Portfolio Manager 201

Learning Objectives In this session, you will learn how to: –Edit property information –Correct or update property use details –Address data quality alerts –Add data using the spreadsheet upload feature –Set baselines and goals on the Planning tab –Analyze progress and performance with Portfolio Manager Reports –Use the Sustainable Buildings Checklist 2

Portfolio Manager 101 If you’re brand new to using Portfolio Manager, these resources are a good place to start: –Portfolio Manager 101 webinar –Portfolio Manager Quick Start Guide 3

How To –Edit property information –Correct or update property use details –Address data quality alerts –Update/add data using the spreadsheet upload feature –Set baselines and goals on the Planning tab –Analyze progress and performance with Portfolio Manager Reports –Use the Sustainable Buildings Checklist 4

MyPortfolio – Edit Property 5

Edit Property – Basic Information 6

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Edit Property – Property Use Detail 8

Tip: Defining Property Use Types Designate your property’s “Primary Function” –Should best reflect the activity in the majority of your property to receive accurate metrics –More than 80 property types listed Add additional property types only if needed –Only add a type if the use is substantially different from the property’s primary function –Enter as few uses as needed to reflect current operations in the property –Exception: need to account for vacant space (> 10% of gross floor area) as a separate property use type 9

Example: Adding a Separate Use Type for Vacant Space in a Building 10 Scenario Office Building with Gross Floor Area = 100,000 sq. ft. At time of property set-up, 10,000 sq. ft. are vacant. Click “Add” to add another use type (“Office”) to account for vacant space.

Example: Adding a Separate Use Type for Vacant Space in a Building 11 Enter a separate use representing the combined floor area of the vacant space, and enter use details: Weekly Operating Hours = 0 Number of Workers on Main Shift = 0 Number of Computers = 0

Example: Adding a Separate Use Type for Vacant Space in a Building 12

13 Example of a property accurately set up, accounting for vacant space, as well as parking Example: Adding a Separate Use Type for Vacant Space in a Building

How To –Edit property information –Correct or update property use details –Address data quality alerts –Update/add data using the spreadsheet upload feature –Set baselines and goals on the Planning tab –Analyze progress and performance with Portfolio Manager Reports –Use the Sustainable Buildings Checklist 14

Correct vs. Update 15 If you need to make edits to your property use details, you can either “Correct Mistakes” or “Update with New Information” “Correct Mistakes” changes a value that was entered in error –No historical record of the old value will be kept or factored into your metrics “Update with New Information” tracks a value that is changing over time –Enter date as of which the new value took effect, so that the tool can account for this

Edit Property – Correct Mistakes 16 Scenario Entered office property use gross floor area as 100,000 sq. ft. when it should have been 1,000,000 sq. ft.

Edit Property – Correct Mistakes 17

Edit Property – Correct Mistakes 18

19 Edit Property – Update with New Information Scenario 7,500 sq. ft. of the vacant space gets leased

Edit Property – Update with New Information 20 Enter the updated value(s) with the correct “Current As Of” date

Edit Property – Update With New Information

Correcting/Updating Properties with Multiple Buildings (Campuses) In a campus setting, you will need to update/correct use details at both the property level and at the building level If you make a change at the building level, it will not automatically “roll up” to the property level 22

How To –Edit property information –Correct or update property use details –Address data quality alerts –Update/add data using the spreadsheet upload feature –Set baselines and goals on the Planning tab –Analyze progress and performance with Portfolio Manager Reports –Use the Sustainable Buildings Checklist 23

Address Data Quality Alerts The new Portfolio Manager includes built-in features to help users input data correctly, such as: –Alerts –Tips –Easily accessible definitions Intended to help catch common data entry mistakes 24

Gross Floor Area Alert Gross Floor Area originally listed as 100,000 sq. ft. for this property When “Vacant Space” was added, the Gross Floor Area went up to 110,000 sq. ft. Need to edit main “Building Use” to equal 90,000 sq. ft, to keep total floor area consistent 25

Meter Data Alerts 26

Data Quality Checker 27

Data Quality Checker 28

How To –Edit property information –Correct or update property use details –Address data quality alerts –Update/add data using the spreadsheet upload feature –Set baselines and goals on the Planning tab –Analyze progress and performance with Portfolio Manager Reports –Use the Sustainable Buildings Checklist 29

Update Data for Many Properties at Once with the Spreadsheet Upload Feature Add new properties to your account ‒ Download spreadsheet ‒ Fill in property information ‒ Upload spreadsheet Add meters/edit meter data/edit basic property details for existing properties ‒ Select properties ‒ Download custom spreadsheet ‒ Fill in data ‒ Upload spreadsheet 30

Update Data for Many Properties at Once with the Spreadsheet Upload Feature 31 Scroll to the bottom of the front page of MyPortfolio tab Click link here

Spreadsheet Upload/Update: Overview 32

Add New Properties: Download Spreadsheet Template 33

Add New Properties: Fill Out Spreadsheet Template Complete rows in Excel spreadsheet with information for your properties: name, address, floor area, etc. 34

Add New Properties: Upload Completed Spreadsheet 35 Upload filled out templates: Select Type Upload

Add Meters / Add Bill Data / Edit Basic Property Info 36

Add Bills to Existing Meters: Create Custom Upload Template 37

38 Add Bills to Existing Meters: Fill Out Spreadsheet Template Complete rows in Excel spreadsheet with new bill data for each meter Be sure not to add/delete rows or columns, or to change any formatting

Add Bills to Existing Meters: Upload Spreadsheet 39 Upload filled out templates: Select Type Upload

How To –Edit property information –Correct or update property use details –Address data quality alerts –Update/add data using the spreadsheet upload feature –Set baselines and goals on the Planning tab –Analyze progress and performance with Portfolio Manager Reports –Use the Sustainable Buildings Checklist 40

Planning Tab: Portfolio-Level 41 Choose one target or baseline for all properties View property- specific details on targets View graphs with portfolio- wide information

Property Goals Tab: View Specific Property Goals & Improvements 42 Download documents Goals tab at the Property level in MyPortfolio

Add/Edit Baselines or Targets 43 Choose baselines or let Portfolio Manager select automatically Target Options Target ENERGY STAR Score Target % Better than Baseline Target % Better than Median

How To –Edit property information –Correct or update property use details –Address data quality alerts –Update/add data using the spreadsheet upload feature –Set baselines and goals on the Planning tab –Analyze progress and performance with Portfolio Manager Reports –Use the Sustainable Buildings Checklist 44

Data Analysis in Portfolio Manager Ways to analyze progress and performance –Download all portfolio data in Excel (from the MyPortfolio page) –Charts and Graphs –Performance Documents –Standard Reports –Custom Reports 45

Download Entire Portfolio 46

Analyze Progress and Performance on the Reporting Tab 47 Choose from Pre-set Chart & Graph options Download Performance Documents Create and generate Templates & Reports

Charts & Graphs 48 Scroll through to see template Charts & Graphs. Source EUI Site EUI ENERGY STAR Score

Charts & Graphs 49 View data, charts, and graphs Print reports View and export raw data in Excel, XML, CSV, and PDF Export image files

ENERGY STAR Performance Documents 50

Templates & Reports 51

Custom Reporting 52 Create your own report

Custom Reporting Create report template Use your template to –Generate a custom report –Share your template –Request data from others 53

Custom Reporting 54

Use Your Template 55 Bottom of Reporting Tab: new template appears Click links or use drop-down menu to share your template with others, request data from other users, or generate a spreadsheet

Share this Template 56 Share with a Contact; or Generate a link in Portfolio Manager that allows any user to copy the template to their account

Request Data Using this Template 57 Name Your Request Verify Data -Timeframe -Locations -Info and Metrics

Request Data Using this Template (continued) 58 Identify Contact Provide instructions “Save” or “Publish” Request

Publish Data Request 59

Specific Instructions for your Respondents Data Request Created 60

Managing Your Data Request 61

Responding to Data Requests 62 For more information on responding to data requests, see the resource “How to Respond to Data Requests in Portfolio Manager”

How To –Edit property information –Correct or update property use details –Address data quality alerts –Update/add data using the spreadsheet upload feature –Set baselines and goals on the Planning tab –Analyze progress and performance with Portfolio Manager Reports –Use the Sustainable Buildings Checklist 63

What is the Sustainable Buildings Checklist? United States Federal High Performance Sustainable Buildings Checklist (Guiding Principles Checklist) now available to all property types Assist owners/managers with evaluating sustainability in existing buildings Encouraged for all properties; used by U.S. Federal buildings to comply with requirements Use the Sustainable Buildings Checklist to: Conduct initial and final building walkthrough assessments Track and easily view progress on each guiding principle Upload compliance documents to the repository for record keeping Create a portfolio-wide sustainability roll-up report Review up-to-date energy and water metrics generated by Portfolio Manager 64

Access the Sustainable Buildings Checklist 65 Click on the “Goals” tab for a specific property and scroll to the bottom of the page

Start the Sustainable Buildings Checklist 66

Complete Checklist Step by Step 67

Recap In this training, we learned how to: –Edit property information –Correct or update property use details –Address data quality alerts –Update/add data using the spreadsheet upload feature –Set baselines and goals on the Planning tab –Analyze progress and performance with Portfolio Manager Reports –Use the Sustainable Buildings Checklist 68

Portfolio Manager Help Page 69

Extra Help Visit –Expanded list of FAQs –Online form to submit technical questions or comments Additional Portfolio Manager training resources available at: –Step-by-step documents (PDF) –Access to recorded trainings –Information on upcoming trainings Register for regular webinars at: 70

Thank you for Attending! 71 Questions? If after this webinar you have any questions on Portfolio Manager, contact us at: