Import Portfolio Feature Starter Guide. Revision 1

Transcription

1 Import Portfolio Feature Starter Guide Revision 1 Sustainable IQ, Inc

2 Contents Introduction... 2 Reference Documents... 2 Staging Version of DDx URL... 3 The Basics: How to Use... 4 Feature Workflow and Components Import Portfolio Workflow Import Portfolio Screen The CSV/XLS File Recommended Import Portfolio Project Set Size Import Portfolio Validation Report Summary Errors Warnings Project Conflicts Import Portfolio Log Appendix A: Import Portfolio Workflow...16 Appendix B: CSV/XLS Fields for Import Portfolio Legend: Import Portfolio Field Category Fields: Import Portfolio Fields Appendix C: CSV/XLS entry fields that require a MATCH

3 Introduction Large firms have and/or are developing their own project databases. They need an easy, transparent and reliable way to import their portfolio of projects into the AIA 2030 DDx directly, so they don t have to spend staff time reentering information, and they can realize the benefits of the overall growing database and capabilities within the DDx. An Import Portfolio feature is needed, so that firms can export portfolio data from their databases, and import the portfolio directly into the AIA 2030 DDx. This Starter Guide provides information on the basic steps and use cases for how the feature can be used, relevant detail on key elements, related information sources, error and warning messages, and the required (format and spelling) for the selection lists related to fields that require matched options with the selection options in the DDx. It is intended to be a reference for general and detailed questions. Based on the results of a survey of the Partner firms that are providing insight and feedback on this feature, as well as feedback from other large firms, the Import Portfolio feature will be implemented as a CSV or XLS import into the DDx that goes through a series of validation error and warning checks. The errors must be resolved to successfully import the portfolio data, while the warnings are optional. A set of input fields (Appendix B), which are the column headers on the CSV or XLS import file, has been developed with the input from the firm group. Only a subset of the list of fields is required, and even a smaller set can be used to set up projects initially. However, it provides the opportunity for firms to import more project data in an easier way, so that they can spend more time investigating REPORTS and RESEARCH, and leveraging their portfolio data in different ways, as well as the overall dataset. Reference Documents The following documents are located on the DDx directly or in a google doc folder [ 1. DDx_ImportPortfolio_Fields_Selections provides the CSV column header to DDx Mapping as well as the Error and Warning verification checks and messages, as well as the selection lists for fields that require entries in the CSV to match. Tab Structure: CSV Import to DDx Mapping Selection Lists - includes each CSV/XLS Column Header entry that requires a "match". The selection list or a reference/hyperlink to the tab with the larger list is provided for each List_Country - contains both Country and State/Province list List_UseType - contains the list of DDx Use Types list, and how they map to Target Finder use types. 2

4 2. CSV/XLS Templates the templates, which provide the set of fields and column order for the project data that can be imported, are located on the Import Portfolio screen Figure 1 - Import Portfolio screen displaying the links to the CSV and XLS templates Staging Version of DDx URL The link to the Staging Version. You can login using your same credentials as the Production version. 3

5 The Basics: How to Use The Import Portfolio feature at a basic level is simple: Step 1: A Firm Administrator logs into the AIA 2030 DDx Figure 2 - AIA 2030 DDx Login Screen Step 2: Go to >My Account: Section 7. Import Portfolio Logs, and select > Import Portfolio Figure 3 - >My Account screen, Section 7. Highlight - > Import Portfolio 4

6 Step 3: Confirm Firm, User and Reporting Year information Figure 4 - Import Portfolio Screen. Highlight - Firm, Year and Reporting Year information Step 4: Select Choose File and select the CSV file to import Figure 5 - Selecting Choose File button launches a browser to locate and select your CSV file 5

7 Step 5: Select Validate Data Figure 6 - Selecting Validate Data launches the verification checks 6

8 Step 6: Review Validation Report for errors, warnings and conflicts (if adjustments are needed, make them and then return to Step 4) Figure 7 - a mock-up of the Import Portfolio Validation Report that contains the project summary, and any errors and warnings 7

9 Step 7: If Validate Data finds no errors, but there are warnings, then the Import Data will only become active when the Ignore Warnings Identified checkbox has been selected. Note: The CSV/XLS file does not need be selected again with Choose File button, if the file has not been changed. Figure 8 Once Validate Data discovers no errors, but warnings are still discovered, the Import Data button is activated when Ignore Warnings is checked 8

10 Step 8: Select Import Data Note: The CSV/XLS file does not need be selected again with Choose File button, if the file has not been changed. 9

11 Step 9: Review Summary table of Import and Check that Status = Imported Figure 9 - >My Account, Section 7. Import Portfolio Logs. An entry is logged when "Validate Data" and "Import Data" are run Step 10: Enjoy leveraging your portfolio data in different ways in the AIA 2030 DDx! Feature Workflow and Components This section provides more detail on key areas of the Import Portfolio process. Import Portfolio Workflow See Appendix A for a process flowchart that shows the actions and decision points in the process. Import Portfolio Screen Once > Import Portfolio is selected on the > My Account screen, then the Import Portfolio screen is displayed. Figure 10 describes the different elements on this screen. 10

12 The CSV/XLS File Figure 10 - descriptions of the different feature components on the Import Portfolio screen The most critical element of the import process is the CSV/XLS file, and what is included in each cell. The Validate Data process is intended to significantly reduce, if not eliminate the errors of imported data. The requirements for the CSV/XLS file format are: 1) It must have the same column structure as shown in the CSV/XLS templates (reference docs) 2) The column cell values need to be a certain entry type (alphanumeric, text to match, numerical). See Imports-Validation spreadsheet column C CSV entry type. 3) In some cases, cells need to be a certain unit type. See Imports-Validation spreadsheet column D CSV Entry Units. 4) In some cases, the cell values entered need to MATCH in spelling and format, one of the available options in the AIA 2030 DDx. If they do not match an error or warning will be triggered during the Validate Data process. a. See Appendix C for a summary of which import fields require a match b. See Imports-Validation spreadsheet, Selection Lists tab for the full set of selection lists and the selection options. 11

13 Recommended Import Portfolio Project Set Size For the beta version of the feature, it is recommended that a CSV/XLS file with 300 or less rows (projects) is imported. Depending on the browser you are using and your internet connection speed the Import Data process time for 300 projects will be approximately four minutes or slightly longer. If the PORTFOLIO OF PROJECTS being imported is greater than 300 projects, we recommend creating multiple CSV/XLS files, each with 300 or less rows (projects) included, and completing the Import Portfolio Process for each CSV/XLS file. Import Portfolio Validation Report The Validation Report is generated when Validate Data is selected on the Import Portfolio Screen. Figure 11 - comments explaining the elements of the Import Portfolio Validation Report Summary The table provides the high level metrics for the Import Portfolio process, and informs next steps. You can confirm: 12

14 The correct number of overall projects was processed The correct number of each project category type of projects was processed The number of overall projects or projects of a certain project category that ran without errors The number of overall projects or projects of a certain project category that ran WITH errors The number of overall projects or projects of a certain project category that ran WITH warnings Errors The error verification checks are structured to ensure that only acceptable project information is imported into the DDx for the input fields that information is provided. If errors are returned, they are required to be corrected before a successful portfolio import can be completed. The error verification checks evaluate things, such as: Is a required field included? Does the CSV/XLS entry MATCH one of the DDx options for select input fields? Is the value entry type correct? If Baseline EUI or Baseline LPD values are less than zero If Office Location or Inputs Responsibility match a location or user associated with the firm account If multiple use types are provided, are there duplicates? Again, ALL errors have to be addressed before the Import Data button becomes active. Note: The error verification checks and associated messages related to each input field are displayed in Column E & F on the CSV Import to DDx Mapping tab on the DDx_ImportPortfolio_Fields_Selections google sheet. See the reference documents section. Warnings The warning verification checks focus on assisting to identify potential outliers in terms of values for such fields as area, EUI, LPD, and others. They also highlight when values for certain fields, such as Project ID or Zip/Postal Code, are not provided or do not match an option currently in the DDx Zip/Postal code database. The warnings identified in the Validation Report are optional, meaning they do not have to be addressed for a successful import. If the Ignore Warnings Identified checkbox (Figure 10) is selected, the Import Data button will become active if there are no errors associated with the CSV. The warning verification checks evaluate things, such as: If Use Type 1 Area > 10 Million sf If the Area Total for all use types provided is > 10 Million sf If Baseline EUI > 500 kbtu/sf/yr 13

15 If Predicted EUI > 1,000 kbtu/sf/yr if PREDICTED EUI < -50 kbtu/sf/yr if Baseline LPD or Predicted LPD > 5 W/sf if Window to Wall Ratio is < 5% Note: The warning verification checks and associated messages related to each input field are displayed in Column G & H on the CSV Import to DDx Mapping tab on the on the DDx_ImportPortfolio_Fields_Selections google sheet. See the reference documents section. Project Conflicts A project conflict is identified when a project included in the imported CSV/XLS file has the same Project ID and Reporting Year as a project that is already in the AIA 2030 DDx. When a project conflict occurs, the project input values included in the CSV/XLS are UPDATED, and incorporated into the existing project on the DDx. The number of projects UPDATED when Import Data is successfully completed are displayed on the Summary table in the column # of Rows Updated (Figure 12). Figure 12 - Summary Table after "Import Data" successfully completed Import Portfolio Log A row at the top of the Import Portfolio Log (> My Account, Section 7) is added each time Validate Data or Import Data is selected. Each entry contains a time stamp, which user performed the action, the reporting year, the CSV/XLS file used, the number of projects processed, the number of errors returned, the status of the import (Imported or errors), and the user notes entered with the action (Figure 13). Two items can be directly accessed from this table: The CSV/XLS file used by selecting on the file name The Validation Report by selecting the status descriptor 14

16 Figure 13 - Comments explaining the Import Portfolio Log columns 15

17 Appendix A: Import Portfolio Workflow Figure 14 displays the flowchart of the Import Portfolio Process identifying the different steps and decision options. The numbered steps correspond to those described in the The Basics: How to Use section. Figure 14 - Import Portfolio Feature Flowchart 16

18 Appendix B: CSV/XLS Fields for Import Portfolio Below is the legend for the field categories and the field list that can be imported using Import Portfolio. These are the fields that are the column headers on the CSV/XLS template. Legend: Import Portfolio Field Category Required for Reporting - Mandatory for Import Required for Reporting - Optional for Import Optional for Reporting - Optional for Import Optional for Reporting - Source & Emissions/Greenhouse Gas Emissions Fields: Import Portfolio Fields Project Name Status of Energy Model Project ID Design Energy Code Project Category Will Energy Use Data be Collected Project Phase Responsible Party for Energy Model Year of Occupancy Energy Modeling Tool Target Certification Baseline EUI Country Predicted EUI State/Province (US, Canada, China, India) Baseline LPD (Interiors Only) Zip/Postal Code (US, Canada, China, India) Predicted LPD (Interiors Only) Predicted LPD (Residential & Non- City (International) Residential) Office Location Window to Wall Ratio % Use Type 1 Occupancy Sensors Included Use Type 1 Area Daylighting Sensors Included Use Type 2 Renewables Type Use Type 2 Area Inputs Responsibility Use Type 3 Electricity Produced Off-site Use Type 3 Area Natural Gas Combusted On-Site Use Type 4 District Steam Use Type 4 Area District Hot Water Use Type 5 District Chilled Water Use Type 5 Area Chiller Type Diesel Electricity from Renewables on-site Figure 15 - Table of possible Import Portfolio fields. See legend for highlight color categories of the fields ranging from required to optional 17

19 Appendix C: CSV/XLS entry fields that require a MATCH Certain input fields in the DDx require that the value being imported directly MATCH one of the selection options that are included in the DDx. The Selection Lists tab on the reference document - DDx_ImportPortfolio_Fields_Selections provides the set of CSV/XLS column headers that require input values to MATCH and provides the selection options available. The Import Portfolio fields (mandatory and optional) that require a MATCH to an AIA 2030 DDx option include: Country State/Province Project Phase Status of Energy Model Use Type 1 Project Category Design Energy Code Target Certification Office Location (required to MATCH one of the options on Firm s > My Account: Section 5) Responsible Party for Energy Model Energy Modeling Tool Renewables Type Inputs Responsibility (required to MATCH one of the options on Firm s > My Account: Section 6) Chiller Type 18