The BREEAM In-Use online system V2

User Manual

The BREEAM In-Use online system V2.0

PN506 Issue 2 1 ©BRE Global 2011

TABLE OF CONTENTS 1 Glossary of terms 4 2 Introduction 9

2.1 The Online System 9 2.2 About this guide 10 2.3 System queries and support 10 2.4 Technical guidance 10 2.5 Email 10 2.6 Related documents (all available for download from the BREEAM website) 10

3 Creating a BREEAM In-Use online system account 12 3.1 User Accounts and the Holding Company 12 3.2 The Initial Registration Form 12 3.3 The Terms and Conditions 14 3.4 The Billing Summary 14 3.5 The Billing Statement 15 3.6 Online Payment 16

4 Logging onto the system 19 4.1 The Portfolio Management Menu 19 4.2 Navigation 20 4.3 System time out 20 4.4 Logging out 20

5 The Certificates and Reports Menu 21 6 The User Maintenance Menu 22

6.1 Adding New User Profiles 22 6.2 Editing Existing User Profiles 25 6.3 User Profile Permissions 25 6.4 Adding Preferred Auditors 28

7 Purchasing Additional Measurement Credits 30 8 Companies, Portfolios, properties and Measurements 31

8.1 Introduction 31 8.2 Logging Organisational Level Records 32 8.3 Logging Portfolios and Sub Portfolio Records 32 8.4 Logging Property Records 32

8.4.1 Sites 33 8.4.2 Buildings 33 8.4.3 Assets 33

8.5 Logging Measurement Records 34 8.6 The High Level Process 34

9 Logging a Sub Company 36 10 Logging a Portfolio 39

10.1 Log a Sub Portfolio 41 11 Logging a Property 44

11.1 The Property Management Menu 44 11.2 Logging a new Property Record 45


11.3 Defining the Property Level 48 11.3.1 Sites 48 11.3.2 Buildings 48 11.3.3 Assets 49

11.4 Linking Property Records Together 49 11.5 Transferring Property Records 50

12 The charging mechanism 51 12.1 Measurement Credits and the Charging Mechanism 51

12.1.1 Charging for new Measurement Records 51 12.1.2 Charging when Re-Measuring 51 13 Logging a Measurement 53

13.1 The Measurement Management Menu 53 13.2 The Measurement Logging Form 54 13.3 The Property Details Tab 55 13.4 The Variable Measurement Details Tab 56

13.4.1 Measurement Assignment 57 13.4.2 Reporting period 57 13.4.3 Property Dimensions 58 13.4.4 Additional Information 60

13.5 Occupancy Details 60 13.6 Utility Details 64

14 Using the performance management menu 66 14.1 Accessing the Performance Management Menu 66 14.2 The BREEAM In-Use KPI Scores Tab 67 14.3 Property Details 67 14.4 BREEAM Scores 68 14.5 Tasks List 68

14.5.1 View Scores – The Score Summary Menu 69 14.5.2 The Online Questionnaire 70 14.5.3 Download Questionnaire 73 14.5.4 Upload Questionnaire 73 14.5.5 Submit for Verification – The Assessment Submission Menu 75


1 GLOSSARY OF TERMS Term Definition

Assessment Submission Menu

The Assessment Submission Menu allows users to close the reporting period for the measurement record, and therefore conclude assessment of the parent property record, against the BREEAM In-Use KPI’s and all three parts of the BREEAM In-Use standard (as applicable).

Asset One of three classifications that the client can define a property as, through the property level field.

Asset Manager

A user profile that can be awarded to user accounts within the system which has pre-defined permission settings. The Asset Manager (AM) user profile is below the Property Manager user profile in the overall user profile hierarchy for the system.

Asset Score A score that can be achieved for a property, against the Asset section of the BREEAM In-Use standard.

Audit An independent assessment of a clients building or the organisation within it.

Auditor

A BRE Global licensed practitioner qualified to assist clients in the completion of their pre-assessment and/or to verify the pre-assessment within the terms of the scheme in order to provide certification.

Billing Statement An electronic copy of the charge applied to the named individual following the purchase of measurement credits.

Billing Summary A preview within the BREEAM In-Use online system of the charges that will be applied to the named individual for the stated quantity of measurement credits.

BREEAM In-Use

A BREEAM certification scheme used for quantifying the environmental performance of buildings during operational stages against the BRE Environmental and Sustainability Standard (BES) 5058 (the BREEAM In-Use Standard). The BREEAM In-Use Standard has been produced to enable provision of information about the environmental performance of the building (Asset Rating), the operation of the building (Building Management Rating) and how the client manages their activities within the building (Organisational Rating).

BREEAM In-Use online system

A web based software system used by clients to conduct BREEAM In-Use pre-assessments and KPI measurements, and by auditors to verify the accuracy of their client's pre-assessment.

BREEAM In-Use online system account

Once registered and purchased account credit, organisations can begin to use their private BREEAM In-Use online system account to register, pre-assess and submit their assets for BREEAM In-Use certification and verified KPI reports.

Building One of three classifications that the client can define a property as, through the Property Level field.

Building Management Score

A score that can be achieved for a property, against the Building Management section of the BREEAM In-Use standard.

Certificates/ Reports Menu

The Certificates/ Reports Menu provides access to all verified and unverified outputs produced by the online system.


Certification

A certificate output confirming the performance of the clients building, produced by the online system against Parts 1, 2 or 3 of the BES 5058 Standard, released by licensed BREEAM In-Use Auditors on behalf of BRE Global.

Certification/Report Renewal

Auditors reissuing certificates or reports on the basis of either client confirmation that there have been no significant changes to the asset, or full renewal of the pre-assessment.

Client A person, business or organisation using the BREEAM In-Use online system to pre-assess the assets they represent.

Client Reference This refers to the user defined name or reference entered on the property logging form during the process of logging a property.

Control Panel A menu panel that presents various options, which is present at the top of every screen within the BREEAM In-Use online system

Credit Awarded for meeting a specific environmental performance target within the BREEAM In-Use questionnaire.

Exam Pass Identifier (EPID)

An EPID is an 8 digit alphanumeric code which is provided to any individual that has taken the BREEAM In-Use online training, and passed the related exam. Individuals that have received an EPID should log into their online user account, and enter this EPID against their user profile via the user maintenance option which is found in the control panel. Once added and saved to a user profile, an EPID will unlock the BREEAM In-Use related areas of the online system. For further information about the BREEAM In-Use Online Training and Exam, please go to http://www.breeam.org/page.jsp?id=377.

International Sustainability Alliance (ISA)

ISA, in partnership with the BRE Trust, is bringing together a global network of leading real estate organisations dedicated to achieving a more sustainable built environment by creating a benchmarking club to measure the performance and environmental impact of existing commercial buildings. ISA Members use the same online platform as BREEAM In-Use clients. For more information see www.internationalsustainabilityalliance.org.

KPI report

A set of 10 Key Performance Indicators formed by the International Sustainability Alliance and used by organisations assessing the performance of their real-estate in the BREEAM In-Use online system. Key environmental performance data spanning Transport, Energy, Water and Waste is entered into the BREEAM In-Use online system to generate KPI Reports. This does not constitute certification against any part of the BREEAM In-Use Standard. KPI reports can be classed as Unverified or Verified, which is depending on the involvement of a BRE Global qualified and licensed BREEAM In-Use auditor.

Measurement Credit

Used by clients to pay for logging a new measurement record, or for re-measuring a certified measurement record.

Measurement Logging Form

A form that is presented when the Log New Measurement function is used on the Measurement Management Menu. This form is used to define a new measurement record

Measurement Management Menu

The Measurement Management Menu is presented when a user drills down into a property record.


Measurement Record

A measurement record is defined and logged against a property record, and contains variable, occupancy and utility related data about the property.

Measurement Record Status

For every measurement record that has been successfully defined and logged on the Measurement Management Menu, a status value is applied. This status value reflects which stage the measurement record is at in the assessment process.

Measurement Reference Number

The Measurement Reference Number is a unique number which is generated by the system and applied to each measurement record which is logged onto the system

Online Questionnaire

The Online Questionnaire is accessed via the Performance Management Menu, and contains all questions related to the BREEAM In-Use KPI's and Asset, Building Management and Organisation sections of the BREEAM In-Use standard. The Online Questionnaire is used to log performance data for the parent property record.

Organisation Score

A score that can be achieved for a property, against the Organisation section of the BREEAM In-Use standard.

Parent Record

When logging property records, it is possible to create notional links, subject to rules. The term parent record (applicable to property records defined as a site or building) is given to a property record which has other property records linked to it. As an example, it is possible to create a property record defined as a site, and then create another property record defined as a building and then link the two records together. In this example, the site would be classified as the parent record.

Performance Management Menu

The Performance Management Menu can be accessed by drilling down into a Measurement Record that has a status of With Asset Manager. This menu provides access to the the BREEAM In-Use KPI and BREEAM In-Use scoring tabs, and the Activities Menu.

Point The weighted value of a credit expressed as a percentage point.

Portfolio A collection of assets owned or rented by an individual, group or company, represented by the client.

Portfolio Logging Form

A form that is presented when the Log New Portfolio function is used on the Portfolio Management Menu. This form is used to define a new portfolio record.

Portfolio Management Menu

The Performance Management Menu can be accessed by drilling down into a Measurement Record that has a status of With Asset Manager. This menu provides access to the BREEAM In-Use KPI and BREEAM In-Use scoring tabs, and the Activities Menu.

Portfolio Manager

A user profile that can be awarded to user accounts within the system which has pre-defined permission settings. The Portfolio Manager (PM) user profile is below the Portfolio Owner user profile in the overall user profile hierarchy for the system.


Portfolio Owner

Typically a Chief CSR or Sustainability Officer for the Client organisation, Portfolio Owners have unlimited privileges within the BREEAM In-Use online system, which in addition to those held by Portfolio Managers (see above), will include creating a online system account for their organisation, purchasing credit and allocating Portfolio Managers and Asset Managers. Portfolio Owners are the client’s main point of contact for BRE Global

Pre-assessment

The process of producing dynamic scores against any, or all of the three sections of the BREEAM In-Use standard, generated by answering a series of questions falling under the BREEAM In-Use Standard. Pre-assessments are produced by either any qualified client (designated as such after passing a basic exam) or licensed Auditors for use in internal sustainability reporting and ongoing performance management. From start to finish the online pre-assessment process should typically take no longer than 4 hours for each asset.

Preferred Auditor

Preferred auditors can be defined via the Add Preferred Auditor Menu, which can be accessed from the User Maintenance Menu. Preferred auditors appear as a separate list on the Assign Auditor function, when a measurement record is submitted for certification.

Property Level

For each property that is defined and logged within the Online System, a Property Level must be entered. There are 3 Property Levels that can be selected, Site, Building or Asset. The selection made for the Property Level effects the remaining fields that are presented within the Property Logging Form, and also effects the presentation and content of the Property Dimensions section of the Variable Measurement Details Tab of the Measurement Logging Form.

Property Logging Form

A form that is presented when the Log New Property function is used on the Property Management Menu. This form is used to define a new property record

Property Management Menu

The Property Management Menu can be accessed by drilling down into a portfolio record. This menu provides access to the Log New Property function.

Property Manager

A user profile that can be awarded to user accounts within the system which has pre-defined permission settings. The Property Manager (PrM) user profile is below the Portfolio Manager user profile in the overall user profile hierarchy for the system.

Quality Assurance Audit

An audit conducted by BRE Global to ensure auditors follow the quality procedures outlined in the BREEAM In-Use Standard and maintain an acceptable level of professional and technical competence.

Rating

An overall classification resulting from pre-assessment questionnaire answers. The rating expresses the performance of an asset against the BREEAM In-Use criteria and ranges from Unclassified, Acceptable, Pass, Good, Very Good, Excellent and Outstanding, depending on the number of points scored. The same ratings can also be expressed from one star to six stars.

Site One of three classifications that the client can define a property as, through the property level field.


Sub Company Logging Form

A form that is presented when the Log New Sub Company function is used on the Portfolio Management Menu. This form is used to define a new sub company.

Sub Company Record

A sub company record is logged on the Sub Company Management Menu when the Sub Company Logging Form is successfully completed and submitted.

Sub portfolio Logging Form

A form that is presented when the Log New Sub Portfolio function is used on the Portfolio Management Menu. This form is used to define a new sub portfolio.

Sub Portfolio Record

A sub portfolio record is logged on the Sub Portfolio Management Menu when the Sub Portfolio Logging Form is successfully completed and submitted.

Unverified Output

An Unverified Output is classified as an output from the system that has been produced by BRE Global WITHOUT the involvement of a qualified and licensed BRE Global BREEAM In-Use auditor. The only Unverified Output available is an Unverified BREEAM In-Use KPI Report.

User Account Management Menu

The User Account Management Menu is accessed via the User Maintenance option on the Control Panel. This menu is used to add, edit or delete user accounts, and can also be used to edit user permissions.

User Registration Form

The User Registration Form is a form that is used to define new user accounts.

Verification The process of ensuring that there is evidence to show that the client’s buildings achieve the performance claimed conducted by a licensed auditor.

Verified Output

A Verified Output is classified as an output from the system that has been produced by BRE Global following review and confirmation of supporting evidence by a trained and licensed BRE Global BREEAM In-Use auditor.

Weighting

A percentage factor used to control the contribution of credits towards the asset’s final BREEAM In-Use rating. Raw credit scores are multiplied by the category weighting factor assigned, resulting in an overall points score used to determine the asset’s final rating.


2 INTRODUCTION

2.1 The Online System The BREEAM In-Use online system is a web based software tool which can be accessed from any internet enabled computer. It is a tool that provides functionality for users to create, define and log details of their organisation and related properties, and then complete an assessment of each property against the BREEAM In-Use question set. Within BREEAM In-Use, these are called pre-assessments.

Providing sufficient information is entered for a property, the system will also provide results of this pre-assessment against pre-defined BREEAM In-Use Key Performance Indicators, and all three parts of the BREEAM In-Use standard; Asset, Building Management and Organisation.

Finally, the system also provides the option to generate reports and certificates for each property that is pre-assessed, with or without the involvement of a qualified and licensed BRE Global BREEAM In-Use auditor.

Below is more detailed list of the functionality that the online system provides to users:

• Functionality to define and log organisational hierarchy through the creation of a holding company and related subsidiary companies.

• Functionality to define and log organisational property related hierarchy and related characteristics through the creation of portfolios subsidiary portfolios and properties.

• Functionality to complete online payment for all chargeable activity within the online system.

• Functionality to define and log performance related data and information for each property has been defined and logged.

• Functionality to view the results of performance data and information entered for defined properties, against pre-defined BREEAM In-Use Key Performance Indicators (KPI’s).

• Functionality to view the results of performance data and information entered for defined properties against all three parts of the BREEAM In-Use standard; Asset, Building Management and Organisation.

• Functionality to view/ produce ad-hoc reports on the performance of defined properties.

• Functionality to submit a completed pre-assessment for an individual property for self certification.

• Functionality to submit a completed pre-assessment for an individual property to a qualified and licensed BRE Global BREEAM In-Use auditor, with an application for certification against each part of the BREEAM In-Use standard.

• A repository for pre-assessment data, information and results, including certificates and reports that have been generated.

Please Note: Provided they do not work directly for the client organisation, Auditors can register accounts and pre-assess assets on behalf of the client (customer).


2.2 About this guide This User Manual has been written to provide guidance for Portfolio Owners, Portfolio Managers and Asset Managers in using the online system. As we are continually improving the BREEAM In-Use online system, it is possible that some of the screens in this manual may not reflect the latest changes. Any comments or suggested improvements regarding this user guide can be emailed to the BREEAM technical mailbox - [email protected].

The BREEAM In-Use online system is a web based software tool which can be accessed from any internet enabled computer.

The online system is used by Auditors to verify the performance of the client’s assets, pre-assessments submitted to them by Clients wishing to verify KPI Measurements or certify BREEAM In-Use pre-assessments and to produce reports and recommendations.

Note: BREEAM In-Use criteria are currently based on UK building regulations codes of practice, climatic conditions and energy methodology. Assets pre-assessed outside of the UK achieve ‘indicative’ ratings.

After a measurement or pre-assessment has been certified, electronic copies of BREEAM In-Use certificates and verified KPI Reports can be downloaded by the client from their online system account.

2.3 System queries and support • For support with the BREEAM In-Use online system, please refer to this guide in the first

instance.

Note: ‘ ’ guidance icons can be found throughout the system to supplement the user manual and provide a quick way for users to gain guidance

2.4 Technical guidance • For technical guidance and general queries relating to BREEAM In-Use (including help

and support using the BREEAM In-Use online system) please call;

01923 664462

• Telephone lines open Monday to Friday, 9am to 5pm.

2.5 Email • Emails should be sent to [email protected].

2.6 Related documents (all available for download from the BREEAM website)

• BES 5058 - BREEAM In-Use Standard

• SD096 - BREEAM In-Use Scheme Document

• FS021 - BREEAM In-Use fee sheet

• GD061 - Auditor Guidance Notes for BREEAM In-Use

• BREEAM In-Use Client and Auditor Training Workshop Presentation



3 CREATING A BREEAM IN-USE ONLINE SYSTEM ACCOUNT

3.1 User Accounts and the Holding Company • Within the BREEAM In-Use online system, individual users must have a user account in

order to access the system.

• User accounts are created and logged against an individual holding company.

• Holding companies are defined and logged onto the system through the Account Registration process detailed in the remainder of this chapter.

• In addition to creating the Holding Company, the Account Registration process also creates a Measurement Credit Account when it is completed. The Measurement Credit Account is linked to the Holding Company, and stores measurement credits which are purchased by users with user accounts logged against the Holding Company.

3.2 The Initial Registration Form • Portfolio Owners will typically register their organisation for a BREEAM In-Use online

system account via the Register button, located on the system home page, at www.breeaminuse.org.uk.

• When the Register button is clicked, the system presents the Initial Account

Registration Form. This form is presented to capture details about the organisation that will own the online system account and the primary user for the online system account (referred to as the Portfolio Owner within the online system).

• Once the Initial Account Registration Form has been completed, the Register Now button should be used.


http://www.breeaminuse.org.uk/

• Once the Register Now button is clicked, the system will present the Additional Account Registration Form. This form is used to capture additional information should this be available or appropriate. As many fields as possible should be completed subject to information available to the user.

Note: Throughout the system a red asterisk indicates that the field is mandatory and must be completed in order to submit the form.


• Once the Additional Account Registration Form has been completed (including any fields with a red asterisk), the Continue button should be used to proceed to the next step.

Please Note: The figure entered in the Approx No. of Assets field should be used by the user to define how many measurement credits they wish to purchase during the Account Registration process. Later in the Account Registration process, the system will use the quantity entered here to calculate the total Account Registration charge that will be presented to the user. As an example, if 100 is entered in this field, then the charge presented to the user later in the process will be 100 measurement credits @ £190 per credit, which will be a total of £19,000.

Please Note: THE QUANTITY ENTERED HERE CAN BE CHANGED LATER IN THE PROCESS.

Please Note: Any measurement credits purchased during the Account Registration process will be added to the Measurement Credit Account, which stores measurement credits.

3.3 The Terms and Conditions • Once the Continue button is clicked, the system will present the Terms and Conditions Menu. The Portfolio Owner must then agree to the downloadable terms of use including:

o Terms and Conditions for Licensing,

o License Agreement: BREEAM In-Use membership,

o Use of the Certification Marks.

• Once reviewed, the I Agree option must be selected before the Next button is active, which will take the Portfolio Owner to the Billing Summary Page when clicked.

3.4 The Billing Summary • The Billing Summary Page gives the cost (excluding Value Added Tax) of purchasing

Measurement Credits, which are used within the online assessment system to register


Measurements. The required number of measurement credits should be entered in the Quantity field.

• An Update button allows for the number of measurement credits to be changed before

moving to the next page (by pressing Continue).

• Press Previous to return to the terms of use.

Note: Users should never use the browser navigation options ( e.g. ) to move backwards and forwards through the online system. Next, Previous and Home buttons are always available for use.

3.5 The Billing Statement • After pressing Continue, an electronic copy of the invoice/statement is displayed and the

following options displayed:

o Complete Transaction – See below

o Amend Above Details - Displaying the Billing Summary page

o Cancel Transaction – Cancelling the transaction


3.6 Online Payment • Pressing Complete Transaction will take the Portfolio Owners to an online payment

facility, where credit/debit card details are used to complete the transaction. The online payment facility will display the details to be submitted, before moving Portfolio Owner to the checkout via the Go to Checkout button.


• Once the Go to Checkout button is clicked, the online payment facility will request credit card details.

• Once all details have been entered by the Portfolio Owner, the Transmit button should be

used. The online payment facility will display a warning message, before attempting to authorise the payment.

• Providing the payment is authorised, the online payment facility will authorise creation of the account on the online system. This will be confirmed to the Portfolio Owner through the “Your registration has been successful” screen, which will follow. The Click Here option will be presented to allow the Portfolio Owner to exit the completed registration process, and enter their account within the online system.


Note: Payment can only be accepted by credit/debit card. If your card has a transaction limit, please top-up your account credit using separate payments.


4 LOGGING ONTO THE SYSTEM • Go to www.breeaminuse.org.uk and enter the E-mail address used to register your account.

• Enter your Password (chosen at account registration) and click the Login button

• The BREEAM In-Use online system Portfolio Management Menu is then displayed, showing all property portfolios logged within the client account. The Portfolio Management Menu is the default or home screen within the system for all users.

4.1 The Portfolio Management Menu • One logged into the system, the Portfolio Management Menu displays all portfolios that

have been logged onto the system under the client’s online system account.

• Details of the client user’s name and role are given in the top left hand corner of the screen above the client organisation’s name.

• A search box in the top right hand corner of the screen allows you to search for portfolios by name.

• At the top of every screen within the system is the Control Panel. The Control Panel can be used to access other menus and associated functionality within the system.


4.2 Navigation • Use navigational buttons provided within the system (Next, Back,etc) to move between

menus within the system.

• The ‘You are here’ trails also provide shortcuts back to previously accessed pages.

Note: Users should never use the browser navigation options ( e.g. ) to move backwards and forwards through the BREEM In-Use system.

4.3 System time out • After approximately 90 minutes of system inactivity (i.e. no button clicks) the system will

automatically log you out. You will be required to log back in to regain access to your pre-assessment.

• Please Note: When a user session is terminated due to a system time out, any data entered that has not been saved will be lost. Please employ best practice by ensuring that the save feature is used regularly to avoid potential data loss.

4.4 Logging out • It is important for data security that you do not remain logged into the system when leaving

your computer unattended.

• Click on the Log Off option on the Control Panel to leave the system


5 THE CERTIFICATES AND REPORTS MENU • The Certificates/Report – Opens the Certificates/ Reports Menu, where system generated

verified KPI reports and/ or BREEAM In-Use certificates can be viewed and downloaded (see instructions given below).

Note: This option is currently unavailable whilst BRE Global upgrades the KPI report and BREEAM In-Use certificate templates. This functionality will be available again in autumn 2011.


6 THE USER MAINTENANCE MENU • Clicking on the User Maintenance option from the Control Panel displays the User

Account Management Menu:

• The User Account Management Menu is used to add and manage other users within the account. Assigning user privileges can be completed by ticking or un-ticking the check boxes highlighted below. User privileges are outlined later in this section.

• The account of each user can also be activated or de-activated via this menu, by ticking or un-ticking the relevant Active box for the relevant user.

6.1 Adding New User Profiles • Press the Add New User button to display the User Registration Form. As with other forms

within the online system, mandatory fields are highlighted with red asterisks.

• The Contact Email (EPID Username) field should contain the email address that a user wishes to be contacted at if they forget their username or password. An automatic reminder


of this information can be generated by using the reminder functions found on the system login page.

• The email address entered in this field will also be used to Record an Exam Pass Identifier (EPID) against. EPID’s are explained later in this document.

• The username that will be used to sign into the online system should be recorded in the Username (Email) field.

• The password that will be used in conjunction with the username to sign into the online system should be recorded in the Password field.

Note: Passwords should be a minimum of 8 characters long, and should be a combination of alphabetic and numeric characters. Passwords can be changed via the Change my Password option which is also found within the User Maintenance Menu, via the control panel.

• When the User Registration Form has been completed, the Register Now button should be used to log the new user profile onto the account.

Note: An Exam Pass ID (EPID) must be entered to allow access to the BREEAM In-Use dashboard, which is located on the Performance Management Menu. To obtain an EPID, Client users must first undertake and pass a basic online exam – for more information please visit http://www.breeam.org/inuse.


http://www.breeam.org/inuse

• Once the Register Now button is used, the system will log the new user profile, and return the user to the User Account Management Menu. From here it is possible to define user profile permissions as appropriate. In the example below, two additional user profiles have been added to the account (Alan Brown and David Smith), with each being set up with slightly different permission settings:

• When the desired permissions have been defined for each user, the Update Users button should be used to save any changes made.


6.2 Editing Existing User Profiles • Once added to an account, existing user profiles can be edited or deleted as required. To edit

or delete a user profile, enter the User Account Management Menu and click on the name of the user profile to be edited or deleted.

• The system will display the user profile, and will provide the option to Update Details if any changes are made, or, Delete User if the user profile is no longer required.

Please Note: User accounts can only be deleted if they do not have Portfolio, Sub Portfolio, Property or Measurement Records assigned to them. Each of these records and record assignment is outlined later in this manual.

Please Note: Once user profiles are deleted, it is not possible to retrieve them again.

Please Note: At present, it is not possible for users to change their username. Any changes to the username details must be submitted to BRE Global. This feature will be available from autumn 2011.

6.3 User Profile Permissions • As shown within the User Account Management Menu, there are several different

permission Levels that can be assigned to user profiles within the online system:

o Portfolio Manager (PM)

o Property Manager (PrM)

o Asset Manager (AM)

• Within the system, user profile privileges work on a hierarchy. At the top of the hierarchy is the Portfolio Owner (PO). The PO is defined and created during the initial registration process for the online system account. Users defined as the PO for an account have full privileges to access all functionality and complete any action within the account.

• In order to ensure that there is always one user associated with the holding company that has full privileges, it is not possible to edit the privileges of the Portfolio Owner. Due to this, the Portfolio Owner user profile is presented as greyed out on the Account User Management Menu

Note: At present, only one Portfolio Owner can exist within an account.


• Next in the hierarchy is the Portfolio Manager (PM). The PM has nearly all of the functionality associated with the PO user profile, except for the option to purchase additional Measurement credits. There are a number of rules within the system related to the PM user:

o There is no limit to the number of PMs that can be created and active within an account.

o PMs can be assigned to Portfolio or Sub Portfolio Records that are logged.

o Only one PM can be assigned to a Portfolio or Sub Portfolio Record at any one time.

o Only one PM can be present within a Portfolio. It is not possible within the system to have different PM users assigned to Property or Measurement Records.

o PMs can submit pre-assessments within their Portfolio or Sub Portfolio on behalf of the assigned Property Manager (PrM) or Asset Manager (AM).

• After the PM, the next user profile in the hierarchy is the Property Manager (PrM). The major difference between the PM and the PrM is the ability to create additional user profiles. The PM has permission to add additional users, the PrM does not. There are a number of rules within the system related to the PrM user:

o There is no limit to the number of PrMs that can be created and active against a holding company account.

o PrMs can be assigned to site, building or asset defined Property Records

o Only one PrM can be assigned to a Property or Measurement Record at any one time.

o It is possible have multiple users with PrM permissions assigned to different Property and/ or Measurement Records within the same Portfolio or Sub Portfolio.

o If there are multiple PrMs operating within the same Portfolio or Sub Portfolio, Property Records can only be edited by the Record owner.

o PrMs can submit pre-assessments for certification for Measurement Records they are assigned to.

• At the bottom of the hierarchy is the Asset Manager (AM). As a result, the permissions associated with this user profile are recuced. Asset Managers are able to view the data logged for portfolio, property and measurement records, but they are not able to log any of these entities themselves. In order to facilitate the process of collecting and logging performance data, Asset Managers are able to access and edit the online questionnaire.

o There is no limit to the number of AMs that can be created and active against a holding company.

o Only one AM can be assigned to a Measurement Record at any one time.

o It is possible to have multiple users with AM permissions assigned to different Measurement Records within the same Portfolio or Sub Portfolio.

o If there are multiple AMs operating within the same Portfolio or Sub Portfolio, Measurement Records can only be edited by the Record owner.

• The table on the next page has a full break down of the which functions and features each user profile can access and perform:

Function Portfolio Owner (PO)

Portfolio Manager

(PM)

Property Manager

(PrM)

Asset Manager

(AM)

Log holding company X X X

View holding company details X X X


Edit holding company X X X

Log subsidiary company X X X

View subsidiary company details X X X

Edit subsidiary company record X X X

Log portfolio record X X

View portfolio record details X

Edit portfolio record X X

Assignable to a portfolio record X X

Log sub portfolio record X X

View sub portfolio record details X

Edit sub portfolio record X X

Assignable to a sub portfolio record X X

Register a property record X

View property record details X

Edit a property record X

Delete property record X

Assignable to a measurement record

Log a measurement record X

View measurement record details

Edit a measurement record

Assignable to a measurement record

View the performance management menu

View question sets

Edit question sets

Submit a pre-assessment X

Purchase measurement credits X X X


6.4 Adding Preferred Auditors • The Add Preferred Auditor button allows Portfolio Owners or Portfolio Managers to select

their preferred auditors from a list of those licensed, providing an easy reference when submitting pre-assessments for verification.

• Add an auditor to the preferred list by selecting the auditor’s name from the first list and pressing the Add button. The auditors name is now displayed in the preferred list.

Note: At present, the system will not contact the Auditor to notify them that they have been selected to complete an audit for a pre-assessment. The client user submitting the pre-


assessment will need to email them outside of the system to notify that they have been selected to conduct the BREEAM In-Use audit. If you have not already had dialog with a BREEAM In-Use Auditor you can get their contact details from www.greenbooklive.com. Outside of the system you must sign a contract with the BREEAM In-Use licensed Auditor that includes the fee for their BREEAM In-Use related services.

• Remove the auditor from the preferred list by selecting the auditor’s name from the second list using the Remove button.

Note: Apart from Asset Managers, all other users can define Preferred Auditors.


http://www.greenbooklive.com/

7 PURCHASING ADDITIONAL MEASUREMENT CREDITS • For the Portfolio Owner (PO), there is an option presented within the Control Panel called

Purchase Credits. This function allows additional measurement credits to purchased, which will be added to the overall Measurement Credit Account.

• To purchase additional Measurement credits, first access the Purchase Credits function from the Control Panel. The PO will then be taken to the Measurement Credit Purchasing Form:

• Within the Measurement Credit Purchasing Form, the required number of Measurement credits can be entered into the Qty field. The resulting charge can be viewed by using the Update Qty button.

• When the correct number of credits has been requested, the Proceed to Payment button should be used. This will then take the user through the same payment process completed during account registration, detailed in section 4.

• When the process has been completed and the payment authorised, the purchased Measurement credits will be added to the balance of the Measurement Credit Account, which is linked to the holding company.

• The balance of the Measurement Credit Account can be viewed at any time by accessing the Purchase Credits Menu, the current number of credits within the Measurement Credit Account is shown at the top of the form:


8 COMPANIES, PORTFOLIOS, PROPERTIES AND MEASUREMENTS

8.1 Introduction • The online system allows property owners, managers and tenants to answer performance

related questions about their building in order to derive a score, through the ISA Key Performance Indicators (KPI’s). For ISA members that wish to, the online system also enables them to derive an indicative score against BREEAM In-Use specific KPI’s, and parts 1, 2 and 3 of the BREEAM in-Use standard (subject to possession of a an Exam Pass Identifier or EPID – this explained later in this manual). However, before it is possible to answer these questions and generate a score for a property, the “surrounding” structure of the property must be captured. Within the system, this is completed by defining and logging different records, such as sub company, portfolio, property and measurement records.

• The process of creating this structure is presented in the ISA System Structure Map, presented below:

ISA System Structure Map

Holding Company

Sub Company

Portfolio

Sub Portfolio

Property

Measurement


Score and/ or Rating


8.2 Logging Organisational Level Records • Organisational and corporate structure that sits above a property or properties can be defined

and logged within the BREEAM In-Use online system through the holding company and sub company records.

• The holding company is defined during the initial online system account registration process. The holding company sits at the top of the organisational hierarchy. Only one holding company can exist per online system account.

• Sub company records that are linked to the Holding Company can also be defined and logged. Sub company records are simply a way to separate or group portfolio records, and are optional.

Note: Unless a complex organisational structure exists in real life, it is recommended that users make organisational structure within the system as simple as possible. The simplest model is to have no sub companies, and to have portfolio records linked directly to the holding company.

8.3 Logging Portfolios and Sub Portfolio Records • Once any required organisational structure has been defined, a portfolio record must be

defined that will hold property records. Portfolio records are simply a meaningful way to group together property records. Portfolio records may be created for different types of property, for different regions or for different countries. As an example, portfolio records may be created for different regions in the UK (South East, South West, Midlands, North East etc) if a property owner has multiple properties throughout the UK.

• There is no limit for the number of portfolio records that can be logged against a holding company.

• In order to log a Portfolio Record, a Portfolio Manager (PM) must be assigned. Only the Portfolio Owner (PO) or users defined as PMs can be assigned to a portfolio record. Only one user can be assigned to a portfolio record.

• As with Sub Companies, it is possible to define sub portfolios, which are linked to portfolio records. The option to create sub portfolio records has been included to provide flexibility in the way organisational and corporate structure is created, and is optional.

• There is no limit to the number of sub portfolio records which can be linked to a portfolio record.

• In order to log a sub portfolio record, it must be linked to a portfolio record, and a Portfolio Manager (PM) must be assigned. Only the Portfolio Owner (PO) or users defined as PMs can be assigned to a sub portfolio record. Only one user can be assigned to a sub portfolio record.

Note: Unless a complex organisational structure exists in real life, it is recommended that users keep organisational structure within the system as simple as possible. The simplest model is to have no sub portfolios, and just to use portfolio records.

8.4 Logging Property Records • Once a portfolio record has been defined and logged against the holding company, it is

possible to drill down into the portfolio and begin logging property records.

• As with portfolio and sub portfolio records, a Property Manager (PrM) must be assigned to every property record logged within a portfolio. The PO, any other user defined as a PM or PrM can be assigned to a property record. Only one user can be assigned to a property record at any one time.


• Unlike sub company, portfolio or sub portfolio records, property records can be deleted, provided they are not linked to other property records.

• As well as defining the PrM, the Property Level for a property record must also be defined before it can be logged. There are three Levels that can be entered for a property:

o Site

o Building

o Asset

8.4.1 Sites

• Property records that are defined as Sites cannot be measured against the BREEAM In-Use standard (subject to possession of an Exam Pass Identifier or EPID). This means that the Asset, Building Management and Organisation questions are not relevant to a site, and as a result the tabs of the Online Questionnaire will not be available for property records defined as a Site.

• As it is not be possible to answer Asset, Building Management and Organisation performance questions, there will no BREEAM Scores or certified outputs available for property records defined as Sites. Certified KPI reports are available for property records defined as Sites.

8.4.2 Buildings

• Property records that are defined as buildings can be measured against the BREEAM In-Use standard. This makes it possible to achieve an Asset, Building Management or Organisation score and certificate for a Building record.

• BREEAM In-Use related features are restricted to users that have not entered a valid Exam Pass Identified (EPID) against their user profile. For users without an EPID, it will not be possible to:

o Access the Asset, Building Management or Organisation tabs within the Online Questionnaire.

o Access the BREEAM Scores tab, which shows the Asset, Building Management or Organisation score at that time.

o Select an Asset, Building Management or Organisation certificate from the Measurement Submission Menu.

• Building records can be linked to Site Records. There is no limit to the number of Building records that can be linked to a Site record.

8.4.3 Assets

• Property Records that are defined as Assets can also be measured against the BREEAM In-Use standard. This makes it possible to achieve an Asset, Building Management or Organisation score and certificate for an Asset Record

• BREEAM In-Use related features are also restricted to users that have not entered a valid EPID against their user profile in the case of Assets. This has the same implications that were defined in 9.4.2.

• Asset records can be linked to Building records. There is no limit to the number of Asset records that can be linked to a Building record. It is not possible to link Asset records to Site records.


8.5 Logging Measurement Records • Once a property record has been defined and logged within a portfolio, it is possible to drill

down into the property record to log a measurement record for the property.

• Logging a measurement record against a property allows the process of measuring the properties performance to begin. Unlike logging any other type of record within the system, there is a charge of 1 Measurement Credit for each measurement that is logged against a property, which includes using the Re-measurement function.

• As with portfolio, sub portfolio records, and property records, a measurement owner must be assigned to a measurement record. Any user within the system can be assigned to a measurement record. Only one owner can be assigned to a measurement record at any one time.

• It is not possible to delete measurement records.

8.6 The High Level Process • Here is a process flow diagram that shows the process of creating organisational structure

and defining properties within the BREEAM In-Use online system:



9 LOGGING A SUB COMPANY


• The creation of sub companies allows users to group portfolio records to reflect desired, organisational or corporate hierarchy or reporting structure.

• This ensures property performance can be allocated to a particular subset of a client organisation and enables focused performance interrogation (for instance, a sub-portfolio can be created for a particular city within a portfolio representing a country).

• To create a sub company, select the Company List link on the Portfolio Management Menu.

• This takes Users to the Company Management Menu, listing all companies and sub companies logged within the client account.

• The Log New Sub Company link is used to log new sub companies to the holding company account.


• As many fields as possible should be completed subject to information available to the user.

Note: Red asterisks indicate that the field is mandatory and must be completed in order to submit the form.

• Once the Sub Company Logging Form has been completed, the Submit button should be used to log the portfolio record.

• Input fields are detailed below:

o Organisation – The name given to the sub company.

o Address line 1 to Town/City – The address where the sub company is registered.

• After all fields possible have been completed, press Save to return to the Company Management Menu.

• The new sub company has now been added to the list of logged companies.


10 LOGGING A PORTFOLIO

• Select the Log New Portfolio link on the Portfolio Management Menu.

Note: Only Portfolio Owners or Portfolio Managers have access to this functionality.

• Use the Portfolio Logging Form to add portfolio details into the system.



Note: Red asterisks indicate that the field is mandatory and must be completed in order to submit the form.

• Once the Portfolio Logging Form has been completed, the Submit button should be used to log the Portfolio Record.


o Organisation – Select the company or sub company the portfolio is logged against from the drop down list.

o Division (if applicable) – The sub-set of the company or sub company the portfolio is logged against, entered using a free text field.

o Portfolio Name – The name given to the portfolio entered using a free text field.

o Portfolio Manager – The Portfolio Manager assigned to that portfolio. The Portfolio Manager is selected from a drop-down list of all Portfolio Managers registered to the client account.

o Description – Any further details useful to describe the portfolio.

Please Note: If Sub Companies have been registered within the account against the holding company, be sure to select the correct company in the Organisation drop down field at the top of the Portfolio Logging Form.

• Once registered, the Portfolio is shown on the Portfolio Management Menu:

Note: It is free to log portfolios and property records. There is a charge (of 1 Measurement Credit) to log Measurement records, which are logged against property records.

• Portfolios are listed on the Portfolio Management Menu in the date that they were last modified (see below for further sorting options) alongside 7 columns:

o Portfolio Manager - Client user responsible for control of all pre-assessment activities related to that portfolio.

o Modified Date – The point at which the data attributed to the portfolio was last modified.

o Reference Number – A unique reference number automatically generated by the system for identification of the portfolio within the online system.


o No. of Sites – The number of property records logged and defined as sites within the portfolio record.

o No. of Buildings – The number of property records logged and defined as buildings within the portfolio record.

o No. of assets – The number of property records logged and defined as assets within the portfolio record.

o Details – Link to editable portfolio details including organisation name, division (if applicable), Portfolio name, Portfolio Manager and general description.

Note: Clicking underlined column headings will sort all portfolios displayed on the Portfolio Management Menu by the column’s context.

• Users can view portfolios assigned to particular subsidiary companies of the client organisation by using the Filter by Sub Company drop down field.

10.1 Log a Sub Portfolio • The creation of sub portfolios allows property records to be logged into a hierarchical

structure of four reporting Levels (company, sub company, portfolio and sub portfolio), as depicted below.

• Sub portfolio records can be logged against a portfolio Record by selecting the Log Sub Portfolio button from the Portfolio Management Menu:


• The system will display the Sub Portfolio Logging Form:


• When the form has been completed, the Submit button should be used to log the sub portfolio.

Please Note: Red Asterisks indicate that a field is mandatory and must be completed in order to submit the form.

Please Note: Property records can be moved between portfolios and sub portfolios once logged, through the Transfer Property function. The Transfer Property Function is described later in this user manual.


o Organisation – Automatically populated using account details, this could include subsidiary companies previously registered to the client account.

o Division (if applicable) – The subset of the organisation making use of properties within the portfolio.


o Portfolio Name – The portfolio containing the sub portfolio, selected from a drop-down list.

o Sub Portfolio name - The name given to the sub portfolio, entered using a free text field.

o Portfolio Manager – The user fulfilling the role of PM, which has been assigned to the portfolio record.

o Description – Any further details useful to describe the sub portfolio.

• Once logged, the sub portfolio is shown within and alongside the parent portfolio.


11 LOGGING A PROPERTY • Once any required hierarchy has been created, it is possible to begin defining and logging

property records onto the system.

• In order to log a Property record, the Property Logging Form should be completed, which is accessed by clicking on the Log New Property link, from the Property Management Menu.

• Within the Property Logging Form, there are two key functions which affect other areas of the system; The Property Level field, and the fields enable the creation of links between property records. Each of these functions is explained in more detail within the following section.

11.1 The Property Management Menu • The Property Management Menu can be reached by drilling down into the portfolio record

by clicking on the name of the portfolio record, which will be presented as an underlined entry. If a sub portfolio has been logged as well, click the relevant sub portfolio name.

• The system will then present the Property Management Menu, which is used to log and manage property records.

• As with other menus within the system, the contents of the table on the Property Management Menu can be sorted by clicking on the column headers.

• Unlike other menus, the Property Management Menu contains various options at the bottom of the display table to customise the number of rows that are visible. The left and right arrows can be used to scroll one page at a time, or to scroll to the first or last page, of logged properties. It is also possible to choose how many records are displayed on each page.

• Over time, it is likely that there will be a large number of property records logged against a portfolio or sub portfolio, which will be contained within several pages, rather than one. The left and right arrows can be used to move between pages where this is the case.


• The Measuring column contains a check box. If a measurement record has been logged against the property record, a tick will appear in this box. This saves users from having to drill down into the property record to check if a measurement record has been logged or not.

• The Details option allows users to review an existing property record and edit it (subject to rules and conditions):

11.2 Logging a new Property Record • To log a new property record, the Log New Property button should be used to open the

Property Logging Form.

• The Property Logging Form allows new property records to be logged within a portfolio or sub portfolio, and is typically completed by the Portfolio Manager (PM) or Property Manager (PrM).

• The Property Logging Form is dynamic and presents slightly different fields to the user depending on the selection that is made in the Property Level field. This change occurs within the Class field at the bottom of the form.


• Once a Property Level has been selected in the Property Level field, the system will also

display the fields required to link property records. In the screen shot below, the user has selected Building as the property level. This selection has altered the presentation of the Property Logging Form slightly through the addition of the Parent Site and Will Subsidiary Assets be Logged… fields. These fields will then allow this property record to be linked with others which have already been entered.

Note: Red Asterisks indicate that a field is mandatory and must be completed in order to submit the form.

• Input fields that are present on the Property Logging Form are detailed below:


o Property Level – As defined in section 10.4 and 13.1, property records can be defined and logged as a Site, Building or Asset.

o Assign Property Manager – Select the user that will be working as the PrM, and will be assigned to the Property Record.

o Parent Site – This field is only displayed when building or asset is selected as the Property Level.

o Property Level. This field displays the names of other property records within the same portfolio or sub portfolio that can be linked to the property record being logged.

o Will Subsidiary Buildings and/ or Assets be Logged for This Site/ Building? – This field is used to state if other property records will be linked to it.

o Where Parent Property is Logged in a Separate Online Account… – This field can be used to make a notional link to other property records held within other online accounts.

Please Note: This will not be an actual link, it will just be linked by the reference number as defined by the client.

o Client Reference - The name given to the property record by the client.

Please Note: Within the same Portfolio or Sub Portfolio, every Property Record must have a unique client reference.

o Property Description – Additional notes about the property record.

o Year Built – The year the property was constructed.

o Year of Major Refurbishment – The year the property was refurbished (if applicable).

o Property/ Unit Reference – Enter the properties name as used within it’s address (this may be the same as the Client Reference).

o Address Line 1 – Enter the first line of the properties address. If the asset only comprises part of a building, asset-specific details must be entered first, with generic building address details following after, for example:

Address Line 1: BRE Office

Address Line 2: Third Floor

Address Line 3: City Office Block

o Address Line 2 – Address Line 4 – As above.

o Local area name – Enter the local area name where applicable.

o Country – Select the country the property is located in from the drop down list. This updates the form to provide nationally-specific County/Region options below.

o Town/City – Enter the town/ city that the property is located in.

o County/Region – Determined by selection made within the Country field, select the county or region in which the asset is located from a drop down list.

Note: Other County/Region field will appear for countries with regions outside of the system’s stored options

o Post Code / Zip Code – Enter to postal/zip code for the Asset

o Site Class – Only displayed when site is selected from the Property Level field. This field is used to categorise the Property according to the list displayed.

o Which of the Following Building Types Best Describes the Property? (Tier 1, 2, 3) – Only displayed when Building or Asset is selected form the Property Level field –


This list is similar to Site Class, and asks for classification of the Building or Asset to a greater level of detail from the list displayed.

o Is this a Listed Building? – Enables the property to be defined as listed or not listed

• Once logged, the system will display the property record on the Property Management Menu, and will show any relevant links that have been created to other property records.

11.3 Defining the Property Level • The system allows property records to be logged at one of three levels through the property

Level field located at the top of the Property Logging Form. Property records can be logged as Sites, Buildings or Assets.

11.3.1 Sites

• Property records that are defined as Sites cannot be measured against the BREEAM In-Use standard. This means that the Asset, Building Management and Organisation questions are not relevant to a site, and as a result these question tabs will not be available for property records defined as a Site.

• This will also mean that certified outputs and reports relating to any part of the BREEAM In-Use standard will not be available from the online system for property records defined as a site.

11.3.2 Buildings

• Property records that are defined as Buildings can be measured against the BREEAM In-Use standard. This makes it possible to achieve an Asset, Building Management or Organisation score and therefore corresponding certificate (subject to involvement by a qualified and licensed BRE Global BREEAM In-Use auditor) for a Building record.

• BREEAM In-Use related features are restricted to users that have not entered a valid Exam Pass Identified (EPID) against their user profile. For users without an EPID, it will not be possible to:

o Access the Asset, Building Management or Organisation tabs within the Online Questionnaire.

o Access the BREEAM Scores tab, which shows the Asset, Building Management or Organisation score at that time.

o Select an Asset, Building Management or Organisation certificate from the Measurement Submission Menu.


11.3.3 Assets

• Property records that are defined as Assets can also be measured against the BREEAM In-Use standard. This makes it possible to achieve an Asset, Building Management or Organisation score and certificate for property records defined as an Asset.

• BREEAM In-Use related features are also restricted to users that have not entered a valid Exam Pass Identified (EPID) against their user profile in the case of property records defined as an Asset.

11.4 Linking Property Records Together • In addition to defining Property Records as sites, buildings or assets, it is also possible to link

property records together, subject to the rule that governs this within the system.

• As the system is developed over time, enhanced reporting and scoring functionality will be available for property records that have been linked together to form Property Trees.

• Property records can be linked together by using the Parent Site and Subsidiary Asset fields within the Property Logging Form.

• As mentioned previously, there are several rules in place within the system that govern how property records can be linked:

o Links are made between property records in an upward direction by using the Parent Site field. This means that a Building record can be linked to a Site, and an Asset record can be linked to a Building. By definition, a site record is linked to the portfolio or sub portfolio that it is being logged within.

o In order to link a building record to a site, or an asset record to a building, a Yes must be entered within the Subsidiary Assets? field of the parent record. This entry is made via a drop down field.

o Building records can be linked to Site records. There is no limit to the number of Building records that can be linked to a Site record.

o Asset records can be linked to Building records. There is no limit to the number of Asset Records that can be linked to a Building record.

o It is not possible to link asset records to site records.

o Property Records can only be linked to one other property record at any one time.

o A link can only be created between property records within the same portfolio or sub portfolio.


• When property records are linked together, this is illustrated on the Property Management Menu, through a “nesting” style of presentation, similar to Microsoft Windows Explorer. Clicking on the + and – signs expands or collapses the records as appropriate.

Please Note: If property records are linked to others, it will not be possible to delete them until these links are removed. These links will have to be removed for the property record itself, and for related records that it is linked to, via the Parent Site field.

Please Note: If property records are linked together, they will be transferred collectively if any of the individual property records are transferred.

11.5 Transferring Property Records


12 THE CHARGING MECHANISM

12.1 Measurement Credits and the Charging Mechanism • Within version 2.0 of the online system, there is a charge of 1 measurement credit for logging

a measurement record against a property.

• The same charge of 1 measurement credit also applies if a measurement record is re-measured.

• Measurement credits are stored in a Measurement Credit Account, which is created when the process to create a BREEAM In-Use online system account is completed. This process is outlined in section 4 of this manual.

• The Measurement Credit Account is linked to the holding company defined during this account registration process.

• Measurement credits stored within this account can be used to register measurements by users registered against the Holding Company with Portfolio Owner, Portfolio Manager or Property Manager privileges.

12.1.1 Charging for new Measurement Records

• When logging a new measurement record, the measurement credit is actually deducted from the Measurement Credit Account when a user successfully submits the measurement record (all of the mandatory fields have been completed, using the Submit and Exit button, located at the bottom of the Measurement Logging Form:

• Before the system actions this request, the user will be informed that a charge of 1 measurement credit will be deducted, and will be asked to confirm that they wish to continue.

• Following confirmation that the user wishes to continue, the system will then log the measurement record on the Measurement Management Menu, and the charge of 1 Measurement credit will be deducted from the Measurement Credit Account.

• Once logged, the measurement record can be edited with out any further charge.

12.1.2 Charging when Re-Measuring

• The system also allows the re-use of previously certified measurement records. This function means that data does not need to be re-entered if the pre-assessment process will be completed more than once.

• Once a measurement record is assigned a status of Certified, the record will be locked as the pre-assessment process has been completed.

• However, the assumption is that the process of assessing properties will be iterative; therefore an option has been provided to re-measure certified properties.

• When a measurement record is re-measured, a new copy of the certified measurement record will be created. This means that there is no need to re-enter all of the data for the measurement record again. In addition, all performance related data entered within the online questionnaire will also be copied across when the re-measure function is used.

• To re-measure a property, the re-measure symbol should be clicked for the appropriate measurement record:

• Before the system actions this request, the user will be informed that a charge or measurement credit will be deducted, and will be asked to confirm that they wish to continue.

• Following confirmation that the user wishes to continue, the system will then log a copy of the certified measurement record on the Measurement Management Menu and the status of the


parent measurement record will be changed to Re-Certify. In addition, the charge of 1 measurement credit will be deducted from the Measurement Credit Account.


13 LOGGING A MEASUREMENT • Once a property record has been successfully defined and logged onto the system, it is

possible to log a measurement record against the property. Measurement records provide the user with access to the Online Questionnaire and the scoring dashboards.

Property

Measurement


Score and/ or Rating

• Once a property record has been successfully logged, it will appear within the table on the

Property Management Menu. The Property Reference entry for the new property record which is automatically assigned by the system will be underlined.

13.1 The Measurement Management Menu • To register a measurement record against the property, the Property Reference link should

be clicked to drill down into the property record, providing access to the Measurement Management Menu for that individual property.

• As with other menus within the system, the Measurement Management Menu is in the format of a table, with various columns showing headline pieces of information about each


measurement record which is logged. It is possible to sort the contents of this menu by clicking on each column header.

• Live and historic measurements are listed on the basis of date registered (see below for further sorting options):

o Property Ref – The unique reference number applied by the system to the parent property record at the point it is logged.

o Client Reference – The unique property reference entered by the record owner for the parent property at the point it is logged.

o Measurement Ref – A unique reference number applied by the system for the measurement record.

o Property Level – The Property Level defined (Site, Building or Asset) for the parent property record when it was logged.

o Property Manager – The individual assigned to the property record as the Property Manager.

o Date Modified – The point at which the measurement record was last modified.

o Version – The version of the BREEAM In-Use scheme that the measurement is/ was registered against. The current version is 2009. Further versions will be released in the future.

o Date Submitted – The date that the pre-assessment was submitted to an auditor for formal verification.

o Asset Manager – The individual assigned to the measurement record as the record owner, fulfilling the role of Asset Manager.

o Auditor – Once assigned for verification/certification, the name of the Auditor that is auditing/ has audited the measurement record is displayed here.

o Status – For every measurement record that has been successfully defined and logged on the Measurement Management Menu, a status value is applied.

o This status value reflects where the measurement record (and therefore the entire pre-assessment) is within the present pre-assessment process:

Status Description Unassigned The measurement record does not have an Asset Manager

assigned to it. With Assessor The measurement record has been assigned to an Asset

Manager responsible for logging performance data for the parent property.

With auditor The measurement record (and therefore the entire pre-assessment) has been submitted to an Auditor for verification and/or formal certification.

Certified The measurement record (and therefore the entire pre-assessment) has been verified by an Auditor and reports/certificates have been awarded.

13.2 The Measurement Logging Form • In order to log a measurement record, the Register New Measurement button should be

used. When clicked, it will display the Measurement Logging Form:


• As the screen shot above shows, there are 4 tabs on the Measurement Logging Form:

o Property Details

o Variable Measurement Details

o Occupancy Details

o Utility Details

• Each of these tabs will be discussed in sections 14.3 to 14.6.

• There is also a message at the top of the form which states how many “Credits left in your account”. This message relates to the charging mechanism associated with registering measurements which exists within the system. This will be explained in section 14.7.

13.3 The Property Details Tab • By default, the system always displays the Property Details tab when the Measurement

Logging form is opened.


• The Property Details tab simply displays the data that has been defined and logged for the parent property record, when it was logged earlier in the pre-assessment process.

• This data is presented as read only, and hence is greyed out. Any changes to this data which relates to the property record must be made via the Property Management Menu, through the details option for the appropriate record.

13.4 The Variable Measurement Details Tab • The Variable Measurement Details Tab is presented next to the Property Details Tab,

and presents the Variable Measurement Details Form when opened:


• The purpose of the Variable Measurement Details Sub Form is to capture details about the property which are pertinent to its measurement, which may change over time, hence the term variable. Below is an outline of each field:

13.4.1 Measurement Assignment

• Assign Asset Manager – Select the owner of the measurement record, who will fulfil the role of Asset manager and will therefore be assigned to be assigned to the measurement record.

Please Note: This field is mandatory for completion. Failure to complete this field will prevent the measurement record from being logged successfully.

• Planning restrictions – Select any planning restrictions that apply to the property at the time of measurement from a drop down list.

13.4.2 Reporting period

• Start date for reporting period (DD/MM/YYYY) – Use the calendar icon to insert the first day of the reporting period.


• End data for reporting period (DD/MM/YYYY) – Use the calendar icon to insert the first day of the reporting period.

Please Note: These fields are mandatory for completion. Failure to complete these fields will prevent the Measurement Record from being logged successfully.

Please Note: The entries in these fields have a direct impact on the KPI results calculated by the system.

13.4.3 Property Dimensions

• Users are asked to define the dimensions of the property that is the subject of the pre-assessment.

• The presentation of the fields that will be used to capture the dimensions of the property within the Property Dimensions section of the Measurement Logging Form is influenced by the Property Level, which is defined on the Property Logging Form, when the property is logged.

a. For Sites

• Width (external)(m)– Enter the maximum external measurement in metres from front to rear walls of the site at ground level or whichever floor is lowest to ground level (if applicable).

• Length (external)(m) – Enter the overall external measurement in metres of a straight line across the front of the site from the outside of external walls, or the centre line of party walls, at ground level or whichever floor is lowest to ground level (if applicable).

• Height (floor to floor height)(m) – Enter the height in metres between the structural floor surface and the underside of the highest point of the structural ceiling or roof. If a false ceiling is installed, the ceiling height to the underside of the structural ceiling should be used. Where a range of heights are present, the maximum should be used.

• Basic Property shape – Use the drop down list to select the shape which best represents the floor plan of the property (if plan shape varies between floors choose the shape that represents the majority of the total site floor area).

• No of floors above ground – Enter total number of floors in the site that sit above ground level (i.e. an asset taking up an entire 3 storey building with no basement would have 2 floors above ground). Mezzanine floor areas with permanent access must be included in this number.

• No of floors below ground – Enter the total number of floors in the site (if applicable) that sit below ground level. Circumstances vary, but the extent of natural light or restricted internal height are examples of the kind of tests which can be applied to determine whether areas should be classified as ‘below ground’.

• Gross lettable area of the site (m²) – This is defined as the total floor space in square metres contained within a site from the outside of main faces of external walls and, where applicable, the centre lines of internal inter-tenancy, partition and common area walls.

• Net Internal Area of the site (m²) – Defined as the usable area (measured in metres squared) within the site measured to the internal face of the perimeter walls at each floor level.

• Gross Internal Area of the site (m2) – Defined as the total floor space in square metres contained within a site from the outside of main faces of external walls and, where applicable, the centre lines of internal inter-tenancy, partition and common area walls.

• Gross Lettable Area under occupation of the building/ asset (m2) – The total Gross Lettable Area in metres squared of the site that is attributable to the occupier


b. For Buildings

• Width (external)(m)– Enter the maximum external measurement in metres from front to rear walls of the building at ground level or whichever floor is lowest to ground level.

• Length (external)(m) – Enter the overall external measurement in metres of a straight line across the front of the building from the outside of external walls, or the centre line of party walls, at ground level or whichever floor is lowest to ground level.

• Height (floor to floor height)(m) – Enter the height in metres between the structural floor surface and the underside of the highest point of the structural ceiling or roof of the building. If a false ceiling is installed, the ceiling height to the underside of the structural ceiling should be used. Where a range of heights are present, the maximum should be used.

• Basic Property shape – Use the drop down list to select the shape which best represents the floor plan of the building (if plan shape varies between floors choose the shape that represents the majority of the total building floor area).

• No of floors above ground – Enter total number of floors in the property that sit above ground level (i.e. an asset taking up an entire 3 storey building with no basement would have 2 floors above ground). Mezzanine floor areas with permanent access must be included in this number.

• No of floors below ground – Enter the total number of floors in the property that sit below ground level. Circumstances vary, but the extent of natural light or restricted internal height are examples of the kind of tests which can be applied to determine whether areas should be classified as ‘below ground’.

• Gross Lettable area (GLA) (m2) * - Gross Lettable Area of a unit is the floor space contained within a tenancy at each floor level measured from the inside of main faces of external walls and, where applicable, the inside faces of internal inter-tenancy, partition and common area walls. The diagram below shows an example of how it applies to multi-tenanted offices. The GLA is represented by the white areas which comprises 3 offices suites. The grey areas which represent Non-lettable areas are excluded. For the purposes of ISA Key Performance Indicators, it has been agreed that parking areas whether enclosed, multi-storey or surface facilities, will be excluded from gross lettable areas.

• Gross Internal Area (GIA) (m2) * - Gross Internal Area is the area of a building measured to the internal face of the perimeter walls at each floor level. In a single occupier building, the GIA should equal the GLA but in a multi-tenanted building, GIA is the sum of GLA and NA

• Gross Lettable Area under occupation of the building (m2) – Defined as the total Gross Lettable Area in metres squared of the building that is attributable to the occupier.

*Please note definitions under review subject to obtaining European RICS measurement standards

c. For Assets

• Width (external)(m) – Enter the maximum external measurement in metres from front to rear walls of the asset at ground level or whichever floor is lowest to ground level.

• Length (external)(m) – Enter the overall external measurement in metres of a straight line across the front of the asset from the outside of external walls, or the centre line of party walls, at ground level or whichever floor is lowest to ground level.

• Height (floor to floor height)(m) – Enter the height in metres between the structural floor surface and the underside of the highest point of the structural ceiling or roof of the asset. If


a false ceiling is installed, the ceiling height to the underside of the structural ceiling should be used. Where a range of heights are present, the maximum should be used.

• Basic Property shape – Use the drop down list to select the shape which best represents the floor plan of the asset (if plan shape varies between floors choose the shape that represents the majority of the total property floor area).

• No of floors above ground – Enter total number of floors in the asset that sit above ground level (i.e. an asset taking up an entire 3 storey building with no basement would have 2 floors above ground). Mezzanine floor areas with permanent access must be included in this number.

• No of floors below ground – Enter the total number of floors in the property that sit below ground level. Circumstances vary, but the extent of natural light or restricted internal height are examples of the kind of tests which can be applied to determine whether areas should be classified as ‘below ground’.

• Area Type – Define the type of space that the asset is comprised o via a drop down field.

• Area (m²) – Define the size of the space in metres squared that can be attributed to the asset

• Gross Lettable Area under occupation of the building (m2) – Defined as the total Gross Lettable Area in metres squared of the building that is attributable to the occupier.

13.4.4 Additional Information

• This section of the Variable Measurement Details sub form allows the entry of bespoke field names and values. They have been incorporated into the system to allow organisations to capture data that isn’t already being stored.

13.5 Occupancy Details • When the Occupancy Details tab is opened, the system presents the Occupancy Details sub

form. The purpose of this form is to capture details and information related to the occupancy of the parent Property Record.


• As with the Variable Measurement Details Sub Form, the format of the Occupancy Details Sub Form varies depending on the Property Level selected for the parent property record.

a. For Sites

• Start Date of management (DD/MM/YYYY) – Please enter the date that management of the site commenced (if applicable).

• End date of management (DD/MM/YYYY) - Enter the date that management of the site ended (if applicable).

• Owner/ Investor name – The individual or organisation with freehold ownership rights to the site.

• Ownership type – Define if the site is fully owned or part owned.


• Start Date of ownership (DD/MM/YYYY) – Enter the date that ownership of the site commenced (if applicable).

• End date of ownership (DD/MM/YYYY) - Enter the date that ownership of the site ended (if applicable).

• Owner/ Investor name – The individual or organisation with freehold ownership rights to the site.

• Start date of the tenancy (DD/MM/YYYY) - Enter the date that tenancy of the site commenced (if applicable).

• End date of the tenancy (DD/MM/YYYY) - Enter the date that tenancy of the site ended (if applicable).

• Number of day per year under normal full operation – Enter the number of calendar days per year that the site is operated at normal capacity. The typical number of working days in a full reporting year is 250.

• Number of hours per day under full operation – Enter the typical number of hours the site is operated at normal capacity per day throughout the reporting period.

• Percentage floor area occupied over the year – Enter the percentage of floor area fully occupied throughout the reporting period

• Number of workstations – Enter the total number of work spaces typically found in the site during the reporting period. Workstations would typically comprise an area outfitted with equipment and furnishings for one worker, usually including a computer.

b. For Buildings

• Landlord/ Managing agent’s name – where not listed select ‘third party’ - Enter the name of the organisation that has leased the building.

• Start date of management (DD/MM/YYYY) –Enter the date that management of the building commenced (if applicable).

• End date of management (DD/MM/YYYY) - Enter the date that management of the building ended (if applicable).

• Owner/ Investor name – The individual or organisation with freehold ownership rights to the building.

• Ownership type – Define if the building is fully owned or part owned.

• Start Date of ownership (DD/MM/YYYY) – Enter the date that ownership of the building commenced (if applicable).

• End date of ownership (DD/MM/YYYY) - Enter the date that ownership of the building ended (if applicable).

• Owner/ Investor name – The individual or organisation with freehold ownership rights to the building.

• Start date of the tenancy (DD/MM/YYYY) - Enter the date that tenancy of the building commenced (if applicable).

• End date of the tenancy (DD/MM/YYYY) - Enter the date that tenancy of the building ended (if applicable).

• Number of day per year under normal full operation – Enter the number of calendar days per year that the building is operated at normal capacity. The typical number of working days in a full reporting year is 250.


• Number of hours per day under full operation – Enter the typical number of hours the building is operated at normal capacity per day throughout the reporting period.

• No. of full time equivalent staff as workers within the building (FTE) throughout the reporting period – Enter the total number of staff defined as workers within the building throughout the defined reporting period, using full time equivalent as the unit of measurement so that part and full time staff can be included.

• No. of visitors to the building (if classified as a retail or leisure Property) – Enter the number of people that visit the building during the defined reporting period that are not classified as staff,

• Percentage floor area occupied over the year – Enter the percentage of floor area of the building that is fully occupied throughout the reporting period.

• Number of workstations – Enter the total number of work spaces typically found in the building during the reporting period. Workstations would typically comprise an area outfitted with equipment and furnishings for one worker, usually including a computer.

c. For Assets

• Landlord/ Managing agent’s name – where not listed select ‘third party’ - Enter the name of the organisation that has leased the asset.

• Start date of management (DD/MM/YYYY) – Enter the date that management of the asset commenced (if applicable).

• End date of management (DD/MM/YYYY) - Enter the date that management of the asset ended (if applicable).

• Owner/ Investor name – The individual or organisation with freehold ownership rights to the asset.

• Ownership type – Define if the asset is fully owned or part owned.

• Start Date of ownership (DD/MM/YYYY) – Enter the date that ownership of the asset commenced (if applicable).

• End date of ownership (DD/MM/YYYY) - Enter the date that ownership of the asset ended (if applicable).

• Owner/ Investor name – The individual or organisation with freehold ownership rights to the asset.

• Tenant/ Occupier name - The individual or organisation that has leased the asset.

• Start date of the tenancy (DD/MM/YYYY) - Enter the date that tenancy of the asset commenced (if applicable).

• End date of the tenancy (DD/MM/YYYY) - Enter the date that tenancy of the asset ended (if applicable).

• What occupancy type best describes the activities of the occupants? (Tier 1) –

• What occupancy type best describes the activities of the occupants? (Tier 2) –

• Number of day per year under normal full operation – Enter the number of calendar days per year that the asset is operated at normal capacity. The typical number of working days in a full reporting year is 250.

• Number of hours per day under full operation – Enter the typical number of hours the asset is operated at normal capacity per day throughout the reporting period.

• No. of full time equivalent staff as workers within the building (FTE) throughout the reporting period – Enter the total number of staff defined as workers within the building


throughout the defined reporting period, using full time equivalent as the unit of measurement so that part and full time staff can be included.

• No. of visitors to the building (if classified as a retail or leisure Property) – Enter the number of people that visit the building during the defined reporting period that are not classified as staff,

• Percentage floor area occupied over the year – Enter the percentage of floor area fully occupied throughout the reporting period

• Number of workstations – Enter the total number of work spaces typically found in the asset during the reporting period. Workstations would typically comprise an area outfitted with equipment and furnishings for one worker, usually including a computer.

13.6 Utility Details • When the Utility Details Tab is opened, the system presents the Utility Details Sub Form.

The purpose of this form is to capture information about the organisations that pay for various utilities associated with the property:

• As with the Occupancy Details sub form, the format of the Utility Details sub form varies

depending on the Property Level selected for the parent Property Record.

a. For Sites

• Electricity - In reference to the consumption recorded for the measurement, who pays the electricity bills directly to the utility company?

• Natural Gas - In reference to the consumption recorded for the measurement, who pays the natural gas bills directly to the utility company?

• Other Fuels - In reference to the consumption recorded for the measurement, who pays any other fuel bills directly to the utility company?

• Water - In reference to the consumption recorded for the measurement, who pays the water bills directly to the utility company?

• Asset Class - This field is used to categorise the Property according to the list displayed.



• Asset Sub Type - This field is used to categorise the Property further according to the list displayed.

b. For Buildings

• What is the EPC rating (If less than 3 years old) for this Property certificated by accredited assessor? – Enter the EPC rating

• What is the valid DEC rating for this building? – Enter the DEC rating





• Asset Class - This field is used to categorise the property according to the list displayed.

• Asset Sub Type - This field is used to categorise the property further according to the list displayed.

c. For Assets

• What is the EPC rating (If less than 3 years old) for this Property certificated by accredited assessor? – Enter the EPC rating

• What is the valid DEC rating for this building? – Enter the DEC rating





• Asset Class - This field is used to categorise the property according to the list displayed.

• Asset Sub Type - This field is used to categorise the property further according to the list displayed.

14 USING THE PERFORMANCE MANAGEMENT MENU • Once a measurement record has been successfully logged it is possible to drill down

into the measurement record, and access the Performance Management Menu for the parent property record. This menu provides access to the Online Questionnaire, and also displays various scores and ratings for the property.


14.1 Accessing the Performance Management Menu • To reach the Performance Management Menu, the underlined Measurement Ref for the

appropriate measurement record should be used.

• Once clicked, the user will be taken to the Performance Management Menu for the measurement record.

• The Performance Management Menu is made up of a number of components:

o The BREEAM In-Use KPI Scores tab

o The Property Details tab

o The BREEAM Scores tab

o The Activities bar

14.2 The BREEAM In-Use KPI Scores Tab • The BREEAM In-Use KPI Scores tab provides a summary of the asset’s performance

against 10 KPI’s (shown above).

• Performance is determined by data either:

o Uploaded to the system using an Intelligent PDF questionnaire, which has been populated with performance data completed outside of the online system.

o Added to the system using the Online Questionnaire.

• The scores displayed for each KPI are dynamic, and will update in real time, as the property details, measurement details and Online Questionnaire are updated.

• The title of each KPI is a hyperlink to the relevant Online Questionnaire section, and will take the user to that section when used.

• When selecting a verified or un-verified KPI report from the Certification Menu the values

displayed for each of the 10 BREEAM In-Use KPI’s will appear on the KPI report produced by the online system.

14.3 Property Details • The Property Details Tab provides an easy to access summary of the information entered at

Property and Measurement level, under a set of expandable and collapsible headings:


• This provides a convenient way to review this information, without having to navigate away from the Performance Management Menu.

14.4 BREEAM Scores • The BREEAM Scores tab provides a dynamic update of the property records performance of

against the three Parts of BREEAM In-Use.


• The performance of the property against each part of BREEAM In-Use standard is displayed as a star rating from 0 to 6 stars, and as a percentage figure.

Note: An Exam Pass ID (EPID) must be entered to allow access to the BREEAM In-Use dashboard. To obtain an EPID, Client users must first undertake and pass a basic online exam – for more information please visit http://www.breeam.org/inuse.

14.5 Tasks List • The Activities Menu is located to the right of the scoring dashboard.

• It provides a list of options that enable the user to complete various actions associated with

the parent property record, measurement record and performance data. The following options are available via the Activities Menu:

o View Scores – Access the Score Summary Menu.

o Online Questionnaire – Access the BREEAM In-Use KPI question set, along with the Asset, Building Management and Organisation questions.


Please Note – As with the BREEAM Scores tab, access to the Asset, Building Management and Organisation tabs within the online questionnaire is only possible if the user has entered a valid Exam Pass Identifier (EPID). To obtain an EPID, Client users must first undertake and pass a basic online exam – for more information please visit http://www.breeam.org/inuse.

o Download Questionnaire (PDF File) – Download a PDF version of the Online Questionnaire, which can be saved and completed locally.

o Upload Questionnaire – Populate the Online Questionnaire with a PDF version.

o Submit for Verification – Submit the measurement record onto the next stage of the process, for self certification, or for audit by a qualified and licensed BREEAM In-Use auditor.

o Edit Property Details – Open and edit the parent property record.

o Edit Measurement Details – Open and edit the related measurement record.

14.5.1 View Scores – The Score Summary Menu

• The Score Summary Menu can be accessed by clicking on the View Scores option from the

Activities Menu located on the right hand side of the Performance Management Menu.

• This menu allows the user to produce more detailed reports for the:

o Option 1 – The Asset Rating Scores.

o Option 2 - Building Management Rating Scores.

o Option 3 - Organisational Rating Scores.

o Option 4 - The BREEAM In-Use KPI’s (labelled as KPI Report).

o Option 5 – BREEAM In-Use Rating and KPI Summary Breakdown.

Report Description 1. Asset Rating Scores Based upon data recorded within the pre-assessment

recorded within the pre-assessment, a visual and textual summary of the properties unverified performance against Part 1 of the BREEAM In-Use Standard (BRE Environmental & Sustainability standard BES 5058). This quantifies asset performance – the inherent characteristics of the building based on its built form, construction and services.

2. Building Management Rating Scores

Based upon data recorded within the pre-assessment recorded within the pre-assessment, a visual and




textual summary of the properties unverified performance against Part 2 of the BREEAM In-Use Standard (BRE Environmental & Sustainability standard BES 5058). This quantifies building management performance – the management policies, procedures and practices related to the operation of the building; the consumption of key resources such as energy, water and other consumables; and environmental impacts such as carbon and waste generation.

3. Organisational Rating Scores Based upon data recorded within the pre-assessment recorded within the pre-assessment, a visual and textual summary of the properties unverified performance against Part 3 of the BREEAM In-Use Standard (BRE Environmental & Sustainability standard BES 5058). This quantifies organisational effectiveness – the understanding and implementation of management policies, procedures and practices; staff engagement; and delivery of key outputs.

4. KPI Report Based upon data recorded within the pre-assessment recorded within the pre-assessment, a textual summary of the properties unverified performance against 10 KPIs of environmental performance.

5. BREEAM In-Use Rating and KPI Summary

Based upon data recorded within the pre-assessment, a summary rating of the properties unverified performance in all sections of BREEAM In-Use, in terms of 1 star (Acceptable), 2 stars (Pass), 3 stars (Good), 4 stars (Very Good), 5 stars (Excellent) or 6 stars (Outstanding) AND A textual summary of the asset’s performance against 10 KPIs of environmental performance

• Each report can be opened and viewed, and will present the same scoring information that is available via the BREEAM In-Use KPI and BREEAM Scores tabs, on the Performance Management Menu.

Please Note – These reports are only snapshots produced from the system at a particular point in time. These reports do not represent official final outputs, which are ONLY available via the Measurement Certification Menu.

14.5.2 The Online Questionnaire

• The Online Questionnaire can be accessed by clicking on the View Scores option from the Activities Menu located on the right hand side of the Performance Management Menu.


• The Online Questionnaire is used to log performance data for the parent property record, with the questions presented using categories (Energy, Waste, Water, and Transport etc) and tabs (KPI, Asset, Building Management and Organisation). Within each tab, only particular categories are relevant. As an example, only four categories are relevant to the KPI tab.

Please Note - The KPI tab will always be presented within the online questionnaire. However, the remaining tabs (Asset, Building Management and Organisation) are only presented if the user has entered a valid Exam Pass Identifier (EPID) against their user profile. To obtain an EPID, Client users must first undertake and pass a basic online exam – for more information please visit http://www.breeam.org/inuse.

• By hovering over the icons with the mouse cursor, it is possible to view supplementary notes about the questions:

• For some questions, a selection of answers is presented in a drop down field. Although the field may not be large enough to present the full answer, this can be viewed by hovering over the text with the mouse cursor:

http://betatesting.breeaminuse.org.uk/Owner/QuestionsViewORG.aspx?Sub=Y&AssessmentId=XCctBw8yFos=�


• Performance data should be recorded in the Answers column:

• Additional comments to support the entry added to the Answers (if applicable) should be added to the Client Comments field:

• At the bottom of each page of the Online Questionnaire, there are various options to navigate or save Performance Data added so far:

o Save – Using this function saves all performance data added to the Online Questionnaire so far, or since the previous save.

o Save and Exit – Using this function saves all performance data added to the Online Questionnaire so far, or since the previous save, and returns the user to the Performance Management Menu.

o Undo Changes – Using this function will remove any entries made into the Online Questionnaire so far, or since the last time the Save function was used.


o Next – Using this function navigates the user to the next category available within the current active questionnaire tab.

o Previous – Using this function navigates the user to the previous category available within the current active questionnaire tab.

Please Note! Each time performance data is added, removed or edited within the Online Questionnaire, the scoring tabs on the Performance Management Menu will be updated dynamically. This means that the scores presented on these tabs will ALWAYS reflect the performance data held within the Online Questionnaire.

14.5.3 Download Questionnaire

• The PDF Questionnaire can be accessed by clicking the Download Questionnaire BREEAM In-Use questionnaire option from the Activities Menu located on the right hand side of the Performance Management Menu.

• When used, the Download Questionnaire activity instructs the system to provide the user with an intelligent PDF questionnaire, which is can be saved locally:


• Once saved, the intelligent PDF questionnaire can be opened and used to log performance data, instead of within the online system.

14.5.4 Upload Questionnaire

• The Upload Questionnaire activity can be accessed by clicking the Upload Questionnaire option from the Activities Menu located on the right hand side of the Performance Management Menu.

• When used, this activity will open the Questionnaire Upload Menu:

• From this menu, it is possible to locate a saved PDF Questionnaire, and identify it to be uploaded.

• Once the user instructs the upload via the Upload button, the system will ask the user to confirm this request.

Please Note - Uploading the BREEAM In-Use questionnaire WILL OVERWRITE ALL DATA PREVIOUSLY ENTERED for the KPI Measurement or BREEAM In-Use pre-assessment. Once replaced, this data cannot be retrieved.

• Providing the user confirms that the upload should continue, the system provides confirmation that the data has been uploaded, and shows the effect on each available score within the system (Asset, Building Management, Organisation and BREEAM In-Use KPI’s):

• Further confirmation is then required on this preview screen through the Confirm Upload button, located at the bottom of the scores preview. There is also the option to choose a different file to upload, through the Upload File Again button:



14.5.5 Submit for Verification – The Assessment Submission Menu

• The Assessment Submission Menu can be accessed by clicking the Submit for Verification option from the Activities Menu located on the right hand side of the Performance Management Menu.

• When used, this activity accesses the Assessment Submission Menu:

• The Assessment Submission Menu allows users to close the reporting period for the measurement record, and therefore conclude assessment of the parent property record, against the BREEAM In-Use KPI’s and all three parts of the BREEAM In-Use standard (as applicable).

• When a reporting period is closed, the system generates a formal output detailing the scores achieved by the property record at that point in time. This output can be classified as Unverified, or Verified. The user closing the reporting period is asked to choose which type of output is being sought through the APPLY FOR function:


a. Unverified Outputs

• An Unverified output is classified as an output from the system that has been produced by BRE Global WITHOUT the involvement of a qualified and licensed BRE Global BREEAM In-Use auditor. Due to this, the ASSIGN TO AUDITOR function cannot be edited when the Final Unverified Score option is selected.

• The only Unverified output available from the online system is an Unverified BREEAM In-Use KPI Report, which is presented (and ticked by default) as the only certification option in the CERTIFICATE/ REPORT option menu.

• An Unverified KPI Report will show the scores achieved for the BREEAM In-Use KPI’s at that point in time, presented within a formal BREEAM In-Use report template, which is not available for any other standard KPI report available from the Score Summary Menu.

• In order to process this selection, the Confirm button needs to be used. When this is clicked, the system will ask the user to confirm that this selection is correct.

• Providing this is confirmed, the system will process this request, and inform BRE Global to generate the Unverified KPI Report and return the user to the Measurement Management Menu. The status of the measurement record will be changed to Certified.

Please Note – Once a certification request has been processed, it cannot be reversed, and the measurement record and related performance data will be locked. If the wrong output was selected from the APPLY FOR function, the re-measure function will have to be used to create a new instance of the certified Measurement Record. Re-measuring costs 1 Measurement Credit.

b. Verified Outputs

• A Verified Output is classified as an output from the system that has been produced by BRE Global following review and confirmation of supporting evidence by a trained and licensed BRE Global BREEAM In-Use auditor.

• In order to produce a Verified Output from the system, the Certification option must be selected from the APPLY FOR function.

• When the Certification option is selected, up to four different Verified Outputs can be requested:

o An Asset Certificate – A formal certificate which will show the star rating and percentage score achieved by the property against the Asset part of the BREEAM In-Use standard at that point in time.

o A Building Management Certificate – A formal certificate which will show the star rating and percentage score achieved by the property against the Building Management part of the BREEAM In-Use standard at that point in time.

o An Organisation Certificate - A formal certificate which will show the star rating and percentage score achieved by the property against the Organisation part of the BREEAM In-Use standard at that point in time.

o A Verified KPI Report – A formal certificate which shows the scores achieved by the property against the BREEAM In-Use KPI’s, at that point in time.

Please Note – It is only possible to select an Asset, Building Management or Organisation certificate if the user requesting these outputs has entered a valid Exam Pass Identifier (EPID) against their user profile. Without an EPID, these options WILL NOT be available. To PN506 Issue 2 77 ©BRE Global 2011

obtain an EPID, Client users must first undertake and pass a basic online exam – for more information please visit http://www.breeam.org/inuse.

• As well as selecting the specific outputs required, a qualified and licensed auditor must be selected from the ASSIGN AUDITOR function, before the request for Verified Outputs can be processed.

• When opened, the drop down list within the ASSIGN AUDITOR function shows a list of all BRE Global trained and licensed BREEAM In-Use auditors. The correct auditor that the measurement record (and related performance data) will be released to for audit should be selected.


• Once this has been completed, the Confirm button should be used to proceed with the request for Verified Outputs. The user will be asked to confirm the selection they have made before the request is processed:



• If Yes is selected, the system will return the user to the Measurement Management Menu. The status of the measurement record submitted for audit will be changed to With Auditor, and the parent property record, the measurement record and any entered performance data will no longer be editable.

• Simultaneously, the auditor that was selected via the ASSIGN AUDITOR function will be presented with the measurement record on the home screen of their BREEAM In-Use online system account. The auditor will then be able to access the property, measurement and performance data and begin the audit.

• The assigned Auditor can be changed by clicking the name within the Auditor column. This opens a drop down column of all licensed auditors from which to choose.

Please Note - Only reassign the measurement record if you are sure you wish to do so. Reassigning will cause the measurement to be removed from the account of the Auditor previously selected.

Please Note – The system DOES NOT send out any notification to auditors or clients as measurement records move between the two parties during the auditing process. Notification to each party will need to be provided through phone calls or emails outside of the system.


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The BREEAM In-Use online system V2

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