CLEAN HEAT PROGRAM

Summary

The Clean Heat Program tutorial by ELM Consulting introduces a project management platform called Viewpoint, which enhances collaboration and control from project initiation to submission. Viewpoint allows for integration of all project-related steps into one platform, making it easier to assign roles, request project assignments, and submit necessary documents. The session provides guidance on creating and managing projects, detailing steps from initial account setup to document submission and project evaluation. It includes a live demonstration, addresses common issues, and offers solutions for both standard and custom projects while emphasizing support availability for participants.

Highlights

• Viewpoint improves visibility and control over project assignments, streamlining the process. 📊
• Users can sign up quickly using an email, and each login requires a verification code. 📧
• A demo highlighted the process of creating an audit, submitting documents, and marking projects as sold. 📈
• The platform can indicate missing documents, flag issues, and assist with project categorization. 🚩
• Users receive training, demos, and ongoing support to facilitate smooth project management. 📚

Key Takeaways

• Viewpoint streamlines project management for the Clean Heat Program, integrating all steps into one platform. 🌐
• New users can easily sign up and authenticate using multifactor authentication. 🔐
• Key steps include searching for customer information, creating projects, and uploading necessary documents. 📄
• The process supports both standard and custom project submissions, with an option to estimate incentives. 💡
• Support is readily available to assist users through any challenges in the project submission process. 🤝

Overview

Welcome to the Clean Heat Program managed through Viewpoint, a platform that revolutionizes how you handle project assignments and submissions. From signing up to managing audits, Viewpoint integrates all processes under one digital roof, ensuring you can smoothly navigate from project initiation to completion.

In our engaging tutorial, we guided new users through essential steps like setting up handiest multifactor authentication, navigating through customer information, and creating personalized project folders. Our demo showcased how users could easily upload documents and arrange projects for evaluations, ensuring no step is overlooked.

Backing your journey, Viewpoint provides you with the tools to estimate project incentives and categorically organize submissions, while our dedicated support team stands by to offer help. Whether tackling custom or standard projects, we're here to assist you in ensuring every project proceeds without a hitch.

Chapters

• 00:00 - 00:30: Introduction to Viewpoint In this chapter, titled 'Introduction to Viewpoint', the concept of viewpoint as a contractual project management platform is explored. Viewpoint is designed to enhance collaboration, visibility, and control throughout the project lifecycle, from the initial assignment to acquisition. Unlike other platforms like Smart, which require documentation to be emailed or uploaded to separate services like Box, Viewpoint integrates all these processes into a single platform. This integration facilitates a more streamlined and efficient project management experience, particularly beneficial for new Project Coordinators (PCs).
• 00:30 - 01:30: User Roles and Security in Viewpoint The chapter discusses how an organization can have multiple user roles in the Viewpoint program. To acquire a new role, an individual must email the specified multifamily eligibility team with details such as the first name and last name.
• 02:00 - 02:30: Requesting Assignments in Viewpoint The chapter provides information on how to request assignments in the Viewpoint system. It begins by detailing the necessary information required from the user, which includes phone number, organization, PC name, and email address. Once this information is given to the admin team, they will issue the user with login credentials. The chapter also mentions the security protocols in place, such as the use of multi-factor authentication during the login process to enhance security.
• 03:30 - 04:30: Creating a Project and Assignments The chapter titled "Creating a Project and Assignments" explains the initial steps required in setting up a project, which involves verifying your email address through a code sent to your email. The verification process is designed to be quick, ideally within two minutes, and includes checking both your main inbox and junk mail folders in case the email doesn't arrive promptly. It is crucial to ensure that the email address associated with your account is accessible to you. Additionally, the chapter briefly introduces the concept of account requests, hinting at the possibility of requesting assignments through the platform.
• 04:30 - 05:30: Project Information and Submission The chapter titled 'Project Information and Submission' focuses on the process of submitting a project using the Viewpoint platform. It includes a discussion on searching for customer information using an account number on Viewpoint. Additionally, there is a mention of a demo that will be conducted to illustrate the submission process. The chapter serves as a guide to requesting assignments on the platform.
• 05:30 - 07:30: Sub-projects and Required Documentation This chapter discusses the process for searching projects by customer name or address using their bill information. It also addresses the steps to take if the project is not listed, such as notifying the eligibility team for review. Once the eligibility is confirmed, the project will be assigned accordingly.
• 10:30 - 25:00: Demo: Navigating and Submitting a Project in Viewpoint The chapter titled 'Demo: Navigating and Submitting a Project in Viewpoint' explains the process of checking the status of your project submission in the Viewpoint system. If a project is denied, the reason for denial will be indicated in the 'denied reason' column, and you will be notified of these reasons. Viewpoint assists users by providing the necessary information to resolve any eligibility issues with the help of the eligibility team.
• 26:30 - 28:30: Managing Projects and Additional Resources The chapter titled 'Managing Projects and Additional Resources' discusses the process of creating and managing projects. It starts by explaining the 'customer dashboard' where you select a customer for whom you want to create a project or manage an account. The chapter highlights that projects can only be created from the 'contractor dashboard' and provides step-by-step guidance on how to assign a project once you access this dashboard.
• 29:00 - 32:00: Questions and Answers Session The chapter 'Questions and Answers Session' discusses navigating the dashboard to create a project. It emphasizes that once a project is created, it cannot be assigned to another user in the system. However, the assigned account can be reassigned from one user to another. It also mentions necessary information like the project name that needs to be entered for any specific project.

CLEAN HEAT PROGRAM Transcription

• 00:00 - 00:30 So I'll start with what is viewpoint and viewpoint is a contractual project management platform that allows enhanced collaboration visibility and control from project assignment to project acquisition. um as compared to smart where you need to email documentation to our co coordinators or upload um documentation to box viewpoint allows us to um integrate all these steps into one platform. Um if you are a new PC in the
• 00:30 - 01:00 program, welcome. Your organization can have as many users role as necessary. Um to obtain a new role for your organization, you'll need to mail our multif family eligible um eligibility team and the the email address for them is in the slide mfeligibility.com um and provide the following information. um first name, last name,
• 01:00 - 01:30 phone number, organization or PC name and your email address. Now once you provide our admin team with that they will provide um you with login credentials. Um so for security purposes, Viewpoint does use a multiffactor authentication um methodology. At each login, you will
• 01:30 - 02:00 be prompted for a verification code that is sent to your email address. Um the verification email should not take more than two minutes to arrive when you get there. Or if it does not hit your email, you can check your junk mail. Um, but you need to make sure that your viewpoint email is one you have access to. Um, in terms of account requests, you could request an assignment through
• 02:00 - 02:30 Viewpoint. Um, you could search and I should mention before um, I go through this that we will be doing a demo on how to submit a project on Viewpoint. So, it's not just a presentation. Um it's two part um but this is just some guidance as to how to um request an assignment. So first you need to search viewpoint for customer using the account number. Um
• 02:30 - 03:00 you could search by customer name or address from their bill. Um if the um if they're not on there, you will need to notify our eligibility team. Um we'll then we'll review the eligibility and assign the project. Um so if a project is eligible
• 03:00 - 03:30 um and waited for will review it will be indicated on viewpoint. If it's denied um bill has denied request reason why listed in a denied reason um reason column. So, Pepoint will notify you as to why the account has been denied and you could work along with our eligibility team to sort out any issue that the account may have
• 03:30 - 04:00 had. Now, we are into create a project. We have the customer dashboard and this is the step as how to assign a project. So in the end view point you select the customer you want to create an audit for or an account for and select create create projects can only be created from the contractor dashboard and you'll have access to this when you open
• 04:00 - 04:30 viewpoint customer contractor service reps or PCs will need to navigate to the dashboard to create a project. Once a project is created, it cannot be assigned to another user in system. Only assigned account can be reassigned from one user to another. Um there are certain things you'll need to enter for any specific project. For example, project name. Um you could select what name you want to
• 04:30 - 05:00 use. But remember this will be the vis this will be visible to you. and for the project lifetime in the systems. So you'll need to remember what the project name you selected to reference that project and program type it's multif family and then the project sorry program type is multif family and project type is clean heat custom prescriptive like I mentioned this will be demonstrated to you when we are doing the
• 05:00 - 05:30 demo when you get when the project is created there are some information that you will need to provide. So for general information once a project is eligible and on viewpoint you can review the customer data that is there and if needed you can make edits but most of the time the customer info is um it's it's similar to what Edison will
• 05:30 - 06:00 have on their utility bill. For the site info tab, um you'll need to enter the site building information about the property's physical location characteristics. The required fields are marked with an asteric to document the building's component. Optional fields are also included to capture any additional energy related information. Then there's a contacts tab. Um you'll need to input contact information you
• 06:00 - 06:30 have for the customer representative or and site coordinators. Um this may be used as assist with scheduling an on-site inspection and then there's the sub projects. Um so at this stage the customer uh all the customer sites specific information saved. Um it is time to begin creating an audit. Select edit to generate the audit page and the
• 06:30 - 07:00 edit is marked in red. You select that and you will be directed to the next page or site. Um, this is where you will add the equipment that you're installing. So, you might be familiar with the different categories um for the clean heat program. For example, DEM 2C. This these are for
• 07:00 - 07:30 projects with 100 or fewer dwelling units. We have the DEM 6A. This is the prescriptive um heat pump water heater um option. Then you have the clean heat prescriptive you need custom um and depending on what project you are submitting then you need to add the equipment to correspond to those category.
• 07:30 - 08:00 There are several documentations that are needed um during initial submissions. If you're familiar with smart, you know, to move the project from pending to soul, we need PCs to upload their domin um owner's agreement, specification sheet, supplemental documents, and this could be your load calculation. And then if it's applicable proof of affordable
• 08:00 - 08:30 housing. Now, it's important to note that if these documents are not uploaded and you try to assign the project, it will be flagged um that something is missing, it will specify exactly which documentation is missing and you could go back to this tab and upload um what is required. Once everything is submitted, um you
• 08:30 - 09:00 will get an opportunity to go to the summary tab and select submit assa assignment assessment. Um once you click that and everything is fine with the submission, then you'll have the option to mark the project as so. um marking the project as so we'll start initial project intake review by our
• 09:00 - 09:30 project coordinators. Um if everything is fine they will let you know well you could they will take the project from there but if there are any um flags they can also reach out and say something is not um in line with what the program requirements are. And then there is a option where you could um create a proposal also from the contractor's
• 09:30 - 10:00 um window where you could actually create a project and submit all the fields or all the information you have for that project and it will generate an approximate incentive as to what the owner will receive from the program. Um but this is just to show them that if we do the project like um through this category what what the the savings and
• 10:00 - 10:30 what the incentive would be. Are there any questions so far? If they're not, we'll move into the next part of the presentation where um Alina, one of our project coordinators, will
• 10:30 - 11:00 walk through the demo as to how to um submit the project on viewpoint. Hi everyone. So I will be showing you how to navigate through viewpoint and
• 11:00 - 11:30 get the project to the sold status. So first we can do is go to the contractor dashboard and Wait a sec.
• 11:30 - 12:00 Okay, sorry about that guys. But this is how viewpoint looks and we're going to go to the contractor dashboard and from here we are going to
• 12:00 - 12:30 be looking at looking for the project searching for it. So, we head on over to actually first let's go to the request assignment. Um, over here you're going to be able to search the project from the address or the account number. So, I can give an example. So, after you put in the address or the account number of the
• 12:30 - 13:00 project, you can see a lot of the projects come up. And from here you can choose which exact project you're going to be assigning to yourself. So when you click on it, when you select the project, you're going to see two options. Request assignment or create proposal. So when you want to assign yourself a project, you're going to click on request assignment. But if you want to know how much incentive you're going to get and move on with adding the rest of the information so you can know the approximate amount, then you can do
• 13:00 - 13:30 create a proposal. But for now, we're going to do request assignment because that's the first step. So once you do request assignment and you're going to go to the contractor dashboard and you'll go under the assign tab and you'll see the project come down here. So from here you're going to select it again and do create project. And then over here we're going to start populating all this information to get our project going. So for the
• 13:30 - 14:00 name of the project I will use the project address but whichever way you want to be able to find your project and which is easier. Take the this is the address. And then for project type, it's going to be clean heat, prescriptive, and custom. And measure type is clean heat. And for user, you are you're going to choose um your name. But for now, we're doing test because this is an
• 14:00 - 14:30 example. And just hit save. And we're going to go into this dashboard. So we have to fill in all of these to get our project to sold. So just check if this information is correct. Most of the time this this is populated by itself but let's check if it's correct. Billing pay just get that. So I'll just put in me and then the tax
• 14:30 - 15:00 ID is one and this is also an example. So, but yeah, so once all the fields are filled up that are marked with asterisk, we can save this and move on over to the site info. So, the facility the facility type is multif family and the community district is others. And for market sector is
• 15:00 - 15:30 based on the building, but for this one we're going to be doing rentals. And then building type, it's either lowrise or high-rise. So we'll go with high-rise. Building age 1940 and prior. And then this is all based on the building. So you can fill it out based on it. But let me just so just just fill this out. Number of floors, number of units, HVAC
• 15:30 - 16:00 type, go with this. And cooling type, window units, cooling system type, room window AC, heating system type, we'll go with steam. And then heating fuel type, gas. So this is just all an example, but you're going to be filling it out based on the building's information. MNV is no. This is for projects that are more
• 16:00 - 16:30 than 10,000 MMT use. So most of the time it's going to be no. And then MCD status we will fill out B. Well, this you fill out when you get the information, but for now we can leave it. Um existing equipment decommissioning we'll go with yes full load load calculation sum of peak space loads number of units in
• 16:30 - 17:00 scope we'll go with eight existing hot water system and then we'll go here 89 N.
• 17:00 - 17:30 Yeah. Just staying And then will prescriptive measures be
• 17:30 - 18:00 included? So this is going to be a deemed project. So we're just going to go with no. Save this information after you filled it out and move on over to the context. Okay. Yeah. So then over here you're going to fill in the context based on the building owner and yourself and just like a point of contact for us. So I'm just going to go with me and then
• 18:00 - 18:30 me as well. And then the number I'll just put in is okay. And then for email, I'll just put my email. And you can just hit this based on whoever's um information you're putting in. So next, we're going to move on over to
• 18:30 - 19:00 the sub projects. And this is where you're going to see the information that you've populated so far. And you're going to click on edit. So this pencil icon. [Music] And it's going to play a sec. Yeah. So, this is coming up for now, but look at it later. So, these are the different categories that um you guys are familiar
• 19:00 - 19:30 with. So, we're just going to go with theme 2C and we'll go with rooftop. description heat pump technology will go with mini split. This will go with and [Music]
• 19:30 - 20:00 then model number we'll just go with and then rated heating capacity. Give me a sec.
• 20:00 - 20:30 unit cost. So this you can find by just dividing the the number of units installed by the total cost. So we'll just put in 25,000 and then material cost for now I'm putting in 60%. Then hit save. And most of the time there's multiple
• 20:30 - 21:00 units that are being installed. So you can do that by easily just clicking on the three buttons on the side under actions and copy. So this has five cop this has five units. So we'll just do four copies because we already have one. And you'll see the five um units right at the bottom. And after this, we're going to go into documents. And in this section, you're going to upload the documents. So, just click on assessment
• 21:00 - 21:30 and document categories. So, what we're going to be doing is the main ones right now, which is W9, proof of affordable housing if it's um if it applies to this, and specification sheets, and as well as the load calculations under supplemental docs. So just do 9. So and then the day is the date the W9 was
• 21:30 - 22:00 fine, but we'll just go with today's date. And bit. So yeah, you'll see that up here at the [Music] bottom and as well as we already have
• 22:00 - 22:30 the owner's agreement. So, I'll put in the sheets, the cut sheets information and then the load calculations as a supplemental document if um is required for your project.
• 22:30 - 23:00 So, hit save and then we can see our documents over here. And now we can go back to assessment. Go under the summary tab and you'll see submit assessment. So, I'll just submit that. And then after it's been submitted, this is the step um that we're going to do, which is marked as sold. And you can put in the date of when you think it the installation's going to be complete. We'll just put
• 23:00 - 23:30 in 15 and hit save. So now this project is supposed to be installed as you can see here. Um yeah, you can also see the status over here when you go back to project. That's it.
• 23:30 - 24:00 Thanks Alina. Um so those are the steps that are needed for the clean heat portion of the submission. Um you might have seen some validation um flags came up. It's because um the owner's agreement W9 did not match the project. And this is just a demonstration, but you shouldn't have this problem when you're uploading um projects on your
• 24:00 - 24:30 end. Also, if the required documentation are not submitted, you'll see a flag saying that okay, W9 is missing. Um you need to go back and upload a W9 for the project. Um at this stage our coordinators will receive an email saying that the project is subitted on smart it's in it's in the soul stage. They will do an initial review of what was submitted and
• 24:30 - 25:00 then assign the project for a pre-insspection. And basically that's it for the clean heat portion that needs to be um done when submitting projects to clean heat. Of course, we don't expect everyone to catch this on the forest go. Our project coordinators, our team is on standby if there are anything that you need us to walk through or support or provide guidance during your actual
• 25:00 - 25:30 project submission. I'm seeing some questions come [Music] in and so we're going to check for the estimated incentive. Yeah. So if you go into edit Yeah. And go to
• 25:30 - 26:00 summary. Yeah. you'll be able to she will scroll that table. Yeah. And then so so you see your Yeah, you could access information about the project through the summary tab in
• 26:00 - 26:30 terms of uh what the total cost is, what the savings are, what the incentive would be um for the project. Are there any other questions? I'm not seeing a lot in the chat. Can you go to the home? Yeah. Let me go to the contractor dashboard. Yeah. So this area is where you will be able to manage all your projects. So you'll see your active
• 26:30 - 27:00 requests are on this first tab. On the next tab is all the accounts that have been assigned to you. And on the last tab is like all your currently active projects. And you can scroll through that table and you you'll be able to see information on the the project.
• 27:00 - 27:30 The answer is yes. As one at the end of creating the proposal, uh you'll have to you'll have to basically request for it to be assigned to you, but everything will be built out the way you built it and you can just continue from there. So you don't have to build it over
• 27:30 - 28:00 again. Okay, guys. mentions. Yeah. So after this call, I'm going to send an email out. Um that email will contain a link to uh the
• 28:00 - 28:30 recording we did yesterday uh which is just about um the project stages eligibility account assignment. And that same folder will as we do more trainings uh the recordings and uh the slides will be saved in that folder as well as we go along with more trainings.
• 28:30 - 29:00 actually. Do you want to come off mute? I can unmute you and you can uh we can speak if you would like to. Can you hear me? Yes.
• 29:00 - 29:30 Uh I have a question like uh for suppose so we we submit the custom project. So custom project also calculating the estimated incentive before we make the project like we're creating the proposal and for custom project. Once we create the proposal we don't want to submit the project we have to give the estimated incentives to the customer. If the customer agrees then we have to create the project later. So custom also creating the estimated incentive because customer has to be passed through with the different pages. Customer custom
• 29:30 - 30:00 project has to be passed through with different pages to finalize the incentives but we need the estimated incentives to customer agree or like accept. Uh, so if I'm understanding right, you're saying so if you have a custom project and you want to show it to the customer, um, I mean, yes, yes, you can do that. Just, you know, I mean, you're aware that, you know, the incentive will or might likely change as it goes through the process, but yeah, you still have
• 30:00 - 30:30 the option to kind of put together the project before it's submitted. And if you want to use that as, you know, in terms of for for doing sales, uh, you can. I don't know if that answer your questions. Yeah, I think I got my answer but but for the custom project we submit like a lot of other tools to like a load cut and like statewide tools is still we have to submit it or because I see it is smart like sorry the viewpoint is doing
• 30:30 - 31:00 the is doing the calculation and everything. So we still have to submit the other tools as well or we just have to avoid it. Uh yeah, Arlon. So for custom projects and prescriptive projects, what we are working on right now is basically trying to get Viewpoint to calculate the savings for you. Um but currently as the system is standing, we do require the clean heat uh the statewide calculator to be submitted um for the basically the
• 31:00 - 31:30 space heating category 4 and also the custom heat pump water heater which is category six. And if you have a custom custom energy savings like energy model or like a custom Excel file um that you use to calculate energy savings uh we would also um ask for that document as well. That answer your question. Yes. Thank you. I I I got my answer. Thank you. I appreciate it.
• 31:30 - 32:00 Hey Thor. Yes. Uh so I know we do don't the next scheduled training is next Tuesday for prescriptive electric and custom uh for non-comprehensive projects. Um, anything further out, um,
• 32:00 - 32:30 we haven't officially scheduled yet, but we'll also send those out, like those emails out as
• 32:30 - 33:00 Yeah. So, I guess if there's no more questions, uh we're going to wrap up. Uh please look out for an email from me um regarding uh the recording and the slides uh going forward. Um and thank you all for coming and attending and asking questions. Appreciate it. Thank you.