SFIS User Guide
Contents
1. GSPI User Guide v 0 1 2 1 2 Accessing the GSPI module Under the main menu bar Accountability Data you will notice a new submenu item called Green Schools Pilot Initiative Accountability Data Download Reports Funded Projects Capital Priorities Template Enrolment Pressures Prohibitive to Repair Capital Transitional Adjustment New Pupil Places Long Term Financing Quarteny Submission GSPI User Guide User Guide for the GSPI Application Version 0 1 ee 2 0 GSPI Sub Modules The Green Schools Pilot Initiative module is composed of 3 sub modules 2 1 Admin 2 2 Quarterly Submission 2 3 Reports 2 1 Admin Admin sub module is composed of three distinct functionalities e Contact Info e User Defined Fields e Technology Operational Date Contact Info This function allows the user to specify board contact details for the GSPI The following fields must be completed by each participating board prior to submitting the first quarterly report e First Name mandatory field up to 50 characters e Last Name mandatory field up to 50 characters e Position Title mandatory field up to 60 characters e Phone mandatory field 12 characters e Phone extension optional up to 6 characters e Email mandatory field up to 80 characters e Fax optional field up to 12 characters This information can be updated at any time by the board user You will not be able to view contact information for other boards2. L_Submit to Ministry button The submitted data will then be locked User Guide for the GSPI Application Version 0 1 14 Data validation and error messages During the submission process data validation for potential errors will be conducted by the system For instance 1 If the UDF has not been submitted by the lead board or confirm that no UDF s are applicable to the project the following error message will appear at submission Microsoft Internet Explorer A Sorry The system is unable to submit this data to the Ministry The user defined field s section has not been completed by the lead board Please contact Ministry staff for further direction 2 Prior to data submission the user is offered the following confirmation message Note that if data is not available for a particular month data can still be submitted for the months that are available For the months that are not available please indicate by checking off the Data not available checkbox When the data becomes available you will be permitted to update the incomplete month s and re submit Microsoft Internet Explorer 3 The number of months in a year the school is in use must be entered prior to submission If the data is absent the user will be alerted with the following message and be redirected to the data entry screen 4 Asin number 3 the system performs a similar check for Operating hours week The following message will appe
3. Ministry of Education Green Schools Pilot Initiative Module User Guide Version 1 0 June 2010 Table of Contents OV OR VIGW ainiaan A oanete eisai 1 1 0 Accessing the GSPI module with SFIS e seceesssocesssccecssscoceessoccessooceesssceesssse 2 1 1 SFIS VV CID AGE iar EEE den nussunseeseasaatecsson icone EN 2 1 2 Z2ACCESSING the GSPl MOGUICsiicsi ice ee eee ie ete 3 20 lt GSPLSUD NOGUICS iicisscsiscsseeecsccasenscassascasccesantecssusesicesceussadsiswisiceecesaaesssecsucesssieks 4 2 1 AAMIIN saana cesveasaecseiseeesteeseesata se ceiteateeeseniseaeniees enanaeee es 4 G0 91 F212 Mg 1 0 srona E ee ee 4 User Denned Filda UDF hrassa eal ceca atl 6 Pechnology Operational Datei iiveccisecehanictdin din tolee i eueerwebatndieetanae 9 2 2 Quarterly SUDMISSIONS sescscocsscudesccseadsestsscdsassciideces bead suctendscesbevdsanssansasebiaviesselsaieaese 11 Reporting data to the Ministry 00 cc ccccsssecccessssseeceeessseeeeesessseecceeessseeceseesaeeceesaeeeeeeessaeeees 11 Data validation ANd error MESSAQGES cccceescceesseccessssecesesseeceesseeeeseseseesseeeceeseeeesesesesenseeeenaes 15 TOODA shen T he daebarte got Secale hateralie E E 17 On screen Online help snarur a aA A teae odaant teas 17 2 3 REDONS cnan ct ceud etccct E N 18 Print report of Incomplete Submissions cesccessscessecesseeeseeceseecesseceseeceseeceseeseeeseseeseeeseaees 19 Export Incomplete Submissions to Excel ou ccc cccsccessecceeseeeesse
4. User Guide for the GSPI Application Version 0 1 oe ee Steps Complete the following fields FirstNames SSS LastName SS k a Phone E mail Fax i Mandatory fields Click on Save button lf there is an error with any of the entries the application will display an error message and shift to the field requiring your attention If a mandatory field is missing data the application will display the following message and shift to the field requiring your attention F Microsoft Internet Explorer Eg A Mandatory input data missing The system performs an email format validation when the data is saved If the email is in the incorrect format the following error message will pop up Please correct your e mail address User Guide for the GSPI Application Version 0 1 5 Reset button will clear the screen fields and remove any values entered by the user in the current view prior of data being saved User Defined Field UDF This function is made available to boards that are the designated lead for GSPI projects but is not available to participating boards of a multi board project This feature allows the lead board to set user defined performance metrics for reporting purposes These are project specific performance metrics that lead boards may wish to include and report back to the Ministry but have not been captured by the mandatory performance metrics The lead board is requi
5. ame Description Baseline Data Required Notes Electrical Energy kwh Monthly consumption Rate kwh Local rate per kwh Thermal Energy m3 Monthly consumption Local rate per cubic meter Monthly consumption Rate m3 Local rate per cubic meter Numbers of days expressed as a percentage of the total days in a month that the system is unavailable or not operating at full capacity due to system or component failure Downtime This field is automatically calculated Numbers of days expressed as a percentage of the total based on the Downtime Uptime days in a month that the system is operating at full Sie information The field is calculated capac N A as 100 Downtime Savings in Overall Operational and Reduction in operating costs resulting from deploying new Maintenance Costs technology N A Operational and Maintenance Costs Increase in operational costs directly attributable to new technology N A This field is automatically calculated Net Savings Calculated field new savings minus new costs based on information provided in the N A above two fields Economic benefits potential to influence future Up to 750 characters Field is expenditures and or savings and success stories optional Comments and Success Stories Please also note any additional activities that may have an impact on your overall performance metrics N A User identified project specific metrics ideally similar to Users can input up to five user metri
6. ar if the field is empty The user will be redirected to the appropriate data entry screen User Guide for the GSPI Application Version 0 1 15 5 6 Microsoft Internet Explorer A Please enter the schools operating hours per week OK The following message will appear if contact information has not been provided The user will be redirected to the appropriate data entry screen Microsoft Internet Explorer Eg A Please enter your contact information The following message is displayed if the Utility Consumption and Rates section is incomplete The user will be redirected to the appropriate data entry screen this validation is repeated for baseline data if applicable and each reporting month Microsoft Internet Explorer f lf a mandatory field is incomplete the following message will be displayed The user will be redirected to the appropriate data entry screen F x Microsoft Internet Explorer x A Mandatory input data missing User Guide for the GSPI Application Version 0 1 16 Toolbar A toolbar is presented on the top left corner screen of the Quarterly Submission The purpose of each icon is discussed in the table below Opens up a new window with the dataset for the current active on the screen quarter in a printer friendly format Print using the browser s print function Allows the user to export the dataset to Excel for the current active on the screen quarter Excel e
7. ccesseecesseeeeeseeceeseecesseeeesseeeesas 19 Overview This guide has been developed to help you use the Green Schools Pilot Initiative GSPI module within the School Facilities Inventory System SFIS application This module will allow you to report quarterly the performance metrics relating to your respective pilot technologies that have been installed under this program You are strongly encouraged to read this guide in full to ensure that you are aware of all aspects of the GSPI module Note It is possible that some of the screens you will see online may not be exactly as shown in this guide User Guide for the GSPI Application Version 0 1 Sie 1 0 Accessing the GSPI module with SFIS e Access to the GSPI module is granted to SFIS users participating in the Green Schools Pilot Initiative e Login into SFIS application using the user name and password 1 1 SFIS Webpage Action Result Enter the URL Access the bilingual default page for the https sfis edu gov on ca on Ministry of Education s SFIS Application your browser s address bar MINISTRY OF EDUCATION ENGLISH FRANGAIS Systeme d inventaire installations scolai p gt E Ontario This site is maintained by the Gowernment of Ontario Canada Ce site est mis jour par le gouvernement de l Ontario Canada Copyright information Queen s Printer for Ontario 2009 Renseignements sur les droits d auteur Imprimeur de la Reine pour Ontario 2008
8. ch project i oO r pa There are no unique performance metrics for this project Copyright information Queen s Printer for Ontario 2009 Completing this section is a pre condition for the first quarter submission Neither lead boards nor participants will be able to submit quarterly data until this section has been completed Once UDF s have been defined they will be locked for ongoing reporting purposes User Guide for the GSPI Application Version 0 1 Click on Save button If there is an error with any of the entries the application will display an error message and shift to the field requiring your attention Both UDF name and description are required for each UDF being submitted or the following message will appear Microsoft Internet Explorer Both lt lt Name gt gt and lt lt Description gt gt are required OK button will clear the associated field prior of data being saved Submit button will submit the data and no further changes to the UDF definition will be allowed After submission by the lead board the UDF s are then made available to participating boards to fill in as part of their quarterly report back Prior to submission the user is asked to confirm if they are ready to submit Microsoft Internet Explorer P j Are you sure you want to submit the User Defined Fields Once submitted you will not be able to make any changes to them The lead board must provide u
9. cs specified in pilot project application Examples defined fields User defined fields include solar cell temperature average capacity utilization heating degree days and related fuel consumption local wind speeds etc N A Contact Name Info GSPI board contact name number fax title etc Months in use Number of months in a year that the school is used Operating hours week School s operating hours per week Date technology was operational date when reporting will commence Technology Operational Date Note for consumption data at least one field electrical thermal or water with associated rates must be entered The user has the option of providing comments associated with any of the required metrics up to 75 characters permitted including the five UDF s Lead boards are initially required to provide the UDF s definitions The reporting period quarter month commences from the point which the technology becomes operational data which the user would have provided earlier For the first quarter to gauge the performance of the various technologies the user is required to provide baseline data lf data is unavailable for a specific month once operational the system provides the user with a data not available check box This allows the user to submit the data for the other month s within the active quarter User Guide for the GSPI Application Version 0 1 210 2 In addition to the fields above the us
10. er will be required to complete the following two fields for initial setup purposes e Months in use number of months in a year that the school is in use number with one decimal e Operating hours week represents the schools operating hours per week number with no decimals Project Test Project Company Name Test Thermal Energy and Conservation School 11077 Test Schooll Year i Contact Months in Use Operating hours week Technology Operational Date 21 Apr 2010 Clicking on the Months in Use or Operating hours week will open up the following data entry screen Months in Use Save button to save the data the data will be automatically be populated on the Quarterly submission screen after saving button will clear the associated field prior of data being saved Close button will close the current window The user is allowed to enter data multiple times for the Months in Use or Operating hours week as changes may occur at any time User Guide for the GSPI Application Version 0 1 134 When completing the quarterly submission form see following illustration the user has the opportunity to save the data or submit it to the Ministry Once the data is submitted for a specific quarter it will be locked and no further changes will be permitted Quarterly submission illustration with no user defined field defined required for the project Project Test Project J School Test School1 v n
11. gy Operational Date is saved it cannot be changed anymore by the user The user can then move on to the Quarterly Submission screen If an operational date has not been entered and the user attempts to submit an empty field the system will warn the user that the dates were not selected and automatically open up the calendar so that the user can provide the missing information User Guide for the GSPI Application Version 0 1 10 Microsoft Internet Explorer Eg A Mandatory input data missing When Technology Operational Date s information has been saved the system will not permit further changes Project School Technology Operational Date Biomass Heating Systems 11077 Test Schooll 04 21 2010 Green Thermostat Pilot Project 1533 Test School 04 12 2010 Green Thermostat Pilot Project 5246 Test SchoolS 04 12 2010 VWiessmann Solar Water Heating 10305 Test School4 04 19 2010 Copyright information amp Queen s Printer for Ontario 2009 2 2 Quarterly Submissions This sub module allows boards participating in the Green Schools Pilot Initiative to report performance metrics for their pilot technologies back to the Ministry on a quarterly basis Reporting data to the Ministry On a quarterly basis the board must enter and submit monthly data for each participating school The required fields and their definitions can be found in the following chart User Guide for the GSPI Application Version 0 1 siia Field N
12. he date the technology becomes operational at the respective school Week Mon Tue Wed Thu Fri Sat 13 1 2 3 5 B T 5 9 10 12 13 14 15 18 17 19 2 271 223A 24 25 237 28 29 3 Wed 28 Apr 2010 To clear an incorrectly selected date not yet submitted click the amp icon Please note that once the dates have been submitted they cannot be changed User Guide for the GSPI Application Version 0 1 Project School Action Technology Operational Date Biomass Heating Systems 11077 Test Schooll Green Thermostat Pilot Project 1533 Test School Green Thermostat Pilot Project 5246 Test Schoold Wiessmann Solar Water Heating 10305 Test School4 Save All Clear All Copyright information Queen s Printer for Ontario 2009 To save the selected date click on the W icon This will save the data for that current row only To save the Technology Operational Date data for all the rows click on the icon Regardless of saving each row individually or saving all the rows the system will ask the user for a confirmation prior to starting the saving operation F Microsoft Internet Explorer Are you sure that you would like to submit the Technology Operational Date s Once submitted you will not be able to change the a date s The user can cancel this operation by clicking on the _ 2 __ button in the above dialog box Clicking on the w button will allow continuing saving the data Once the Technolo
13. hools Pilot Initiative main menu Accountability Data Download Reports Help Francais Funded Projects Capital Priorities Template Enrolment Pressures Prohibitive to Repair Capital Transitional Adjustment New Pupil Places Long Term Financing Green Schools Pilot Initiative Admin User Guide for the GSPI Application Version 0 1 18 Print report of Incomplete Submissions To print the data in the Incomplete Submissions click on the icon A new window will open with the data in a printer friendly format To print use the browser s print function Export Incomplete Submissions to Excel i Incomplete submissions ca be exported Excel Click on the ual icon from the image toolbar which will produce the data in the Excel format User Guide for the GSPI Application Version 0 1 19
14. p to five UDF s or indicate that UDF s are not available for this project If this is not done the following message will appear F Microsoft Internet Explorer Please identify and define up to five unique project and technology specific performance metrics or confirm that these metrics are not required Participant boards in a multi board project will be unable to submit their initial reports until this section has been completed User Guide for the GSPI Application Version 0 1 82 Technology Operational Date This function allows the board user to indicate when the pilot technology is operational at a given school This section must be completed prior to preparing quarterly reports within the module as the reporting period for each school commences after the technology becomes fully operational Users will only be able to access data that is related to their boards Technology User Defined Fields Operational Date Project School Action Technology Operational Date Biomass Heating Systems 11077 Test Schooli H 3 Green Thermostat Pilot Project 1533 Test School2 Green Thermostat Pilot Project 5246 Test School3 i Viessmann Solar Water Heating 10305 Test School4 Copyright information Queen s Printer for Ontario 2009 Steps Click on the small calendar icon located beside the text box in the Technology Operational Date column This will open up a calendar Select t
15. red to indicate that no UDF s are being provided for this project or define up to five user defined fields Sample screen for designated project lead Welcome Training Session will time out in 19 34 minutes Logout My hg i Green Schools Pilot Initiative Admin Contact info MINISTRYOF EDUCATION Ontario 16 Test School Board Administration Inventory Data Accountability Data Download Reports Help Francais User Defined Technology rae First Name Last Name Position Title Phone E mail Fax Mandatory fields Copyright information Queen s Printer for Ontario 2009 User Guide for the GSPI Application Version 0 1 6 Sample screen for participant boards Welcome Training Session will time out in 19 41 minutes Logout My a hg Green Schools Pilot Initiative Admin Contact info MINISTRY OF EDUCATION Ontario 13 Second Test School Board Administration Inventory Data Accountability Data Download Reports Help Francais Contact Info First Name Last Name Position Title Phone E mail Fax Mandatory fields Copyright information Queen s Printer for Ontario 2009 This operation is to be repeated for each project the board is leading A project selection dropdown list is presented to the lead which allows the user to select the UDF list for ea
16. se Project Test Project Company Name Test Thermal Energy and Conservation School 11077 Test Schooli Year Contact Months in Use Operating hours week Technology Operational Date 21 Apr 2010 Measure Indicator Baseline Mar 10 Apr 10 May 10 Jun 10 Comments Data not available F O O Utility Consumption and Rates Please enter one of the Electrical Energy Thermal Energy or Water values and corresponding rates Electrical Energy kwh Rate kwh Thermal Energy m3 Rate m3 Water m3 Rate m3 Operational Efficiency Downtime 96 Uptime 9 Operational and Maintenance Costs Savings in Overall Operational and Maintenance Costs Operational and Maintenance Costs Net Savings Comments and Success Stories Mandatory fields The L amp set J button will remove any values entered by the user in the current view prior to data being saved The Save button will save the data as entered by the user but not submit it The user can use this feature as require prior to submission if the data is incomplete or requires further validation and or possible corrections Users will be able to navigate between quarterly submissions to view their previous submissions or to re submit data for the months for which s he did not have the full data available at the time To submit your data to the ministry click the
17. xport all projects and Allows the user to export the quarterly dataset to Excel for schools for the all the projects and schools within the board board Allows the user to export the definitions to Excel for the UDF s as defined by the project lead board Excel export for UDE definitions The school board users will see the data for the projects within their board On screen online help On screen online help is provided by clicking on the icon or by hovering your mouse over each of the field names from the Measure Indicator column user defined field names or Baseline There are three topics which can be accessed through the online help icon feature e Measure Indicator contains field names and definitions e Baseline specifies clarification as to the type of data that is required for this column e Project specific fields field names and definitions for UDF s User Guide for the GSPI Application Version 0 1 ree 2 3 Reports Completed Submissions Boards may print or export to Excel their completed submissions at any time For instructions on how to print or export your submissions to Excel please go to Section 2 2 Quarterly Submissions for more information Incomplete Submissions Incomplete Submissions allows the user to see which projects schools have not been submitted to the Ministry for the reporting period Incomplete Submissions can be found under the Reports sub menu item under the Green Sc
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