Energy & Water Survey: Instructions & Definitions

Transcription

1 Energy & Water Survey: Instructions & Definitions General Instructions: Do you seem to be locked out of the survey before you even begin? Then, Click Enable Editing and then Enable Content at the top of the Excel survey to allow you to make changes to the survey. Use the buttons on each tab to help you navigate through the survey. Carefully review the prompts to help determine which tab you need to complete next. In order for the data to be used in EPA s analysis, the survey must be completed in its entirety. Please answer EVERY question! To assist you in ensuring you complete every required question, when you type the facility name into the top row, all cells required to have a response entered in them will turn until you input a response. Based on your responses to certain questions, some cells may turn. These questions should be skipped. Do not leave any fields blank (except those specifically noted that you can skip based on facility type). Every field should include a value, even if that value is NA, None, or 0, so that we know the question was not inadvertently overlooked. For a multiple building property, provide aggregate operational, energy, and water data for the entire campus, including all buildings. Count a building as part of your campus if it is connected to other buildings on your campus and/or is tied into the utility meters and/or central plant. Do not include facilities that may be in the vicinity of your campus but are completely separate buildings with their own utilities and not included in your central plant. Do not include buildings that you do not own. If there is a stand-alone building on your campus that is separately metered and you would like to submit it as an individual building, you must submit it in aggregate with the campus in addition to separately submitting the building as its own survey entry. If your space is part of a building, do not complete the survey. This survey is intended for whole buildings and campuses. Be sure to enter the name of the property exactly the same on all tabs so that we can properly match the data between tabs. When you select cells within the spreadsheet, you will notice comments, definitions and greater elaboration. These questions and definitions are also provided at the end of this document as an Appendix. Use the comment section on the Submit tab to provide any additional information that you think may be helpful when your response is reviewed. For example, if there is a survey question for which you are unable to obtain the data to answer the question, use the comment box to explain it. Therefore, we will know you did not skip the question. When 100% complete, save the Excel file under a different name. For example, you may use the facility name or your name. Attach the Excel survey to an and send to Continue to next page

2 as soon as possible. We are hoping to share preliminary results with our members at the August Annual ASHE conference. DO NOT FORGET! The survey is collecting data for calendar year 2015, so answer every question based on the conditions present in For energy data, the date range should cover the full 12-month period of 2015 (i.e. between 1/1/ /31/2015). Depending on your billing periods, it may require entering data that includes portions of December 2014 and/or January PART I: Building Information & Space Use: Once you had read the Instructions and clicked on the Begin Survey on the first sheet (labelled Instructions ) you will be automatically routed to the top of the second sheet of the Excel file. This Facility Info sheet and the Outpatient Facilities sheet collects data on Building Information & Space Usage. Please keep the General Instructions in mind as you fill out this information. Listed below is specific information to help you fill out individual items. This information is organized by question number on your sheet. Facility Info Tab: 1. Enter the facility name in the top Blue Row. Use the exact same facility name on each tab. 2. If you are submitting energy and water data through Portfolio Manager, you must enter a Portfolio Manager Property ID number. This number will allow us to associate your Portfolio Manager data submission with your survey response. If you are submitting energy and water data via the Excel spreadsheet, enter 0 for Portfolio Manager Property ID. Questions with cells blacked out can be skipped. These are duplicate questions that will be submitted via your Portfolio Manager submission. 3. For all definitions, see the Appendix at the end of this document. Outpatient Facilities Tab: Complete this tab for any facility for which you provided floor area for any type of Outpatient Facility in Question 14 of the Facility Info Tab. If a facility had no floor area under any type of outpatient facility, do not complete the questions in this tab for that facility. PART II: Energy and Water Use: Please follow the prompts within the excel spreadsheet. If you have chosen OPTION A: and will be allowing ASHE to have access to your data within your Portfolio Manager account, you will be prompted to skip these tabs, and will instead be directed to the second to last tab, labeled Submit. On this tab, click the link to the Portfolio Manager Data Request and follow the instructions. If you have chosen OPTION B: and you will be entering your own energy (and potentially water) data into the excel spreadsheet, you will be directed to each of these tabs respectively. Some more information about OPTION B: 1. Water Summary Tab and Water Bill Detail Tab: Complete these tabs only if you are providing water data via the Excel spreadsheet and not Portfolio Manager. Submitting water data is optional, but highly encouraged in order to explore the possibility of developing a score for water efficiency. 2

3 2. Energy Meter Summary and Energy Bill Detail Tab. Complete these tabs only if you are providing energy data via the Excel spreadsheet and not Portfolio Manager. a. Include energy consumption and property use details for parking garages and parking lots ONLY if the energy use is not separately sub-metered and therefore is included in the energy use provided. Finally, once you have completed the two tabs with building information space usage, and either completed the Energy and Water Use portions of the survey or plan to submit utility consumption data via Portfolio Manager, you will be directed to the Submit button. To submit the survey to ASHE: 1. Save the Excel file under a new name (we suggest the name of your facility, or even your name). 2. THEN, please us that saved file to ASHEenergy@aha.org. 3. If you have any questions, please feel free to ASHEenergy@aha.org. Please leave contact information and we will set up a time to reach out to you via phone. If you are submitting utility consumption data to ASHE via Portfolio Manager (if you chose OPTION A). What follows below is more detailed information on how to link your account, and how to update your account, if applicable. 1. The first step is to make sure that all 2015 utilities data is complete and accurate. If this data is not accurate, please update all operational data, energy data, and water data (optional) for 2015 in your facility s Portfolio Manager account (see below for instructions to ensure your data is complete.) 2. Submit your property s data to ASHE by clicking the following Data Request link, logging into your Portfolio Manager account, and following the instructions provided. ASHE s Portfolio Manager Data Request link [to submit data via Portfolio Manager]: Additional instructions and resources you may need for completing Option B are covered in the following sections below: How to Connect and Share Properties with Other Portfolio Manager Users How to Completely and Accurately Enter Data in Portfolio Manager How to Locate your Portfolio Manager Property ID Number How to Respond to a Portfolio Manager Data Request 3

4 How to Connect and Share Properties with Other Portfolio Manager Users. Some survey respondents may find it more efficient to share properties from multiple individual Portfolio Manager Accounts to a central Portfolio Manager account, allowing for a single point of review and submission for this survey. To learn how to connect with other users in Portfolio Manager and share properties between your accounts, view any of the following options: The guide How to Share Properties with Other Portfolio Manager Users : 514_508.pdf The video How to Connect with Other Portfolio Manager Users : The video How to Share Properties in Portfolio Manager : How to Completely and Accurately Enter Data in Portfolio Manager. To submit data for the majority of this survey via Portfolio Manager, it is important to ensure that the facility s operational data, energy consumption data, and water consumption data (if submitting water) is completely and accurately entered in your Portfolio Manager account for calendar year For your data to be complete: Energy and water consumption data must be completely entered for at least 12- consecutive months covering the period of January 1, 2015 to December 31, 2015, including all fuel sources. On-site generation, such as solar panels or on-site wind, require their own meters in Portfolio Manager; Energy and water* data represents the total energy and water consumption of the entire property, including all buildings, retail stores/gift stores, pharmacies, and cafeterias; and All of the property use details are completely filled out with accurate, updated data, including both required and optional property use details. *For purchased water, such as water purchased for use in dentist equipment, enter the consumption under the water use type Other Water Sources Indoor Water Use. For all Healthcare Space types, these property use details include: Street Address, including zip code Year Built Occupancy Gross Floor Area Number of Workers on Main Shift Percent [of floor area] that can be heated and Percent [of floor area] that can be cooled If pool(s) (both heated and non-heated), data center(s), and/or parking are present at the facility, required property use details (as relevant) include: Approximate Pool Size, Location of Pool [Indoor/Outdoor], Number of Months in Use Data Center Gross Floor Area, IT Energy Configuration, UPS System Redundancy, Cooling Equipment Redundancy 4

5 Parking Floor Areas and Supplemental Heating (ONLY if parking area energy use is included in the provided energy data) For General Medical & Surgical Hospitals, you must also update: Licensed Bed Capacity Number of Staffed Beds Number of Full Time Equivalent Workers Number of MRI Machines Onsite Laundry Facility Laboratory Maximum Number of floors Number of buildings For Medical Office Buildings/Outpatient Care, you must update: Weekly Operating Hours Number of Surgical Operating Beds Number of MRI Machines How to Respond to a Portfolio Manager Data Request. If you have clicked on the url under the submit tab to share your data with ASHE, you will have to respond to the Portfolio Manager Request that has been submitted. To learn how to respond to a Data Request, view one or more of the following: The guide How to Respond to Data Requests in Portfolio Manager : The 5-minute video How to Respond to a Data Request in Portfolio Manager : The instructions provided after clicking on the following ASHE Data Request link and signing into your Portfolio Manager account: 5

6 APPENDIX Definitions: Facility Info Tab Question 11. Total Gross Floor Area. Total Gross Floor Area: The Gross Floor Area (GFA) is the total facility square footage, measured between the principal exterior surfaces of the enclosing fixed walls of the building(s). This includes all areas inside the building(s) including supporting areas, such as operating rooms, waiting rooms, patient rooms, and laboratories. GFA is not the same as rentable space, but rather includes all area inside the building(s). If this is a multiple building campus, include the gross floor area of each building on the campus. If your property underwent an expansion in 2015, please provide the average value for the entire year. For example: If your facility was 100,000 SF for 10 months of the year, and 125,000 SF for 2 months, you should calculate the average as follows: (100,000 SF x 10 months + 125,000 x 2 months) / 12 months. Please use this methodology for all attributes in the survey. Include in GFA: lobbies, tenant areas, common areas, meeting rooms, break rooms, atriums (count the base level only), restrooms, elevator shafts, stairwells, mechanical equipment areas, basements, storage rooms. Do not include in GFA: exterior spaces, balconies, patios, exterior loading docks, driveways, covered walkways, outdoor playcourts (tennis, basketball, etc.), parking, the interstitial plenum space between floors (which house pipes and ventilation), crawl spaces. Although you do not include these areas in your GFA, you do include their energy use. Our algorithms assume buildings have outdoor usage, too. The GFA refers specifically to interior space. But the energy use evaluated in our algorithms should be all energy required to operate your building, which includes the energy used both inside and out." Question 14. Inpatient Facilities General Medical and Surgical Hospital. An institution that is primarily engaged in providing diagnostic and therapeutic services for medical diagnosis, treatment, and care, by or under the supervision of physicians, to injured, disabled, or sick persons or rehabilitation services for injured, disabled or sick persons. Long Term Acute Care Hospital. These are hospitals that are certified as acute care hospitals but provide acute care for extended inpatient days, defined by federal statute as an average of 25 days or more. Critical Access Hospital. Rural community hospitals that receive cost based reimbursement. Cancer Center. A hospital that specializes only in the care of patients with cancer. An NCI designated cancer center is specifically recognized and partially funded by the National Cancer Institute. 6

7 Behavioral Care Facility. An outpatient treatment center for psychiatric and mental disorders, Alzheimer s and developmentally disabled. Outpatient and psychiatric counseling for substance abuse patients. Rehabilitation Center/Hospital. A recovery facility oriented toward long term treatment and training of sick/injured persons so they can function in society. Rehabilitation centers specialize in physical therapy for trauma/stroke victims. Psychiatric Hospital. The primary function is to provide diagnostic and treatment services for patients who have psychiatric related illnesses. Post-Acute Care / Skilled Nursing. Provides non-acute medical and skilled nursing care services, therapy, and social services under the supervision of a licensed registered nurse on a 24-hour basis. Other specialty hospital: Other/Specialty Hospitals refers to long-term acute care hospitals, inpatient rehabilitation facilities, such as Substance Abuse, Cardiac, Orthopedic, Children s and/or Women s Hospitals. Outpatient Facilities Primary Care Clinic. A unit or clinic within the hospital that provides primary care services (e.g., general pediatric care, general internal medicine, family practice, gynecology) through hospital-salaried medical and/or nursing staff, focusing on evaluating and diagnosing medical problems and providing medical treatment on an outpatient basis. Medical Office Building/Outpatient Healthcare Center/Ambulatory Care Center. Buildings used to provide diagnosis and treatment for medical, dental, or psychiatric outpatient care and/or provide a wide range of medical services including diagnostic services, laboratory services, and imaging. Ambulatory Surgery Center (ASC). Any distinct entity that operates exclusively for the purpose of providing surgical services to patients that are admitted and discharged on the same day. This may be free standing, stand-alone ASC, a free standing building on a hospital campus, or attached to another building. Ambulatory surgery centers are distinct from same day surgical units within the hospital outpatient departments for purposes of Medicare payment. Urgent Care/Standalone Emergency Rooms/Express Care Clinics. A facility that delivers ambulatory care outside of a hospital emergency department, usually on an unscheduled, walk in basis. They primarily treat patients who have an injury or illness that requires immediate care but is not serious enough to warrant a visit to the emergency room. Behavioral Care Facility. An outpatient treatment center for psychiatric and mental disorders, Alzheimer s and developmentally disabled. Outpatient and psychiatric counseling for substance abuse patients. Outpatient Rehabilitation Facility/Physical Therapy. A recovery facility oriented toward treatment and training of sick/injured persons in an outpatient capacity. Life Sciences. A facility dedicated to performing life science research, such as biotechnology, biopharmaceuticals, and cell therapy. 7

8 Dialysis Center. A treatment facility that provides dialysis treatments for patients who have kidney damage or failure. Laboratory. Laboratory refers to buildings that provide controlled conditions in which scientific research, measurement, and experiments are performed or practical science is taught. Health Club/Fitness Center/Wellness Center. A facility that provides exercise, testing, or evaluation programs and fitness activities to the community and hospital employees. Question 16. Burn Care. Treatment of patients with severe burn injuries. Neuro-Surgery. Services provided by the facility dealing with the operative management of disorders of the central, peripheral, and autonomic nervous systems. Plastic Surgery. Services provided by the facility dealing with the operative reconstructing or repairing parts of the body, especially by the transfer of tissue, either in the treatment of injury or for cosmetic reasons. High-Risk Neo Natal. Services provided by the facility that deal with newborns facing high-risk health factors in need of medical attention. Question 17. Beds and Utilization Total licensed beds: Total number of beds authorized by the state licensing (certifying) agency. Bed setup and staffed for use: Report the number of beds regularly available (those set up and staffed for use) on average in Report only operating beds, not constructed bed capacity. Include all bed facilities that are set up and staffed for use by inpatients. Exclude newborn bassinets, labor room, post anesthesia, or postoperative recovery room beds, psychiatric holding beds, and beds that are used only as holding facilities for patients prior to their transfer to another hospital. Inpatient days: Report the number of adult and pediatric days of care rendered during the entire reporting period. An inpatient day of care (also commonly referred to as a patient day or census day, or by some federal hospitals as an occupied bed stay) is a period of service between the census taking hours on two successive calendar days, the day of discharge being counted when the patient was admitted the same day. Do not include days of care rendered for normal infants born in the hospital, but do include those for their mothers. Include days of care for infants born in the hospital and transferred into a neonatal care unit. Also include swing bed inpatient days. Total outpatient visits: An outpatient visit is a visit by a patient who is not lodged in the hospital while receiving medical, dental, or other services. Each appearance of an outpatient in each unit constitutes one visit regardless of the number of diagnostic and/or therapeutic treatments that the patient receives. Total outpatient visits should include all clinical visits, referred visits, observation services, outpatient surgeries, home health service visits, and emergency department visits. 8

9 Question 18. Full Time Equivalent (FTE) is the total number of hours worked by all employees as well as outsourced service providers, subcontractors, volunteers, and contingent workers who were on site regularly in 2015 over the full (12 months) reporting period divided by the normal number of hours worked by a full time employee for that same time period. For example, if your hospital considers a normal workweek for a full time employee to be 40 hours, a total of 2,080 would be worked over a full year (52 weeks). Question 28. Data Center refers to buildings specifically designed and equipped to meet the needs of high density computing equipment, such as server racks, used for data storage and processing. Typically these facilities require dedicated uninterruptible power supplies and cooling systems. Data center functions may include traditional enterprise services, on-demand enterprise services, high performance computing, internet facilities, and/or hosting facilities. Often Data Centers are free standing, mission critical computing centers. When a data center is located within a larger building, it will usually have its own power and cooling systems, and require a constant power load of 75 kw or more. Data Center is intended for sophisticated computing and server functions; it should not be used to represent a server closet or computer training area. Data Center IT Energy Configuration describes how your IT load is powered and therefore will determine where you must measure IT Energy to earn an ENERGY STAR score for a Data Center. The preferred location of this measurement is at the output of the Uninterruptible Power Supply (UPS) meter. See the definition of Data Center IT Energy for other meter locations which are permitted under certain conditions when UPS readings are not available. Also see our FAQ on the are combinations of Data Center IT Energy Configurations and Meter Types which result in a score. Question 27. Types of Labs: Clinical Testing. A laboratory where tests are usually done on clinical specimens in order to obtain information about the health of a patient as pertaining to the diagnosis, treatment, and prevention of disease. Biological Research. Provides controlled conditions in which scientific research, measurement, and experiments are performed regarding living organisms. Chemical Research. Provides controlled conditions in which scientific research, measurement, and experiments are performed regarding composition, structure, properties and change of matter. Primary Use of Labs: 9

10 Teaching labs. The primary function is to provide laboratory classes to physically engage students with concepts in the field through active experimentation or exploration. Research labs. The primary function is to conduct scientific experimentation or research, in attempt to investigate naturally occurring behaviors under controlled conditions with manipulated variables. Vivaria are enclosures, containers, or structures adapted or prepared for keeping animals under seminatural conditions for observation or study or as pets; aquariums or terrariums. Bio-Safety Level: Bio-safety level (BSL) 1 & 2 labs. A laboratory performing activities under BSL1 or BSL 2 rankings. BSL 1 applies to work with agents that usually pose a minimal potential threat to laboratory workers and the environment and do not consistently cause disease in healthy adults. BSL2 applies to work with agents associated with human disease, such as, pathogenic or infectious organisms posing a moderate hazard. Bio-safety level (BSL) 3 labs. BSL 3 applies to work with agents that are indigenous or exotic agents that may cause serious or lethal disease via aerosol transmission. Work must be strictly controlled and must be registered with all appropriate government agencies. Bio-safety level (BSL) 4 labs. BSL 4 applies to work with agents that are extremely dangerous and pose a high risk of life-threatening disease, and require the maximum protection and containment. Types of Bio-Safety Cabinets Recirculated bio-safety cabinets. Enclosed or partially enclosed, ventilated laboratory workspace for safely working with materials contaminated with, or potentially contaminated with, pathogens requiring a defined biosafety level. Ventilation includes recirculated mass airflow within the work space. Exhausted bio-safety cabinets. Enclosed, ventilated laboratory workspace for safely working with materials contaminated with, or potentially contaminated with, pathogens requiring a defined biosafety level. Ventilation includes exhaust air pulled through exhaust duct into the exhaust system for treatment. Fume hoods. A ventilated enclosure in a chemistry laboratory, in which harmful volatile chemicals can be used or kept. Pieces of Lab Equipment: Floor centrifuges. A laboratory device mostly used to collect microorganisms, cells, cellular debris, and precipitates, and can also effectively sediment viruses and cellular organelles. They are refrigerated to cool the rotor chamber. Low-temperature incubators. Laboratory incubators provide a controlled, contaminant-free environment for safe, reliable work with cell and tissue cultures by regulating conditions such as temperature, humidity, and CO2. Low-temperature incubators are used for maintaining temperatures below room temperatures. 10

11 Electron microscopes. A microscope of extremely high power that uses beams of electrons focused by magnetic lenses instead of rays of light, the magnified image being formed on a fluorescent screen or recorded on a photographic plate: its magnification is substantially greater than that of any optical microscope. Nuclear magnetic resonance (NMR) spectrometers. An instrument used to provide detailed information about the structure, dynamics, reaction state, and chemical environment of molecules by exploiting the magnetic properties of certain atomic nuclei. Mass spectrometers. An apparatus for separating isotopes, molecules, and molecular fragments according to mass, to give a distinctive mass spectrum. Question 28. Irrigated area. The amount of outdoor vegetated area that is supplied water regularly, measured in square feet, square meters, or acres. Typically this includes landscaped areas that are irrigated with or without an in-ground/automatic irrigation system along with areas regularly watered by hand. If you have vegetated areas that were specifically xeriscaped to require no water at all, these may be included in your total. However, you cannot include hard/unvegetated surfaces such as patios, decks, and driveways. Definitions: Outpatient Facilities Tab Question 1. Physical occupancy rate. The percentage of space that is occupied by tenants. Do not include leased but unoccupied space. Question 4. Number of workers on main shift. This should reflect the total number of workers present during the primary shift. This is not the total count of workers, but rather a count of workers who are present at the same time. For example, if there are two daily eight hour shifts of 100 workers each, the Number of Workers on Main Shift value is 100. Number of Workers on Main Shift may include employees of the property, sub-contractors who are onsite regularly, and volunteers who perform regular onsite tasks. Number of Workers should not include visitors to buildings such as clients, customers, or patients. Question hour stay units. A unit which manages the patient s care within a 23 hour period. Question 7. 11

12 Sleep centers. Specially equipped and staffed center for the diagnosis and treatment of sleep disorders. Question 8. Resting/living quarters. Dedicated space that may offer medical resident living quarters and/or resting areas for medical staff. These are spaces that are accessible 24 hours a day. Question 9. Hyperbaric treatment centers. A facility provided treatment services for decompression sickness and similar conditions requiring hyperbaric oxygen therapy. Question 10. Dialysis Machines. A machine used in dialysis that filters a patient's blood to remove excess water and waste products. 12