Streamlining Utility Billing Analysis and Reporting. Dagoberto Rodriguez, Energy Manager Marlene Z Rosenboom, Utility Analyst

Streamlining Utility Billing Analysis and Reporting Dagoberto Rodriguez, Energy Manager Marlene Z Rosenboom, Utility Analyst

Who We Are Founded by the Texas Legislature in 1969 The University of Texas at San Antonio is an emerging Tier One research institution with 29,000 students and four campuses. #1 in the nation for cybersecurity programs Best of the Best for Hispanics, African- Americans, veterans & females Hispanic Network Magazine 2015 Best for Vets College Military Times

UTSA s Utility Profile 5.4M square footage & 4 campuses $13M in utility expenses in FY 2015 660,000 MMBTU 211,011,000 gallons Thermal energy plant Energy and water conservation efforts $1.7M in savings per year LED lighting Lab retrofits TEP upgrades Artificial Turf

How To Control the Uncontrollable?

Learning Objectives - How UTSA streamlined utility functions - Using Excel to automate functions - Streamlining & maintaining electronic records - Auditing functions - Auditing meter readings - Auditing vendor bills - Expediting vendor payment - Monthly and annual cost & consumption reports - By department and university-wide - Charts - Narratives - Graphs - Benefits of streamlining & reporting

How UTSA Streamlined Utility Functions - Assessed current process and were willing to change - Streamlined tasks found the most direct path - Allowed time for deeper analysis - Fell in with Excel - Facilitated in automating functions - Simplified measuring units and educated stakeholders - Helped understand data - Went paperless! - E-Billing, electronic filing systems - Faster payment to vendors and distribution of reports - Continuous improvement

Using Excel to Automate Functions - Basic formulas - Variation calculations - Percentage deviations - True / False formulas - V & H lookup formulas - Conditional formatting - Pivot tables

Maintaining Electronic Records - Bill receipt logs - Folder tiers - Year - Category (Bill Receipt/Campuses/Analysis/Other) - Utility type - Store all documents as pdf files to add and edit packets

Bill Receipt Logs Campus Description Acct # SEP JOURNAL # E&G Non E&G OCT JOURNAL # E&G Non E&G TOTAL E&G TOTAL NON E&G GRAND TOTAL MAIN UTSA Blvd Water 000141197-0141198-0001 13-Oct 59088 7,513.93 11-Nov 62323 10,052.18 17,566.11-17,566.11 MAIN UTSA Blvd Sewer 000141197-0141198-0001 13-Oct 59088 3,257.30 11-Nov 62323 4,335.74 7,593.04-7,593.04 MAIN Babcock Water 000141447-0141448-0001 13-Oct 59088 54,239.51 36,472.58 11-Nov 62323 38,426.58 34,684.06 92,666.09 71,156.64 163,822.73 MAIN Babcock Sewer 000141447-0141448-0001 13-Oct 59088 25,266.59 15,422.29 11-Nov 62323 16,138.78 16,974.62 41,405.37 32,396.91 73,802.28 ITC Secondary Elect 300 0029 434 30-Sep 58185 263.81 21-Oct 60837 142.92 406.73-406.73 MAIN Main Elect 300 0439 088 5-Oct 59072 598,143.90 145,975.59 2-Nov 62385 439,257.22 138,808.54 1,037,401.12 284,784.13 1,322,185.25 PARK WEST PW Security Lights 300 3205 015 5-Oct 58508 434.52 3-Nov 61334 431.83-866.35 866.35 OFF CAMPUS Blue Star Elect 300 3367 982 15-Oct 59223 205.52 16-Nov 62365 80.83 286.35-286.35 ITC Natural Gas 300 3239 202 22-Sep 57880 6,074.64 21-Oct 60843 5,616.85 11,691.49-11,691.49 DOWNTOWN Natural Gas 300 0439 047 8-Oct 59084 5,340.01 87.99 10-Nov 62669 5,735.84 94.52 11,075.85 182.51 11,258.36 MAIN NTEP Boiler NG 300 0439 080 1-Oct 58504 14,272.06 11-Nov 62362 14,739.41 29,011.47-29,011.47 PARK WEST PW Natural Gas 300 3102 098 5-Oct 58507 17.78 3-Nov 61336 20.85-38.63 38.63 714,577.27 198,410.75 534,526.35 191,014.42 1,249,103.62 389,425.17 1,638,528.79 Utility E&G Non E&G Grand Total Electricity 1,038,094.20 285,650.48 $ 1,323,744.68 Natural Gas 51,778.81 221.14 $ 51,999.95 Water 159,230.61 103,553.55 $ 262,784.16 Total $ 1,249,103.62 $ 389,425.17 $ 1,638,528.79

Auditing Functions - Auditing meter readings - Validate vendor bill - Highlight significant deviations - Consumptions used to charge departments & create reports - Auditing vendor bills - Replicate rate structure - Test their calculations - Expediting vendor payment - Minimizing data entry errors - Pull data from vendor bill analysis

Auditing Meter Readings TABLE 1 SEPT BUILDING UTILITY READING MEASUREMENT CONSUMPTION MEASUREMENT % CHANGE FROM LAST MONTH NOTES ON CALCULATIONS RRC - RoadRunner Café ELECTRIC 4,054,041 kwh 195,209kWh prefix 10.20% ELECTRIC kw kw WATER 26,355,500 gal 189,500GALLONS -21.30%Rainy weather required less irrigation GAS 555,287 ccf 449MCF 13.40% ALVAREZ HALL ELECTRIC 7,107,926 kwh 251,845kWh 13.97% ELECTRIC kw kw DOMESTIC WATER 1,990,545 gal x 10 1,091,310GALLONS 24.80%Beginning of semester - more activity IRRIG WATER 19,067 gal x 100 34,000GALLONS -23.00%Rainy weather required less irrigation CHW WATER 170,056 btu x 100000 11,767T/H 42.58%Warmer weather required more cooling CHW WATER 15 btuh x 1000 T/H GAS SOUTH 26,193 ccf 100MCF 5.39% GAS NORTH 25,869 ccf 98MCF -33.60%Warmer weather required less heating Chisholm Hall ELECTRIC 3,063 kwh x 2400 108,000KWH 16.67% ELECTRIC 0.14 kwh x 2400 KWH WATER 439,044 ccf 255,850GALLONS -31.54%Rainy weather required less irrigation

Audit Vendor Bills SERVICE ENERGY FUEL ADJ REGUL TOTAL MONTH FROM TO PREV CURR KWH CHARGE CHARGE COST ADJ $/kwh COST SEP 8/21/2015 9/18/2015 1567 1576 3,150 $8.75 $115.04 $47.06 $20.98 $0.06 $ 191.82 OCT 9/19/2015 10/19/2015 1576 1585 3,150 $8.75 $226.49 $52.04 $20.98 $0.10 $308.24 NOV 10/20/2015 11/17/2015 1585 1594 3,150 $8.75 $226.49 $45.33 $20.98 $0.10 $301.53 DEC 11/18/2015 12/16/2015 1594 1602 2,800 $8.75 $201.32 $52.42 $18.65 $0.10 $281.12 JAN 12/17/2015 1/20/2016 1602 1612 3,500 $8.75 $240.87 $45.15 $23.31 $0.09 $318.07 FEB 1/21/2016 1612 $8.75 $240.87 $45.61 $0.00 $295.22 MAR 1/1/1900 0 0 $8.75 $240.87 $42.48 $0.00 $292.08 APR 1/1/1900 0 0 $8.75 $240.87 $0.00 $0.00 $249.61 MAY 1/1/1900 0 0 $8.75 $240.87 $0.00 $0.00 $249.61 JUN 1/1/1900 0 0 $8.75 $240.87 $0.00 $0.00 $249.61 JUL 1/1/1900 0 0 $8.75 $240.87 $0.00 $0.00 $249.61 AUG 1/1/1900 0 0 $8.75 $240.87 $0.00 $0.00 $249.61 AVG $ 269.68 TOTAL 15,750 $ 3,236.11

Expediting Vendor Bills ACCOUNTS PAYABLE COVER SHEET VENDOR: CITY PUBLIC SERVICE BOARD PO BOX 2678 SAN ANTONIO TEXAS 78289 INVOICE DATE: 2/1/2016 VENDOR ID: 0000038585 SERVICE DATES: 12/17/2015-1/20/2016 SERVICE MONTH: January SERVICE LOCATION(S): 600 E MARKET ST #LCT INVOICE NO(S): 300 3239 200 TOTAL AMOUNT DUE $349.90 DESCRIPTION: CPS600 SPEEDCHART ACCT TITLE(S) DESC ACCOUNT AMT(S) DZM018 PP PURCH UTIL ELEC 63502 $349.90 FACILITIES: MZR 2/1/16 AGENCY CERTIFICATION: I CERTIFY THAT THE ABOVE SERVICES WERE RENDERED OR GOODS RECEIVED, AND THAT THEY CORRESPOND IN EVERY PARTICULAR WITH THE CONTRACT UNDER WHICH THEY WERE PROCURED AND THAT THE INVOICE IS TRUE, AND UNPAID.

Monthly and Annual Cost & Consumption Reports - Departments are your customers! - Ask their input - Constantly ask how to suit their needs - Create monthly reports using previously analyzed meter readings - Cost and consumption - Month to month comparison - Year to year comparison - % and $ comparisons - Narratives: Interpret data into simpler terms - Visualize the data - Insert graphs tied to monthly reports Automate! - Use departmental data to create university - wide reports

Monthly Cost & Consumption Reports FY16 Recreational Center Utilities Summary Month Electricity Thermal Water Total Utility kwh Cost Chilled Water Steam Thermal Cost Gallons Water Cost Sep-15 222,516 $15,459.04 176,297 311 $20,070.61 302,831 $2,308.52 $37,838.17 Oct-15 243,492 $16,239.64 149,624 854 $26,804.96 305,506 $2,318.64 $45,363.24 Nov-15 224,898 $14,873.09 128,194 1,532 $28,624.69 219,269 $1,661.05 $45,158.83 Dec-15 203,965 $13,584.18 96,897 1,151 $22,770.38 107,629 $826.98 $37,181.54 Jan-15 186,055 $11,307.18 74,318 351 $11,846.32 324,675 $1,737.05 $24,890.55 Jan-16 202,105 $12,809.47 36,144 907 $12,000.63 225,285 $1,939.84 $26,749.94 Feb-16 Mar-16 Apr-16 May-16 Jun-16 Jul-16 Aug-16 Total 1,096,976 $72,965.42 587,156 4,755 $110,271.27 1,160,520 $9,055.03 $192,291.72

Narrative: Monthly Cost & Consumption Narrative Reports Electric consumption for the month of Jan 2016 decreased from last month by 0.91% and $774.71 January's consumption is 8.63% higher than January 2015 and $1,502.29 higher Electric costs represents 47.89% of the total utility cost for January 2016. Thermal costs were $10,769.75 lower than last month and $154.31 higher than Jan 2015. Chilled Water consumption is 51% lower than last year and 62.7% lower than last month. Steam was 158.4% higher than 2015 and 21.23% lower than December. Thermal costs make up 44.86% of January's total utility costs. Water consumption in the month of January 2016 was 109% higher than December and $1,112.86 more. When compared to last year, this month was 30.6% less in consumption and $202.79 more. This jump in costs is due to recent rate increases. Water represents 7.25% of this month's utility cost versus last month's 2%. The variations in electric, thermal, and water are a direct result of the weather fluctuations and precipitation. January has been unusually warm and dry. We will continue to monitor closely, consumption and cost will continue to fluctuate as the winter months pass. Total cost for January 2016 was $26,749.94, 28% & $10,431.60 less than the December. and 7.47% & $1,859.39 less than last January. January used 12% of the budget, out of the assigned $415,000, we've used a total of $192,292; leaving 46.34% and $222,708.28 available. January's $26,749.94 was $4,190 under the budgeted $30,940 allocated for January.

Automated Monthly Cost & Consumption Graphs FY 15 vs FY 16 Rec Center Utility Expense $50,000 $45,000 $40,000 $35,000 $30,000 $25,000 $20,000 $15,000 $10,000 $5,000 $- Sept Oct Nov Dec Jan Feb March April May June July Aug FY 2015 $32,452 $31,258 $27,502 $28,025 $24,891 $25,743 $16,720 $34,494 $25,276 $34,643 $26,016 $26,837 FY 2016 $37,838 $45,363 $45,159 $37,182 $26,750 Budgeted $40,340 $38,855 $34,186 $34,837 $30,940 $32,000 $20,783 $42,877 $31,419 $43,063 $32,339 $33,360 FY 2015 FY 2016 Budgeted

Automated Monthly Cost & Consumption Graphs Budget Availability FY 2016 Original Budget of $415,000 $192,292, 46% $222,708, 54% Expensed Remaining Budget

University - Wide Reports $/MMBTU FY 2015 Energy Rate Cost per MMBTU All Campuses (E&G, Non E&G) $25.00 $20.00 $15.00 $10.00 $5.00 $0.00 Sept Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug 2015 MMBTU $16.4093 $15.3998 $12.7631 $12.0993 $10.7834 $12.2209 $12.2355 $15.3429 $16.1972 $17.9858 $16.9227 $17.7581 2014 MMBTU $15.5494 $14.7238 $13.4137 $11.0839 $11.0755 $12.8871 $14.4876 $15.5783 $16.0813 $18.5172 $17.2469 $17.4908 2013 MMBTU $15.1482 $13.3241 $12.6852 $11.9157 $11.3351 $13.4795 $13.3256 $14.7845 $15.2297 $16.7365 $16.4419 $16.2963

University - Wide Reports $12,000 FY 2015 Actual vs Budgeted Utility (x1000) (E&G Only) $10,000 $8,000 $6,000 $4,000 $2,000 $- Sept Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Actual $946 $1,742 $2,474 $3,281 $4,114 $4,807 $5,630 $6,476 $7,306 $8,240 $9,269 $10,313 Budgeted $843 $1,664 $2,430 $3,290 $4,187 $5,008 $5,898 $6,817 $7,626 $8,546 $9,551 $10,512 Estimated $873 $1,723 $2,517 $3,408 $4,336 $5,187 $6,109 $7,061 $7,899 $8,852 $9,893 $10,888

Annual University - Wide Utility Reports PURCHASED UTILITIES UTILIZED THERMAL ELECTRICITY NATURAL GAS WATER/SEWER STEAM CHILLED WATER CONSUMPTION KWH MCF GAL MMBTU TON-HOURS LOCATION E&G NON E&G E&G NON E&G E&G NON E&G E&G NON E&G E&G NON E&G MAIN CAMPUS 55,526,591 21,386,800 17,404 13,391 115,610,126 51,168,963 161,124 12,850 27,844,260 4,486,982 DOWNTOWN 10,000,032 673,606 13,974 219 13,284,062 135,356 HEMISFAIR 3,583,857 29,251 11,406 0 4,613,533 0 PARK WEST 423,000 90 16,369,989 SUB TOTAL: 69,110,481 22,512,657 42,783 13,700 133,507,721 67,674,308 161,124 12,850 27,844,260 4,486,982 TOTAL: 91,623,137 56,484 201,182,028 173,974 32,331,242 PURCHASED UTILITIES UTILIZED THERMAL ELECTRICITY NATURAL GAS WATER/SEWER STEAM CHILLED WATER COST KWH MCF GAL MMBTU TON-HOURS LOCATION E&G NON E&G E&G NON E&G E&G NON E&G E&G NON E&G E&G NON E&G MAIN CAMPUS $3,724,369 $1,414,796 $112,699 $93,069 $356,417 $278,930 $824,996 $112,013 $3,251,091 $496,946 DOWNTOWN $773,253 $69,495 $94,851 $1,494 $89,579 $956 HEMISFAIR $283,496 $2,200 $85,046 $0 $37,992 $0 PARK WEST $48,467 $925 $154,206 SUB TOTAL: $4,781,119 $1,534,957 $292,596 $95,488 $483,987 $434,091 $824,996 $112,013 $3,251,091 $496,946 TOTAL: $6,316,075 $388,084 $918,079 $937,009 $3,748,037 SUMMARY GRAND TOTAL: $12,307,284 LOCATION FT 2 (AC) % of FT 2 E&G % of E&G NON-E&G % of Non-E&G TOTAL COST % of Total Cost MAIN CAMPUS 3,680,000 83.5% $8,269,572 85.84% $2,395,753 89.61% $10,665,325 86.7% DOWNTOWN 520,000 11.8% $957,683 9.94% $71,944 2.69% $1,029,627 8.4% HEMISFAIR 180,000 4.1% $406,534 4.22% $2,200 0.08% $408,734 3.3% PARK WEST 27,500 0.6% $0 0.00% $203,598 7.62% $203,598 1.7% GRAND TOTAL: 4,407,500 100% $9,633,789 100% $2,673,496 100% $12,307,284 100%

Annual University - Wide Utility Reports - Annual Utility Cost and Consumption Report - Culmination of monthly reports - Assists in budget construction - Faculty & students utilize for academic research - Design firms rely on data for load considerations And..

Annual University - Wide Utility Reports Upper management has an improved understanding of utility cost impacts and the benefit of conservation efforts.

Benefits of Streamlining & Reporting - Promote transparency - Expedite payment to vendors no late fees! - Strengthen customer service & relationships - Improve budget construction - Allow for deeper analysis - Assist upper management in decision making - Validate investment decisions - Use in negotiations with external parties - Communicate significant funding required to supply growing university

Learning Objectives - How UTSA streamlined utility functions - Using Excel to automate functions - Streamlining & maintaining electronic records - Auditing functions - Auditing meter readings - Auditing vendor bills - Expediting vendor payment - Monthly and annual cost & consumption reports - By department and university-wide - Charts - Narratives - Graphs - Benefits of streamlining & reporting

Questions?

Thank you! Streamlining Utility Billing Analysis and Reporting Dagoberto Rodriguez, Energy Manager Marlene Z Rosenboom, Utility Analyst