Portfolio Manager 201

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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

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

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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

MyPortfolio – Edit Property

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Edit Property – Basic Information

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Edit Property – Basic Information

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Edit Property – Property Use Detail

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Tip: Defining Property Use Types

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

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

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

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

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

of gross floor area) as a separate property use type

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

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Scenario

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

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

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

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

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

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

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

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

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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

Correct vs. Update

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

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

factored into your metrics

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

that the tool can account for this

Edit Property – Correct Mistakes

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Scenario

Entered office property use

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

have been 1,000,000 sq. ft.

Edit Property – Correct Mistakes

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Edit Property – Correct Mistakes

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Edit Property – Update with New Information

Scenario

7,500 sq. ft. of the vacant

space gets leased

Edit Property – Update with New Information

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Enter the updated value(s) with the correct

“Current As Of”

date

Edit Property – Update With New Information

2500

97500

Correcting/Updating Properties with Multiple Buildings (Campuses)

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

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

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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

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

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Gross Floor Area Alert

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

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

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

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Meter Data Alerts

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Data Quality Checker

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Data Quality Checker

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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

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

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

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

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

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

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Scroll to the bottom of the front page of

MyPortfolio tab

Click link here

Spreadsheet Upload/Update: Overview

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Add New Properties: Download Spreadsheet Template

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Add New Properties: Fill Out Spreadsheet Template

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

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Add New Properties: Upload Completed Spreadsheet

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Upload filled out templates:

• Select Type• Upload

Add Meters / Add Bill Data / Edit Basic Property Info

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Add Bills to Existing Meters: Create Custom Upload Template

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Add Bills to Existing Meters: Fill Out Spreadsheet Template

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

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

Add Bills to Existing Meters: Upload Spreadsheet

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Upload filled out templates:

• Select Type• Upload

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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

Planning Tab: Portfolio-Level

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Choose one target or

baseline for all properties

View property-specific details

on targetsView graphs

with portfolio-wide information

Property Goals Tab: View Specific Property Goals & Improvements

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Download documents

Goals tab at the Property

level in MyPortfolio

Add/Edit Baselines or Targets

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Choose baselines or let Portfolio Manager select automatically

Target Options

• Target ENERGY STAR Score

• Target % Better than Baseline

• Target % Better than Median

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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

Data Analysis in Portfolio Manager

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

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

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Download Entire Portfolio

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Analyze Progress and Performance on the Reporting Tab

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Choose from Pre-set Chart

& Graph options

Download Performance Documents

Create and generate

Templates & Reports

Charts & Graphs

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Scroll through to see template Charts & Graphs.

• Source EUI• Site EUI• ENERGY STAR

Score

Charts & Graphs

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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

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Templates & Reports

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Custom Reporting

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Create your own report

Custom Reporting

• Create report template• Use your template to

– Generate a custom report– Share your template– Request data from others

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Custom Reporting

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Use Your Template

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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, orgenerate a spreadsheet

Share this Template

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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

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Name Your Request

Verify Data

- Timeframe- Locations- Info and Metrics

Request Data Using this Template (continued)

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Identify Contact

Provide instructions

“Save” or “Publish” Request

Publish Data Request

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Specific Instructions

for your Respondents

Data Request Created

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Managing Your Data Request

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Responding to Data Requests

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For more information on responding to

data requests, see the resource

“How to Respond to Data Requests

in Portfolio Manager”

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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

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What is the Sustainable Buildings Checklist?

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

• Assist owners/managers with evaluating sustainability in existing buildings

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

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

walkthrough assessments• Track and easily view progress on

each guiding principle• Upload compliance documents to

the repository for record keeping• Create a portfolio-wide

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

water metrics generated by Portfolio Manager

Access the Sustainable Buildings Checklist

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

bottom of the page

Start the Sustainable Buildings Checklist

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Complete Checklist Step by Step

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Recap

• 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

Portfolio Manager Help Page

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Extra Help

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

• Additional Portfolio Manager training resources available at: www.energystar.gov/buildings/training – Step-by-step documents (PDF)– Access to recorded trainings– Information on upcoming trainings

• Register for regular webinars at: http://esbuildings.webex.com

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Thank you for Attending!

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Questions?

If after this webinar you have any questions on Portfolio Manager, contact us at:

www.energystar.gov/BuildingsHelp