GRITS Guide

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Add a New Project

Click “Add Project” at the top of the Projects tab to enter in data for a project that is not yet in GRITS. All red boxes are required for you to fill out on this page, before you can click “Create Project”. When you fill in a required box, it will turn white. You only need to fill in these red (Required) boxes, but you can fill in other boxes on this page if you have that information readily available.

If you mark the project’s status as “Proposed” or “In-Progress” the required fields are Project Name, Status, Project Type and Subtype, Proposed or Actual Cost, and Lifespan. If the Proposed or Actual Cost is less than $5.00, meaning there is no cost, you will need to write a short explanation (at least 20 characters) for why the project is free of cost, in the box that will appear below the cost.

GRITS Sign-in Page
The “Add Project” page when adding an In-Progress project

 
If you mark the project’s status as “Completed” there are more required fields: Project Name, Status, Description, Project Type and Subtype, Proposed or Actual Cost, Resources Tracked, and Lifespan. The Description must be at least 50 characters long, and should provide sufficient context to explain the project (including the number and types of equipment installed). If you do not yet have any estimates for the “Resources Tracked” section, then you should change the project’s status to In-Progress. If the project will not be saving any resources, you can explain why with a short explanation in the provided box labeled “Please explain why this project is not tracking any resources”.

GRITS Sign-in Page
The “Add Project” page when adding a Completed project

 
Once you click “Create Project” on the new project, you will be brought to the Project Detail page to enter further project information, such as naming the building(s) where the project took place.

 

The inputs that your institution will need to fill in are described below. Based on these inputs, GRITS calculates energy, financial, and carbon savings data for your project. Notice that inputs are on the left side of the page in white boxes while the outputs are on the right side of the page in gray boxes.

Overview

  • Status – Indicate whether the project is Proposed, In-Progress, or Completed. As time goes on, make sure to update the status of the project, changing it from “Proposed” to “In-Progress” once it has been approved for funding. Once the project construction or installation has been completed, you can change the project’s status to “Completed”.
  • Project Lead – Select the person that is leading the implementation of this project. The drop-down menu will have names of everyone from your institution with a GRITS account, so if the Project Lead does not have a GRITS account yet, add them. You can only designate one Project Lead per project.
  • Description – In the Description section you can add additional information about the project that would be useful to other parties using GRITS. You should indicate the products being installed here, such as the make and model of lighting products, the scale of the project, the size of the project space, and anything else that describes “what happened” when implementing the project.
    • Institutions often have a keyword or account number associated with certain projects as a way to group them together. You can include that information in the text fields on the Project Detail page, such as in the Description section. There is a search bar in the upper right corner of the Projects tab where you can search for these keywords or numbers, and only projects that contain that information somewhere in their Project Detail page or in their title will show up in your search.
  • Project Types – You can select from the 14 Project Types and 121 Project Subtypes that best define your project. Click on “Add new project type”. First choose the Project Type in the left drop-down menu (e.g. Lighting). This choice will update the right drop-down menu to include only Project Subtypes that fall under the chosen category. After choosing a Project Type, select the Project Subtype that best fits your project (e.g. Lighting Controls). A project can have multiple Project Types and Subtypes associated with it. Click “add” to add the Project Type, then you can add additional project types and subtypes.
  • Buildings – Type the name of the building that the project takes place in. GRITS will automatically predict the building name if you have entered it into the system before. Select the type of building and type the year in which the building was constructed. If the project was not in a building, select “Other/including Non-building structure”. The building year is important when comparing efficiency projects that occurred in buildings with varying ages. You can add multiple buildings to a project after clicking “add” on each new one that you enter.
  • Proposed Cost – The cost of the project when first proposed. This will be the assumed project cost for calculations on this page until a “Project Expenditure” transaction is entered for this project.
  • Project Approved – The date that the project was approved. Note: this will not appear if the project is still in the Proposed phase.
  • Install Start Date – The date that the project started installation. Note: this will not appear if the project is still in the Proposed phase.
  • Actual Install Complete Date – The date that the project installation is completed. This will be Projected Install Complete Date until the project is in the Completed status.
  • Lifespan – The amount of time the project will efficiently function before replacement. For some products, like lighting, there is a known lifetime for how long the product is expected to last. Lifespan estimates are most likely to come from the facilities/physical plant experts at your institution. Lifespan should be for the underlying technology, for example, lighting fixtures or ballasts and not the bulb; this is true except in cases where only new, more efficient bulbs are being installed and no fixtures are being replaced.
  • Resources Tracked – Select the resource being tracked, the unit the resource is measured in, the cost per unit, and the annual resource savings expected. For example, if you are saving electricity, and select kWh for your units, then the “Cost per Unit” would be the price per kWh and the annual savings would be kWh savings estimated each year from this project.

If the project has savings in maintenance and labor time or another resource that is not listed, you can add these savings. To indicate that the project saved maintenance time or money, choose “Maintenance” as the resource. The units will either be in hours, and you can list what the cost of labor was per hour, or the units could be “other”. If the project saves another resource, for example allows you to purchase less paint cans, you can indicate “Other” as the resource with “other” units. Then you can list what you are actually saving (e.g. paint cans) in the “Notes on this project’s tracked resources” text box below.

GRITS Sign-in Page
The Overview section of the Project Detail page

 
If your project is saving one resource (e.g. oil) and using an additional resource (e.g. natural gas) you will want to enter in the additional resource being used, to get a complete idea of your financial, energy, and carbon savings. You can enter in the additional resource being used by entering the annual savings as a negative number, in parentheses. GRITS will add this increased usage to your resource savings, and you will see fewer annual resource and financial savings in the Annual Tracking Data table.

If the project will not be saving any resources, you can explain why with a short explanation in the provided box labeled “Notes on this project’s tracked resources”.

**After clicking “add”, the button in green to the right of your entry, this resource data will populate the Annual Tracking Data table, lower on the page.

 

Measurement and Verification Methodology

In this section you can indicate how the savings are measured. GRITS uses the four M&V options from the International Performance Measurement and Verification Protocol (IPMVP). To find out more about this protocol and the four options, you can click on the small box with an arrow for the link to a section of this report: International Performance Measurement and Verification Protocol: Concepts and Options for Determining Energy and Water Savings. Volume I, EVO-10000 -1:2012, Efficiency Valuation Organization.

  • Option A—Retrofit Isolation with Key Parameter Measurement: Savings are determined by field measurement of the key performance parameter(s) which define the energy use of the ECM’s affected system(s) and/or the success of the project.
  • Option B—Retrofit Isolation with All Parameter Measurement: Savings are determined by field measurement of the energy use of the ECM-affected system.
  • Option C—Utility Data Analysis: Savings are determined by measuring energy use at the whole facility or sub-facility level.
  • Option D—Calibrated Computer Simulation: Savings are determined through simulation of the energy use of the whole facility, or of a sub-facility.

This data is important when comparing projects across your institution and other institutions as it allows you to see what methods were used to report the savings data.

GRITS Sign-in Page
The Measurement and Verification section of the Project Detail page
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