ADI User’s Manual

September 15, 2016 (Rev 2.2)

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Audit Direct Install (ADI) User’s Manual

Table of Contents REVISION HISTORY ..............................................................................................................................................3

1. BACKGROUND.............................................................................................................................................4

2. ACCESSING ADI ...........................................................................................................................................5

2.1 Logging In ............................................................................................................................................5

2.2 Changing Password .............................................................................................................................6

2.3 Required Password Reset ...................................................................................................................6

3. NAVIGATING THE MAIN PAGE ....................................................................................................................7

3.1 My Audits ............................................................................................................................................7

3.2 Searching for a Customer or Proposal ................................................................................................8

3.3 Adding a Customer into ADI (Program Dependent) ........................................................................ 10

3.4 Entering Customer Data – Audit Tab ............................................................................................... 11

3.4 Audit Detail ...................................................................................................................................... 13

4. ENTERING A PROPOSAL ........................................................................................................................... 14

4.1 Entering a Proposal .......................................................................................................................... 14

5. ENTERING DATA INTO ADI ....................................................................................................................... 16

5.1 Left Navigation Bar .......................................................................................................................... 16

6. STATUS HISTORY ...................................................................................................................................... 17

6.1 Entering Statuses ............................................................................................................................. 17

6.2 Cancelled – Proposal Not Pursed .................................................................................................... 18

6.3 Rejected ........................................................................................................................................... 18

6.4 Other ICF Managed Status ............................................................................................................... 19

7. LIGHTING ................................................................................................................................................. 20

7.1 Entering Lighting Equipment ........................................................................................................... 20

7.2 Entering Photos to the Equipment Details Screen .......................................................................... 23

7.3 Adding an Occupancy Sensor after Existing Equipment Has Been Upgraded ................................. 25

7.4 Adding an Integrated Sensor after Existing Equipment Has Been Upgraded.................................. 27

7.5 Adding an Occupancy Sensor to Existing Equipment Only .............................................................. 28

7.6 Adding Cap and Abandon ................................................................................................................ 28

7.6 Replacing 8ft Linear Equipment ...................................................................................................... 31

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8. REFRIGERATION ....................................................................................................................................... 34

8.1 Entering Refrigeration Equipment ................................................................................................... 34

8.2 Entering Photos to the Equipment Details Screen .......................................................................... 36

9. MISCELLANEOUS ...................................................................................................................................... 37

9.1 Miscellaneous .................................................................................................................................. 37

10. OTHER .................................................................................................................................................. 39

10.1 Other ................................................................................................................................................... 39

11. ATTACHMENTS .................................................................................................................................... 41

11.1 Attachments .................................................................................................................................... 41

12. SIGNATURES ........................................................................................................................................ 42

12.1 Signatures ........................................................................................................................................ 42

13. NOTES .................................................................................................................................................. 43

13.1 Notes................................................................................................................................................ 43

14. DIRECT INSTALL (NO COST) MEASURES ............................................................................................... 44

14.1 Direct Install (No Cost) Measures .................................................................................................... 44

15. SMALL BUSINESS ENERGY ADVANCE (SBEA) ....................................................................................... 46

15.1 Small Business Energy Advance (SBEA) ........................................................................................... 46

16. REPORTS .............................................................................................................................................. 47

16.1 Report Types .................................................................................................................................... 47

16.2 Detailed Cost Report........................................................................................................................ 48

16.3 Customer Report ............................................................................................................................. 49

16.4 Material Report ............................................................................................................................... 50

16.5 Labor Cost Report ............................................................................................................................ 51

16.6 Participation Agreement Report ..................................................................................................... 52

16.7 Equip Photo Report ......................................................................................................................... 53

16.8 Notes Report .................................................................................................................................... 54

17. USER MANAGEMENT REPORTS ........................................................................................................... 54

17.1 Proposal Search Reports – “Export to Excel” .................................................................................. 54

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REVISION HISTORY Revision

Number Date Section Description

1.0 04/10/2015 All Release

2.0 03/08/2016 3.3, 6.2, 7.2, 7.4,

8.2, 11.1, 12.1

and 16.6

Revised Adding a Customer into ADI

Added Sections for Capturing Reasons for

Cancelling, Adding Photo to Equipment Details,

Adding an Intergrated Sensor, Adding

Attachments, Capturing Signatures, and the

Participation Agreeement Report

2.1 03/15/2016 3.2 and 17 Revised Section 3.2 to break apart search by

Proposal or Customer

Added Section 17 for Contractor Program

Manager Management

2.2 09/15/2016 6.1, 6.3, 6.4, 7.1,

8.1, 9.1, 11.1,

15.1, 16.7 and

16.8

Added for new statuses called Submitted for

Review, Rejected and Material Received

Added new invoicing process

Revised location type labels in the lighting section

from “Conditioned Space” and “Unconditioned

Space” to “Inside Conditioned Space” and “Inside

Unconditioned Space”

Added Notes to each Locations under Existing

Equipment

Added new reports for Equip Photo Report and

Notes

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1. BACKGROUND

Why was ADI (Audit Direct Install) created? Simple, ICF International (ICF) needed a tool to

manage their Small Business Direct Install Programs. These Small Business Programs were

designed to have one or more contractors perform energy efficiency retrofits for utility

customers. The tool allows program contractors to audit, propose, install and service customer

premises. ADI allows ICF to track and manage these contractors and energy efficiency

upgrades.

Small business programs are direct install programs that offers customers the opportunity to

retrofit existing equipment with more energy efficient technologies. The programs target

discretionary retrofit opportunities among existing “small” commercial customers. Small

customers are utility customers who are typically operating a mom and pop store and do not

have the resources, capital or technical knowledge to take this work on themselves.

The programs seek to identify cost-effective energy efficiency retrofit opportunities in eligible

customer sites. They provide direct installation, financial incentives, education, and other

strategies to encourage the early replacement of existing equipment with high efficiency

alternatives.

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2. ACCESSING ADI

2.1 Logging In

Usernames and temporary passwords are generated by ICF. The user will need to supply ICF

with their first and last name, title (business role), company email address and postal business

address.

The username typically combines the user’s first initial and full last name. A temporary

password is supplied by ICF. The user is required to change their password after they initially

log into ADI.

ICF will then supply the new user with a contractor company-specific web link. Contracting

companies are supplied with separate ADI access points.

After launching the application, the user will see this or a similar login screen:

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2.2 Changing Password

Passwords are managed under the “Manage Account” link, which is located by selecting the

username in the upper right screen. The user must change their password after they log into

ADI for the first time. ICF will periodically require the user to change their password as well.

After “Manage Account” is selected, the user should enter their old and new passwords in the appropriate fields.

2.3 Required Password Reset

Passwords will be required to change every 90 days to comply with utility data security

requirements. ADI will issue emails starting five (5) days out from the last day the user can

reset their password on their own.

The user will need to know their current password to reset their new password

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3. NAVIGATING THE MAIN PAGE

3.1 My Audits

After logging in the user will see their “Home” screen. The home screen will display audits from

all of the users and their respective companies under the “My Audits” table. My Audits provides

important audit information including: Account #, Customer Name, Premise Address, Audit ID,

Modified Date and Proposal(s) by Name and Status.

The Account #, Customer Name, Premise Address, Audit ID, and Modified Date columns can be

filtered. Below is the drop down to select your filtering selection. Note, use the filter to the right

of the section you want to refine.

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3.2 Searching for a Customer or Proposal

Another search option is to click on the “Search” icon in the upper right corner of the screen.

You will be prompted to select either “Proposal Search” or “Customer Search.”

If you select “Customer Search,” the following screen will appear:

Entering data into each field will allow users to search by a variety of customer information.

Be mindful what you enter into the fields. For example typing in a city name will return ALL

records in that city.

For example, if you type in an account number (which must be an active account or preloaded

in ADI), then click on the “Search” button in the lower left corner, and you will get the

following screen displayed.

Clicking on the “Reset” button will clear the search.

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If you select “Proposal Search,” the following screen will appear:

Entering data into each field will allow users to search by a variety of information. Be mindful

what you enter into the fields. For example select “Proposal Status,” ADI will return ALL

records in that status. If you choose, you can also select “Proposal Date” to help refine to a

date range.

For example, if you type in an account number, then click on the “Search” button in the lower

left corner you get then following screen displayed.

Clicking on the “Reset” button will clear the search.

If you click on “Export to Excel,” reference Section 17.

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3.3 Adding a Customer into ADI (Program Dependent)

If a customer cannot be found by the ADI search function, you may have the ability to click on

“Add New Customer” in the upper right of the search screen.

However, the user must first verify that customer is eligible by contacting the appropriate

ICF Small Business Program Manager

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3.4 Entering Customer Data – Audit Tab

Clicking on the “+” in the lower right corner will launch the Audit Screen

Under “Customer Information,” enter ALL the data as accurately as possible. You will note that

some fields are required as indicated by the “*.”

“Doing Business As” – enter the name the customer’s business goes by. For example,

the account might be under a customer’s name, like John Smith, but the business is a

store called Mary’s Flowers.

“Contact First Name” and “Contact Last Name” – enter in the contact name for the

person you are dealing with. Keep in mind that might not be the same name as the

account holder from the ADI/utility data.

“Contact Company” – could be a different company than the account holder. In most

cases, we find this in a landlord/tenant situation.

“Contact Title” – is an optional field for a person’s business title or role.

“Contact Phone” – is an optional field in case the contact number has a different phone

number than the account holder from the ADI/utility data.

“Contact Email” – is required by some utilities. If the customer does not have an email

address, the user (auditor) will enter his/hers.

“Sector” – is a drop-down menu. Please pick the closest sector from the list.

“Business Type” – is a required field, as it will impact energy calculations. It is also a

drop-down field. Please pick the closest sector from the list. “Other” should be

considered the last resort option. Most small businesses are typically “Retail” because

this sector encapsulates most product sales and customer services.

“Business Form” – is a drop-down field. Please select the closest sector from the list.

“Tax Exempt” – click if the customer can prove they are tax exempt.

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Under “Audit Information,” some fields will pre-populate and others need to be filled out.

Please note that some fields are required.

“Request Received Date” – enter in a date or click the calendar feature to the right of the

box to capture when the customer was approached or requested service from the

program.

“How did you hear?” – is a drop-down. Please select the closest item. “Other” should

almost never be used. “Directly from Contractor” indicates the contractor called on the

customer.

“Audit Date” – is pre-populated but can be edited as needed. There should be few

reasons to edit pre-populated fields.

“Auditor Name” – is pre-populated. The audit can be assigned to another person if

needed.

“Auditor Company” – is pre-populated and not an editable item.

“Audit Status” – will default to the status of “Request Received,” but you can also select

“Audit Performed” or “Cancelled.”

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Finally select “Create” to save the record.

3.4 Audit Detail

After the “New Audit” screen has been completed and saved, ADI will display the “Audit

Detail” screen. All the information you added with appear. If needed, you can enter

corrections and click “Save.” ADI will confirm in the upper left corner that the audit updated

successfully.

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4. ENTERING A PROPOSAL

4.1 Entering a Proposal Click on the “Proposal” option on the left side of the screen and the following screen will now

be displayed. ADI will generate and display a proposal number automatically.

The contractors will have the first three leading characters designated by ICF in ADI.

For example ICF = ICF International

To enter a proposal you will need to click “Add New Proposal,” and the following screen will be

displayed.

“Proposal Name” – you will note that you have the ability to create a name for each

proposal. ICF recommends that you create brief, logical names. This field is required.

o One contractor uses the first and last initials of their auditor followed by a series

number such as “BL5003.1.” The auditor is given the 5000 series and the “dot”

number indicates the proposal number.

o Another contractor uses their PO Number with the customer.

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“Status” – is pre-populated with “Proposal in Progress.” The other options are “Proposal

Presented” and “Cancelled – Proposal Not Pursued.”

“Proposal Date” – is pre-populated, but you have the ability to select another date if needed.

Click “Save” to save this proposal or “Save & Add New” if you want to create another proposal at

this time.

After clicking “Save,” ADI will move to the “Lighting” screen.

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5. ENTERING DATA INTO ADI

5.1 Left Navigation Bar The left navigation bar is where you will find all the actions you need to take after you have created a proposal. The action labeled “Proposals” will expand to show “Status History,” “Lighting,” “Refrigeration,” “Miscellaneous,” “Other,” “Attachments,” “Signatures,” “Reports” and Notes.

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6. STATUS HISTORY

6.1 Entering Statuses ADI was designed to make the status steps logical. ADI will only display the next few logical statuses instead of allowing the user to see them all at one time. You can only select the statuses that are displayed in the pull down. When you select “Status History” under proposals, the following screen will be displayed.

The following are available when you start a new proposal: • Proposal in Progress (default) • Proposal Presented • Contract Signed • Cancelled – Proposal Not Pursued The following will be the new statuses after “Contract Signed” has been selected as the project work flow progresses: • Pending Start • Materials Received • Installation in Progress • Cancelled – Proposal Not Pursued After selecting “Installation in Progress,” the following statuses will display: • Installed Pending Submittal • Cancelled – Proposal Not Pursued ICF considers “Installed Pending Submittal” to indicate the contractor will finish up the work and prepare to submit the project for payment. During this status and all the prior statuses, the contractor has the ability to make changes as needed. After selecting “Installed Pending Submittal,” the following statuses will display:

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• Submitted for Review • Cancelled – Proposal Not Pursued The last status is “Submitted for Review.” It is reserved for the contractor’s staff who processes the final invoices to ICF. After “Submitted for Review” is selected, the contractor will be “locked” out from making any edits to the records, with the exception of adding a note to the Notes section. IMPORTANT: When is “Submitted for Payment” is selected by ICF only, the Proposal will “lock” to any and all edits; however, the Notes section is still open to edits.

6.2 Cancelled – Proposal Not Pursued In order to better understand why this status was selected, the user will be required to choose a specific reason. Those reasons are as follows:

Alternate or duplicate proposal Change in scope Customer cited budgetary constraints Customer not interested Proposal submitted for payment in error

6.3 Rejected

If ICF places the proposal into the status of “Rejected,” one of the following rejection reasons must

be selected in order to make clear to the contractor what revisions need to be addressed.

Incorrect attachments

Incorrect dollar amounts

Missing customer signature

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Other – See Notes

After the user has addressed the issues identified as why the proposal was rejected, they can then

move the status back to “Submitted for Review.”

6.4 Other ICF Managed Status After the proposal has been placed into “Submitted for Review,” the contractor will be locked out from making any further edits, with the exception of the ability to add notes to the Notes section. ICF will still have the ability to edit the status to the following:

Submitted for Payment Rejected Pending QA/QC Cancelled – Proposal Not Pursued

“Submitted for Payment” will lock the proposal down in ADI, to all users including ICF staff. This

status will be used assuming ICF has no exceptions to the proposal and willing to begin the payment

process to the contractor.

“Rejected” will unlock the proposal to the contractor’s company. This will all the users to make

edits as needed and place the proposal back into the status of “Submitted for Review.”

“Pending QA/QC” will still keep the proposal locked to the contractor but it will allow the ICF

inspector to inspect and make changes if needed.

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7. LIGHTING

7.1 Entering Lighting Equipment This screen will allow the user to add existing and proposed equipment to the customer’s facility.

The top left of the screen is where “Add New Lighting” will appear. Clicking this will roll the screen down to the Equipment Detail screen. The left side of the screen is for “Existing Equipment” and the right side for “New Equipment,” if it is being proposed. The following example will add a lighting measure to ADI. The same process will be used if the “Existing Equipment” is not changed or if “New Equipment” is installed. For “Existing Equipment,” start on the left side of the screen:

“Location” – is the room or space where the line item exists as you walk the facility. This is a free-form field so you can enter logical names like “Office 100.” Use names that will be obvious to others coming behind you like installers or inspectors. Do not combine separate rooms into one line item or aggregate all hallways into one line item. Clarity and specificity are key.

“Location Type” – is to be selected to determine where the equipment is located.

o Indoor equipment should either be marked as “Inside Conditioned Space” or “Inside Unconditioned Space.” Conditioned Space means it is cooled by a system such as air conditioning

Examples: A fixture inside an office will more than likely be considered Inside

Conditioned Space, as the office is cooled. A fixture in a warehouse will more than likely be considered Inside

Unconditioned Space, as it is under a roof in an area that is not cooled, but is on during “normal” business hours.

o Outdoor equipment should be marked as “Outdoor.”

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Example: A fixture serving as light for outside the structure like a pole light.

“Type” – is the field where lighting equipment can be found. ICF employs a naming convention and smart codes. An example is “4L 40W T12, std mag ballast 4F40T12STM.” Entering either “4L 40W T12, std mag ballast or “4F40T12STM” will work. The form such as “4F40T12STM” is considered the smart code.

“Hours of Use/Week” – should be entered as accurately as possible. For example, if a place

of business has the operating hours of 8am to 5pm, Monday through Friday, this would be 45 hours. ICF recognizes that many stores are occupied 30 or more minutes before and after their posted hours for opening and closing procedures (e.g., closing the register, cleaning). So, for a store that is occupied 30 minutes before and after their posted hours, the total hours for operation would be 50 hours per week.

“Quantity” – is the number of equipment items existing or proposed in that space per type

of fixture or equipment. For example, 4 fluorescent “4F40T12STM” fixtures in “Office 100.”

“No New Equipment Installed” – is to be checked in the event that existing equipment will

not be upgraded or replaced. The auditor is responsible for capturing ALL lighting equipment at each location per the program requirements.

“Notes” – is an area in which the user can add specific notes to each line location. Details such as location, equipment, etc.

IMPORTANT: The auditor is responsible for capturing ALL lighting equipment at each location, per the program requirements.

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“New Equipment” starts on the right side of the screen after “Existing Equipment” has been filled

out.

“Type” – just like “Type” under “Existing Equipment,” this is the field which new lighting

equipment will be entered.

“Fixture Option” – will display only if new equipment is available in the incentive program and programmed into ADI. In this example, we are installing a linear fluorescent, so several options are available in the drop-down field.

“Lamp Option” – will display only if new equipment is configured in ADI. In this example,

we are installing a linear fluorescent, so a few options are available from the drop-down menu.

“Special Handling” – will only display if the new equipment is configured in ADI. In this

example, we are installing a linear fluorescent, so a few options are available. This field should only be selected if the base labor needs to be altered for the installation. For example, if new brackets need to be installed, these extra tasks can be captured here.

“Percent Reduction” – will display if an occupancy sensor is selected. Occupancy sensor

instructions are covered in sections 7.2 and 7.3.

“Hours of Use/Week” – will default to the hours entered under “Existing Equipment” and it cannot be edited.

“Quantity” – is the number of items that will be installed in that space. This is a required

field. Typically, this will match the quantity under “Existing Equipment,” but not in all instances. An example where it might not match is if you decide to cap and abandon some of the equipment in a given space.

After quantity data is entered, the Total Cost/Program Share and their respective Cost/kWh will display.

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By selecting “Save,” you will save this line item. ADI will add the record at the top of the screen.

Note the actions you can use to edit this record, available to the right of the line item. The first icon is a pad with a pen. This will allow you to edit the record. The two folded sheets icon is a clone function for similar spaces. The last action with the X in a circle will delete the record/line.

If you select “Save & Add New,” ADI will start another entry screen and will default the “Location” to the previous one (in this example, “Office 100”).

7.2 Entering Photos to the Equipment Details Screen After the location has been saved, you can add a photo to the “Equipment Details” section. You are required to enter a description into the caption box. When you click on “Add Photo,” ADI will operate two different ways depending on what type of device you are working on.

• Tablet Device – When clicking on “Add Photo,” ADI will launch the tablet’s camera device.

• Desktop / Notebook Device – When clicking on “Add Photo,” ADI will launch the computer’s directory to select a photo(s) already saved from a portable photo device, such as a camera or phone.

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After the image is selected, you can upload the image. ADI will allow up to 3 images (*.jpg or

*.png) each, with a size not greater than 5MB to be attached to each Equipment Details section.

ADI will add the file to the Equipment Details.

ADI will allow the user three options to edit the attached image:

Edit the caption name, Download the image Delete the image

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7.3 Adding an Occupancy Sensor after Existing Equipment Has Been Upgraded The following is an example for adding an occupancy sensor in ADI. The same process will be used if the “Existing Equipment” is a “no change” or if “New Equipment” is installed. In this example, we installed “4L 25W T8, electronic low bf, 4F25T8LBF” in place of the “4L 40W T12, std mag ballast 4F40T12STM.” We enter that detail under “Existing Equipment,” as shown below.

The occupancy sensor will be added as “New Equipment” against the “4L 25W T8, electronic low bf, 4F25T8LBF,” as it is now an existing piece of equipment. Note that the “Type” is selected as one for the occupancy sensor codes like “Occ Sensor, DT, Wall Switch.” The only field that can be edited is “Percent Reduction,” which is defaulted at 25 so that ADI will automatically calculate “Hours of Use/Week” as reduced by 25% (in this case, resulting in 37.5 hours).

IMPORTANT:

Be sure to connect a “sensor” to the New Equipment being installed, not the existing equipment

being upgraded.

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After the quantity data is entered, the Total Cost/Program Share and the respective Cost/kWh will

display.

ADI will now update the top of the screen with the new record being added.

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7.4 Adding an Integrated Sensor after Existing Equipment Has Been Upgraded

The following is an example of adding an Integrated Sensor to specific equipment in ADI such as,

but not limited, to an interior LED office fixture. Several manufacturers provided integrated

sensors to their fixtures at no additional cost, which can account for daylight and/or motion. These

sensors will allow for reduced hours of operation or lumen/wattage output. The best way to

capture these savings is by selecting the “Integrated Fixture Mounted Sensor” in ADI under “New

Equipment.” Since there is no labor or equipment cost associated with this equipment type, the

calculated Cost/kWh will be zero.

IMPORTANT:

Be sure to connect the “Integrated Fixture Mounted Sensor” to the New Equipment being installed,

not the existing equipment being upgraded.

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7.5 Adding an Occupancy Sensor to Existing Equipment Only

The following is an example of adding an occupancy sensor to existing equipment, but there is no

change and no new lighting will be installed. In this case, let’s assume the base equipment are

three (3) “Inc 60W 1I0060.”

7.6 Adding Cap and Abandon The following is an example of adding a cap and abandon in ADI. In this example, we have audited 12 “Metal Halide 400W 1MH0400S”; 8 of the existing fixtures will be upgraded, and the other 4 will be capped and abandoned. In ADI, we will need to split the line items between the 8 being upgraded and the 4 not being upgraded; therefore, we will need two records. The first record will show 8 “Metal Halide 400W 1MH0400S” as the “Existing Equipment,” as shown below.

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Eight (8) fixtures will be upgraded, so new lighting equipment will be entered under “New Equipment” against the “4L 54W HO, elec normal bf 4F54T5NBF” under “Type.” Next, pick the “Fixture Option,” “Lamp Option” and “Special Handling,” as needed. Be sure to enter the “Quantity” as 8. After quantity data is entered, the Total Cost/Program Share and their respective Cost/kWh will display.

Select “Save & Add New.” ADI will now update the top of the screen with the new record being added as shown below.

To capture the four (4) fixtures which will be “Cap and Abandoned,” we will now enter them into the “Existing Equipment.” You might want to add “Cap & Abandon” to the location description to help reduce confusion by the installers and/or inspectors.

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The four (4) fixtures will need to be entered as “Abandoned HID” under “New Equipment,” as shown below. All options will be grayed out. Be sure to enter the “Quantity” as 4. After quantity data is entered, the Total Cost/Program Share and their respective Cost/kWh will display.

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After “Save” is selected, ADI will update the top of the screen with the new record being added as shown below.

7.6 Replacing 8ft Linear Equipment The following is an example of replacing eight (8) foot linear equipment in ADI. First, let’s define an 8-foot linear fixture. ICF considers T8 or T12 lamps which are 8ft in length as an 8ft linear fixture. Selecting the correct replacements equipment in ADI can be tricky if you do not understand how ADI considers them. In ADI, it will take two 4-foot linear lamps to replace one 8- foot linear lamp. Here are some examples to consider when picking replacement equipment in ADI:

Existing Equipment New Equipment (System)

Single 8-foot Linear Fluorescent 2L

Dual (two) 8-foot Linear Fluorescent 4L

2L (if the light output is to be reduced)

In this example, we have a single (1) 8-foot lamp as existing equipment.

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Since this is a single 8-foot fixture, we need to select the 2L option for the replacement. Again, two 4-foot lamps replace one 8-foot lamp. After quantity data is entered, the Total Cost/Program Share and their respective Cost/kWh will display.

By selecting “Save,” you will save this line. ADI will add the record at the top of the screen.

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In the next example, we have a dual or two (2) 8-foot lamp as existing equipment. Since this is a dual 8-foot fixture, we need to select the 4L option for the replacement. Again, four 4-foot lamps replace two 8-foot lamps. After quantity data is entered, the Total Cost/Program Share and their respective Cost/kWh will display.

By selecting “Save,” you will save this line. ADI will add the record at the top of the screen.

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8. REFRIGERATION

8.1 Entering Refrigeration Equipment

This screen will allow the user to add existing and proposed equipment to the customer’s

facility.

The top left of the screen is where “Add New Refrigeration” will appear. Clicking this will roll

the screen down to the Refrigeration Detail screen.

The left side of the screen is for “Existing Equipment” and the right side for “New Equipment,”

if it is being proposed.

“Existing Equipment” – start on the left side of the screen.

“Location” – is the room or space where the line item exists as you walk the facility.

This is a free form field so you can enter logical names like “Office 100.” Use names

that will be obvious to others coming behind you like installers or inspectors. Do not

combine separate rooms into one line item or aggregate all hallways into one line item.

Clarity and specificity are key.

“Type” – is the field which should only be populated with “Refrigeration Efficiency.”

“Quantity” – is the number of equipment items counted in that space

“Notes” – is an area in which the user can add specific notes to each line location. Details like

location, equipment, etc.

“New Equipment” – start on the right side of the screen.

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“Type” – like “Type” under “Existing Equipment,” this is the field in which new

equipment will be entered.

“Quantity” – is the number of items which will be installed in that space. Typically, this

will match the quantity under “Existing Equipment,” and it is a required field.

“Total kWh Savings” – will need to be entered manually.

“Total kW Savings” – will need to be entered manually.

After quantity data is entered, the Total Cost/Program Share and their respective Cost/kWh will

display.

By selecting “Save,” you will save this line. ADI will add the records at the top of the screen.

Note the actions you can use to edit this record, available to the right of the line item. The first icon is a pad with a pen. This will allow you to edit the record. The two folded sheets icon is a clone function for similar spaces. The last action with the X in a circle will delete the record/line.

If you choose to select “Save & Add New,” ADI will start another entry screen and will default

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the “Location” to the previous one.

8.2 Entering Photos to the Equipment Details Screen After the location has been saved, the user can add a photo to the Equipment Details. The user is required to enter a description into the caption box. When the user clicks on “Add Photo,” ADI will operate two different ways depending on what type of device you are working on.

• Tablet Device – When clicking on “Add Photo,” ADI will launch the tablet’s camera device.

• Desktop / Notebook Device – When clicking on “Add Photo,” ADI will launch the computer’s directory to select a photo(s) already saved from a portable photo device, such as a camera or phone.

After the image is selected, you can upload the image. ADI will allow up to 3 images (*.jpg or

*.png) each, with a size not greater than 5MB to be attached to each Equipment Detail.

ADI will add the file to the Equipment Details section.

ADI will allow the user has three options to edit the attached image:

Edit the Caption name, Download the image Delete the image

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9. MISCELLANEOUS

9.1 Miscellaneous This screen will allow the user to add existing and proposed equipment to the customer’s facility. The middle left of the screen is where “Add New Misc” will appear. Clicking this will roll the screen down to the Miscellaneous Details screen.

To enter “Miscellaneous” items the following needs to be entered.

“Location” – is the room or space where the line item exists as you walk the facility. This is a free form field so you can enter logical names like “Office 100.” Use names that will be obvious to others coming behind you like installers or inspectors. Do not combine separate rooms into one line item, or aggregate all hallways into one line item. Clarity and specificity are key.

“Description” – is a pull-down menu with the following options: “Lift Fee,” “Other

Labor,” or “Other Material.” These items may or may not allow an 80/20 split by the program incentive costs.

“Other Description” – is to be filled out if additional details are needed to describe the

option.

“Notes” – is an area in which the user can add specific notes to each line location. Tjos

can include details such as location, equipment, etc.

“Unit Cost” – cost for each unit

“Quantity” – is the number of units needed

After quantity data is entered, the Total Cost/Program Share will be displayed.

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By selecting “Save,” you will save this line. ADI will add the records at the top of the screen.

Note the actions you can use to edit this record, available to the right of the line item.

The first icon is a pad with a pen. This will allow you to edit the record. The two folded sheets icon is a clone function for similar spaces. The last action with the X in a circle will delete the record/line.

If you choose to select “Save & Add New,” ADI will start another entry screen and will default the “Location” to the previous one. Also you can select “Save & Add Photo.” Reference Entering Photos to the Equipment Details Screen.

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10. OTHER

10.1 Other This screen will allow the user to add existing and proposed equipment to the customer’s facility.

The middle left of the screen is where “Add New Other” will appear. Clicking this will roll the screen down to the Other Details screen. To enter “Other” items, the following information needs to be entered. “Location” – is the room or space where the line item exists as you walk the facility. This is

a free-form field so you can enter logical names like “Office 100.” Use names that will be obvious to others coming behind you, such as installers or inspectors. Do not combine separate rooms into one line item or aggregate all hallways into one line item. Clarity and specificity are key.

“Type” – is the field in which new or proposed lighting equipment can be entered.

o For all programs, some of these types can be entered so that the program will cover 100% of the customer cost. Their description will end with “- Direct Install.” If there is a Direct Install, its needs to be created on a separate proposal. These items are handled differently by ADI. Refer to Section 12.

“Quantity” – is to be filled out per the number needed.

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After quantity data is entered, the Total Cost/Program Share and their respective Cost/kWh will display.

By selecting “Save,” you will save this line. ADI will add the records at the top of the screen.

Note the actions you can use to edit this record, available to the right of the line item. The first icon is a pad with a pen. This will allow you to edit the record. The two folded sheets icon is a clone function for similar spaces. The last action with the X in a circle will delete the record/line.

If you choose to select “Save & Add New,” ADI will start another entry screen and will default the “Location” to the previous one. Also, you can select “Save & Add Photo.” Reference Entering Photos to the Equipment Details Screen.

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11. ATTACHMENTS

11.1 Attachments Most ICF-managed programs require specific paperwork to be submitted with each project. ADI has a feature to attach these documents electronically to each respective project. When you click on “Attachments” on the left side navigation bar, the following screen will appear.

In order to attach a document (already formatted as a *.pdf, *.jpg or *.png), click in the box with the grayed colored phrase “Select Attachment Type.” This will offer the user the ability to select the following base documents. Please consult with your ICF Program Manager to determine what documents are required to be attached.

IMPORTANT: Most programs will require that the program’s Participation Agreement (contract), Certification of Completion (or project completion form) and Customer Invoice are the required documents to be attached before the project’s status can be moved to Submitted for Review. In some programs, Utility Invoice is also a document required before moving a project to Submitted for Review status.

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12. SIGNATURES

12.1 Signatures ADI has the ability to capture the signature of the customer for certain program forms. Currently, in some programs, the program’s Participation Agreement (PA) is available in ADI. The PA is pre-populated by ADI under the headers of Customer Information and Project Information. The Customer Acknowledgement and the Terms & Conditions are visible to the customer. In order for the customer to sign in the field, he/she will need select the check box agreeing to the Customer Acknowledgement and the Terms & Conditions. The customer will have to type in their Customer Name and Title. On a touch screen, the customer can sign using their finger or the mouse/pointer device. After the information is captured, clicking “Save” will automatically place an electronic copy of the signed PA into the “Attachments” section in ADI.

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13. NOTES

13.1 Notes The auditor or others can apply notes to the proposal. To add a note, click on “Add New Note.” You will be prompted to enter under the Notes screen and select save to save that note. If you want to save more notes, you can click “Save & Add New.” IMPORTANT: Notes will always been accessible to the user, even after the project has been moved to Submitted for Payment.

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14. DIRECT INSTALL (NO COST) MEASURES

14.1 Direct Install (No Cost) Measures For programs which the equipment offerings will cover 100% of the cost for the customer, their equipment descriptions will end with “- Direct Install.” If there is a Direct Install measure, it should be created on a separate proposal because these proposals are handled differently in ADI. To add a Direct Install (No Cost) Measure in ADI, after creating a proposal, go to “Other.”

At the middle left of the screen “Add New Other” will appear. Click the link to load the “Other Details” screen. To enter “Other” items enter:

“Location” – is the room or space where the line item exists as you walk the facility. This is a free form field so you can enter logical names like “Office 100.” Use names that will be obvious to others coming behind you like installers or inspectors. Do not combine separate rooms into one line item or aggregate all hallways into one line item. Clarity and specificity are key.

“Type” – is the field which new or proposed lighting equipment can be entered.

“Quantity” –the number of equipment items to be installed.

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After quantity data is entered, the Total Cost/ Program Share and their respective Cost/kWh will display.

By selecting “Save,” you will save this line. ADI will add the records at the top of the screen.

Note the actions you can use to edit this record, available to the right of the line item.

The first icon is a pad with a pen. This will allow you to edit the record. The two folded sheets icon is a clone function for similar spaces. The last action with the X in a circle will delete the record/line.

If you choose to select “Save & Add New.,” ADI will start another entry screen and will default the “Location” to the previous one. Also you can select “Save & Add Photo.” Reference Entering Photos to the Equipment Details Screen.

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15. SMALL BUSINESS ENERGY ADVANCE (SBEA)

15.1 Small Business Energy Advance (SBEA) For BGE only, customers who meet certain conditions are allowed to place their customer contribution onto their BGE bill. The amount will be treated as a payment deferral, not financing. They are required to repay this amount over 12 equal payments. In order for the customer’s contribution to be added to their BGE bill, the customer’s Electric Choice ID will need to be added into ADI before the project is moved to “Submitted for Review.” The following is an example of adding a customer’s SBEA enrollment into ADI. When then the project is moved to “Submitted for Review,” this will be the only time you can enroll the customer in SBEA. The following information will need to be filled out.

“Participating in Small Business Energy Advance Program” – is a drop-down box from which the user can select “No” or “Yes.”

o If yes is selected, Electric Choice ID will be a mandated field.

“Electric Choice ID” – A 10-digit number located on second page of the BGE bill. This is not the same as the account number, even though they are similar.

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16. REPORTS

16.1 Report Types ADI has the ability to generate various different customer and contractor reports. The following reports are considered customer- and contractor-facing:

Customer Report Participation Agreement Detailed Cost Report

The following reports are considered ONLY contractor-facing.

Material Report Labor Cost Report

Other reports for consideration, reports without pricing, include the following:

Prop Detail Report Equipment Report Labor Report Equip Photo Report Notes Report

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16.2 Detailed Cost Report The Detailed Cost Report displays the breakdown of all the existing and new equipment being proposed. These reports can be exported via “Print to PDF” or “Print to Excel.” The following are detailed screen shots of each section in a Detailed Cost Report:

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16.3 Customer Report The Customer Report (also referred to as the proposal) displays the breakdown of the costs and savings for the proposed installation. These reports can be exported via “Print to PDF” or “Print to Excel.”

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16.4 Material Report The Material Report displays the breakdown of the costs and savings for the proposed installation. These reports can be exported via “Print to PDF” or “Print to Excel.”

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16.5 Labor Cost Report The Labor Cost Report displays the breakdown of the costs and savings for the proposed installation. These reports can be exported via “Print to PDF” or “Print to Excel.”

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16.6 Participation Agreement Report The Participation Agreement Report displays a pre-populated form which can be

downloaded as a “*.pdf”.

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16.7 Equip Photo Report The Equip(ment) Photo Report displays the photos that were attached to each equipment location. The report can be exported via “Print to PDF.”

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16.8 Notes Report The Notes Report displays the notes that were attached to each equipment location. The report can be exported via “Print to PDF.”

17. USER MANAGEMENT REPORTS

17.1 Proposal Search Reports – “Export to Excel” ADI has the ability to export all the of the user’s company data into Excel so the respective company’s program manager can manage things like cost, status, dates, etc.

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To access this data under the “Search” select “Proposal Search,” then the Proposal Search screen will display.

ADI will allow the company’s program manager can download a lot of useful data to manage the overall program. For example, you can select the “Auditor” as “John Adelsberger” and then click “Search.”

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After clinking on “Search” the following screen will display:

Selecting “Export to Excel” in the upper right corner of the Search Results depending on your browser will create an Excel file as should below.

Within Excel, the user can now handle the data that best makes sense to them. For example, the user can insert data filter and filter by “Status,” filter by “Program Cost per kWh,” etc.

Filter by “Status” allows the user to see what projects are in what status. For example, a user could sort all projects in “Proposal Presented” status, so the user can follow up with the customers.

Filter by “Program Cost per kWh”enables the company’s program manager to see track their progress toward maintaining program-required budget and savings goals.