etrack user guide · 2018-01-02 · page 4 5. home page after a user enters their username and...

User Guide For ComEd Energy Efficiency Programs

Version 1.0

Released: January 01, 2018

Table of Contents

Table of Contents ........................................................................................................... 1 I. System Overview ..................................................................................................... 2

1. Introduction ...................................................................................................................... 2 2. Access .............................................................................................................................. 3 3. Support ............................................................................................................................. 3 4. Login ................................................................................................................................. 3 5. Home Page ....................................................................................................................... 4 6. Navigation Bars ............................................................................................................... 5 7. Obtaining Support ........................................................................................................... 7 8. Manipulation of Tables .................................................................................................... 8

II. Customers Module ............................................................................................. 10 1. Searching for Customer Records ................................................................................ 11

III. Projects Module .................................................................................................. 13 1. Understanding Project Records ................................................................................... 13 2. Searching for Project Records ..................................................................................... 14 3. Viewing Project Details ................................................................................................. 15 4. Adding Projects ............................................................................................................. 17 5. Editing Projects ............................................................................................................. 22 6. Submitting a Project for Verification ........................................................................... 23 7. Reviewing a Project ....................................................................................................... 24

IV. Data Load Module ............................................................................................... 26 1. Uploading Data Files and Reviewing Exceptions ....................................................... 27 2. Refreshing Data ............................................................................................................. 29

V. TRM Module ........................................................................................................ 31 1. Viewing and Exporting Measure Information .............................................................. 32 2. Testing a Measure ......................................................................................................... 34

VI. Reports Module .................................................................................................. 36 1. Running and Exporting Reports .................................................................................. 36

Glossary of Terms ........................................................................................................ 38

I. System Overview

1. Introduction

eTRACK is a web-based, program management and tracking software that is used by program administrators, implementation contractors, and evaluators to manage all aspects of energy efficiency programs.

It offers a variety of features that allow users to automate their daily operations while maintaining a record of all information and transactions related to the programs. A few of these features include:

• Configuration: Providing a straightforward interface for configuring program components such as energy savings goals, budgets, measures, incentive levels, and workflows.

• Role-based access: The system uses role-based security to control system access and make data applicable to the users’ context. For example, a residential program manager role is typically setup to only see data associated with his or her specific residential programs.

• Workflow-driven processes: eTRACK uses industry-leading workflow engines to facilitate the automation of business processes. For example, workflows can be used to assist with creation and submission of rebate applications, performing engineering reviews, and approving project applications in a hierarchical manner.

• Business rules and validations: Validation rules are setup in eTRACK to enforce checks on the data and ensure that integrity is maintained.

• Automatic notifications: Alerts and email notifications can be produced when certain transactions take place in the system. For example, when a project is submitted for approval, the approver can receive an email letting them know that an action is needed on their part.

• Documentation storage: eTRACK allows storing electronic documents in various formats.

• Auditable systems: Any transaction conducted in eTRACK is time-stamped and the name of the author is recorded for audit purposes.

There are three ways in which data can be entered into eTRACK:

• Direct entry of information, performed by a system user through eTRACK’s screens. • Upload of data in bulk, performed by a system user with the use of designed files, and • Automatic Integration with various systems through APIs or Webservices Methods.

eTRACK provides two main ways of extracting data from the system:

• Reports – which are tabular representations of data; and • Dashboards – which include rich data visualization, such as charts, maps, and spark

lines.

All reports and dashboards can be exported to variety of formats that include excel, word, txt, jpeg, csv, pdf, html and xml.

2. Access

eTRACK can be accessed by registered users at: https://comed.anbetrack.com

3. Support

For any issues, users can email: [email protected]

4. Login

To log into eTRACK, users should enter their login credentials provided by the system administrator. Users can select the “Remember me” box to have the browser recall the user name and password every time they login.

If a user forgets their username and/or password, they can click on the “forgot” link and enter a user email address to receive a user information in a user inbox or reset a user password.

Username and Password

Additional Information

Forgot Link

5. Home Page

After a user enters their username and password, clicking on “Submit” will log a user into eTRACK and bring up the system’s home page.

By default, this home page will show eTRACK’s Dashboard Module, which displays key information that is relevant to the user’s account, such as key performance indicators, graphs and charts displaying progress towards goals, and a report of recent system activity.

Note: Dashboards are customized to the role and permissions of each user.

As a tip, whenever a user is in a screen view that is not the home page, a user can quickly return to the Dashboard by clicking on the ComEd logo.

eTRACK’s search tool available on the home page, allows users to directly search for specific Projects and Measures directly from their home page.

To complete a search, users should click on the magnifying glass icon and then click on the Search button to complete the request.

Home Page Shortcut

6. Navigation Bars

There are two main navigation bars within eTRACK that are accessible through every screen:

• Top bar: displays a series of tools and features. • Left bar: displays the Modules available to the user.

Search Buttons

Expand/Contract Button

Left bar

Top bar

On the top bar, from left to right, the tools available are:

• Expansion and contraction of the left navigation bar: expanding the left navigation bar will show the complete names of each eTRACK modules, and contracting it will result in more space for the user’s main screen.

• User Profile: represented by the person icon. There are two options available under this menu: o Logout which simply logs the user out of the system. o My Profile displays several tabs where the user may edit some details related to

their account, change his or her password, and review any documentation that may be relevant to the user’s profile – if applicable.

• Support Menu: represented by the envelope icon. Allows users to submit a ticket requesting support.

User Profile

7. Obtaining Support

Users can submit a ticket for assistance by selecting the Email Support option within the Support Menu. This action will open a new window, which has a series of dropdown menus and text boxes where information can be entered to create a support ticket.

Being specific on this screen will help the support team understand the nature of the problem. A user may even attach files and screenshots to the ticket by clicking on the Attachment option.

Once the user is done filling out all the required information, clicking on the Submit button will send the ticket to the Support team.

Support ticket details

Support Menu

8. Manipulation of Tables

The main way in which eTRACK displays information within each Module is in tabular format, with information organized into columns and rows.

By default, eTRACK will display information up to a maximum number of rows limited by the page size. The user may select to display more or less rows by changing the page size, and the user can also navigate to additional pages by clicking on the icons at the bottom of the table.

The information displayed in tables can be easily searched and exported to MS Excel by clicking on the hamburger menu and selecting the appropriate option.

In addition, information displayed can be easily filtered by clicking on the Funnel icon available at the top of the table. This will bring up a filter field below each column header, in which the user can input values and select the parameters of the filter.

Any tables within eTRACK may be modified by a user to better fit his or her display preferences. For example, users can:

• Drag the edge of a column to adjust its width. • Arrange columns in a different order by clicking and holding a column to drag it to a

desired position • Automatically sort the information by either ascending or descending order.

Additional display options are available to the user by right-clicking on this column header:

• Sort Ascending or Descending • Clear Sorting • Group By • Ungroup • Columns

Page and size selection

Funnel icon Hamburger menu

After a user has modified the table information as desired, it is possible to save these settings for future sessions by clicking on the Persistence button represented by the pushpin.

Drag edge to adjust width

Click and hold to change column position

Persistence button

Right-Click header to view more options

II. Customers Module

The Customers Module is the place where information can be found on ComEd’s customers. Data is obtained from a nightly update that occurs with ComEd’s Customer Information Management System.

Within the Customers Module, users with the appropriate permissions can:

• Search for specific customer records, • View the customer’s information including account numbers, meter and contact

information • Identify whether the customer is currently participating in other ComEd energy efficiency

programs, or whether there has been past participation.

View customer details Customers Module

1. Searching for Customer Records

There are two methods to search for a customer record.

Advanced Search method: users can go to the hamburger menu and select “Advanced Search”. The user would then enter information such as the customer name and activity status and hit “Search” to display information.

Individual Search method: use the search fields that appear under each of the column headers and then clicking on the magnifying glass icon.

To view the details associated with a customer record, the user should click on the gear icon available on the last column, and select the option “view”. eTRACK will display the information associated with that specific customer record, organized into several tabs.

• General tab: provides an overview of the customer account, including account number and premise information.

• Contact tab: provides all the contact details that are available to reach out to the customer if necessary.

• Address tab: provides the address on file for the customer. • Participation tab: shows any current or past program participation for the customer. • Opt-Out tab: displays whether a customer has opted out of a program. • Meter tab: displays specific meter information associated with the customer record.

Advanced Search

Individual Search

Information

Additional tabs

Navigation button

III. Projects Module

The Projects Module functions as a library of the projects that have been created in the system by users, whether by manually inputting data or by uploading files with information. Within the Projects Module, users are able to:

• Create new project records and submit them for approval - this is a function that is only available to implementation contractors that directly input data into eTRACK.

• Approve projects. • Search for specific project records. • Review the status of a project. • Investigate the details of each project including customer, measure, energy savings, and

incentive information.

1. Understanding Project Records

Upon accessing this module, users will see information displayed in tabular format with projects that have been previously created in the system. The table displays key information, including the status of the project.

Project statuses might be more important for some programs than others, but users should familiarize themselves with the statuses that are available under their program.

Two important indicators applicable to Data Load programs are:

• The Variance indicator represents a project record in which there is a difference in the energy saving values calculated by eTRACK and those uploaded by the user.

• The Orphan indicator represents a project record that was previously uploaded by a user, but then disappeared from subsequent cumulative uploads.

Variance Indicator Projects Table

2. Searching for Project Records

Users can search for specific projects that have been previously created in three different ways:

First: users can narrow-down the projects displayed by using the menus located at the top:

• All Projects or My projects –can be used to narrow-down the projects to those entered by yourself, or those added by your colleagues.

• Recently Updated – filter for projects that have been created with a certain timeframe. • Projects Created This Year – allows users to select from projects that were created this

year, projects that are already underway and have costs and savings, and projects that scheduled to start in the current year.

Second: users can utilize the Funnel icon to type keywords or filtering for certain attributes.

Third: users can select the “Advanced Search” option under the hamburger menu to filter down the list of projects, by stating the desired search parameters.

Dropdown Menus Funnel Icon

3. Viewing Project Details

To view details of a specific project, a user should click on the underlined link in the Project Name column (underlined attribute).

When clicking on the Project Name, eTRACK will display information associated with that specific project record and organized into several tabs.

• General tab: provides an overview of the project, including the program that the project falls under and the project name.

• Customers tab: displays a list of the customers that are associated with that specific project.

• Measure tab: allows users to see what measures have been implemented by each customer under this project records.

• Documents tab: allows users to upload documentation associated with the project.

Advanced Search Parameters Hamburger menu

Link to project information

• Comments tab: allows users to see comments and notes that other users have added to the project.

ProjectDetailsTabs

4. Adding Projects

Note: Adding and editing projects are functions that are only available to implementation contractors with direct data entry permissions.

To add a project, users must go to the hamburger menu and select the Add option. This action will display a menu where the user must select some basic project details and then click the Add button.

This will automatically create a new project record within eTRACK that will appear on the Projects Module of every user within an organization that has the same role.

After a project is created, users will be guided through a series of tabs where more detailed project information can be entered: General, Customer, Measures, Documents, Comments.

Note: for security purposes, eTRACK has a timeout process that will clear data after a period of time if information is not saved by the user. For this reason, users should be careful to save a project record by clicking on the Save button at the bottom right-hand corner of the screen.

Add Project Option General Project Specifications

In the General Tab, users will add basic information such as customer name, contact information, contracting company and project location.

In the Customer Tab, users can search for an existing customer or add a new customer to their projects.

To search for an existing customer, users can:

a) Click on the Funnel icon, which will display a box under the ComEd Customer Account Number that users can enter to retrieve the customer record.

b) “Switch to Project Mode” within the hamburger menu. This will display a table with searchable fields under each of the table headings.

If after using these methods you are unable to find a customer, users may add a new customer using the Add Customer option in the hamburger menu.

To add a customer, users must enter certain attributes, for example their account number, premise number, and other information. If the customer account exists, then eTRACK will validate the entry and display a “Validation Date”. If the customer account does not exist, then eTRACK will let the user know but will allow the user to continue to enter information.

GeneralProjectInformation

In the Measures Tab, users can add the measures that correspond to an application by going to the hamburger menu and clicking on the Add Measure option. This action will display a dropdown menu of all the measures available for selection.

Users may select as many measures as needed for the application either by scrolling through the menu, or by starting to type the measure name in the field - which narrows down the options.

After users select the desired measures, click on the Include button and the measures will be added to the project. Once the measures are added, the user can click Save to continue adding measures, or on the Save and Show button to save and see an updated measure list.

In the Documents tab, users will see different types of Documents that may be uploaded to the record.

To upload a document directly to a location, users should click on the upwards arrow icon displayed under the gear column; add the required information, and then navigate to the desired file. Users may also add comments to a document.

ComEdCustomerAccount#

SearchforCustomer

AddNewCustomer

SwitchtoProjectMode

After the documents have been uploaded documents, users can click on the triangle icon to obtain a detailed view of the documents. Users may also edit, delete, or pin a document to another screen by moving to the gear icon and selecting either one of those options once the pop up window appears.

UploadDocumentRequiredInformation

AddNewDocumentViewDocumentDetails

Finally, within the Comments tab, users may add any comments that are relevant to the project, by clicking on the hamburger menu and selecting Add Comment. Users may edit the permission privileges to determine who is able to see the comments entered.

All comments entered in the system will be time-stamped.

AddNewCommentAddCommentPermissions

5. Editing Projects

To edit a project, users must select the desired project from the list displayed upon accessing the Projects Module, and then click on the Project Name, which will take the user to the details of that specific project where any input fields may be edited.

To maintain any changes made to the project, users should make sure to click on the Save button.

If a project is created and users do not want any other member of their team with their same role to edit the project, then users can “lock the project” by clicking at any time on the “Action” menu and selecting “Lock this Project.” This action will convert all the project’s editable fields to non-editable, until you remove the lock from the project.

LockThisProject

SaveProject

6. Submitting a Project for Verification

After users have entered a project’s information and determined that it is ready to be reviewed by the next role in the hierarchy of review, users should click on the Workflow dropdown menu on the top right and select the desired workflow action.

Note: Depending on the role of the user different workflow options will be displayed.

Before submitting the project for verification, the user may enter any final comments.

Users should be aware that submitting a project for review will automatically change the status of the project and generate automatic email notifications for certain users to signal that a review is needed. In some instances, the change of status may also generate automatic documentation such as “reservation letters” that are sent directly to customers.

DataEntered/Verification

WorkflowOption

7. Reviewing a Project

Note: This is a functionality that is only available to user roles with review permissions.

Upon accessing the Projects Module, users with review roles will see displayed a table with information on projects that have been previously created in the system, including the status of the project.

The first step the reviewer needs to take is to select the My Projects option from the dropdown menu. This will narrow down the project list to those projects that are in the user’s queue for review.

A shortcut that can be used to access this queue quickly is available in the home page. Upon login, users can click over the “My Queue” performance indicator, which displays the number of projects pending review.

To review a specific project, the user should click on the link under the project name. This will open the project record and display all information associated with it.

Once the reviewer has finished looking at the information, making any necessary changes and uploading any new documents, if applicable, they may click on the workflow menu and select any of the options available.

ShortcuttoPendingProjectsforVerification

Note: Depending on the user’s role, there may be an option to approve the project or reject it, if it does not pass the review process for any reason. There may also be additional options for moving a project through a workflow based on the configuration of each program.

If the reviewer decides to reject a project, he or she must include comments detailing the reasons for the rejections and hit Save. This action will send the project back to the user that was one step behind in the workflow process, who will now see the project back in his or her queue. In addition, an automatic email notification will be sent to this same user.

ApproveorRejectProject

WorkflowOptions

IV. Data Load Module

Within the Data Load Module, users can add information to the system in bulk by uploading data contained in pre-determined files format that are typically Microsoft Excel worksheets.

Note: The format and structure of these files should follow guidance provided by the system administrator, as eTRACK will read the various columns in the Excel worksheet and map the data to the corresponding fields within eTRACK.

After a file is uploaded by the user, eTRACK runs a set of validation rules to verify the integrity of the data. If the data passes the validation rules, then it is added to eTRACK for additional processing. If the data fails some of the validation rules, then the user is alerted about possible errors in the file and information formats, so that they make any necessary adjustments.

Within the Data Load Module, users with the appropriate permissions can:

• Upload data files • Review exception reports • Refresh and export data

DataLoadModule

1. Uploading Data Files and Reviewing Exceptions

Upon accessing the Data Load module, the user will see a table with information on data uploads that have been previously completed in the system, including the load status.

To upload a new data file, users should go to the hamburger menu and select the Upload Data Files option. Then, users must select the corresponding file template and program, and click “Add” to navigate to the files to be uploaded. Files can either be selected from the computer by clicking on the “Select Files” option, or they can be dragged and dropped into the box.

After files are selected and added, eTRACK will process and validate the data in the files against rules established by the system administrator. This process could take seconds or minutes depending on how large the file being uploaded is.

Once the validation process is completed, eTRACK will display one of three possible load status messages under the “Load Status” column:

• Completed: Data files with this load status message will have all records successfully uploaded to eTRACK.

• Completed – Warnings: Data files this load status message may have some or none of the records uploaded to eTRACK, depending on the nature of the validation failure.

• Completed – Errors: data files with this load status message will not be uploaded to eTRACK at all.

Note: users must resolve all errors in the file and upload a second time to ensure the data is entered into eTRACK correctly.

DataFilesParametersandFolderDestinationSelection

UploadDataFileOption

To understand the reason for a warning or error message, users can click on the hyperlink under the Load Status column. This will take the user to an Error Logs page, where the error description will be shown.

ErrorStatusMessage

Completed-WarningsStatusMessage

CompletedStatusMessage

ErrorMessageDetails

Users also have access to Exception reports that are automatically generated by eTRACK when a file is uploaded and that include information on the nature of the errors and the number of records with errors. Exception Reports will also be instantly emailed to the user after the data file upload is complete.

2. Refreshing Data

While eTRACK automatically refreshes the data, in some situations a user may want to get system feedback before the job is finalized.

If a user has uploaded a document and does not see it in the table, the Refresh option will probably help clear out any issues. Using the hamburger menu, users can select to manually refresh to show any updates on recently uploaded files.

ExceptionReportDownload

RefreshDataOption

ExportDataOption

V. TRM Module

Within eTRACK, measures are configured by a system administrator to have deemed values, or be linked to formulas, lookups, and complex Microsoft Excel worksheets that are used to calculate the energy savings associated with a specific measure. In addition, all attributes and characteristics of the measure can be configured by a system administrator.

To facilitate changes in measure information that may occur as part of a TRM review, eTRACK has versioning capabilities. Measure versions within the measure library are tagged with a start and end date, and eTRACK allows only the active / applicable measures to be made available for inclusion in a project application.

The TRM Module functions as a library of the measures that are available through ComEd’s portfolio of energy efficiency programs.

Depending on the role of the user the following actions can be performed within the TRM Module:

• Viewing measure information • Exporting measure information • Testing measures for their energy saving calculations • Adding or editing measures (which is only available to a system administrator)

Note: For ComEd’s eTRACK, measures that will be used for PY2018 have been configured per the Illinois’ Technical Reference Manual (version 6), or according to work papers and measure documentation developed by Implementation Contractors.

TRMModuleIcon

1. Viewing and Exporting Measure Information

Within the TRM Module users will see the complete list of measures that are available under ComEd’s energy efficiency programs displayed in table format. This table lists several key measure attributes such as measure name, timeframe of validity, category, customer sector, and whether a measure is active or inactive.

FilterOption

FilterSelectionParameters

SearchOption

SearchParameters

Users can export the list of measures seen on the screen by clicking on the hamburger menu and selecting the Export option, which produces a Microsoft Excel file with all the measures.

ExportOption

2. Testing a Measure

Users can explore various versions of a measure, if applicable, by clicking on the triangle icon next to a specific measure in the Version column. This will display different versions of that measure that represent energy saving calculation formulas or assumptions that were valid during a certain timeframe.

To test a measure, users should right-click on the desired measure version and select the Test Measure option. This action will display the measure evaluation window, in which a user must populate or select the parameters for which they are testing the energy saving calculations.

The user may select the parameters in editable fields. Once the user has entered the desired parameters, click on the “Calculate” button to display the results. The user will see the annual and lifetime savings associated with the tested measure, as well as the corresponding incentive value.

MeasureDetails/VersionButton

TestMeasurebutton(Right-Click)

CalculateButton

MeasureTestResults

VI. Reports Module

eTRACK provides an extensive range of reports and uses a role-based control approach to restrict access to authorized users, and make data applicable to their context, for example, residential program managers can only see data on residential programs.

For ComEd’s eTRACK, a set of tabular and graphic reports have been developed for certain users based on what was previously available under the Frontier legacy system, as well as new requirements provided by the system administrator.

Within the Reports Module, users with the appropriate permissions can Run and extract reports using selected parameters.

1. Running and Exporting Reports

Note that this module may show different reports for different users, depending on access permissions.

To run a report, the user must select the report that is desired and input the parameters needed to display the information that is being sought.

The user can then click “View Report” and the report will be automatically displayed in the screen. It is possible to export the report and save it by clicking on the save icon and selecting the format desired.

eTRACK exports information to formats including: PDF, MS Excel, MS PowerPoint, CSV, etc. The exported file will contain both the image as well as the data source associated with it.

InputParameterSelection

Save/ExportButton

Glossary of Terms

Additional Tabs: Sections within eTRACK’s modules that display additional information.

Dashboards: Displays eTRACK data in a visual and dynamic way and are designed to quickly show key performance indicators and metrics that are relevant to the user.

Editable fields: fields with a white background signal the user that the fields are editable and data can be entered.

Export: A specific function that allows data to be downloaded in various file types (.csv, .xls, .png, etc.)

Exception reports: reports that are automatically generated by eTRACK when a file is uploaded and that include information on the nature of the errors and the number of records with errors.

Function: A control element that submits a user request.

Non-Editable fields: fields with a beige background signal the user that the fields are editable and data can be entered.

Menu: A control element that allows a user to select one value from a list.

Module: A set of eTRACK features grouped around a common theme.

Orphan indicator: a project record that was previously uploaded by a user in the Data Load Module, but then disappeared from subsequent cumulative uploads.

Persistence: A function within eTRACK that allows users to save table display customizations.

Project in eTRACK is defined as a set of measures that a customer is implementing to reduce their energy use. Typically, a Project in eTRACK corresponds to an application submitted by a customer. However, the definition might vary depending on the format of the program.

Red asterisks: represent mandatory fields that must be populated by users.

Role: a series of permissions and access level that define what a user can and cannot see/do within the system.

Variance indicator: a project record in which there is a difference in the energy saving values calculated by eTRACK and those uploaded by the user in the Data Load Module.