name Sumame User Name PM Prop M AM EQ Activate Bloggs Hanks Please Note At present ONLY ONE Portfolio Owner can exist within an account e Nextin the hierarchy is the Portfolio Manager PM The PM has nearly all of the functionality associated with the PO user profile There are a number of rules within the system related to the PM user o There is no limit to the number of PMs that can be created and active within an account o PMs can be assigned to Portfolio or Sub Portfolio Records that are logged o Only one PM can be assigned to a Portfolio or Sub Portfolio at any one time o Only one PM can be present within a Portfolio It is not possible within the system to have different PM users assigned to Property or Measurement Records e After the PM the next user profile in the hierarchy is the Property Manager PrM The major difference between the PM and the PrM is the ability to create additional user profiles The PM has permission to add additional users the PrM does not There are a number of rules within the system related to the PrM user o There is no limit to the number of PrMs that can be created and active against a holding company account o PrMs can be assigned to site building or asset defined property records o Only one PrM can be assigned to a property or measurement r
6. a selection of answers is presented in a drop down field Although the field may not be large enough to present the full answer this can be viewed by hovering over the text with the mouse cursor IOS User Manual v4 7 140401 68 Page You are here List of Portfolios Demo Portfolio Demo 1 Online Questionnaire ww Energy Waste Water No Question Client Comments Auditor Comments What is the annual electricity as metered used by the building supplied by the mains supply in ENESA l kWh annum The start and end K dates for each kWh annum figure source 8f data bills where based on readings rather than given must be the same estimates copy of annual report What is the annual natural gas usage excluding that for e cogeneration as metered by the ENE080031 building in kWh annum The start and end dates for each kWh annum figure provided must be the same e Consumption data should be recorded in the Answer box which appears underneath each question You are here List of Portfolios Demonstration Portfolio Bldg 3 Online Questionnaire Reporting Period January Energy Waste Water gt Question AEP 080030 Consumption of grid supply electricity i Answer 362 204 00 f Units kwh Value 362204 00000000 K Client Auditor Comment Comment re Question Natural gas consumption mains supply gas 080031 p_a i Answerg 92 015 00 Units m3 v Val
7. logged Sub portfolios required Yes v User completes sub portfolio logging form Sub portfolio record logged User able to log property Property Logging Process Measurement Data Logging Process Performance Data Logging Process IOS User Manual v4 7 140401 properties to log Yes Is property a Site No Building No therefore property record as an asset User selects a property to log measurement record against measurement Yes User able to drill down into measurement record Will be defined _____ Property logging form opened gt site data defined Property logging form opened building data defined Property logging form opened asset data defined No gt Measurement opened Property record defined asa Site or parent Relationship with site record defined Relationship with building P record defined logging form gt Data for measurement defined Property record logged Property Property tree created Property tree Performance Management me
8. property and measurement details could be repeatedly displayed over many rows for a particular property However the consumption data for energy water and waste would be unique for each row IOS User Manual v4 7 140401 82 Page 14 GLOSSARY OF TERMS Term Definition One of three classifications that the client can define a property as through the property level field Asset It refers to a part of a building entirely or partially bounded by dividing elements and whose floor and or ceiling forms part of the structure of the building accessible to people A user profile that can be awarded to user accounts within the system Asset Manager which has pre defined permission settings The Asset Manager AM user profile is below the Property Manager PrM user profile in the overall user profile hierarchy for the system A BREEAM certification scheme used for quantifying the environmental performance of buildings during operational stages against the BRE Environmental and Sustainability Standard BES 5058 the BREEAM In Use Standard The BREEAM In Use Standard has been produced to BREEAM In Use ae l enable provision of information about the environmental performance of the building Asset Rating the operation of the building Building Management Rating and how the client manages their activities within the building Organisational Rating One of three classifications that the client can define a property as through
9. section 8 3 Defining the Property Level e The system allows property records to be logged at one of three levels through the property Level field located at the top of the Property Logging Form Property records can be logged as Sites Buildings or Assets e Providing they are logged within the same portfolio or sub portfolio property records can be linked subject to the Property Level that is assigned to each record This is discussed further in the next section e Site building or asset records can all be measured against the ISA Key Performance Indicators KPIs providing a measurement record has also been logged and sufficient performance data has been entered via the Online Questionnaire IOS User Manual v4 7 140401 32 Page 8 4 Linking Property Records Together e In addition to defining property records as sites buildings or assets it is also possible to link property records together subject to the rule that governs this within the system e As the system is developed over time by ISA enhanced reporting and scoring functionality will be available for property records that have been linked together to form Property Trees e Property records can be linked together by using the Parent Site and Subsidiary Assets fields within the Property Logging Form e As mentioned previously there are several rules in place within the system that govern how property records can be linked o Links are made between property r
10. 1 ISA system account This refers to the entire account created for an ISA member within the ISA system In order to create an ISA system account the holding company and the portfolio owner must be defined ISA system accounts are created by the ISA administrative team and cannot be created by ISA members themselves 2 1 2 Holding Company Within the ISA system the term holding company refers to the name of the ISA member s organisation as defined by the ISA member Within the ISA system all entities that are logged such as portfolio s properties or additional users are logged against the holding company It is only possible to have one holding company within an ISA system account The ISA system does provide functionality to log subsidiary companies once the system account has been created 2 1 3 Portfolio Owner In addition to defining the holding company during the ISA system account registration process the principle user from the holding company must also be defined Within the ISA system the principle user is called the Portfolio Owner and is assigned with the Portfolio Owner user profile against their individual user account The Portfolio Owner user profile has permission to complete any action within the system 2 1 4 Measurement Credit Account In addition to the holding company and nominated Portfolio Owner the number of measurement credits that should be added to the ISA system account must also be defined during the ISA s
11. 12 example street w4 et London ISA Member Page 1 Log New Sub Company IOS User Manual v4 7 140401 22 Page 7 LOGGING A PORTFOLIO gt ED EZ CHED Sub Company Portfolio Sub Portfolio e Select the Log New Portfolio link on the Portfolio Management Menu Please Note Only Portfolio Owners or Portfolio Managers have access to this functionality Home ee def You gged in as Demo Manager Portfolio Owner Organisation ISA Demo Org You are here List of Portfolios Portfolio Name Sub Company Portfolio Manager User Maintenance View all Portfolios Filter by Sub Company Show A No of Assets Reference No of No of Number Sites Bids Details Modified Date No records to display Company List Log New Portfolio Log New Sub Portfolio Terms of Use Online User Manual Copyright BRE Global Ltd 2010 e Use the Portfolio Logging Form to add portfolio details into the system IOS User Manual v4 7 140401 23 Page You are here List Of Portfolios Add New Portfolio Registered On 30 November 2011 Portfolio Details Organisation Division if applicable Portfolio Name Portfolio Manager Description e As many fields as possible should be completed subject to information available to the user Please Note Red asterisks indicate that the field is mandatory and must be completed in order to submit the form e Input field
12. 31 Page Basic Property Details Which of the following building types best describes the property Tier 1 Which of the following building types l best describes the property Tier 2 Which of the following building types best describes the property Tier 3 i Building type Additional attributes ils this a listed building Cancel Submit amp Exit o Is this a Listed Building Enables the property to be defined as listed or not listed e Once logged the system will display the property record on the Property Management Menu and will show any relevant links that have been created to other property records You are here List of Portfolios Demo Portfolio ee Portfolio Name Portfolio Property Modified Manager Details Demo 1 Site Demo Portfolio DemoManager Demo Manager 30 11 2011 Property Ref Client Reference eae Portfolio Portfolio Property Modified Smaller Building Building Demo Portfolio DemoManager 30 11 2011 Manager Property Ref Client Reference ee Portfolio Portfolio Property Modified PRY00006282 Sub let floor ASS Demo Portfolio DemoManager 30 11 2011 Manager Log New Property Transfer Property e Within the Property Logging Form there are two key functions which affect other areas of the system The Property Level field and the fields that enable the creation of links between property records These functions are explained in more detail within the following
13. Deta Occupancy details i Start date of man agement DD MM YYYY End date of management DD MM YYYY Owner Invester names i Ownership type i Start date of ownership DD MM YYYY i End date of ownership DD MM YYYY i Owner Invester name i Owner Invester name i Start date of tenancy DD MM YYYY i End date of tenanacy DD MM YYYY Number of days per year under normal full operation throughout the reporting period Number of hours per day under normal full operation throughout the reporting period Average annual Vacancy unoccupied Rate Number of visitors to the building if a retail leisure property Percentage floor area occupied over the year i Number of workstations Submit amp Exit e As with the Variable Measurement Details Sub Form the format of the Occupancy Details Sub Form varies depending on the Property Level selected for the parent property record a For Sites e Landlord Managing agent s name where not listed select third party Enter the name of the organisation that has leased the building e Start Date of management DD MM YYYY Please enter the date that management of the site commenced if applicable e End date of management DD MM YYYY Enter the date that management of the site ended if applicable e Owner Investor name The individual or organisation with freehold ownership rights to the site e Ownershi
14. Portfolio Name Demonstration Portfolio v Property Type select saj select Credit left in your account to register 66 measureme Site To purchase additional measurement credits please con Building Asset Previous 5 Select tick the properties from the portfolio sub portfolio then tick the MEASUREMENT check box and click the DOWNLOAD button to download the Measurement details template IOS User Manual v4 7 140401 38 Page Organisation My Org v Portfolio Name Demonstration Portfolio v Sub Portfolio Name Demonstration Portfolio v Property Type Building 7 Credit left in your account to register 990 measurements To purchase additional measurement credits please contact ISA Portfolio Name Portfolio Manager Demonstration Portfolio Jo Bloggs Building Demonstration Portfolio Jo Bloggs Building C Download All C Property Details C Questionnaire Previous Download Empty Template 6 Once this process has completed click on the SAVE button to save the downloaded spread sheet onto your local drive in preparation for editing Editing Steps 7 Open the saved spread sheet and complete the details as required in each of the three worksheets Measurement Occupancy and Utility Please ensure all mandatory fields are completed Ensure where appropriate options from the drop down lists are selected Do not override these values with any other values Please note the consumption ent
15. a particular entry period in each section Energy Waste Water a couple of additional actions need to be performed on the template B The check box Check to Upload column c Upload column must be ticked for the entry period see red box in the below screen shot A Energy Details Consumption of grid supply electricity Natural gas consumption mains supply gas Questions Bldg 2 Asset Name Consumption Period ee ENE080031 epi pooo s f eneoeooaa ENE080032 Bidg 2 Bidg 2 Bldg 2 Bldg 2 10 Bldg 2 11 Bldg 2 12 Bldg 2 13 Bldg 2 14 Bldg 2 15 Bldg 2 16 Bldg 3 17 Bidg 3 18 Bidg 3 19 Bldg 3 20 Bidg 3 21 Bidg 3 22 Bldg 3 23 Bidg 3 24 Bldg 3 25 Bidg 3 26 Bidg 3 27 Bldg 3 28 my Oow dT dd Cd me fOe O S T T T T r a a S S T A A ma OF i mos Doea dT Cd Cd Cd creto uo a oO B A value which best describes the data entered under column DQ Please select the statement which applies to the energy data entered including any data that is aggregated from other property units must be selected for the entry period See screen shot below This will give an indication of the quality of data being entered IOS User Manual v4 7 140401 44 Page DM n site CHP using LPG Please select the statement which applies to the energy data entered including any data that is aggregated from other property units Units EEE Covers all energy sources used by the property and is ba
16. areas whether enclosed multi storey or surface facilities will be excluded from gross lettable areas Gross Lettable Area GLA lOS User Manual v4 7 140401 83 Page Term Definition ISA in partnership with the BRE Trust is bringing together a global International network of leading real estate organisations dedicated to achieving a Sustainability more sustainable built environment by creating a benchmarking club to Alliance ISA measure the performance and environmental impact of existing commercial buildings For more information see www theisa org A web based software system used by ISA members to conduct pre ISA Online System assessments of their property in order to generate ISA Key Performance Indicator KPI measurements A set of 9 Key Performance Indicators formed by the International Sustainability Alliance and used by organisations assessing the KPI report performance of their real estate in the ISA online system Key environmental performance data spanning Energy Water and Waste is entered into the ISA online system to generate KPI Reports Measurement Used by clients to pay for logging a new measurement record or for re Credit measuring a certified measurement record A form that is presented when the Log New Measurement function is used on the Measurement Management Menu This form is used to define a new measurement record Measurement The Measurement Management Menu is presented when a user drills Ma
17. example Please Note The link to request the closure of the current reporting year and opening of the next is only available to the Portfolio Owner user profile Please Note You should only click on this link when all entry and editing of data relating to the current reporting year is complete as once the rollover into the next reporting year has been completed you will no longer be able to make any changes to the previous year s data For this reason you must ensure that data entry by all users in your organisation including for any sub companies registered under your organisation is completed before this request is activated lOS User Manual v4 7 140401 73 Page e Clicking the Data entry complete for 20xx Request access to 20xx link will display the following screen Home User Maintenance My Reports You are logged in as Avnish Shah Portfolio Owner Organisation Testco5 You are here Request Access to Next Reporting Year 1 confirm that 2010 consumption data has been entered and checked for all properties in my portfolio _ now wish to close the current reporting year and have access to 2011 data entry 3 acknowledge that once closed will no longer be able to make changes to my 2010 data but will be able to read it 4 Please Tick to confirm or Click to confirm 5 ISA Admin will be in touch to confirm when the system is open for 2011 data entry CI Accept the Terms and Conditions If you agree wit
18. function As with portfolio sub portfolio records and property records a measurement owner must be assigned to a measurement record Any user within the system can be assigned to a measurement record Only one owner can be assigned to a measurement record at any one time It is not possible to delete measurement records 5 6 The High Level Process Here is a process flow diagram that shows the process of creating organisational structure and defining properties within the ISA Online System lOS User Manual v4 7 140401 18 Page High Level Process Map Online System Account Setup Ol cer alert lite a Level Data Logging Process Portfolio and Sub Portfolio Logging Process Property Logging Process IOS User Manual v4 7 140401 ISA member logs into online system account ISA member requests online system account from ISA admin team Sub companies equired Yes v User completes sub company logging form Sub company record logged against holding company User able to log portfolios and sub portfolios Portfolio record logged Further portfolios equired No Yy User completes Yes portfolio logging m gt form Portfolio record logged against company User defines portfolio l Portfolio record
19. have no sub portfolios and just to use portfolio records lOS User Manual v4 7 140401 17 Page 5 4 Logging Property Records Once a portfolio record has been defined and logged against the holding company it is possible to drill down into the portfolio and begin logging property records As with portfolio and sub portfolio records a Property Manager PrM must be assigned to every property record logged within a portfolio The PO any other user defined as a PM or PrM can be assigned to a property record Only one user can be assigned to a property record at any one time Unlike a sub company portfolio or sub portfolio record property records can be deleted provided they are not linked to other property records As well as defining the PrM the Property Level for a property record must also be defined before it can be logged There are three Levels that a property record can be defined as o Site o Building o Asset 5 5 Logging Measurement Records Once a property record has been defined and logged within a portfolio it is possible to drill down into the property record to log a measurement record for the property Logging a measurement record against a property allows the process of measuring the property s performance to begin Unlike logging any other type of record within the system there is a charge of 1 Measurement Credit for each measurement that is logged against a property which includes using the Re measurement
20. may be created for different types of property for different regions or for different countries As an example portfolio records may be created for different regions in the UK South East South West Midlands North East etc if a property owner has multiple properties throughout the UK There is no limit for the number of portfolio records that can be logged against a holding company In order to log a Portfolio Record a Portfolio Manager PM must be assigned Only the Portfolio Owner PO or users defined as PMs can be assigned to a portfolio record Only one user can be assigned to a portfolio record As with Sub Companies it is possible to define sub portfolios which are linked to portfolio records The option to create sub portfolio records has been included to provide flexibility in the way organisational and corporate structure is created and is optional There is no limit to the number of sub portfolio records which can be linked to a portfolio record In order to log a sub portfolio record it must be linked to a portfolio record and a Portfolio Manager PM must be assigned Only the Portfolio Owner PO or users defined as PMs can be assigned to a sub portfolio record Only one user can be assigned to a sub portfolio record Please Note Unless a complex organisational structure exists in real life it is recommended that users keep organisational structure within the system as simple as possible The simplest model is to
21. of the properties This is achieved by the next process IOS User Manual v4 7 140401 42 Page Process C Download Upload Consumption Data for New Existing Properties Please Note For new properties on the ISA system this process must follow the download upload process for basic property details and measurements described above For existing properties on the ISA system the above process may or may not be necessary since the property and measurement details would already exist on the system It is only if modifications need to be made to these that you may want to use this process Download Steps 1 Log into your account on www isameasurement org 2 From the HOME screen click on the DOWNLOAD PROPERTY DETAILS link 3 Use the drop down boxes to choose where applicable a ORGANISATION b PORTFOLIO NAME c SUB PORTFOLIO NAME d PROPERTY TYPE Click on the GO button Select from the list of properties displayed by ticking the relevant box es Select the QUESTIONNAIRE option Click the DOWNLOAD button tO OF Organisation My Org v Portfolio Name Demonstration Portfolio v Sub Portfolio Name Demonstration Portfolio v Property Type Building Credit left in your account to register 987 measurements To purchase additional measurement credits please contact ISA Portfolio Name Portfolio Manager Asset Name Property Type O Apply K Demonstration Portfolio Jo Bloggs Bldg 1 Building K Demonstra
22. remain logged into the system when leaving your computer unattended e Click on the Log Off option on the Control Panel to leave to system IOS User Manual v4 7 140401 9 Page 4 THE USER MAINTENANCE MENU This section will explain how to manage the different ISA accounts e Clicking on the User Maintenance option from the Control Panel displays the User Account Management Menu REGISTERED PORTFOLIO USERS ADMIN First Name Sumame User Name PM Prop M AM EQ Activate Bloggs Hanks e he User Account Management Menu is used to add and manage other users within the account Assigning user privileges can be completed by ticking or un ticking the check boxes highlighted below User privileges are outlined later in this section e The account of each user can also be activated or de activated via this menu by ticking or un ticking the relevant Activate box for the user 4 1 Adding New User Profiles e Press the Add New User button to display the User Registration Form Please Note Red asterisks indicate that the field is mandatory and must be completed in order to submit the form USER REGISTRATION FORM Title Mm E First Name Surname Role Department Contact Email EPID Usemame Contact number Office Contact Number Mobile Username Email Password Confirm Password EFID Register Now e The Contact Email EPID Username field should contain the email address that a user wishes to be contacted at if
23. rooms non exclusive public spaces and thoroughfares For the purposes of ISA Key Performance Indicators it has been agreed that parking areas whether enclosed multi storey or surface facilities will be excluded from non lettable areas e Gross Internal Area GIA m2 Gross Internal Area is the area of a building measured to the internal face of the perimeter walls at each floor level In a single occupier building the GIA should equal the GLA but in a multi tenanted building GIA is the sum of GLA and NA GIA Includes Areas occupied by internal walls and partitions Columns piers chimney breasts stairwells lift wells other internal projections vertical ducts and the like Atria and entrance halls with clear height above measured at base level only Internal open sided balconies walkways and the like Structural raked or stepped floors are GIA Excludes Perimeter wall thicknesses and external projections External open sided balconies covered ways and fire escapes Canopies Voids over or under structural raked or stepped floors Greenhouses garden stores fuel stores and property to be treated as a level floor the like in residential measured horizontally Corridors of a permanent essential nature e g fire corridors smoke lobbies Mezzanine floor areas with permanent access Lift rooms plant rooms fuel stores tank rooms which are housed in a covered structure of a permanent nature whet
24. the Property Level field It refers to an undivided shelter comprising a space entirely or partially bounded by enclosing structures intended for specific purposes assess the assets they represent This is a unique identifier distinguishing each property record determined by the client e g this could be the internal reference number from your Property Management System and or the name of the property for easier identification Control Panel A menu panel that presents various options which is present at the top of every screen within the ISA online system A user profile that can be awarded to user accounts within the system which has pre defined permission settings The Enquiry Only EQ user profile is below the Asset Manager AM user profile in the overall user profile hierarchy for the system Client Reference Enquiry Only User Gross Internal Area is the Area of a building measured to the internal face Gross Internal Area of the perimeter walls at each floor level In a single occupier building the GIA GIA should equal the GLA but in a multi tenanted building GIA is the sum of GLA and NA Gross Lettable Area of a unit is the floor space contained with a tenancy at each floor level measured from the inside of main faces of external walls and where applicable the inside faces of internal inter tenancy partition and common area walls For the purposes of ISA Key Performance Indicators it has been agreed that parking
25. the property is located in from the drop down list This updates the form to provide nationally specific County Region options below o Town City Enter the town city that the property is located in o County Region Determined by selection made within the Country field select the county or region in which the asset is located from a drop down list Please Note An Other County Region field will appear for countries with regions outside of the system s stored options o Post Code Zip Code Enter to postal zip code for the property o Site Class Only displayed when site is selected from the Property Level field This field is used to categorise the Property according to the list displayed o Which of the Following Building Types Best Describes the Property Tier 1 2 3 Only displayed when building or asset is selected from the Property Level field This list is similar to Site Class and asks for classification of the building or asset to a greater level of detail from the list displayed In the example below the user has chosen the Tier 1 level as Retail the Tier 2 level as Unit Shop and the Tier 3 level as Street this clearly defines the building or asset to be a retail shop in a street Each of the drop down boxes is dynamic therefore depending on your selection of an option in a tier the drop down options available in subsequent tier s change accordingly lOS User Manual v4 7 140401
26. they forget their username or password An automatic reminder of this information can be generated by using the reminder functions found on the login page Department ee Contact Email EPID Username ee IOS User Manual v4 7 140401 10 Page e The username that will be used to sign into the online system should be recorded in the Username Email field Contact Number Mobile Username Email e The password that will be used in conjunction with the username to sign into the online system should be recorded in the Password field Password Confirm Password Please Note Passwords should be a minimum of 8 characters long and a combination of alphabetic and numeric characters Passwords can be changed via the Change My Password option which is also found in the User Maintenance option via the home screen e When the User Registration Form has been completed the Register Now button should be used to log the new user profile onto the account USER REGISTRATION FORM Title Mr First Name Alan Sumame Brown 7 Role Po rtfolio Manager Department Asset Mana g ement Contact Email EPID Username lalan brown compx com Contact number Office 0207 445 667 Contact Number Mobile j Username Email alan brown campx com 3 Password LELLLLLILL Confirm Password seeusees EPID Register Now e Once the Register Now button is used the system will log the new user profile and return the user to
27. to CHP C Gas pes input fuel to CHP L Biogas as input fuel to CHP L Liquid biofuel as input fuel to CHP L Biomass as input fuel to CHP Energy Exports If energy from this property is exported off site then please tick all that apply below L Electricity exported off site L Heat exported off site Water If data for water consumption is avaiable for this property then tick the different types of consumption that apply below Mains public supply water CI Recycled grey water C Treated waste water recycled C Local ground water sources C Treated rainwater C Untreated rainwater C Local surface water sources streams rivers lakes and ponds LJ Other water sources not listed Waste If data for waste disposal is available for this property then tick the different types of disposal that appl below L incineration without heat recovery L Composting L Anaerobic digestion L Disposal via other routes not listed above Please Note Once the usage types have been selected for this property you do not have to select them again in the future However you can select new usage types or deselect un tick existing usage types if the needs of the property change in the future No consumption data should be entered for the reporting year for a usage type if you want to deselect it Please Note The above two processes will only upload the basic property and measurement details and further steps are required to upload the consumption data
28. to the portfolio o Sub Company The Sub company to which the portfolio is attached o Portfolio Manager Client user responsible for control of all pre assessment activities related to that portfolio o Modified Date The point at which the data attributed to the portfolio was last modified o Reference Number A unique reference number automatically generated by the system for identification of the portfolio within the online system o No of Sites The number of property records logged and defined as sites within the portfolio record o No of Buildings The number of property records logged and defined as buildings within the portfolio record o No of assets The number of property records logged and defined as assets within the portfolio record o Details Link to editable portfolio details including organisation name division if applicable Portfolio name Portfolio Manager and general description Please Note Clicking column headings will sort all portfolios displayed on the Portfolio Management Menu by the column s context e Users can view portfolios assigned to particular subsidiary companies of the client organisation by using the Filter by Sub Company drop down field e Once a menu contain over 20 records there are several options to customise the number of rows that are visible The left and right arrows can be used to scroll one page at a time or to scroll to the first or last page It is a
29. which can be applied to determine whether areas should be classified as below ground Gross Lettable area GLA m2 Gross Lettable Area of a unit is the floor space contained within a tenancy at each floor level measured from the inside of main faces of external walls and where applicable the inside faces of internal inter tenancy partition and common area walls The diagram below shows an example of how it applies to multi tenanted offices lOS User Manual v4 7 140401 53 Page Fire Exit Penmanent circulation areas oomdors excluded eee Cupboards not occupying usable area axcduded Permanent lift lobby A EHEH D a E E E e l E j stairs amp lift wells EHE HEHE ee H H a HE HH H Toilets exduded NS IOS User Manual v4 7 140401 54 Page e The GLA is represented by the white areas which comprises 3 offices suites The grey areas which represent Non Lettable Areas are excluded For the purposes of ISA Key Performance Indicators it has been agreed that parking areas whether enclosed multi storey or surface facilities will be excluded from Gross Lettable Areas e Non lettable Area NA Non lettable Areas or common areas are understood to be that floor space within an owners building from which an income cannot be derived The NA is represented by the grey areas in the diagram above Examples include common use areas lift lobbies stairwells plant and technical rooms management offices or
30. 00000 Client Auditor Comment Comment Question z 9800371 On site heat generation from solar energy r o gt Answer Units kWh Client Auditor Comment Comment Please select the statement which applies to the energy data entered including any data that is aggregated from other property Q ti z uestion units Answer Covers all energy sources used by the property but contains some values which have been estimated using acceptable methods seeu v Cancel Submit amp Exit e The Online Questionnaire is used to log performance data for the parent property record with the questions presented using categories Energy Waste Water e By hovering over the 7 icons with the mouse cursor it is possible to view supplementary notes about the questions You are here List of Portfolios Demo Portfolio Demo 1 Online Questionnaire KPI Energy Waste Water No Question Client Comments Auditor Comments What is the annual electricity as metered used by the building ENE080030 4 supplied by the mains supply in X To reco nise and encourage the installation of energy sub metering that facilitates the monitoring of in use energy consumption by tenant or end user usage excluding that for e cogeneration as metered by the ENE080031 1 building in kWh annum The start and end dates for each kWh annum figure provided must be the same e For some questions
31. 00016543 B1 BIU00013295 i Buildi Avnish Shah oR T Pii mi Question uilding vnish Sha 2014 2012 ae 12 03 Avnish PRY00016543 B1 BIU00013290 Question Building Avnish Shah 2014 2011 Shah Capped vV After change of Reporting Year showing the now old current Reporting Year and a status of closed z 2 Search for You are logged in as Avnish Shah Portfolio Owner Organisation Testco6 You are here List of Portfolios ISA Properties PRY00016543 B1 Dz Asset arcion Status Details Mae ee om Measurement U age Property F j te Dafn aK PP pea r re A i ye nad Reference Selection Leve Manager Modified Client Reference A 12 03 Avnish PRY00016543 B1 BIU00013295 f Question Building AvnishShah 3074 0 fon V 03 Avnish PRY00016543 B1 BIU00013290 Question Building Avnish Shah ae 2011 te Capped ie This means that the measurement and consumption information for that reporting year can no longer be changed But as with all previous reporting year data you would still be able to browse the information This can be done by clicking the reference number of the measurement as shown under the Measurement Reference heading in the above screen shot e To be able to enter measurement and consumption data for the new current Reporting Year click on the Submit Assessment Data for Next Year link found at the bottom of the property list screen IOS User Manual v4 7 140401 75
32. 00333 Company List Log New Portfoliof Log New Sub Portfolio Terms of Use Online User Manual Copyright BRE Global Ltd 2010 e The system will display the Sub Portfolio Logging Form IOS User Manual v4 7 140401 26 Page You are here List Of Portfolios Add New Sub Portfolio Portfolio Details Registered On 30 November 2011 Organisation ISA Demo Org Division if applicable Portfolio Name Sub Portfolio Name Portfolio Manager Description Cancel As many fields as possible should be completed subject to information available to the user Please Note Property records can be moved between portfolios and sub portfolios once logged through the Transfer Property function Please Note Red asterisks indicate that the field is mandatory and must be completed in order to submit the form O Input fields are detailed below Organisation Automatically populated using account details this could include subsidiary companies previously registered to the client account Division if applicable The subset of the organisation making use of properties within the portfolio Portfolio Name The portfolio containing the sub portfolio selected from a drop down list Sub Portfolio name The name given to the sub portfolio entered using a free text field Portfolio Manager The user fulfilling the role of PM which has been assigned to the portfolio record Descrip
33. 6501 Property 1 Measurement Consumption i tetera Reference Period Date Registered Property 1 Property 1 Property 1 BIUOO0LS 220 BIUOO0LS 220 BIUQO013220 17 04 2013 17 04 2013 17 04 2013 17 04 2013 17 04 2013 17 04 2013 17 04 2013 17 04 2013 Property 1 BIUOO0LS220 Click here to enter consumption data for the quarter Indicates whether consumption data has 5 been entered Displays KPI Consumption entry Previous scoreboard periods Entry to the online questionnaire is through the envelope button on the right hand side of this screen Please note that in order for the online questionnaire to display the right questions the appropriate usage types for the property must first be selected from the Usage type selection screen This screen can be accessed from the Question link on the measurement record You are here List of Portfolios Bidg 2 Property z Measurement Usage Property Date kitiran ee o Reference Selection Level Modified PRY00016534 Bldg 2 08 06 2013 BIU00013256 Question Building Jo Bloggs Icon Definition g Details D Assign Asset Manager Auditor Previous Select from the usage selection screen the appropriate usage types applicable to the property by ticking the relevant check boxes IOS User Manual v4 7 140401 66 Page You are here List of Portfolios taplaa PRO00016501 Property 1 Energy Please tick the type of energy u
34. Bulk download upload facility e This facility allows large numbers of property data to be downloaded from or uploaded into the ISA online system using Microsoft Excel spread sheets If correctly used this facility can reduce the time it would normally take if the same data was manually keyed in e Should you wish to enter your data via the download upload option please choose one of the below options and follow the instructions Please note the uploading of basic property details measurement data and consumption data onto the ISA database is a three stage process for new properties and steps in all three processes A and B and C must be completed Process A is firstly used to upload the basic property details Process B is to upload measurement data and process C is used to upload consumption data Process A Download Upload New Existing Properties for basic property details Please Note the download upload process works on one property level at a time Therefore if you have all three property levels across one portfolio you will need to carry out three downloads one for the site s one for the building s and one for the asset s Download Empty Template Adding a new property 1 Log into your account on www isameasurement org 2 From the HOME screen click on the Download Property Details link 3 Use the drop down boxes to choose where applicable a ORGANISATION b PORTFOLIO NAME c SUB PORTFOLIO NAME d PROPERTY
35. List of Portfolios tspitaa s PRYOOODI6502 s AS2 Sk9 Client Reference 3 ASAS AS2 SE9 AS2 SK9 AS2 SK9 AS2 SK9 AS2 SKO AS2 SKO AS2 SK9 AS2 SK9 AS2 SK9 ASZ SKS AS2 SK9 BIWOOO1S 222 BIWOOOLS222 BIUQO013222 BIWIOO01L 3222 BIWOO013 222 BIWOO01LS222 BIUOOOLS 222 BIUOO0LS222 BIUOOO1L3 222 BIUOOOLS 222 BIWOOO13222 BIWOOO1S222 January February March April May June July August September October November December 30 04 2013 30 04 2013 30 04 2013 30 04 2013 30 04 2013 30 04 2013 30 04 2013 30 04 2013 30 04 2013 30 04 2013 30 04 2013 30 04 2013 EE __ _S __ 30 04 2013 30 04 2013 30 04 2013 30 04 2013 30 04 2013 30 04 2013 30 04 2013 30 04 2013 30 04 2015 30 04 2013 30 04 2013 30 04 2013 Previous Click here to check the uploaded data Indicates whether consumption data has been uploaded or entered for this period Consumption entry periods Displays KPI scoreboard e f any of the links under the measurement Reference column are clicked the user will be taken to the Performance Management Menu for the measurement record see below screen shot You are here List of Portfolios Demonstration Portfolio Bldg 2 KPI Scoring ISA KPI Scores Property Details al Property Name ISA Global ID Property Type Building Use Type Office Cou
36. Manager Demo Manager i Property level Select i Assign Property Manager UnAssigned i Where the parent property is logged in a separate online account please enter the unique id number currently asset ref i Client Reference i Property description i Year built Select iin which year was the recent major refurbishment Full Property Address Select i Property Unit reference PO i Address Line1 ee ij Address Line2 ee i Address Line3 ee i Address Line4 ee Local area name Po iCountry Select i i Town City County Region Select i Post Code Zip Code ils this a listed building Select Cancel Submit amp Exit IOS User Manual v4 7 140401 29 Page e The Property Logging Form allows new property records to be logged within a portfolio or sub portfolio and is typically completed by the Portfolio Manager PM or Property Manager PrM e The Property Logging Form is dynamic and presents slightly different fields to the user depending on the selection that is made in the Property Level field This change occurs within the Site Class field at the bottom of the form The Site Class field is described in more detail below e Once a Property Level has been selected in the Property Level field the system will also display the fields required to link property records Property details i Property level Bu
37. Page User Maintenance Home My Reports You are logged in as Avnish Shah Portfolio Owner Organisation Testco6 You are here List of Portfolios ISA Properties Property Property Ref Manager Client Reference Pope a a olio Level Manager Modified Date Measuring Details PRY00016543 B1 Building ISA Properties AvnishShah Avnish Shah 12 03 2014 PRY00016544 B2 Building ISA Properties AvnishShah Avnish Shah 12 03 2014 PRY00016545 B3 Building ISA Properties AvnishShah Avnish Shah 12 03 2014 PRY00016546 B4 Building ISA Properties AvnishShah Avnish Shah 12 03 2014 Log New Property Transfer Property Upload Property Upload AssessmentDetails Submit Assessment Data for Next Year e This will display all the properties in your sub portfolio Then from this list select the properties that you wish to assess in ar by ticking the appropriate tick boxes and click the Submit Assessment Data for Next Year button on the screen Home My Reports You are logged in as Avnish Shah Portfolio Owner Organisation Testco6 User Maintenance You are here List of Portfolios ISA Properties Submit Next Year data PRY00016544 PRY00016543 PRY00016545 PRY00016546 BIU00013294 BIU00013295 BIU00013296 BIU00013297 Building Building Building Building Avnish Shah Avnish Shah Avnish Shah Avnish Shah Cancel Submit Assessment Data for Next year Please Note Thi
38. Property Unit reference PF i Address Linet i Address Line2 i Address Line3 i Address Line4 iLocal area name Country U i Town City lL don i County Region i Post Code Zip Code i det Basic Property Details i Site Class i Is this a listed building IOS User Manual v4 7 140401 50 Page e The Property Details tab simply displays the data that has been defined and logged for the parent property record when it was logged earlier in the pre assessment process e This data is presented as read only and hence is greyed out Any changes to this data that relates to the property record must be made via the Property Management Menu through the details option for the appropriate record 10 4 The Variable Measurement Details Tab e The Variable Measurement Details Tab is presented next to the Property Details Tab and presents the Variable Measurement Details Form when opened You are hen List of Portfolios PRYDOO 18536 Register Measurement Measurement Mandatory Fields Varian Mecsuremen Details omga deial Il LAR detale Assien Asset Manager LinAssigned i Planning restriction Select Dre i Consumption Period Select One Reporting period t Start date of reporting period DD MM VYY eoo y ml 1 End date of reporting period DOJAJA TITY i ml Width External im Length External m
39. THeight floor to floor heieht iim Basic property shape 5e4ect T Humber of floors above eround Humber of floors below erounck i Gross lettable area of the buikdins im i Hon lettable areaof the building m 2 i Gros internalarea of the building m Mote At least a NUMERIC value Ts expected for Gross Lettable Area GLA or Met Area MA or Gross Internal Area G14 i Gras Lettabie Area under occupation im ie Additional information Submit amp Exit IOS User Manual v4 7 140401 51 Page e The purpose of the Variable Measurement Details Sub Form is to capture details about the property which are pertinent to its measurement which may change over time hence the term variable Below is an outline of each field 10 4 1 Measurement Assignment e Assign Asset Manager Select the owner of the measurement record who will fulfil the role of Asset manager and will therefore be assigned to the measurement record Please Note This field is mandatory for completion Failure to complete this field will prevent the measurement record from being logged successfully e Planning restrictions Select any planning restrictions that apply to the property at the time of measurement from a drop down list e Consumption period Select the frequency at which consumption data will be entered for the property There is a choice of the following Yearly once a year Half Yearly after every six months Quart
40. TYPE 4 Click on the GO button IOS User Manual v4 7 140401 35 Page Home User Maintenance My Reports You are logged in as Jo Bloggs Portfolio Owner Organisation My Org You are here List of Portfolios Organisation My Org Portfolio Name Demonstration Portfolio v Sub Portfolio Name Demonstration Portfolio v Property Type select select Credit left in your account to register 86 measureme Site To purchase additional measurement credits please Con Building Asset Previous 5 Tick the PROPERTY DETAILS option and click the DOWNLOAD buiton Organisation My Org Portfolio Name Demonstration Portfolio Sub Portfolio Name Demonstration Portfolio v Property Type Building Credit left in your account to register 987 measurements To purchase additional measurement credits please contact ISA Portfolio Name Portfolio Manager Property Type O Apply Demonstration Portfolio Jo Bloggs Bldg 1 Building Demonstration Portfolio Jo Bloggs Bldg 2 Building o Demonstration Portfolio Jo Bloggs Bldg 3 Building oO O Download All Property Details O Measurement O Questionnaire Previous Download Empty Template a For properties that need to be uploaded to the ISA system for the first time this will download a blank property details template b To modify details of properties that already exist on the ISA system select the appropriate properties from the po
41. ate Ref Number Sites Bldgs Assets Details No records to display Company List Log New Portfolio Log New Sub Portfolio Terms of Use Online User Manual Copyright BRE Global Ltd 2010 e Details of the client users name and role are given in the top left hand corner of the screen above the client organisation s name e At the top of every screen within the system is the Control Panel shown above The Control Panel can be used to access other menus and associated functionality within the system 3 2 Navigation e Use navigational buttons provided within the system Next Continue Previous etc to move between menus within the system e The You are here trails also provide shortcuts back to previously accessed pages Please Note Users should never use the browser navigation options e g to move backwards and forwards through the online system IOS User Manual v4 7 140401 8 Page 3 3 System time out e After approximately 15 minutes of system inactivity i e no button clicks the system will automatically log you out You will be required to log back in to regain access to your account Please Note When a user session is terminated due to a system time out any data entered that has not been saved will be lost Please employ best practice by ensuring that the save feature is used regularly to avoid potential data loss 3 4 Logging out e It is important for data security that you do not
42. ave function was used o Save Using this function saves all performance data added to the Online Questionnaire so far or since the previous save o Submit and Exit Using this function saves all performance data added to the Online Questionnaire so far or since the previous save and returns the user to the Performance Management Menu Please Note Whilst consumption data is being entered into each entry period for the year the Performance Management Menu is still visible through the link under the Measurement Reference column This Performance Management Menu only displays the latest information about the KPIS However if a full reporting year s consumption data has not been entered then this information will not be accurate with regard to KPIs 3 6 and 8 Only when a full reporting year s consumption data has been entered will it show the correct energy carbon and water intensities This is because the intensities are calculated on an annual basis All other KPIs will show the latest interim values IOS User Manual v4 7 140401 72 Page 12 CLOSURE OF THE CURRENT REPORTING YEAR AND OPENING OF THE NEXT e Until now the closure of the current Reporting year for data entry was a once in a year event controlled by the ISA administration team It was performed when all ISA members had completed the data entry of their property and consumption data on the ISA system for the current reporting period At the same time t
43. bal Ltd 2010 e This takes users to the Company Management Menu listing all companies and sub companies logged within the client account lOS User Manual v4 7 140401 21 Page You are here Home List of Companies View all Company Name ISA Demo Org Pages 1 Address City ISA Member 1 Demo Ave N9 INN Demoville ISA Member Page 1 Log New Sub Company e The Log New Sub Company link is used to log new sub companies to the holding company account REGISTER Your Details i Organisation Sub Company Y Address line 1 132 Green Street amen O O i Address line 3 i Address line 4 i Country UK i County Region i Post Code Zip Code Tou ity Previous Save e As many fields as possible should be completed subject to information available to the user Please Note Red asterisks indicate that the field is mandatory and must be completed in order to submit the form e Input fields are detailed below O O Organisation The name given to the sub company Address line 1 to Town City The address where the sub company is registered After all fields possible have been completed press Save to return to the Company Management Menu The new sub company has now been added to the list of logged companies You are here Home List of Companies View all Company Name ISA Demo Org Demo Sub Company Pages 1 Address City ISA Member 1 Demo Ave N9 INN Demoville ISA Member
44. be transferred from one portfolio to another within the same organisation This can be done by selecting the Transfer Property button in the Property Management Menu screen of the portfolio from where the property is to be transferred IS n as Jacquelyn Innes Portfolio Owner I S A D e m o User Maintenance or e Dart Transfe CA O A m m m A Ala 4 Ii m Ea ala man Qy 7 aus A r ISA Property Record Site 1 Site ISA Property Record No 1 J Innes d 19 12 2011 ter to BISA Property Record No 1 ISA Property Record No 1 ISA Property Record No 2 Property Ref Client Reference Number t 4 Anoar Yal ia d JIL gt fOpeny Mecorg SHS 2 Property Level Portfolio Name Portfolio Manager Date Modified 4 PRY00006328 e When the Property Transfer screen is displayed tick all the check boxes of the property records to be moved in the Transfer column e Use the Transfer to drop down list to select the portfolio to where the property record s are to be moved IOS User Manual v4 7 140401 34 Page e Click the amp button to confirm the move e The user is then returned to the Property Management Menu of the portfolio from which the property was transferred S i Home User Maintenance y are logged in as Jacquelyn Innes Portfolio Owner anisation I S A D e m o Portfolio Client Reference Property Portfolio Name Level er Log New Property Transfer Property 8 6
45. been successfully defined and logged on the Measurement Management Menu a status value is applied This status value reflects where the measurement record is within the present pre assessment process Status Description S Unassigned The measurement record does not have an Asset Manager assigned to it The measurement record has been assigned to an Asset Asset manager Manager responsible for logging performance data for the parent property 10 2 The Measurement Logging Form e In order to log a measurement record the Register New Measurement button should be used When clicked it will display the Measurement Logging Form You are here List of Portfolios Register Measurement Registered On 30 November 2011 Organisation ISA Demo Org Division UK Portfolio Owner Demo Manager Portfolio Manager Demo Manager Property details i Property level i Assign Property Manager i Will subsidiary buildings and or assets be logged for this site Where the parent property is logged in a separate online account please enter the unique id number currently asset ref i Client Reference i Property description i Year built i In which year was the recent major refurbishment Full Property Address i Property Unit reference i Address Line i Address Line2 i Address Line3 i Address Line4 i Local area name i Country i Town City i County Region i Post Code Zip Code Basic Property Details i Site Cla
46. column against each property see below screen shot to indicate that a measurement record has been created IOS User Manual v4 7 140401 40 Page You are here List of Portfolios Demonstration Portfolio Portfolio Property Property Ref Client Reference Demonstration PRY00016535 Bldg 3 Building Portfolio JoBloggs Jo Bloggs 05 06 2013 Demonstration PRY00016534 Bldg 2 Building Portfolio JoBloggs Jo Bloggs 05 06 2013 PRY00016533 Bldg 1 Building E JoBloggs Jo Bloggs 05 06 2013 Log New Property Transfer Property Download Report Upload Property Upload AssessmentDetails Submit Assessment Data for Next Year 9 You can now access the property measurement details to verify the changes This is accessible through the property reference link for each property under the Property Ref column see above screen shot An example of a measurement record is displayed below You are here List of Portfolios Demonstration Portfolio PRY00016535 Bldg 3 Property a I OESO Measurement Usage Property Property Reference Reference Selection PRY00016535 Bldg 3 B1U00013257 Building Jo Bloggs Click on the property s measurement record to check that the uploaded information appears correctly in all the fields If necessary correct any information online and repeat the process for other properties or property types buildings and or assets that may have also been similarly uploaded 10 Now click on the QUESTION
47. d by ISA This then allows properties to be benchmarked against other properties from other member organisations The system is designed for use by organisations that own manage or occupy properties For ISA members that wish to it is also possible to measure properties logged on the online system against each part of the BREEAM In Use standard and additional BREEAM In Use specific set of KPIs Please contact the ISA administration desk at the e mail address below if you would like to do this Below is a more detailed list of the functionality that the online system provides to ISA members e Functionality to define and log organisational hierarchy through the creation of a holding company and related subsidiary companies e Functionality to define and log organisational property related hierarchy and related characteristics through the creation of portfolios subsidiary portfolios and properties e Functionality to define and log performance related data and information for each property that has been defined and logged e Functionality to view the results of performance data and information entered for defined properties against pre defined ISA KPIs e Functionality to view produce ad hoc reports on the performance of registered properties e A repository for pre assessment data information and results that have been generated 1 2 About this guide This User Manual has been written to provide guidance for Portfolio Owners Portfo
48. ding property and measurement details and the consumption details that has been entered into the system e From the home screen of the ISA system click on the My Reports link at the top of the page e Clicking on the 8 Data Extract link at the bottom of the first column under ISA Property Profile will display the following screen Home User Maintenance My Reports You are logged in as Avnish Shah Portfolio Owner Organisation Testco You are here Data Extract From Date 2011 To Date FAUR e To extract data for specific reporting years simply select the start and end years from the dropdown lists click the TEN and wait for the data to be extracted e The data will then be presented on a Microsoft Excel spread sheet an example of which is shown below For ease of understanding the columns are shaded in different colours Grey represents data from property details and measurement sections light green represents Energy consumption data Blue for Water consumption not shown below and light brown for waste data not shown below IOS User Manual v4 7 140401 8i Page Average vacancy rate Consumption period Consumption period i frequency me 11 M 4 gt gt i ISA DATA EXTRACT 3 This data can then be downloaded onto your computer and used as required Please Note Depending on whether the consumption period frequency is monthly quarterly half yearly or yearly the same
49. ecord at any one time o It is possible to have multiple users with PrM permissions assigned to different property and or measurement records within the same portfolio or sub portfolio o If there are multiple PrMs operating within the same portfolio or sub portfolio property records can only be edited by the record owner IOS User Manual v4 7 140401 13 Page e Asset Managers AM are able to view the data logged for portfolio property and measurement records but they are not able to log any of these entities themselves In order to facilitate the process of collecting and logging performance data Asset Managers are able to access and edit the online questionnaire There are a number of rules within the system related to the AM user o There is no limit to the number of AMs that can be created and active against a holding company o Only one AM can be assigned to a measurement record at any one time o It is possible to have multiple users with AM permissions assigned to different measurement records within the same portfolio or sub portfolio o If there are multiple AMs operating within the same portfolio or sub portfolio measurement records can only be edited by the record owner e Enquiry Only Users EQ are able to view all of the data logged into the system but they are not able to edit any of the data themselves There are a number of rules within the system related to the EQ user o There is no limit to the number o
50. ecords are linked together this is illustrated on the Property Management Menu through a nesting style of presentation similar to Microsoft Windows Explorer Clicking on the and signs expands or collapses the records as appropriate IOS User Manual v4 7 140401 33 Page You are here List of Portfolios Demo Portfolio Portfolio Manager Property Modified Manager Property Sioa Portfolio Name Details PRY00006280 Demo 1 emo Portfolio DemoManager Demo Manager 30 11 2011 aa Property Ref Client Reference Sera Portfolio v PRY00006281 Smaller Building Building Demo Portfolio Portfolio Client Reference Name Property Ref Sub let floor Demo Portfolio Name Portfolio Manager DemoManager Portfolio Manager DemoManager Property Manager Demo Manager Property Manager Demo Modified Date 30 11 2011 Modified 30 11 2011 Details Manager Log New Property Transfer Property Please Note If property records are linked to others it will not be possible to delete them until these links are removed These links will have to be removed for the property record itself and for related records that it is linked to via the Parent Site field Please Note If property records are linked together they will be transferred collectively if any of the individual property records are transferred 8 5 Transferring a Property Record e This function enables a property to
51. ecords in an upward direction by using the Parent Site field This means that a building record can be linked to a site and an asset record can be linked to a building By definition a site record is linked to the portfolio or sub portfolio that it is being logged within o In order to link a building record to a site or an asset record to a building a Yes must be entered within the Subsidiary Assets field of the parent record This entry is made via a drop down field Property details i Property level Building i Assign Property Manager UnAssigned Parent site Select i Will subsidiary assets be logged for this building Select i Where the parent property is logged in a separate online account please enter the unique id number currently asset ref i Client Reference i Property description i Year built iin which year was the recent major refurbishment o Building records can be linked to site records There is no limit to the number of building records that can be linked to a site record o Asset records can be linked to building records There is no limit to the number of asset records that can be linked to a building record o Itis not possible to link asset records to site records o Property records can only be linked to one other property record at any one time o A link can only be created between property records within the same portfolio or sub portfolio e When property r
52. eleted if they do not have portfolio sub portfolio property or measurement records assigned to them Each of these records and record assignment is outlined later in this manual e Once user profiles are deleted it is not possible to retrieve them again e The quickest way to withdraw a user account from a user is to amend the account status from Active to Inactive This will prevent the user from re accessing the system The status can be amended again at any time in the future to permit the user to access the system e itis now possible for users to change their username lOS User Manual v4 7 140401 12 Page 4 3 User Profile Permissions e As shown within the User Account Management Menu there are several different permission Levels that can be assigned to user profiles within the online system o Portfolio Manager PM o Property Manager PrM o Asset Manager AM o Enquiry Only EQ e Within the system user profile privileges work on a hierarchy At the top of the hierarchy is the Portfolio Owner PO The PO is defined and created during the initial registration process for the online system account Users defined as the PO for an account have full privileges to access all functionality and complete any action within the account e In order to ensure that there is always one user associated with the holding company that has full privileges it is not possible to edit the privileges of the Portfolio Owner Due to this the
53. ent Menu can be sorted by clicking on the column headers e The Measuring column contains a check box If a measurement record has been logged against the property record a tick will appear in this box This saves users from having to drill down into the property record to check if a measurement record has been logged or not e The Details option allows users to review an existing property record and edit it subject to rules and conditions IOS User Manual v4 7 140401 28 Page You are logged in as Test Doctor Portfolio Owner Organisation ISA Test Org You are here List of Portfolios London Properties Portfolio Lise Property lt Property Ref Client Reference Level Portfolio Name Manager PRY00006283 Bld2 Building London Properties PM1 AvnishShah PRY00006276 PMI Property 1 Site Site London Properties AvnishShah Property aes Avnish Shah PrM1 Avnish Shah PrM1 Analitinis Date 03 12 2011 28 11 2011 Measuring Details wy lea Log New Property Transfer Property 8 2 Logging a new Property Record e To log a new property record the Log New Property button should be used to open the Property Logging Form as shown below You are here List of Portfolios Register Property Register New Property Registered On 30 November 2011 Organisation ISA Demo Org Division UK Portfolio Owner Demo Manager Portfolio
54. erly after every three months and monthly after each month 10 4 2 Reporting period e Start date for reporting period DD MM YYYY Use the calendar icon to insert the first day of the reporting period e End data for reporting period DD MM YYYY Use the calendar icon to insert the last day of the reporting period Please Note These fields are mandatory for completion Failure to complete these fields will prevent the measurement record from being logged successfully Please Note The entries in these fields have a direct impact on the KPI results calculated by the system 10 4 3 Property Dimensions e Users are asked to define the dimensions of the property that are the subject of the pre assessment when they are logged onto a measurement record e Full guidance of how floor area measurements are treated within the ISA database is available on the next page e The presentation of these fields within the Property Dimensions section of the Measurement Logging Form is influenced by the Property Level which is defined on the Property Logging Form when the property is logged a For Sites e Width external m Enter the maximum external measurement in metres from front to rear walls of the site at ground level or whichever floor is lowest to ground level if applicable e Length external m Enter the overall external measurement in metres of a straight line across the front of the site from the outside of e
55. f EQs that can be created and active against a holding company lOS User Manual v4 7 140401 14 Page e The table below has a full break down of the functions and features each user profile can access and perform Function Portfolio Portfolio Property Asset Owner Manager Manager Manager Only a0 PM PrM AM e gt lt gt lt Log holding company View holding company details Edit holding company a Log subsidiary company X X X X X gt lt X X X X XI X X View subsidiary company details Log portfolio record Assignable to a portfolio record Log sub portfolio record View sub portfolio record details a Log a measurement record View measurement record details S Edit sub portfolio record EE EES a ES an E IOS User Manual v4 7 140401 15 5 COMPANIES PORTFOLIOS PROPERTIES AND MEASUREMENT 5 1 Introduction e The online system allows property owners managers and tenants to answer environmental performance related questions about their building in order to derive a score through the ISA Key Performance Indicators KPIs However before it is possible to answer these questions and generate a score for a property the surrounding structure of the property must be captured Within the system this is completed by defining and logging different records such as sub company portfolio property and measurement records e The process of creating this structure
56. fied Manager Smaller Building Building Demo Portfolio DemoManager 30 11 2011 Manager Property Ref Client Reference PTOPerty Portfolio eae Property Modified Demo Manager PRY00006282 Sub let floor Asse Demo Portfolio DemoManager 30 11 2011 Log New Property Transfer Property IOS User Manual v4 7 140401 47 Page 10 1 The Measurement Management Menu e To register a measurement record against the property the Property Reference link should be clicked to drill down into the property record providing access to the Measurement Management Menu for that individual property You are here List of Portfolios Demonstration Portfolio PRY00016536 Bldg 4 Property a T E TEA Measurement Usage Property Property Reference No records to display Reference Register new Measurement icon Definition d Details D Assign Asset Manager Auditor e Aswith other menus within the system the Measurement Management Menu is in the format of a table with various columns showing headline pieces of information about each measurement record which is logged It is possible to sort the contents of this menu by clicking on each column header e Live and historic measurements are listed on the basis of date registered see below for further sorting options O Property Reference The unique reference number applied by the system to the parent property record at the point it is logged Client Reference The
57. ge of 1 measurement credit also applies if a measurement record is re measured Measurement credits are stored in a Measurement Credit Account which is created when the process to create an ISA online system account is completed This process is outlined in section 2 of this manual The Measurement Credit Account is linked to the holding company defined during this account registration process Measurement credits stored within this account can be used to register measurements by users registered against the holding company with Portfolio Owner Portfolio Manager or Property Manager privileges 9 2 Charging for new Measurement Records When logging a new measurement record the measurement credit is actually deducted from the Measurement Credit Account when a user successfully submits the measurement record all of the mandatory fields have been completed using the Submit and Exit button located at the bottom of the Measurement Logging Form or alternatively after measurements have been uploaded through the bulk data upload and download process Before the system actions this request the user will be informed that a charge or measurement credit will be deducted and will be asked to confirm that they wish to continue Following confirmation that the user wishes to continue the system will then log the measurement record on the Measurement Management Menu and the charge of 1 Measurement credit will be deducted from the Measurement Credi
58. h points 1 2 and 3 on this screen then tick the tick box to accept the terms and conditions and click the Submit button Otherwise just click the or Exit button Clicking the button will inform the ISA Administration team that you have requested the opening of the next reporting year for data entry The ISA Administration team will then inform you when the current reporting year has been closed and the new reporting year has been opened Please Note The new reporting year has been opened especially for your organisation and any relating sub companies to begin data entry of the environmental performance data relating to that year e When the new reporting year has been opened all measurement records that were created in the previous reporting year that showed a status of Measuring will now show a status of Closed See below screen shots of before and after change of reporting year Before change of Reporting Year showing the current Reporting Year and a status of Measuring IOS User Manual v4 7 140401 74 Page Search for You are logged in as Avnish Shah Portfolio Owner Organisation Testco6 You are here List of Portfolios ISA Properties PRY00016543 B1 os He Property ala ie fleasurement Usage Prope Property Date pa a ASSEE Reference Client Reference Dafarence Calartinn Laval M nager M sdified Version Manacer Reference eference Selection Level Manager Modified Manager PRY
59. harging mechanism 9 1 Measurement Credits and the Charging Mechanism 9 2 Charging for new Measurement Records 9 3 Purchasing additional credits Top ups Logging a Measurement 10 1 The Measurement Management Menu 10 2 The Measurement Logging Form 10 3 The Property Details Tab 10 4 The Variable Measurement Details Tab 10 4 1 Measurement Assignment 10 4 2 Reporting period 10 4 3 Property Dimensions 10 4 4 Additional Information 10 5 Occupancy Details 10 6 Utility Details Using the performance management menu 11 1 Accessing the Performance Management Menu 11 2 The ISA KPI Scores Tab 11 3 Property Details 11 4 Activities Menu 11 4 1 The Online Questionnaire Closure of the current reporting year and opening of the next my reports 13 1 Report Categories 13 2 Using My Reports 13 3 Extracting user input data from the ISA system Glossary of terms IOS User Manual v4 7 140401 35 46 46 46 46 47 48 49 50 51 52 52 52 56 57 60 62 62 64 64 65 65 73 78 78 79 81 83 3 Page 1 INTRODUCTION 1 1 The Online System The International Sustainability Alliance ISA online system is a web based software tool which can be accessed from any internet enabled computer It provides functionality for ISA members to create an organisational structure under which portfolios of properties can be registered to assess their environmental performance against a set of Key Performance Indicators KPIs under various categories as define
60. he asset ended if applicable Owner Investor name The individual or organisation with freehold ownership rights to the asset Tenant Occupier name The individual or organisation that has leased the asset Start date of the tenancy DD MM YYYY Enter the date that tenancy of the asset commenced if applicable End date of the tenancy DD MM YYYY Enter the date that tenancy of the asset ended if applicable What occupancy type best describes the activities of the occupants Tier 1 What occupancy type best describes the activities of the occupants Tier 2 Number of day per year under normal full operation Enter the number of calendar days per year that the asset is operated at normal capacity The typical number of working days in a full reporting year is 250 Number of hours per day under full operation Enter the typical number of hours the asset is operated at normal capacity per day throughout the reporting period Average Annual Vacancy unoccupied rate No of full time equivalent staff as workers within the building FTE throughout the reporting period Enter the total number of staff defined as workers within the building throughout the defined reporting period using full time equivalent as the unit of measurement so that part and full time staff can be included No of visitors to the building if classified as a retail or leisure Property Enter the number of people that vis
61. he next reporting period would have been opened for all ISA members to start data entry e The ISA system has now been amended to give the ISA member more control over when this event takes place When a Member is happy that all of their data entry including any editing for the current reporting period is complete and they wish to commence data entry for the next reporting year they simply perform the following steps o From the home screen of the ISA system click on the link marked_Data entry complete for 20xx Request access to 20xx that appears at the bottom right hand side of the screen Home User Maintenance My Reports You are logged in as Avnish Shah Portfolio Owner Organisation Testco6 You are here List of Portfolios View all Portfolios Filter by Sub Company Show All T T T Te T al T Portfolio Name Sub Company Portfolio Manager Modified Date Ref Number Sites Bldgs Assets Details ISA Properties Testco6 Avnish Shah 12 03 2014 PORTO0000540 0 Company List Log New Portfolio Log New Sub Portfolio Download Property Details Data entry complete for 2012 Request access to 2013 entry complete for 2012 Request access to 2013 e This link shows the current reporting year that the ISA member has been entering data for in the example in the screen shot above this is 2012 and the following reporting year for which the environmental performance data will need to be entered which is 2013 in the above
62. he reporting period e Average Annual Vacancy unoccupied rate e No of full time equivalent staff as workers within the building FTE throughout the reporting period lOS User Manual v4 7 140401 58 Page No of visitors to the building if classified as a retail or leisure Property Percentage floor area occupied over the year Enter the percentage of floor area of the building that is fully occupied throughout the reporting period Number of workstations Enter the total number of work spaces typically found in the building during the reporting period Workstations would typically comprise an area outfitted with equipment and furnishings for one worker usually including a computer c For Assets Landlord Managing agent s name where not listed select third party Enter the name of the organisation that has leased the asset Start date of management DD MM YYYY Enter the date that management of the asset commenced if applicable End date of management DD MM YYYY Enter the date that management of the asset ended if applicable Owner Investor name The individual or organisation with freehold ownership rights to the asset Ownership type Define if the asset is fully owned or part owned Start Date of ownership DD MM YYYY Enter the date that ownership of the asset commenced if applicable End date of ownership DD MM YYYY Enter the date that ownership of t
63. her or not above the main roof level Service accommodation such as toilets toilet lobbies bathrooms showers changing rooms cleaners rooms and the like Voids over stairwells and lift shafts on upper floors Loading bays Pavement vaults Garages Conservatories lOS User Manual v4 7 140401 55 Page Gross Lettable Area under occupation of the building m2 Defined as the total Gross Lettable Area in metres squared of the building that is attributable to the occupier c For Assets 10 4 4 Width external m Enter the maximum internal measurement in metres from front to rear walls of the asset at ground level or whichever floor is lowest to ground level Length external m Enter the overall internal measurement in metres of a straight line across the front of the asset or the centre line of party walls at ground level or whichever floor is lowest to ground level Height floor to floor height m Enter the height in metres between the structural floor surface and the underside of the highest point of the structural ceiling or roof of the asset If a false ceiling is installed the ceiling height to the underside of the structural ceiling should be used Where a range of heights are present the maximum should be used Basic Property shape Use the drop down list to select the shape which best represents the floor plan of the asset if plan shape varies between floors choose the shape that represe
64. ilding i Assign Property Manager UnAssigned i Parent site i Will subsidiary assets be logged for this building i Where the parent property is logged in a separate online account please enter the unique id number currently asset ref i Client Reference i Property description i Year built i In which year was the recent major refurbishment Please Note Red Asterisks indicate that a field is mandatory and must be completed in order to submit the form e Input fields that are present on the Property Logging Form are detailed below O Property Level Property records can be defined and logged as a Site Building or Asset Please refer to the glossary of terms for descriptions of these property levels Assign Property Manager Select the user that will be working as the PrM and will be assigned to the Property Record Parent Site This field is only displayed when building or asset is selected as the property level Property Level This field displays the names of other property records within the same portfolio or sub portfolio that can be linked to the property record being logged Will Subsidiary Buildings and or Assets be logged for this Site Building This field is used to state if other property records will be linked to it Where Parent Property is Logged in a Separate Online Account This field can be used to make a notional link to other property records held within othe
65. ing agent s name where not listed select third party Enter the name of the organisation that has leased the building e Start date of management DD MM YYYY Enter the date that management of the building commenced if applicable e End date of management DD MM YYYY Enter the date that management of the building ended if applicable e Owner Investor name The individual or organisation with freehold ownership rights to the building e Ownership type Define if the building is fully owned or part owned e Start Date of ownership DD MM YYYY Enter the date that ownership of the building commenced if applicable e End date of ownership DD MM YYYY Enter the date that ownership of the building ended if applicable e Owner Investor name The individual or organisation with freehold ownership rights to the building e Start date of the tenancy DD MM YYYY Enter the date that tenancy of the building commenced if applicable e End date of the tenancy DD MM YYYY Enter the date that tenancy of the building ended if applicable e Number of day per year under normal full operation Enter the number of calendar days per year that the building is operated at normal capacity The typical number of working days in a full reporting year is 250 e Number of hours per day under full operation Enter the typical number of hours the building is operated at normal capacity per day throughout t
66. is presented in the ISA System Structure Map presented below ISA System Structure Map Holding Company SS l ES ESS l M H IOS User Manual v4 7 140401 16 Page 5 2 Logging Organisational Level Records Organisational and corporate structure that sits above a property or properties can be defined and logged within the online system through the holding company and sub company records The holding company is defined during the initial online system account registration process which is completed on the ISA member s behalf by the ISA administrative team The holding company sits at the top of the organisational hierarchy Only one holding company can exist per online system account Sub company records that are linked to the holding company can also be defined and logged Sub company records are simply a way to separate or group portfolio records and are optional Please Note Unless a complex organisational structure exists in real life it is recommended that users make organisational structure within the system as simple as possible The simplest model is to have no sub companies and to have portfolio records linked directly to the holding company 5 3 Logging Portfolios and Sub Portfolio Records Once any required organisational structure has been defined a portfolio record must be defined that will hold property records Portfolio records are simply a meaningful way to group together property records Portfolio records
67. it the building during the defined reporting period that are not classified as staff Percentage floor area occupied over the year Enter the percentage of floor area fully occupied throughout the reporting period lOS User Manual v4 7 140401 59 Page e Number of workstations Enter the total number of work spaces typically found in the asset during the reporting period Workstations would typically comprise an area outfitted with equipment and furnishings for one worker usually including a computer 10 6 Utility Details e When the Utility Details Tab is opened the system presents the Utility Details Sub Form The purpose of this form is to capture information about the organisations that pay for various utilities associated with the property You are here List of Portfolios Register Measurement Property details Utility details In reference to the consumption recorded in this measurement who pays the following bills directly to the utility company Electricity Selec Natural gas Selec Other fuels Selec Water Selec Asset Class Select Asset Sub Type Select Submit amp Exit e As with the Occupancy Details Sub Form the format of the Utility Details Sub Form varies depending on the Property Level selected for the parent property record a For Sites e Electricity In reference to the consumption recorded for the measurement who pays the electricity bills direct
68. l down into the measurement record and access the Performance Management Menu for the parent property record This menu provides access to the Online Questionnaire and displays various scores and ratings for the property Measurement Online Questionnaire KPI scores 11 1 Accessing the Performance Management Menu e To reach the Performance Management Menu the underlined Measurement Ref for the appropriate measurement record should be used You are here List of Portfolios Demonstration Portfolio PRY00016534 Bldg 2 Property a EE O ONEN ee Usage Property Property PRY00016534 Bldg 2 BIU00013256 Question Building Jo Bloggs 08 06 2013 2 S Measuring BA Reference Icon Definition Wd Details d Assign Asset Manager Auditor Previous e When the link under the Measurement Reference column is clicked a screen containing all the consumption periods for the current reporting year for the property is displayed together with an indicator showing which consumption periods have had data uploaded from the template If a consumption period contains data then there will be a tick appearing in the check box under the Consumption column e The screenshot below indicates that consumption data has been uploaded for January hg and March for this property The consumption data can be checked through the envelope button in the Details column next to it IOS User Manual v4 7 140401 62 Page You are here
69. link on the measurement record and specifically tick the types of energy water and waste consumed by the property from the Usage Selection screen and click the SAVE button This will ensure that only the consumption questions related to the types of energy water and waste used consumed by the property are asked for completion IOS User Manual v4 7 140401 41 Page You are here List of Portfolios taplaa PRY00016501 Property 1 Energy Please tick the type of energy used in this property Purchased Energy If the property consumes any of the below purchased energy then tick all that apph below Mains public supply electricity L District heating L District Cooling L LPG Liquid Petroleum Gas Fuel oil L Gas Oil C Sold fossil fuel coal Renewable Energy Sources If the property consumes or generates any renewable energy then tick all that apply below L Solar electricity generated on site L Wind electricity generated on site Hydro electricity generated on site C Biogas L Liquid biofuel L Biomass Waste incineration thermal energy generated on site Other renewable electricity from sources not listed generated on site i Other renewable thermal energy from sources mot listed generated on Site Onsite CHP Combined Heat and Power lf this property uses CHP then please tick all the types of fuel used in the cogeneration C Natural gas as input fuel to CHP L LPG liquid Petroleum Gas as input fuel
70. lio Managers Property Managers and Asset Managers in using the online system As the ISA online system is continually being improved it is possible that some of the screens in this manual may not reflect the latest changes Any comments or suggested improvements regarding this user guide can be emailed to the ISA administration desk info theisa org 1 3 System queries and support For support with the ISA online system please refer to this guide in the first instance Please note 2 guidance icons can be found throughout the online system to supplement the user manual and provide a quick way for users to gain guidance IOS User Manual v4 7 140401 4 Page 1 4 Technical guidance For technical guidance and general queries relating to ISA including help and support using the ISA online system please call 44 0 1923 369080 Telephone lines open Monday to Friday 9am to 5pm 1 5 Email Emails should be sent to info theisa org 1 6 Related documents e ISA Online Quick Start Guide e ISA User Profiles Access Restrictions e Site Building Asset Definitions e ISA Floor Area Measurement Guide e ISA KPIs Rev 9 1 e ISA Approved Conversion Factors for Different Fuel Types e ISA Building Categorisation Definitions lOS User Manual v4 7 140401 5 Page 2 CREATING AN ISA SYSTEM ACCOUNT 2 1 Types of account within the ISA system Within the ISA system there are a number of different types of account that can be created 2 1
71. lio Owner defined Required measurement credits logged Measurement Credit Account created ISA system account created for new ISA member ISA team sends Portfolio Owner username and password for ISA system account Portfolio Owner logs in and begins measuring 4 4 properties user accounts equired Yes t Portfolio Owner adds additional user accounts for colleagues via the User Maintenance menu IOS User Manual v4 7 140401 7 Page 3 LOGGING ONTO THE SYSTEM Go to www isameasurement org e Enter the E mail address used to register your account e Enter your Password chosen at account registration and click the Login button e The ISA online system Portfolio Management Menu is then displayed showing all property portfolios logged within the client account The Portfolio Management Menu is the default or home screen within the system for all users 3 1 The Portfolio Management Menu e Once logged into the system the Portfolio Management Menu displays all portfolios that have been logged onto the system under the client s online system account Home User Maintenance Log Off My Reports You are logged in as Jo Bloggs Portfolio Owner anisation My Org You are here List of Portfolios View all Portfolios Filter by Sub Company Show All Portfolio Name Sub Company Portfolio Manager Modified D
72. lso possible to choose how many records are displayed on each page ISA Test Org Test Doctor 05 12 2011 PORT00000332 ISA Test Org Jax Innes 05 12 2011 PORT00000338 ISA Test Org Jax Innes 05 12 2011 PORT00000337 Test Office Building UK ISA Test Org Jax Innes 05 12 2011 PORTO0000335 E amp wW London ISA Test Org Avnish Shah PM1 03 12 2011 PORT00000324 ISA Test Org Jax Innes 29 11 2011 PORT00000327 ISA Test Org Jax Innes 29 11 2011 PORT00000326 ISA Test Org Jax Innes 29 11 2011 PORT00000325 Page size 20 v Company List Log New Portfolio Log New Sub Portfolio IOS User Manual v4 7 140401 25 Page 7 1 Logging a Sub Portfolio e The creation of sub portfolios allows property records to be logged into a hierarchical structure of four reporting Levels holding company sub company portfolio and sub portfolio as depicted below Sub Company Portfolio Sub Portfolio Property e Sub portfolio records can be logged against a portfolio record by selecting the Log Sub Portfolio button from the Portfolio Management Menu S N Home User Maintenance You are logged in as Demo Manager Portfolio Owner ation ISA Demo Org You are here List of Portfolios View all Portfolios Filter by Sub Company Show All Reference No of No of No of Portfolio Name Sub Company Portfolio Manager Modified Date epee oe Sites Bids eY Details ISA Demo Org Demo Manager 30 11 2011 PORT000
73. ly to the utility company e Natural Gas In reference to the consumption recorded for the measurement who pays the natural gas bills directly to the utility company e Other Fuels In reference to the consumption recorded for the measurement who pays any other fuel bills directly to the utility company e Water In reference to the consumption recorded for the measurement who pays the water bills directly to the utility company e Asset Class This field is used to categorise the property according to the list displayed e Asset Sub Type This field is used to categorise the property further according to the list displayed b For Buildings e What is the EPC rating If less than 3 years old for this Property certificated by accredited assessor Enter the EPC rating currently valid for UK only e What is the valid DEC rating for this building Enter the DEC rating currently valid for UK only IOS User Manual v4 7 140401 60 Page Electricity In reference to the consumption recorded for the measurement who pays the electricity bills directly to the utility company Natural Gas In reference to the consumption recorded for the measurement who pays the natural gas bills directly to the utility company Other Fuels In reference to the consumption recorded for the measurement who pays any other fuel bills directly to the utility company Water In reference to the consumption recorded for the measureme
74. mment gt Question 080037 On site heat generation from solar VOV z Answer 52 823 00 Units kWh Client Comment Please select the statement which applies to the Question 5 units Answer Question not answered or data entry not finished for Cancel y Submit amp Exit e When you have entered the consumption data in each section Energy Waste and Water at the bottom of the screen in each section you are required to select a statement which best describes the data that has been entered in that period for that section The options are o Question not answered or data entry not finished for the year o Covers all energy water waste sources used by the property and is based on actual consumption data o Covers all energy water waste sources used by the property but contains some values which have been estimated using acceptable methods see user guidance o Covers all energy water waste sources used by the property but contains some values that have been estimated using methods not specified in the user guidance o Does not contain all energy water waste sources used by the property o See below screenshot Please Note Unless one of the other options has been selected after the consumption data has been entered it is assumed that the Question is not answered or data entry is not finished for the year Therefore it is important that the correct option is always selec
75. nagement Menu down into a property record A measurement record is defined and logged against a property record and contains variable occupancy and utility related data about the property Measurement Logging Form Measurement Record For every measurement record that has been successfully defined and Measurement logged on the Measurement Management Menu a status value is Record Status applied This status value reflects which stage the measurement record is at in the assessment process The Measurement Reference Number is a unique number which is generated by the system and applied to each measurement record which is logged onto the system Measurement Reference Number Non Lettable Areas or common areas are understood to be that floor space within an owners building from which an income cannot be derived Examples include common use areas lift lobbies stairwells plant and technical rooms management offices or rooms non exclusive public spaces and thoroughfares Non Lettable Area NA The Online Questionnaire is used to log environmental performance Online data for the parent property record It is accessed via the Performance Questionnaire Management Menu and contains all the questions related to the ISA KPIs When logging property records it is possible to create notional links subject to rules The term parent record applicable to property records defined as a site or building is given to a property reco
76. nt who pays the water bills directly to the utility company Building Class This field is used to categorise the property according to the list displayed Building Sub Type This field is used to categorise the property further according to the list displayed c For Assets What is the EPC rating If less than 3 years old for this Property certificated by accredited assessor Enter the EPC rating currently valid for UK only What is the valid DEC rating for this building Enter the DEC rating currently valid for UK only Electricity In reference to the consumption recorded for the measurement who pays the electricity bills directly to the utility company Natural Gas In reference to the consumption recorded for the measurement who pays the natural gas bills directly to the utility company Other Fuels In reference to the consumption recorded for the measurement who pays any other fuel bills directly to the utility company Water In reference to the consumption recorded for the measurement who pays the water bills directly to the utility company Asset Class This field is used to categorise the property according to the list displayed Asset Sub Type This field is used to categorise the property further according to the list displayed lOS User Manual v4 7 140401 61 Page 11 USING THE PERFORMANCE MANAGEMENT MENU e Once a measurement record has been successfully logged it is possible to dril
77. nt to rear walls of the building at ground level or whichever floor is lowest to ground level Length external m Enter the overall external measurement in metres of a straight line across the front of the building from the outside of external walls or the centre line of party walls at ground level or whichever floor is lowest to ground level Height floor to floor height m Enter the height in metres between the structural floor surface and the underside of the highest point of the structural ceiling or roof of the building If a false ceiling is installed the ceiling height to the underside of the structural ceiling should be used Where a range of heights are present the maximum should be used Basic Property shape Use the drop down list to select the shape which best represents the floor plan of the building if plan shape varies between floors choose the shape that represents the majority of the total building floor area No of floors above ground Enter total number of floors in the property that sit above ground level i e an asset taking up an entire 3 storey building with no basement would have 2 floors above ground Mezzanine floor areas with permanent access must be included in this number No of floors below ground Enter the total number of floors in the property that sit below ground level Circumstances vary but the extent of natural light or restricted internal height are examples of the kind of tests
78. ntry UK Year 1990 1994 Full time Equivalent staff 12 Month Reporting Period Activities Bldg 2 PRY00016534 GP Edit Property Details P Edit Measurement Details 01 01 2011 31 12 2011 Consumption January KPI Description Score Edit KPI1 Total indirect energy consumption kWh year 775 561 Total indirect energy from electricity kWh year 775 561 Total indirect energy from imported heating and cooling kWh year Insufficient data Total direct energy consumption kWh year 527 045 Total direct energy consumption from all sources excl biomass kWh year 527 045 Total direct energy consumption from biomass fuelled sources kWh year Insufficient data IOS User Manual v4 7 140401 63 Page e The Performance Management Menu is made up of a number of components o The ISA KPI Scores tab o The Property Details tab 11 2 The ISA KPI Scores Tab e The ISA KPI Scores tab provides a summary of the properties performance against the ISA KPI set o Added to the system using the Online Questionnaire e The score displayed for each KPI is dynamic and will update in real time as the property details measurement details and Online Questionnaire are updated e The title of each KPI is a hyperlink to the relevant Online Questionnaire section and will take the user to that section when used 11 3 Property Details e The Property Details Tab provides an easy t
79. nts the majority of the total property floor area No of floors above ground Enter total number of floors in the asset that sit above ground level i e an asset taking up an entire 3 storey building with no basement would have 2 floors above ground Mezzanine floor areas with permanent access must be included in this number No of floors below ground Enter the total number of floors in the property that sit below ground level Circumstances vary but the extent of natural light or restricted internal height are examples of the kind of tests which can be applied to determine whether areas should be classified as below ground Area Type Define the type of space that the asset is comprised of via the drop down field Area m Define the size of the space in metres squared that can be attributed to the asset Additional Information This section of the Variable Measurement Details Sub Form allows the entry of bespoke field names and values They have been incorporated into the system to allow organisations to capture data that isn t already being stored lOS User Manual v4 7 140401 56 Page 10 5 Occupancy Details e When the Occupancy Details Tab is opened the system presents the Occupancy Details Sub Form The purpose of this form is to capture details and information related to the occupancy of the parent property record You are here List of Portfolios Register Measurement Variable Measurement
80. nu accessible ISA KPI data entered via Online Questionnaire ISA KPIs produced record logged updated Property Property tree record logged updated Measurement Measurement record logged suse gg deducted Scoring dashboard for measurement created 6 LOGGING A SUB COMPANY e The creation of sub companies allows users to group portfolio records to reflect desired organisational or corporate hierarchy or reporting structure Holding Company Sub Company e Portfolio Sub Portfolio Property e This ensures property performance can be allocated to a particular subset of a client organisation and enables focused performance interrogation for instance a sub portfolio can be created for a particular city within a portfolio representing a country e Tocreate a sub company select the Company List link on the Portfolio Management Menu 4 s Home User Maintenance eg Lees International Sustainability Alliance ou are logged in as Demo Manager Portfolio Owner anisation ISA Demo Org You are here List of Portfolios View all Portfolios Filter by Sub Company Show A Reference No of No of No of Number Sites Bids Assets Portfolio Name Sub Company Portfolio Manager Modified Date Details No records to display Company List J Log New Portfolio Log New Sub Portfolio Terms of Use Online User Manual Copyright BRE Glo
81. o access summary of the information entered at property and measurement level under a set of expandable and collapsible headings You are here List of Portfolios PRY00016534 Bldg 2 BDM ISA KPI Scores _ Property Oetais Activities Property Name Bldg 2 ISA Global ID PRY00016534 Property Type Building Use Type Office Country UK Year 1990 1994 Full time Equivalent staff 12 Month Reporting Period 01 01 2011 31 12 2011 General Details d Online Questionnaire P Edit Property Details B Edit Measurement Details Property Details Full Property Address Basic Property Details Reporting period Property Dimensions Additional information Occupancy details Utility details e This provides a convenient way to review this information without having to navigate away from the Performance Management Menu IOS User Manual v4 7 140401 64 Page 11 4 Activities Menu e The Activities Menu is located to the right of the scoring dashboard You are here List of Portfolios Demonstration Portfolio Bldg 2 KPI Scoring ISA KPI Scores Property Details Activities Property Name Bldg 2 ISA Global ID PRY00016534 P Edit Property Details Property Type Building Use Type Office Country UK P Edit Measurement Details Year 1990 1994 Full time Equivalent staff 12 Month Reporting Period 01 01 2011 31 12 2011 Consumption January KPI Description Score
82. ormance values B For all other KPIs cumulative total performance is provided o Relative Performance of ISA Property B These reports present performance at the individual property level for KPIs 3 6 and 8 compared to the portfolio average value and where available the relevant ISA Benchmark 13 2 Using My Reports e Click on the My Reports link Home User Maintenance My Reports e This will show the list of available reports e Select a report from the list and click on it ISA Property Profile Aggregated Absolute Performance Relative Performance of SA of 54 Property Property EFJ On Site energy gereretion by ISA property type and region Piz Tiel dich energy miii en A n a ied e This shows the desired report e Above the chart there are a number of drop down boxes the user can change to filter the data they wish to have included in the report Once the selections have been chosen click on the View Report button to activate the selection lOS User Manual v4 7 140401 79 Page Home Why Reports User Maintenance John Smith Bonfolio Owner Moumer inct LOeuntry Id 4 fi otf 2 P ros Find Next e This updates the report to take account of the user selected filters Log Off e To move between different charts use the arrow keys to navigate forwards and backwards through the charts ISA T a Ta Lin yrs You are logged in as Home User Maintenance My Repo
83. p type Define if the site is fully owned or part owned e Start Date of ownership DD MM YYYY Enter the date that ownership of the site commenced if applicable e End date of ownership DD MM YYYY Enter the date that ownership of the site ended if applicable IOS User Manual v4 7 140401 57 Page e Owner Investor name The individual or organisation with freehold long leasehold ownership rights to the site e Start date of the tenancy DD MM YYYY Enter the date that tenancy of the site commenced if applicable e End date of the tenancy DD MM YYYY Enter the date that tenancy of the site ended if applicable e Number of day per year under normal full operation Enter the number of calendar days per year that the site is operated at normal capacity The typical number of working days in a full reporting year is 250 e Number of hours per day under full operation Enter the typical number of hours the site is operated at normal capacity per day throughout the reporting period e Percentage floor area occupied over the year Enter the percentage of floor area fully occupied throughout the reporting period e Number of workstations Enter the total number of work spaces typically found in the site during the reporting period Workstations would typically comprise an area outfitted with equipment and furnishings for one worker usually including a computer b For Buildings e Landlord Manag
84. property type global region and country 4 KPI5 Total Carbon emissions by ISA property type global region and country KPI7 Total water consumption by water source by ISA property type global region and country 5 KPI9 Total waste generation by disposal method by ISA property type global region and country 7 KPI3 Average property energy intensity by ISA property type property age global region and country KPI6 Average property carbon intensity by ISA property type property age global region and country KPIS Average property water intensity by ISA property type property age global region and country There are three categories of report available o ISA Property Profile compared to ISA benchmarks by property type and country kKWh m2 year KPI6 Property carbon intensity compared to ISA benchmarks by property type and country kgCO2e m2iyear 3 KPI 8 Property water intensity compared to ISA benchmarks by property type and country m3 m2 year B These reports provide an overview of the properties which are included in your ISA property portfolio in terms of number of properties and floor area IOS User Manual v4 7 140401 78 Page o Aggregated Absolute Performance B These reports present the collective performance of properties in your portfolio for all 9 of the ISA KPIs B KPI 3 6 and 8 which are normalised by floor area are presented as average portfolio perf
85. r online accounts Please Note This will not be an actual link it will just be linked by the reference number as defined by the client e Client Property Reference This is a unique identifier distinguishing each property record determined by the client e g this could be the internal reference number from your Property Management System and or the name of the property for easier identification IOS User Manual v4 7 140401 30 Page Please Note Within the same portfolio or sub portfolio every property record must have a unique client reference o Property Description Additional notes about the property record o Year Built The year the property was constructed o Year of Major Refurbishment The year the property was refurbished if applicable o Property Unit Reference This is for ISA internal system use only and should not be edited It displays a unique property reference number assigned to the property by the system when it is first logged o Address Line 1 Enter the first line of the properties address If the asset only comprises part of a building asset specific details must be entered first with generic building address details following after for example B Address Line 1 BRE Office B Address Line 2 Third Floor B Address Line 3 City Office Block o Address Line 2 Address Line 4 As above o Local Area Name Enter the local area name where applicable o Country Select the country
86. r organisation purchasing credit and allocating Portfolio Managers and Asset Managers Portfolio Owners are the clients main point of contact for BRE Global Portfolio Owner For each property that is defined and logged within the Online System a Property Level must be entered There are 3 Property Levels that can be selected Site Building or Asset The selection made for the Property Property Level Level effects the remaining fields that are presented within the Property Logging Form It also effects the presentation and content of the Property Dimensions section of the Variable Measurement Details Tab of the Measurement Logging Form A form that is presented when the Log New Property function is used on the Property Management Menu This form is used to define a new property record Property Logging Form The Property Management Menu can be accessed by drilling down into a portfolio record This menu provides access to the Log New Property function Property Management Menu A user profile that can be awarded to user accounts within the system which has pre defined permission settings The Property Manager PrM user profile is below the Portfolio Manager user profile in the overall user profile hierarchy for the system Property Manager One of three classifications that the client can define a property as through the property level field It refers to a plot of land determined by the Land Registry or other authorities upon
87. rd which has other Parent Record property records linked to it As an example it is possible to create a property record defined as a site and then create another property record defined as a building and then link the two records together In this example the site would be classified as the parent record IOS User Manual v4 7 140401 84 Page Term Definition A collection of assets owned or rented by an individual group or Portfolio company represented by the client A form that is presented when the Log New Portfolio function is used on the Portfolio Management Menu This form is used to define a new portfolio record Portfolio Logging Form The Portfolio Management Menu is the first screen that appears when Portfolio you log into the ISA system This is the default or the home screen with Management Menu the system for all users It shows all the portfolios logged within the client account A user profile that can be awarded to user accounts within the system which has pre defined permission settings The Portfolio Manager PM user profile is below the Portfolio Owner user profile in the overall user profile hierarchy for the system Portfolio Manager Typically a Chief CSR or Sustainability Officer for the Client organisation Portfolio Owners have unlimited privileges within the ISA online system which in addition to those held by Portfolio Managers see above will include creating an online system account for thei
88. rtfolio by ticking the check boxes under the APPLY column as well as the PROPERTY DETAILS check box and click the DOWNLOAD button 6 Once this process has completed click on the SAVE button to save the downloaded spread sheet onto your local drive in preparation for editing IOS User Manual v4 7 140401 36 Page Editing Steps 7 Open the saved spread sheet and add new property details as required Please ensure all mandatory fields are completed Ensure where appropriate options from the drop down lists are selected Do not override these values with any other values 8 Once you have completed the editing process save the spread sheet onto your local drive Vipuvaru Pure aLe LELLLE 1E l B5 K f Buildings TW a S y a wun LuIuNy F IS SECTION 1 gt gt Property Details In which year was the a Level Will subsidiary assets be recent major EN Parent E R e a e ae for this building reference oT description lt a built rm The parent level building is not The parent level building isnotlogged No o o Bldg OOO 1 11995 2001 2001 SECTION 2 gt gt F Address Line 1 fucks Road Buildings The parent level building is not logged a Aa 1990 1994 2006 Orchard Street par i noo o o o ig BY 985 19892006 Copthorne nil Please Note The spread sheet is very sensitive to inappropriate data entry If the template is not completed correctly the property data will fail to
89. rts John Smih Portfolio Owner Organraatren Moumer Inc Africa Asia Europe North Ame s L k Agricultural Community Spore Ragion ra E Property Type f fe ual Year 2011 Nae jozk MA ff 00 z Find Next Select a format Export 5x Lik Belgium Franee Y Country ose WM Log Of View Repor R e Note that when a selection is applied to one chart this is also applied to other charts in the same report e To export charts or data select the desired format from the drop down list Select a Format Homie User Maintenance My Repons ISA Pa mmer i You are jogged im ag John Smih Portfolio Owner Organisation Moumer Inc Agricultural Community Sporas Region JK Belgium France year 2011 l Find Next Country id afk of 2 Fil 100 a a g a Select a format 28 Export Log Of View Report ka kb e The options available will generate the desired report as a chart in the chosen format IOS User Manual v4 7 140401 80 Page 13 3 Extracting user input data from the ISA system The Data Extract functionality has been added to My Reports within the ISA Property Profile No 8 to allow user entered data for any selectable reporting year to be downloaded onto a Microsoft Excel spread sheet for easier viewing Please Note The Data Extract functionality has been designed to download the most commonly used fields inclu
90. ry frequency field that specifies how frequently consumption data for the property will be entered for each property is on the Measurement tab Select the appropriate entry frequency from the dropdown list for each property 8 Once you have completed the editing process save the spread sheet onto your local drive in readiness for uploading into the ISA system a m oo SECTION 1 gt gt N A Start Date of Reporting Period End Date of Reporting Period ig re imption rd DD MM YYYY DD MM YYYY Oo bJ 3 Bidg 1 o Bloggs Monthly 1 01 2012 1 12 2012 4 Bldg 2 o Bloggs Monthly 1 01 2012 1 12 2012 Bldg 3 o Bloggs Monthy sw yn2oi2 82 12 2012 oO w Quartet Monthly _ y O Doo o oo _ lt lt lt lt lt _ es eee I I eee es es S o oO O o o O ee Ce a es ee ee S O O O O O o O O O O a fal i 31 12 2012 Oo i Oo po Ce po Pp O Pd Pp y Pd Ed po Pe y E m Ooo Oo a Ooo po Oo o 4 gt DI Building Details Readon Measurement Occupan Util IOS User Manual v4 7 140401 39 Page Upload Steps 1 2 3 4 Log back into your account on www isameasurement org Click into the Portfolio that relates to the editing you have just completed Click on the UPLOAD ASSESSMENT DETAILS link Select from the PROPERTY TYPE box the appropriate property type In this case it is Measurement
91. s are detailed below o Organisation Select the company or sub company the portfolio is logged against from the drop down list o Division if applicable The sub set of the company or sub company the portfolio is logged against entered using a free text field o Portfolio Name The name given to the portfolio entered using a free text field o Portfolio Manager The Portfolio Manager assigned to that portfolio The Portfolio Manager is selected from a drop down list of all Portfolio Managers registered to the client account o Description Any further details useful to describe the portfolio Please Note If Sub Companies have been registered within the account against the holding company be sure to select the correct company in the Organisation drop down field at the top of the Portfolio Logging Form e Once the Portfolio Logging Form has been completed the Submit button should be used to log the portfolio record e Once submitted the Portfolio is shown on the Portfolio Management Menu Please Note It_is free to log portfolios and property records There is a charge of 1 Measurement Credit to log Measurement records which are logged against property records e Portfolios are listed on the Portfolio Management Menu in the date that they were last modified see below for further sorting options alongside the following columns lOS User Manual v4 7 140401 24 Page o Portfolio Name The name of given
92. s screen gives you the opportunity to abandon the measurement of any properties that your organisation is no longer responsible for by leaving their tick boxes un ticked Alternatively you do not have to tick each property individually if you wanted to enter measurement and consumption data for all lOS User Manual v4 7 140401 76 Page your properties in the new current reporting year Instead simply tick the All tick box and this will automatically click all the tick boxes of all the properties in the sub portfolio e Clicking the Submit Assessment Data for Next Year button will create new measurements for the new current Reporting Year with a status of measuring see screen shot below These measurements will allow consumption data to be entered for the new reporting year Home User Maintenance My Reports a You are logged in as Avnish Shah Portfolio Owner Organisation Testco6 You are here List of Portfolios ISA Properties PRY00016543 B1 Property n Measurement Usage i Reference Client Reference Reference Selection l Status Details 12 03 Avnish y PRY00016543 B1 BIU00013299 Question Building AvnishShah 3044 w3 o Messuing fa__ 12 03 Avnish y PRY00016543 B1 BIU00013295 Question Building Avnish Shah NS 2012 a Capped B4 3 12 03 Avnish PRY RY00016543 B1 BIU00013290 Question Building Avnish Shah 3014 2011 Shah Capped laad Icon Definition b4
93. sed in this property Purchased Energy If the property consumes any of the below purchased energy then tick all that apph below Mains public supphy electricity L District heating L District Cooling LPG Liquid Petroleum Gas Fuel oil Gas Oil Solid fossil fuel coal Renewable Energy Sources If the property consumes or generates any renewable energy then tick all that apply below L Solar electricity generated on site C Wind electricity generated on site C Hydro electricity generated on site Biogas Liquid biofuel Biomass C Waste incineration thermal energy generated on site Other renewable electricity from sources not listed generated on site u Other renewable thermal energy from sources not listed generated on site Onsite CHP Combined Heat and Power lf this property uses CHP then please tick all the types of fuel used in the cogeneration C Natural gas as input fuel to CHP L LPG Liquid Petroleum Gas as input fuel to CHP L Gas pes input fuel to CHP L Biogas as input fuel to CHP L Liquid biofuel as input fuel to CHP Biomass as input fuel to CHP Energy Exports lf energy from this property is exported off site then please tick all that appr below L Electricity exported off site Heat exported off site Water lf data for water consumption is avaiable for this property then tick the different types of consumption that apply below C Recycled grey water C Treated waste water rec
94. sed on actual consumption data Covers all energy sources used by the property and is based on actual consumption data 20 ld 4 gt gt Energy Waste lt Water k 10 Once you have finished the editing process in the appropriate worksheets save the spread sheet onto your local drive in readiness for the upload Upload Steps 11 Log back into your account on www isameasurement org 12 Click into the Portfolio that relates to the editing you have just completed 13 Click on the UPLOAD ASSESSMENT DETAILS link 14 Select from the PROPERTY TYPE box the appropriate property type 15 Select QUESTIONNAIRE from the UPLOAD TYPE box 16 Click on the BROWSE button and search for the location of your edited spread sheet and click on the spread sheet 17 Click on the OPEN button 18 Click on the UPLOAD FILE button 19 Your file will now be uploaded to the ISA online system and the consumption data will be written to the relevant property 20 Please check that the uploaded information appears correctly in all the fields If necessary correct any information online and repeat the process for the other properties and property types buildings assets IOS User Manual v4 7 140401 45 Page 9 THE CHARGING MECHANISM 9 1 Measurement Credits and the Charging Mechanism Within version 2 2 1 0 of the online system there is a charge of 1 measurement credit for logging a measurement record against a property The same char
95. site heat generation from solar E Answer 52 823 00 Units kWh Value 52823 00000000 Kwh Previous year 49462 Kwh S K Client Auditor Comment Comment Please select the statement which applies to the energy data entered including any data that is aggregated from other property units Question Answer Question not answered or data entry not finished for the year x Cancel Submit amp Exit e Clicking on the icon see above screen shot displays a pop up showing all the consumption data entered for that particular consumption type in the different consumption periods for that property e In the example in the screen shot below Natural Gas consumption entered for the property so far is displayed together with the sub total so far When consumption data for Quarter 3 and Quarter 4 is entered this too would be displayed on the pop up screen IOS User Manual v4 7 140401 70 Page Reporting Period Quarter Energy Waste Water Question z 080030 Consumption of grid supply electricity Answer 9 309 246 00 Units kWh s Client Consumption Period Entered Entered Unit Converted Value kWh J S e Comment Quarterl 56 725 00 m 593 740 58 Quarter2 38 282 00 m 400 697 69 Question gt 5 3 s603 Natural gas consumption mains supply gas Quarters Quarter4 Answer 56 725 00 Units m3 aa Sub Total 95 007 00 994 438 27 Close Client Co
96. ss Is this a listed building Cancel Submit amp Exit lOS User Manual v4 7 140401 49 Page e As the screen shot above shows there are 4 tabs on the Measurement Logging Form o Property Details o Variable Measurement Details o Occupancy Details o Utility Details e Each of these tabs will be discussed in sections 10 3 to 10 6 e There is also a message at the top of the form which states how many Credit left in your account This message relates to the charging mechanism associated with registering measurements which exists within the system 10 3 The Property Details Tab e By default the system always displays the Property Details tab when the Measurement Logging form is opened You are here List of Portfolios Register Measurement Property details ariable Measurement Details Occupancy details Utility details Registered On 30 November 2011 Organisation ISA Demo Org Division UK Portfolio Owner Demo Manager Portfolio Manager Demo Manager Property details i Property level i Assign Property Manager i Will subsidiary buildings and or assets be logged for this site Where the parent property is logged in a separate online account F z please enter the unique id number currently asset ref i Client Reference i Property description i Year built i In which year was the recent major refurbishment Full Property Address i
97. t Account Once logged the measurement record can be edited without any further charge 9 3 Purchasing additional credits Top ups ISA members can refer to the overview and fee structure to find information regarding purchasing additional credits Additional credits purchased by application to ISA administration at the e mail address info theisa orq The ISA overview and fee structure can be accessed from the Governing Council Members area of the ISA website under Governance documents or via your company s ISA Member Main Contact lOS User Manual v4 7 140401 46 Page 10 LOGGING A MEASUREMENT e Once a property record has been successfully defined and logged onto the system it is possible to log a measurement record against the property Measurement records provide the user with access to the Online Questionnaire and the scoring dashboards Measurement Online Questionnaire KPI scores e Once a property record has been successfully logged it will appear within the table on the Property Management Menu The Property Reference entry for the new property record which is automatically assigned by the system will be underlined You are here List of Portfolios Demo Portfolio Client Reference Eroperty Portfolio Name Postfolio Property Modified i Details _ Level Manager Demo 1 Si Deme Portfolio DemoManager Demo Manager 30 11 2011 Property Ref Client Reference Property Portfolio Portfolio Property Modi
98. t Assessment Data for Next Year Property Ruud Gullit Ruud Gullit Ruud Gullit 21 09 2012 21 09 2012 21 09 2012 Please Note The above process will only upload the basic property details and further steps are required to upload the measurement and consumption data of the properties This is achieved by following the below processes IOS User Manual v4 7 140401 37 Page Process B Download Upload Measurement Data for New Existing Properties Please Note For new properties on the ISA system this process must follow the download upload process for basic property details described above For existing properties on the ISA system the above process may or may not be necessary since the property details would already exist on the system It is only if modifications need to be made to the property details that you may want to use this process Download Empty Template registering moditying measurement details 1 Log into your account on www isameasurement org 2 From the HOME screen click on the Download Property Details link 3 Use the drop down boxes to choose where applicable a ORGANISATION b PORTFOLIO NAME c SUB PORTFOLIO NAME d PROPERTY TYPE 4 Click on the GO button Home User Maintenance Log Off My Reports You are logged in as Jo Bloggs Portfolio Owner anisation My Org You are here List of Portfolios Organisation My Org v Portfolio Name Demonstration Portfolio v Sub
99. ted after data entry of each period Comment Comment Cusston Please select the statement which applies to the energy data entered including any data that is aggregated from other property units Answer Covers all energy sources used by the property but contains some values which have been estimated using acceptable methods see u v Question not answered or data entry not finished for the year Covers all energy sources used by the property and is based on actual consumption data Covers all energy sources used by the property but contains some values which have been estimated using acceptable methods see user Covers all energy sources used by the property but contains some value that have been estimated using methods not specified in the user Does not cover all energy sources used by the property IOS User Manual v4 7 140401 71 Page e At the bottom of each page of the Online Questionnaire there are various options to navigate or save Performance Data added so far Please select the statement which applies to the energy data entered including any data that is aggregated from other property Question 3 units Answer Covers all energy sources used by the property but contains some values which have been estimated using acceptable methods see u v fener Submit amp Exit o Cancel Using this function will remove any entries made into the Online Questionnaire so far or since the last time the S
100. the User Account Management Menu From here it is possible to define user profile permissions as appropriate In the example below two additional user profiles have been added to the account Alan Brown and David Smith with each being set up with slightly different permission settings REGISTERED PORTFOLIO USERS ADMIN First Name Surname User Name PM Prop EQ Activate Blo 1S s et Hanks lOS User Manual v4 7 140401 11 Page e When the desired permissions have been defined for each user the Update Users button should be used to save any changes made Add New User Update Users Add Preferred Auditor 4 2 Editing Existing User Profiles e Once added to an account existing user profiles can be edited as required To edit a user profile enter the User Account Management Menu and click on the name of the user profile to be edited e The system will display the user profile and will provide the option to Update Details if any changes are made EDIT PORTFOLIO USER STATUS Title Mr Alan First Name sumame Brown Role Portfolio Manager Department Asset Management Contact Email EPID Username lalan brown compx com Contact number Office 0207 445 667 Contact Number Mobile Usermame Email lalan brown compx com EPID o Status Previous Update Details Please Note e Currently user profiles can only be deleted via a request to the ISA administration desk and then can only be d
101. tion Any further details useful to describe the sub portfolio Once the Sub Portfolio Logging Form has been completed the Submit button should be used to log the portfolio record Once submitted the sub portfolio is shown within and alongside the containing portfolio IOS User Manual v4 7 140401 27 Page 8 LOGGING A PROPERTY e Once any required hierarchy has been created it is possible to begin defining and logging property records onto the system Sub Portfolio l Property Measurement e n order to log a Property record the Property Logging Form should be completed which is accessed by clicking on the Log New Property link from the Property Management Menu 8 1 The Property Management Menu e The Property Management Menu can be reached by drilling down into the portfolio record by clicking on the name of the portfolio record which will be presented as an underlined entry If a sub portfolio has been logged as well click the relevant sub portfolio name e he system will then present the Property Management Menu which is used to log and manage property records You are here List of Portfolios Demo Portfolio Portfolio Property Modified Manager Manager Property Ref Client Reference Sg Portfolio Name Measuring Details No records to display Log New Property Transfer Property e As with other menus within the system the contents of the table on the Property Managem
102. tion Portfolio Jo Bloggs Building K O Download All O Property Details CO Measurement Previous Download Empty Template IOS User Manual v4 7 140401 43 Page 8 Once the download has completed click on the SAVE button to save the downloaded spread sheet onto your local drive in preparation for editing Editing Steps Please note This spread sheet is very sensitive to inappropriate data entry If the template is not completed correctly the property data will fail to upload into the ISA online system g Open the saved spread sheet and enter consumption data as appropriate in Energy Waste and Water worksheets When completing the templates especially for several properties with multiple entry periods please take care that the consumption data being entered is for the correct property and correct period Please Note Only the consumption data for the consumption usage types that were ticked in the Usage selection screen see 4i above should be entered The template has been designed to prevent data being entered in cells for which consumption usage types were not ticked on the Usage Selection screen as described in the previous process above Should there be a need to enter consumption data for any additional consumption usage types then they should first be ticked on the usage selection screen and a fresh template for the property concerned should be downloaded again When consumption data has been entered for
103. ue 963121 00500000 K Client Auditor AY Comment Comment p r f 7 Question gt g 080037 On site heat generation from solar energy i Answer 593800 Units Value 5938 00000000 K Client Auditor ae Comment e Additional comments to support the entry added to the Answers if applicable should be added to the Client Comments field highlighted in the screen shot below IOS User Manual v4 7 140401 69 Page Energy Waste Water gt Question A i 080030 Consumption of grid supply electricity i Answer 362 204 00 Units kWh Value 362204 00000000 Kwh O Client Auditor Comment Comment e On the consumption entry screen where available previous year s figures are now visible This is useful when you want to compare the current year s figures against the previous years at the time of data entry please see below screen shot e Hovering the cursor over the icon k displays the ISA KPIs that are impacted by answering that particular question Reporting Period Quarter1 Question 080030 Answer 9 309 246 00 Units kWh Value 9309246 00000000 Kwh Previous year 9376213 Kwh S Auditor Consumption of grid supply electricity Question Natural ti s i 080031 atural gas consumption mains supply gas E Answer 56 725 00 Units m3 Value 593740 57500000 Kwh Previous year 659027 Kwh Client Auditor Comment Comment Question r 080037i On
104. unique property reference entered by the record owner for the parent property at the point it is logged Measurement Reference A unique reference number applied by the system for the measurement record Usage Selection When clicked it displays all usages types for Energy Water and Waste The user is required to select tick all those that are consumed used by the property This will determine what questions will be automatically displayed for the user to enter consumption usage data for the property Property Level The Property Level defined Site Building or Asset for the parent property record when it was logged Property Manager The individual assigned to the property record as the Property Manager Date Modified The point at which the measurement record was last modified Version The version of the scheme that the measurement is was registered against The current version is 2009 Further versions will be released in the future Date Submitted The date that the pre assessment was submitted to an auditor for formal verification Asset Manager The individual assigned to the measurement record as the record owner fulfilling the role of Asset Manager Auditor Once assigned for verification certification the name of the Auditor that is auditing has audited the measurement record is displayed here IOS User Manual v4 7 140401 48 Page o Status For every measurement record that has
105. upload into the ISA online system Upload Steps 1 Log back into your account on www isameasurement org 2 Click into the Portfolio and if applicable sub portfolio that relates to the editing you have just completed 3 Click on the UPLOAD PROPERTY link found on the property list screen 4 Select from the PROPERTY TYPE box the appropriate property type site building or asset whichever is applicable 5 Click on the BROWSE button and search for the location of your edited spread sheet and click on the spread sheet 6 Click on the OPEN button 7 Click on the UPLOAD FILE button 8 Your file should now be uploaded to the ISA online system and the edited information will be written to the relevant property 9 You can now access the property details online to verify the changes Please check that the uploaded information appears correctly in all the fields If necessary correct any information online Then repeat the process for other property types building and or asset if required that may have also been similarly uploaded You are here List of Portfolios European portfolio Client Reference Property PRY00016421 Building PRY00016418 Building PRY00016417 Building Log New Property Transfer Property Download Report Portfolio Name European portfolio European portfolio European portfolio Portfolio RuudGullit RuudGullit RuudGullit Upload Property Upload AssessmentDetails Submi
106. which the subject building buildings or assets are located A form that is presented when the Log New Sub Company function is used on the Portfolio Management Menu This form is used to define a new sub company Sub Company Logging Form A sub company record is logged on the Sub Company Management Menu when the Sub Company Logging Form is successfully completed and submitted Sub Company Record lOS User Manual v4 7 140401 85 Page A form that is presented when the Log New Sub Portfolio function is used on the Portfolio Management Menu This form is used to define a new sub portfolio Sub Portfolio Logging Form A sub portfolio record is logged on the Sub Portfolio Management Menu when the Sub Portfolio Logging Form is successfully completed and submitted Sub Portfolio Record The User Account Management Menu is accessed via the User User Account Maintenance option on the Control Panel This menu is used to add Management Menu edit or delete user accounts and can also be used to edit user permissions User Registration The User Registration Form is a form that is used to define new user Form accounts lOS User Manual v4 7 140401 86 Page
107. xternal walls or the centre line of party walls at ground level or whichever floor is lowest to ground level if applicable IOS User Manual v4 7 140401 52 Page Height floor to floor height m Enter the height in metres between the structural floor surface and the underside of the highest point of the structural ceiling or roof If a false ceiling is installed the ceiling height to the underside of the structural ceiling should be used Where a range of heights are present the maximum should be used Basic Property shape Use the drop down list to select the shape which best represents the floor plan of the property if plan shape varies between floors choose the shape that represents the majority of the total site floor area No of floors above ground Enter total number of floors in the site that sit above ground level i e an asset taking up an entire 3 storey building with no basement would have 2 floors above ground Mezzanine floor areas with permanent access must be included in this number No of floors below ground Enter the total number of floors in the site if applicable that sit below ground level Circumstances vary but the extent of natural light or restricted internal height are examples of the kind of tests which can be applied to determine whether areas should be classified as below ground b For Buildings Width external m Enter the maximum external measurement in metres from fro
108. ycled Local ground water sources CI Treated rainwater C Untreated rainwater L Local surface water sources streams rivers lakes and ponds C Other water sources not listed Waste lf data for waste disposal is available for this property then tick the different types of disposal that apply below L Incineration without heat recowery L Composting L Anaerobic digestion L Disposal via other routes not listed above Please Note Once the usage types have been selected for this property you do not have to select them again in the future However you can select new usage types or deselect un tick existing usage types if the needs of the property change in the future No consumption data should be entered for the reporting year for a usage type if you want to deselect it After the Save button is clicked the relevant questions for those energy waste and water usage types will be displayed in the questionnaire for entry of consumption data IOS User Manual v4 7 140401 67 Page You are here List of Portfolios Demonstration Portfolio Bldg 3 Online Questionnaire Reporting Period January Energy Waste N Question z k Pa Z 680030 Consumption of grid supply electricity C i Answer 362 204 00 Units kWh Value 362204 00000000 pe Client Auditor Comment Comment g Question Z 080031 Natural gas consumption mains supply gas Zz Answer 92 015 00 Units m3 Value 963121 005
109. ystem account registration process For each ISA member Measurement credits are held within a measurement credit account which is linked to the holding company and is created automatically by the system as part of this process Any individual that has a user profile logged against the holding company will be able to use measurement credits from the measurement credit account 2 1 5 User Account Following the completion of the ISA system account registration process the nominated Portfolio Owner will be able to access the ISA system account Once logged in Portfolio Owners will be able to provide colleagues and stakeholders with access through the creation of additional user accounts Additional user accounts can be defined with up to three user profiles Portfolio Manager Property Manager and Asset Manager lOS User Manual v4 7 140401 6 Page 2 2 The ISA System Account Registration Process The flow chart below shows the ISA system account registration process Creating an ISA System Account Customer New ISA Member ISA Team Customer completes ISA Online System User Login Details Form Customer returns competed form to ISA gt Admin ISA team creates an online account for customer on the ISA online system Details of customer organisation logged Holding Company defined Details of lead head customer user entered Portfo

IOS User Manual v4 7 (140401).docx

Contents

Download Pdf Manuals

Related Search

Related Contents