Whether it is sustainability, energy, or emissions data which is being input to the software, the process is the same. The only difference is that the data items being requested by the system varies on the type of sustainability metric, or emissions type, the country of operation, and the industry sector, the organisation is involved in.
Opportunities for the user to make mistakes by selecting the wrong or inappropriate fields/options are removed and only valid selections for that activity, in that jurisdiction, in that sector are shown to the user. This makes the process very straight forward for even novice users.
In this section we will illustrate how to input data manually using the data entry interface in the system. We will use a "purchased and used electricity" activity to illustrate the point, but note that each activity has a different set of input fields.
Step 1: Navigate to the GHG Activity Data Screen by clicking on the Data Management menu icon at the top of the screen, and select the GHG Activities tab from the drop down.
Step 2: Browse, filter or search for the activity (C) you wish to add data to using the tree view, the filters, or the search function (indicated by items A and B in the figure below).
Important Note: The user will only see activities for facilities/assets and buildings that he/she has been granted access to by the administrator. This is detailed in the "User Access Management" Section of this user guide.
Step 3: Click on the activity in the list that you wish to add new data to as indicated by item C above. You then see the activity data screen for that activity.
Step 4: To add new data, click on the "Add New Data" button at the top of the activity data table as highlighted below under the chart. Users can select to add data from Invoice, Supplier Statement, Meter Reading or Other. Different data input screens will appear depending on the type chosen. It is very important when entering a meter reading from a meter that the meter reading is chosen from the add new data item drop down.
Step 5: On the next screen the user can enter the new data item/record. If it is a metered item (options include Gas, Electricity or Water), the user has the option to input the reading directly from the meter. The system will automatically calculate the quantity consumed based on the previous and current meter reading.For this example Invoice is chosen:
Next the user is required to input the:
- Start and end date of the data item
- Quantity consumed (if a user does not have a quantity value, they can extrapolate)
- Cost and currency (optional)
- Unit of quantity
- Meter reading – options include actual reading or estimate reading
- Supplier this is optional and chosen from an existing supplier list in the system. If a supplier is not available in the list, you can add it by following the instructions in section.
- Reference type the source of the quantity, for example a bill, meter reading, supplier statement
- Reference ID this is a reference from the source of the quantity, for example a bill number, invoice number etc… The reference and reference ID are for audit purposes.
- Meter number – MPAN/MPRN number of the meter
- Meter serial number – this is optional, the serial number of the meter
Step 6: If desired the user can upload any document or image to serve as an audit trail using the “Add New Documents" button. This would commonly consist of scanned PDF documents of the original invoices or photos of odometers, meters, or refrigeration unit information plates are also uploaded.
Step 7: Users can add notes or comments to the data item also.
Step 8: Then click Save. The new piece of data is then reflected in the activity data chart at the top of the screen.