Portfolio Manager training 22May01

1
Energy Performance Benchmarking with Portfolio
Manager
www.energystar.gov www.energystar.gov/benchmark A
pril 2002
2
Benchmarking Resources

• For Questions or Assistance You Have Several
  Options
• Portfolio Manager Administrator
  energystarbuildings_at_epa.gov
• EPA Technical Representatives
• Michael Mungal at mmungal_at_cadmusgroup.com
• Kevin Groves at kgroves_at_cadmusgroup.com
• EPA National Manager, Education Sector
• Melissa Payne at payne.melissa_at_epa.gov
• Toll Free Hotline 1-888-STAR-YES
• Web Site www.energystar.gov
• www.energystar.gov/benchmark

3
Portfolio Manager Overview

• Portfolio Manager was designed to provide
• An unbiased national benchmark
• A means to compare the energy efficiency of
  disparate buildings on the same scale
• The ability to track energy and space use over
  time
• Comparative statistics for all of the schools in
  your district
• A means for EPA to track the aggregate results of
  benchmarking and the ENERGY STAR label

4
Content Overview
Access portfolio manager pp 3-7
Benchmarking data needed.... pp 8-11
Set up account and log into portfolio manager pp
12-15
Enter building data... pp 16-28
Apply for a Label... pp 29-40
Supporting Documents... pp 41
5
ENERGY STAR Homepage

• First time users will find it helpful to start by
  logging on to the ENERGY STAR homepage, at
  www.energystar.gov, in order to learn more about
  the range of products and market sectors that
  ENERGY STAR is working with.

• Users who are familiar with the site can bookmark
  www.energystar.gov/benchmark to go directly to
  the portfolio manager home page.

5
6
Access to Portfolio Manager
(1) Move your cursor and click on Benchmark the
energy performance of your building.
(1)
6
7
Energy Benchmarking
(1) Click on Login to enter the portfolio
manager. (2) Additional technical information
on the tool and ENERGY STAR is available from
these links as well. (3) The Supporting
Documents button links to helpful technical and
background information on the portfolio manager.
Many questions about the tool can be answered by
reviewing this section.
Users can go directly to this page by entering
www.energystar. gov/benchmark
(1)
(3)
(2)
7
8
Content Overview
Access portfolio manager pp 3-7
Benchmarking data needed.... pp 8-11
Set up account and log into portfolio manager pp
12-15
Enter building data... pp 16-28
Apply for a Label... pp 29-40
Supporting Documents... pp 41
9
Supporting Documents

• The supporting documents below offer information
  that is helpful to know before you benchmark your
  building or apply for the label for buildings
  (These can be found in the Supporting Documents
  link at www.energystar.gov/benchmark.)
• Licensed Building Professional Guidance (MS Word
  Document) provides information to assist the
  licensed building professional in reviewing your
  building. Here you will find the procedures for
  evaluating the acceptability of a building's
  indoor environment and verifying the building and
  energy data entered into the portfolio manager.
• ENERGY STAR Label for Buildings Technical
  Description (Adobe Acrobat file) explains the
  key features of the portfolio manager and how it
  operates, including the statistical basis of the
  calculations that result in a benchmark score for
  your building.
• Weather Normalization Description explains the
  methodology used to adjust for unusual weather
  impacts in evaluating energy performance in
  buildings, since annual energy consumption in
  buildings can vary by up to 30 percent due to the
  weather.
• ENERGY STAR Logo Use Guidelines (Adobe Acrobat
  file) explain how to use the ENERGY STAR logo.
• The ENERGY STAR name and logo are registered
  marks of U.S. EPA and may only be used in
  accordance with these guidelines.

9
10
Simple Building Information Needed
Building location, including zip code Space
use (K-12 classrooms, data centers, parking)
Gross floor area associated with each space
use Weekly hours occupancy, months in
operation, number of students, number of
computers, space air conditioned, cooking
facilities (yes or no) Monthly consumption for
each energy source
The following information is required to
benchmark a school building
10
11
Eligibility Requirements for Benchmarking
Schools must meet the following requirements in
order to be eligible for benchmarking

• Total floor space at least 5,000 square feet
• Occupied for at least 9 of the last 12 months
• 50 or more of the building floor space is
  designated for k-12 school space
• Have less than 50 combined computer data center
  and parking garage (Total computer center cannot
  exceed 10 of total floor space)
• Be occupied and operate at least 35 hours per
  week
• Have 3 to 100 occupants per 10,000 SF
• Only secondary space type is a computer data
  center, parking garage or open parking lot
• Energy consumption data covers a period of 365
  /- 45 days

11
12
Content Overview
Access portfolio manager pp 3-7
Benchmarking data needed.... pp 8-11
Set up account and log into portfolio manager pp
12-15
Enter building data... pp 16-28
Apply for a Label... pp 29-40
Supporting Documents... pp 41
13
Login Screen
(1) Enter User Name and Password and click on the
Login button to access your account. (2) Click
here if you forgot your password. (3) Click one
of these buttons to set up a new account, tour
the site, or import data from another source. (4)
These links include recent enhancements to the
tool, eligibility requirements for energy
benchmarking and qualifying for the ENERGY STAR
label, browser requirements, and sending an email
to the administrator.
(1)
(2)
(3)
(4)
13
14
New User Registration
(1) Select your user name, password (password
must be at least 6 characters), and the password
verification. These will both be needed to login
to portfolio manager. (2) Enter user contact
information. (3) Additional optional questions
(not shown on this slide) can help ENERGY STAR
anonymously track success in our programs and
program training sessions.
(1)
(2)
(3)
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Navigating through Portfolio Manager
(1) Portfolio view shows all the buildings
entered into your account. Click on a building
name to edit or enter data for that building.
(2) Statement of Energy Performance view allows
you to generate a document for each building
stating the benchmarking score it received. (3)
Apply for Label view shows which buildings can
apply for the label and walks you through the
application process. (4) Administration view
allows you to change your password and edit your
user profile. (5) Add and Refresh buttons
allows users to enter additional buildings and
update the information presented on any screen.
This menu will let you access different sections
of portfolio manager.
(1)
(2)
(5)
(3)
(4)
15
16
Content Overview
Access portfolio manager pp 3-7
Benchmarking data needed.... pp 8-11
Set up account and log into portfolio manager pp
12-15
Enter building data... pp 16-28
Apply for a Label... pp 29-40
Supporting Documents... pp 41
17
Benchmarking and Labeling Process
Explore Opportunities to Improve Energy Efficiency
18
General Building Information Tab
(1) General tab is for general information about
the building location, including zip code (needed
for weather normalization). (2) Space Use tab is
for occupancy characteristics. (3) Energy Use tab
is for energy consumption data on a
month-by-month basis. (4) Upgrade Costs tab is
for tracking energy-efficiency improvement costs
(optional, not required to receive a benchmark
score). (5) Results tab shows the benchmarking
results. (6) Save. Be sure to click this button
after entering data on each screen to save the
information. This will also advance users to the
next data entry page. It may take a couple
seconds to save. Do not click the save button
more than once during this time.
When a user selects a building in their portfolio
this screen appears. The building data is
arranged into 5 tabs in portfolio manager.
(5)
(3)
(4)
(2)
(1)
(6)
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Describing a Building
(1) If the building receives a label, this name
will be displayed on the Registry. (2) Zip
code is used to link the appropriate climate and
weather data with the building. (3) Year
built is used to default the start date for the
spaces. This is not analytically significant.
(1)
(2)
(3)
20
Choosing Space Definitions

• The floor space needs to be divided into space
  definitions. Select the space definitions from
  the pull-down menu
• (1) Scroll down the pull-down menu to highlight
  the appropriate space type.
• (2) Click Add to enter data for each space
  definition.
• Note Currently classrooms,
• computer data center, and
• parking structures are the only
• space definitions that can be
• benchmarked for school buildings. However, if
  your building has one of the other space
  definitions that is listed, that space should be
  added.

(1)
(2)
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K-12 Space Definition Characteristics
NOTE A space block is a group of square
footage that has the same operating hours,
occupant density per 1,000 SF, and personal
computer density per 1,000 SF (plus or minus
10).
(1) Space Name can be the name of a school, refer
to a wing of a building, or any other designation
(such as K-12). (2) The Start Date is when
this set of space characteristics first occurs
which may be when the building was built or when
the use of the space changed. The tool defaults
the start date to the date of building
construction. Users should override this default
if they are benchmarking from a more recent date.
(3) Floor Space is the gross square footage,
including vertical penetrations and common areas.
(4) Operating Hours refers to the hours that the
space block is fully occupied and operating. (5)
The Number of Students attending the school. (6)
Does the school use Cooking facilities? (7) of
space Air Conditioned (8) Total Months Used in
the year. (9) Click Save to continue.
(1)
(6)
(7)
(4)
(2)
(5)
(8)
(3)
(9)
22
Space Summary Table
(1) To edit (i.e., update or correct) building
data, click on the space name. (2) Check to make
sure that the sum of individual space type square
footages equals to the total gross square footage
of your building. (3) Click on the Energy Use
tab to move to the next data entry page.
This screen shows that multiple space blocks have
been entered. The ability to update spaces with
new information is an important feature of
Portfolio Manager. When number of students or
operating hours changes, there can be a dramatic
effect on the schools energy consumption.
Portfolio Manager takes these changes into
account when evaluating energy performance.
(3)
(1)
(2)
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Changing Spaces
(1) Use Correct if you made a mistake when
entering space information.
(1)
(2) Use Redefine if there has been a change to
the way the space is used.
(2)
(3)
(3) Use Delete only if you have saved a space
incorrectly and need to remove the entire entry.
Do Not select this option if the use of the space
has changed.
24
Energy Use Tab Data Entry
This screen is the starting point for entering
consecutive months of meter data. Energy data
must correspond to the floor space defined for
the building. All meters for all fuel types used
for that floor space must be included.
(1) Rows to Add Use the pull-down lists to
choose how many months of data you will be
entering in this session (2) Start Overwrite the
default date provided with the earliest date for
which you have meter data. (3) Energy Type
Select the energy type crossing the property
line. (4) Meter ID Either select a previously
established meter, or establish a new meter. (5)
Click Add when all requested meter
characteristics have been selected.
(4)
(2)
(1)
(5)
(3)
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Entering Meter Data
(1) The Meter should have a unique name or number
that identifies it, such as the the meter number
on the energy bill. (2) Units Portfolio Manager
defaults to the most common energy unit for the
selected energy source (3) Users can choose
other energy units from a pull-down menu if
appropriate (4 )Start and End dates are
automatically populated for each month based on
the start date and number of rows indicated on
the previous screen. Twelve entry fields for
meter data are established on this table, as
chosen on the previous page. (5) Use is where
users enter the energy consumption for each
corresponding month. (6) Cost data (optional) is
not needed to get a benchmarking score, but can
provide valuable insight when tracking energy use
over time. (7) Click Save (only once!) to save
the information and return to the energy use
summary tab.
(3)
(1)
(2)
(4)
(6)
(5)
(7)
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Problem Solving

• The majority of the data entry errors that result
  in an incorrect benchmarking score (or an
  inability of the Portfolio Manager to generate a
  score) occur on the energy data entry page.
• Periods of consumption for different
  meters/energy sources need to overlap 11.5 months
  of each 12 month period.
• Data entry should be checked for gaps in periods
  of consumption if the Portfolio Manager is unable
  to generate a building score.

26
27
Adding Additional Meters and Updating Data
Users can enter additional meters by selecting

• (1) Rows for the number of months of new data to
  be entered.
• (2) Start date. Enter the starting date for the
  meter data being entered for this meter.
• (3) Energy Type from the pull-down menu, and
• (4) Select New Meter under Meter ID.

(1)
(3)
(4)
(2)
This same procedure should be followed when
updating a building file.
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Results Tab
(1) This Results page indicates the buildings
score, energy use, and energy cost for the 12
month period selected. (2) If the building
scores a 75 or higher, it is qualified to apply
for the Energy Star label for buildings. (3) Set
Baseline and Targets. The user can select a
Baseline Date and Target by clicking here. These
scores, along with the Energy Star target and
industry average, are also shown on this page.

• Once a year of energy consumption data has been
  entered for each point of energy consumption,
  users may look at Results for the building Score.
  

(2)
(3)
(1)
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29
Content Overview
Access portfolio manager pp 3-7
Benchmarking data needed.... pp 8-11
Set up account and log into portfolio manager pp
12-15
Enter building data... pp 16-28
Apply for a Label... pp 29-40
Supporting Documents... pp 41
30
Label Eligibility Requirements

• Building meets benchmarking eligibility
  requirements
• Building receives a weather normalized score of
  75 or higher
• At least 10 periods of energy data are provided
  during the year benchmarked
• Professional Engineer (PE) verifies building data
  and indoor air quality
• Letter of application and verified Statement of
  Energy Performance (SEP) are received by EPA
  within 120 days of period covered by SEP

31
Apply for a Label General Overview
(1) The Applications tab is where a user
selects a year to apply for a label. (2) The
Contacts tab is where a user inputs contact
information for the building owner, building
contact, building sponsor and the mail plaque
location. (3) The Observations tab is where
the Professional Engineer information is entered
and environmental quality questions are
answered. (4) The Documents tab is where the
Statement of Energy Performance and Letter of
Agreement are generated. (5) The Profile tab
is optional after the EPA has received the
application.
(1)
(2)
(3)
(4)
(5)
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Apply for a Label
(1) Click on the Apply for a Label section of
Portfolio Manager (2) Select the calendar year
for which you would like to apply for the Energy
Star Label. EPA must receive the data within 120
days after the last energy meter reading. (3)
Click Add to start the Labeling process.
(3)
(2)
(1)
33
Apply For Label Select Building Owner
(1) Choose the organization name and the contact
name. Click Add to input a new organization or
contact name. (2) Hit the Select button to
continue.
(1)
(2)
34
Apply for a Label Contacts
(1) Choose a Building Contact. If it is
different than the owner, check other, and hit
select to add contact information. (2) Choose
a Building Sponsor. If it is not the contact or
building owner, check other, and hit Select to
add contact information. (3) Choose a person
to receive the plaque. If it is not the owner,
contact, or sponsor, check other, and hit Select
to add contact information. Include a mailing
address so the plaque can be shipped. (4)
Remember to Save all information.
(1)
(2)
(3)
(4)
35
Apply for a Label Observations
(1) Select the Observations tab to
continue. (2) Enter both the organization and
the Professional Engineer name for the PE that
certified the building. (3) Hit the Select
button to associate the PE with the benchmarked
building. (4) Make sure the PE has verified
the answers to the 6 bulleted questions. (5)
Enter the time and hours it took for the PE and
staff to verify the buildings performance. (6)
Remember to Save all information.
(1)
(2)
(3)
(4)
(5)
(6)
36
Apply for a Label Documents
(1) Select the Documents tab to continue. (2)
The Statement of Energy Performance (SEP) must
be sent to the EPA. Hit Generate to create the
SEP. (3) A Letter of Agreement must be sent to
the EPA. Hit Generate to create the letter.
(1)
(2)
(3)
37
Apply for a Label Statement of Energy
Performance
(1) Check that the building address is
accurate. (2) Check that the building owner is
accurate. (3) Check that the building space
types and characteristics are correct. (4)
Check that you send the SEP to the EPA within 120
days of the period ending date. (5) Check
that the PE information is correct. (6) Check
your benchmarking score is higher than 75. (7)
Check that the building passes all indoor
environmental criteria. (8) Have the PE stamp
and sign in this box ensuring all building
information is correct. (9) Print the SEP and
send it to the EPA.
(2)
(1)
(3)
(4)
(5)
(6)
(8)
(7)
38
Apply for a Label Letter of Agreement

• Read the instructions on the page before the
  letter of agreement.
• Print out the Letter of Agreement.
• Sign your name. (1)
• Send the original SEP and Letter of Agreement to
  the EPA.

(1)
39
Apply for a Label Profile
(1) Click on the Profile section. After sending a
SEP and Letter of Agreement to the EPA, you can
voluntarily add to the profile section. Text,
graphics and quotes can all be added.
(1)
40
Label Processing

• The EPA will process the application packet
  within four business days of the arrival receipt.
• If there are any problems, the EPA will put the
  application on hold and send a notification email
  to the building contacts.
• If there are no problems, the EPA will send a
  Congratulations Letter as well as send
  notification emails to any contacts that
  indicated they want to be notified.
• A plaque will arrive in the mail sent to the
  mail to contact. Please allow up to three
  weeks for shipment.

41
Content Overview
Access portfolio manager pp 3-7
Benchmarking data needed.... pp 8-11
Set up account and log into portfolio manager pp
12-15
Enter building data... pp 16-28
Apply for a Label... pp 29-40
Supporting Documents... pp 41
42
Weather Normalization

• Weather normalization is the adjustment of a
  buildings actual energy consumption to account
  for departures from the typical weather patterns
  during the year benchmarked.
• The Process
• Use the average monthly temperature data over a
  thirty year time period given by NOAA.
• Create a weather profile for the building
  consisting of five values that represent how the
  structure responds to temperature- base
  consumption, heating temperature, cooling
  temperature, heating slope and cooling slope.
• Apply the weather profile to the actual energy
  use to make weather normalized consumption data.
  Use the weather normalized consumption data as a
  basis for the score look-up.