WeatherTRAK Budget Manager and Site Asset Manager

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1 WeatherTRAK Budget Manager and Site Asset Manager WeatherTRAK Budget Manager Budget Manager Overview Setting up Budget Manager Step 1: Setting up a Site Step 2: Setting up Water Meters Step 3: Setting up a Water Budget Monitoring Budgets with WeatherTRAK Budget Manager Track Actual Usage against Budgeted Consumption Budget Manager Reporting WeatherTRAK Site Asset Manager Site Asset Manager Overview Setting up a Site Managing Site Information Setting up and Using Asset Manager Irrigation Asset GIS Tracking Site Management Reporting Controller Inventory Report... 12

2 WeatherTRAK Budget Manager 1.1 Budget Manager Overview WeatherTRAK s Budget Manager provides simple real-time visibility into a site s water consumption compared with up to three different user defined budgets. The site s Water Budgets can be easily setup to track both consumption and fiscal budgets. When integrated with WeatherTRAK s flow enabled central controllers, Budget Manager provides daily measured and estimated usage information to easily see the site s budget status. 1.2 Setting up Budget Manager Step 1: Setting up a Site A site is a physical geography you want to manage. A set of sites are organized into an Account or Portfolio. Within a site there can be multiple WeatherTRAK Controllers and multiple Water Meters. To add a new site to WeatherTRAK.net, call or customer service. Customer service will also help by assigning the right WeatherTRAK controllers to your site Step 2: Setting up Water Meters Water Meters are typically used or operated by water agencies to track consumption associated with each point of connection. WeatherTRAK s Budget Manager supports multiple water meters per site including customer owned and managed sub-meters. Water Meters have associated information such as the meter number, water agency account number, and water meter location Adding a Water Meter to a Site To add Water Meter to a site please follow the steps below. 1) Select the Sites tab 2) Select the Site you wish add a Water Meter 3) Scroll down to Water Meter section 4) Select Add Water Meter on right side of table 5) Enter the Water Meter specific information a. See list of water meter fields below. b. Assign controllers to the specific water meter from the list of available controllers 6) Press the Save button

3 Water Meter Fields Field Description Meter Name User name of the meter Meter # Number of the meter Description User description Meter Type Type of meter such as Irrigation Only or Combined Water Water Source Source of the water such as Potable Water, Rainwater Harvesting, Units Water meter units (CCF, KGallons, Gallons) Non-Irrigation Units Per Month Estimated amount of indoor water usage. Assigned to indoor usage for shared Water Agency Name of water agency Account # Account number associated with Water Meter Location Latitude and Longitude of Water Meter Assigned Controllers The list of controllers assigned to the site. Additional controllers can be assigned to a site by HydroPoint s Customer Service. Notes User entered notes. The notes have a timestamp and user name associated with them. The note can be deleted by the person who originally entered the note Adding Water Bill Information associated with Water Meter Water bills associated with a Water Meter can easily be entered and used to track billed consumption/usage and dollars to user defined water budgets in Budget Manager Adding a Single Water Bill 1) Select the Water Meter tab 2) Select the desired Water Meter 3) Select Add Water Bill link on top right of Water Meter the Water Bills table 4) Enter the Water Bill information (See Water Bill Fields below) 5) Press the Save button

4 Adding Multiple Water Bills through Batch Entry Water Bill batch entry is a streamlined interface that is more efficient to add or edit multiple water bills at one time. 1) Select the Water Meter tab 2) Select the desired water meter 3) Select Edit All link on top right of Water Meter Water Bills table 4) Select the Add New Bill button on bottom right of table 5) Enter the Water Bill information (See Water Bill Fields below) 6) Press the Save button to save all entered bills.

5 Water Bill Fields Field Bill Date Start Month Billing Cycle Service Days Reading Date Meter Reading Water Bill Item Irrigation Water Bill Item Indoor Water Bill Item Other Water Bill Item Adjustment Water Bill Item Sewer Water Bill Item Misc Costs / Fees Are values estimated Notes Description Date of Bill (optional) Budget month you want to associate with this bill. For example, if this bill s service date is between June 15 and July 15, you can associate this bill to either June or July. If the billing cycle is less than monthly (the water agency bills every two months), this field sets the starting month associated with that bill. For example if a bill s service dates are between June 15 and August 15, the bill s Start Month could be June and cover two months (June and July). Number of months between billing cycles Number of days associated with the bill s service duration The date the meter was read for this bill The meter value associated with this bill The amount of volume and / or cost associated with irrigation for this bill The amount of volume and / or cost associated with indoor usage for this bill. The amount of volume and / or cost associated with other usage for this bill Any volume or dollar adjustments made by the water agency associated to this bill The amount of volume and / or cost associated with sewer usage for this bill Any miscellaneous costs or fees associated with this bill A flag to note if this bill is based on an actual reading by the water agency or if it is estimated by the water agency or if it was incrementally read by someone in the field Notes associated with a specific bill Step 3: Setting up a Water Budget WeatherTRAK s Budget Manager allows users to setup up to three different consumption and/or dollar based budgets. Typically a budget manager may want to setup multiple budgets to track 1) An initial or target budget set at the start of the irrigation or fiscal year 2) A weather or Evapotranspiraton (ET) based budget 3) A water agency based allocation if applicable. These budgets can be easily monitored and compared with actual usage from water bills, estimated usage from a WeatherTRAK controller, or measured usage from a WeatherTRAK controller using a flow sensor.

6 Adding or Editing a Water Budget 1) Select the Budget Manager tab 2) Select the Site you wish add a Water Budget 3) Select Manage Budgets to the right of Water Budgets table 4) Check the Active box next to the budget to be added (the Budget Types are used for multi-site budget rollups) 5) Enter a name and description for the budget 6) Press Save 7) Now select the name of the budget you wish to edit from the Water Budgets table 8) Select the calendar Year associated with this information 9) Select the Volume units of the values entered (CCF, KGal, Gallons) 10) Enter the monthly budget values a. If the monthly values are the same, press the >> icon to quickly fill in all the months with the same value entered in the January column. 11) Press Save 1.3 Monitoring Budgets with WeatherTRAK Budget Manager WeatherTRAK s Budget Manager provides graphical and numeric budget status monitoring for each managed site or across the entire account portfolio using any of the site s budgets, water cost or any of the multiple sources of actual water usage Track Actual Usage against Budgeted Consumption WeatherTRAK s Budget Manager provides multiple ways to quickly track actual usage, such as water bill usage, against budget consumption usage. 1) Budget Manager Site Dashboard 2) Water Budget Site Report 3) Water Budget Account Report Note: To track actual fiscal costs against budgeted costs, select the Unit dollars in the use cases below.

7 Budget Manager Site Dashboard WeatherTRAK s Budget Manager Site Dashboard provides graphical, dynamic visibility to a site s actual usage compared with its budgeted usage. 1) Select the Budget Manager tab 2) Select the Site view 3) The Budget Manager Site Dashboard will show a graph and month values associated with the budget and actual usage selected. To change the displayed information, select the appropriate information from the list of options to the right of the Water Use History graph. a. To change the displayed budget, select the desired budget from the Budget dropdown. b. To change the displayed actual usage, select the desired actual usage from the Actual Usage dropdown. c. To change the displayed unit, select the desired units from the Units dropdown. d. To change which year is displayed, select the desired year from the Year dropdown Water Budget Site Report See Water Budget Site Report in Budget Manager Reporting section Water Budget Account Report See Water Budget Account Report in Budget Manager Reporting section.

8 1.4 Budget Manager Reporting WeatherTRAK s Budget Manager provides water budget reporting for each managed site or across the entire account portfolio Water Budget Site Report WeatherTRAK s Budget Manager Water Budget Site Report is designed to provide a simple graphical summary overview of a site s water budget compared with the selected actual usage source for a user defined time period. The first page of this report is broken into four main sections: 1) Site Information which includes the site location, number of water meter and WeatherTRAK controllers. 2) Water Budget Summary which shows the reported time period, budgeted usage and actual usage as well as the percent of budget used. 3) Actual Usage per Meter provides a list of the highest usage water meters on the site. The complete list of water meters is available on subsequent pages of this report. 4) Water Use History Graph which shows a graphical monthly view of the budgeted usage and actual usage. The report also provides addition appendices which include the following detailed information: 1) Budget Information - contains monthly values associated with selected budget 2) Water Meter Information contains a list of all water meters and bill information for each meter 3) Measured Usage Information contains a list of measured usage per WeatherTRAK controller associated with the site. 4) Estimated Usage Information - contains a list of estimated usage per WeatherTRAK controller associated with the site. Note this report is exportable to either PDF or Excel Water Budget Account Report WeatherTRAK s Budget Manager Water Budget Account Report is designed to provide a simple graphical water budget status summary for all the sites in a selected portfolio account. The report displays a selected water budget type compared with the selected actual usage source for a user defined time period. The first page of this report is broken into five main sections:

9 1) Account information which includes the account address, number of sites, water meters and WeatherTRAK controllers. 2) Water Budget Summary which shows the reported time period, budgeted usage and actual usage as well as the percent of budget used. 3) Water Use History Graph which shows a graphical monthly view of the budgeted usage and actual usage. 4) Budget Status for All Sites graph provides the distribution of sites budget status (in budget, over budget, and missing data). 5) Sites with Missing Data provides a summary table of sites which do not have enough data to provide correct reporting due to unavailable budget or actual data during the selected time period. The report also includes the following additional appendices: 1) Budget Status per Site - contains a list of each site s budgeted, actual and percent of budget used. 2) Site with Missing Data contains a list of each site that has missing data and what data is missing. Note this report is exportable to either PDF or Excel.

10 2 WeatherTRAK Site Asset Manager 2.1 Site Asset Manager Overview WeatherTRAK Site Asset Manager provides centralized site information giving users the ability to track site specific information that can be shared across multiple users. Information such as site address, landscape maintainer, and location are available. Site Asset Manager also includes integrated interactive Google Maps that allows users to track important asset specific data for a site s landscape assets including WeatherTRAK Controllers and Water Agency Water Meters. Site Asset Manager enables users to track an asset s GIS (Geographic Information System) location, asset status, and visualize all a site s tracked assets using integrated, interactive Google Map. 2.2 Setting up a Site A site is a physical geography you want to manage. A set of sites are organized into an Account or Portfolio. Within a site there can be multiple WeatherTRAK Controllers and multiple Water Meters. To add a new site to WeatherTRAK.net, call or customer service (support@hydropoint.com). Customer service will also help by assigning the right WeatherTRAK controllers to your site. Once a site is created, the site will be available in the Site List. Select the site to view the Site information. If the Site information is incorrect, select the Edit link to allow the site information to be edited Site Fields Field Description Site Name User defined name of the Site Maintained By Name of the company maintaining the Site Landscape Description A description of the Site Site Type Type of Site such as HOA or Commercial Bldg. Year Built Year the Site was built, may be used for regulatory compliance Site Area Total area of the Site Controllers Number of WeatherTRAK controllers assigned to the site Address The address provides the physical address fields of the Site. Location The Latitude and Longitude of the physical Site. This field is used by the Site Assets to center to the Site on the Google map. Microzone Microzone assigned to the Site. Note that this Microzone may be different than each WeatherTRAK controller especially for large Sites. Site Picture User imported image of the Site. The image can be png or jpeg format. Site Assets See WeatherTRAK Asset Manager section To save changes, press the Save button on the bottom of the form.

11 2.3 Managing Site Information Site Information can be easily filtered and viewed from the Site List page. Select Site List under the Sites menu. The Site List page shows Site summary information. The Site List provides quick access to the following information. Controllers Water Meters Assets Edit Goes to the Controller List page with the list of controller for the Site pre-filtered Goes to the Water Meter List page for the selected site Goes the Manage Site Assets page for the selected site Goes to the Site Detail page in Edit mode 2.4 Setting up and Using Asset Manager WeatherTRAK s Asset Manager is available for all Sites setup in the WeatherTRAK Central. The Program page provides WeatherTRAK controller specific programming information. The Water Meter Details page provides Water Meter specific information Irrigation Asset GIS Tracking WeatherTRAK controllers and water agency Water Meters can be tracked through the WeatherTRAK Asset Manager GIS tracking system. Select the Site List tab. Find the Site whose assets you want to manage, and select the Manage link in the Assets column.

12 The Manage Site Assets will display an interactive Google map with all of the WeatherTRAK controller and Water Meters associated with the selected site. If the Site location, WeatherTRAK controller(s) or Water Meter location on the map is incorrect, just select the asset and drag it to the new location. The location of the asset will automatically be stored in this new location. The site assets are represented by the following icons Site WeatherTRAK Controller Online Offline Paused has Alert in Shutdown Off Water Meter 2.5 Site Management Reporting Site information is available in the Controller Inventory Report Controller Inventory Report The Controller Inventory Report provides a Summary for the entire list of managed Accounts as well as specific information for each Site in each Account. To generate a Controller Inventory Report: 1. Select the Reports tab 2. Select Controller Inventory Report from the Reports drop down list 3. Select Generate The Controller Inventory Report can be exported to PDF or Excel.