User Guide For Administrators, Project Users, and Read Only users

Transcription

1 User Guide For Administrators, Project Users, and Read Only users Version 4 August 2013 Page 1 of 48 V4 - Aug 2013

2 User Guidance Contents 1.0 What is BAM SMaRT? Getting Started (All) Logging In Changing Your Password Operating Company Homepage (All) Adding Other Users (CA) Adding New Business Units (CA) Business Unit (Regional) Homepage (All) Adding Other Users (CA, BA) Adding Target Data (CA, BA) Adding Turnover data (CA) Adding Waste Management Companies, Disposal Facilities/Sites & Recycling Rates (CA, BA) Adding Subcontractors (CA, BA) Adding Timber Suppliers (CA, BA) To Add New Projects (CA, BA) Project Homepage (All) Assign project information (CA, BA, PA, PU) Assigning Users (CA, BA, PA, PU) Assigning Waste Management Companies (CA, BA, PA, PU) Assigning Subcontractors (CA, BA, PA, PU) Assigning Timber Supply Companies (CA, BA, PA, PU) Uploading a Project Management Plan or Site Waste Management Plan (CA, BA, PA, PU) Adding Data (CA, BA, PA, PU) Adding Waste Data (CA, BA, PA, PU) Adding Energy Data (CA, BA, PA, PU) Adding Water Usage Data (CA, BA, PA, PU) Adding Timber Data (CA, BA, PA, PU) Adding Toolbox Talks (CA, BA, PA, PU) Adding pollution Incident and Visit Information (CA, BA) Adding Considerate Constructors Scheme Information (CA, BA, PA, PU) Adding EPC, BREEAM, Recycled Content and other data (CA, BA, PA, PU) Viewing Data (All) Viewing the Waste Data Log Viewing Detailed Waste Data Viewing Other KPI Data Data Quality Checks (CA, BA) Checking Waste Data (CA, BA) Checking Energy Data (CA, BA) Checking Water Data (CA, BA) Checking Timber Data (CA, BA) Other Functions (All) Reports Printing Information from BAM SMaRT (All) For further help and information Apprentices (All) Navigating to the apprentice module Adding a new apprentice Updating apprentice details Assigning apprentices Removing an apprentice from the project Validating apprentice details Apprentice reports Page 2 of 48 V4 - Aug 2013

3 1.0 What is BAM SMaRT? BAM has developed the bespoke Sustainability Measurement and Reporting Tool (BAM SMaRT for short), in conjunction with the Building Research Establishment (BRE). It is based on their SMARTWaste Plan system, however BAM SMaRT has been developed to record the following at a project level: Waste production and diversion from landfill Energy consumption, converting to CO 2 Water use data Timber sustainability Other Key Performance Indicators (KPI) data such as: o Production of Project Management Plans (PMPs) and Site Waste Management Plans (SWMPs) o o o o o Toolbox talks Considerate Constructors Scheme results BAM and Enforcing Authority site visits and actions EPC and BREEAM ratings, predicted CO 2 emissions, Renewable Technologies, Recycled content Apprentices At a project level, you can monitor your progress against targets and the system aggregates information at both a Business Unit level and Operating Company level (e.g. BAM Construct), providing real-time information and reporting. The system is web-based - all you need is web access and a username and password that you should have been given, if not please contact Environmental Admin at BAM Construct UK Ltd (environmentaladmin@bam.co.uk). 2.0 Getting Started (All) 2.1 Logging In Visit and enter your username and password. You will be taken directly to the relevant homepage (e.g. BAM Construction South East). You will have been given access at Company (C), Business Unit (B) or Project (P) level, and as either an Administrator (A) or User (U), or Read Only access (RO). Throughout this guide you will see a combination of these letters (e.g. PU for Project User or All for all users) depending on whether the section is relevant to that access level. Some project user and read only access levels will not show all company data, and in these cases the screens will alter slightly to only show the information you have access to. In addition Read Only users will not be able to enter any data. Project admin are able to set up timber and waste companies. 2.2 Changing Your Password Once you have logged in, select the Users tab from the top right hand side of the screen. Click on your name from the list of users. Change your password accordingly and click Save. Page 3 of 48 V4 - Aug 2013

4 3.0 Operating Company Homepage (All) The Operating Company homepage shows year to date data for all business units within the operating company for the main areas of CO 2, Waste, Water and Timber. The separate tabs running along the top of the screen provide more detailed information including Sustainability Key Performance Indicators (SKPI s) and summary charts. The Enter Average CCS scores, Enter Fuel Costs and Enter construction waste costs under new the Business units title are completed by the central sustainability team. 3.1 Adding Other Users (CA) Select the Users tab at the top of the Operating Company homepage screen. Note: Only users who are authorised to view all company data should be set up at this level. Project Users and Business Unit Admin must be set up at the Business Unit Level. Click the Add button and enter details as instructed. You will need to allocate each user a different username, password and access/permission level. The new username should be their address. Their password can be changed by the user upon receipt. Page 4 of 48 V4 - Aug 2013

5 3.2 Adding New Business Units (CA) Scroll down to the bottom of the Operating Company Homepage screen and click Add new business unit. Enter the details as instructed and select the features which are applicable to the business units by ticking the tick boxes and then click Save. The new business unit should then appear on homepage screen. 4.0 Business Unit (Regional) Homepage (All) The Business Unit homepage shows data for all projects within a business unit or region at different stages: Preconstruction, Construction and Completion. The separate tabs running along the top of the screen provide more detailed information including Sustainability Key Performance Indicators (SKPI s) and summary charts. Data at the top of the page is year to date, i.e. as of the 1 st Jan, for the whole region. Data alongside projects is project to date, i.e. as of the start on site date. Page 5 of 48 V4 - Aug 2013

6 The traffic lights indicate the status of the data in the system: Red = No data inputted for over two months, or no data inputted at all. Amber = No data inputted between one and two months. Green = Data inputted within the last month. Grey = Feature has been marked as not applicable to the project. At the business unit level you have the ability to add in new projects, project users, waste management companies and their recycling rates, subcontractors, and timber supply companies, etc. 4.1 Adding Other Users (CA, BA) Select the Users tab at the top of the Regional Business Unit homepage screen. Click the Add button and enter details as instructed. You will need to allocate each user a different username, password and access/permission level. The new username should be their address, and the password must be more than 6 characters long. Users can change their password after logging on for the first time. 4.2 Adding Target Data (CA, BA) Target data is required for each year to allow certain reports and charts to be produced. To add targets for the year click on Sustainability KPIs and then Targets. Click on Add to add new targets, and enter the target data relevant to the Business unit. 4.3 Adding Turnover data (CA) Turnover data is required to produce the year to date data on the Operating Company and Business Unit home pages. To add turnover data click on Sustainability KPIs and then Turnover, and then click on Add. Page 6 of 48 V4 - Aug 2013

7 Pick the quarter relating to the turnover figures and enter the figure (in millions). Estimated or actual figures can be entered. Where it is an actual figure tick the box, and a green tick will appear on the summary page. Estimated data will be marked with a red cross. 4.4 Adding Waste Management Companies, Disposal Facilities/Sites & Recycling Rates (CA, BA) Hover over the company menu button in the grey toolbar at the top of the page, select Add/Edit waste management contractors from the drop down list. This will take you to a list of waste companies used in your business unit. A dark red flag indicates a licence has expired. A lighter red flag indicates a licence is about to expire (in 30 days) or that no licence has been uploaded at all. Page 7 of 48 V4 - Aug 2013

8 Adding Waste Company Information Click Add at the bottom of the screen. You will be taken to an input screen. It is mandatory to add the Company name, and head office address. It is important to select whether the company is a Carrier, Facility and/or a Broker. Click Save. Hover over the for more information. Adding Waste Carrier / Broker Information Click on the Add button under the title. Enter waste carrier license details and upload a copy of the carrier certificate. When setting up a carrier that is used by a broker, put the broker s company name in brackets after the carrier s name e.g. AWM (Reconomy) where Reconomy are the broker and AWM are the waste carrier. This will allow you to also use the waste log as a materials received sheet. Page 8 of 48 V4 - Aug 2013

9 Adding Waste facilities / sites When a company owns a waste facility and is also a carrier, then the carrier and waste facility / site details should be entered against the same company. However, where the carrier takes waste to a disposal site owned by another company, this disposal site must be set up as a separate entry under the disposal site company name. Click on Add under the waste facilities section and enter the site details. It is important that the waste facility/site is classified correctly (i.e. Transfer Station/Materials Recovery Facility, Landfill Site, Cluster Project, or Exempt/Standard Permit site) as this is how the system works out how much waste is diverted from landfill (based on the WRAP Reporting Guidance). The license should state what type of facility it is. It is also important to enter an accurate and recognisable Site name and location e.g. AN Other Transfer Station, Watford, as this is what will be seen in the drop down list on the add waste data screen on the project. Click Save and then click on Add under the Environmental Permits section to add the permit detail and upload a copy of the licence/permit. Page 9 of 48 V4 - Aug 2013

10 Adding Recycling Rates For all Transfer Stations/Materials Recovery Facility, recycling rates can be added. Hover over the company menu button in the grey toolbar at the top of the page, select Add/Edit waste management contractors from the drop down list. Select the required company to add recycling rates to by selecting edit and then selecting Add recycling rate against the disposal facility. The recycling rates added column will indicate whether recycling rates have been added, or are up to date. Red Cross = No recycling rates, Orange tick = Recycling rates have been added but are not up to date and Green tick = Recycling rates have been added and are up to date On the Recycling rate records page click on add. Recycled % - mixed - is the total % which was recycled or reprocessed. Recycled % - segregated has a default value of 80%, unless Recycled % - mixed is higher than 80%. Energy recovery % refers to the waste which was sent for incineration. These can be calculated using the EA Waste return tonnage figures. To calculate the recycling rate percentage use the following calculation: Recycled mixed % Energy recovery % = Total waste sent for recycling / Total waste received on site x100 = Total waste sent for energy recovery / Total waste received on site x100 These will need to be entered on a quarterly basis. You must also upload a copy of the EA/SEPA Waste Return as evidence of the recycling rates. Page 10 of 48 V4 - Aug 2013

11 Hiding Disposal Facilities / Waste Companies Where a disposal facility or company is no longer required, e.g. an exempt site is closed, they can be hidden from view on the assigning page, however they will still be seen at the bottom of the Add/Edit Waste management companies screen. Click the Edit button against the company or facility, and tick the Not in use box. 4.5 Adding Subcontractors (CA, BA) Hover over the company menu button in the grey toolbar at the top of the page and select Add/edit subcontractors from the drop down list. Again it is mandatory to add the subcontractor name. Subcontractors carrying out the following will need to be added: Those removing waste from site Those receiving timber on site Those receiving fuel on site Those delivering Toolbox Talks 4.6 Adding Timber Suppliers (CA, BA) Hover over the company menu and select Add/Edit timber suppliers. Page 11 of 48 V4 - Aug 2013

12 Using the timber suppliers Chain of Custody certificate add details including company name and depot location as below. Where a supplier has more than one depot location, each depot will need to be added as a separate entry. Click Save. Next you will need to add Chain of Custody Certificate details. Click Add under Supplier certificates E.g. Arnold Laver E.g Rainham Page 12 of 48 V4 - Aug 2013

13 To add suppliers chain of custody certificates click add within timber supplier details. Enter details as below. The Type of Timber will be included on the certificate, select all that are applicable for that depot. A guidance document describing the types of timber is available to download from this page. Also upload a copy of the certificate(s). Click Save once all the supplier information has been added. Click on this hyperlink to view guidance of different timber types. 4.7 Adding New Projects (CA, BA) Scroll down to the bottom of the business unit homepage and click Add new project. Page 13 of 48 V4 - Aug 2013

14 Enter the details as instructed. Boxes in bold must be filled with the project information. Un-tick any of the sections which are not applicable to the project and provide the reason in the comments box (this must be done before you can proceed to create the project). Any sections which were un-ticked will be removed from the project home page and will appear as a grey traffic light in the Business unit home page. Click Save to create the project. Hover over the symbol for a more detailed description. Select the sections which are relevant to this project. Un-ticked boxes will have a grey traffic light in the home page. The new project should then appear on the business unit homepage screen. When adding a new project ensure that the Project Reference contains a decimal point e.g. HSE Where there are a number of projects on the same site these can be grouped together to aid reporting, however ensure all project numbers are listed in the project title box. When marking a feature as not relevant, you are required to insert a comment in the comments box. If a feature is un-ticked, and a comment is not added to the box, when clicking save a prompt will be shown. Page 14 of 48 V4 - Aug 2013

15 5.0 Project Homepage (All) At the Business Unit Homepage screen you will be able to access any of the projects with a hyperlink (underlined) by clicking on the project name or number. Only business unit and company administrators will have access to all projects. Other users must be assigned to projects. Click on the relevant link to be taken to your chosen project homepage. Your project homepage will be displayed as below. Page 15 of 48 V4 - Aug 2013

16 5.1 Assign project information (CA, BA, PA, PU) Before data can be input for waste, energy, water and timber, the Business Unit Administrator will need to assign users, and the project user will need to assign waste management companies, timber suppliers, and subcontractors to the project. A red flag indicates a licence has expired. A yellow flag indicates a licence is about to expire (within 30 days) or that a copy of the licence has not been uploaded into the system Assigning Users (CA, BA, PA, PU) Scroll down to the Users section at the bottom right of your homepage screen and select Update or hover over project home and select Assign users at the top of the web page. You will be presented with a screen showing the current approved users. Select the additional users required for this project and click update. If the required user is not shown they will need to be set up at the business unit homepage (see 4.1). Page 16 of 48 V4 - Aug 2013

17 5.1.2 Assigning Waste Management Companies (CA, BA, PA, PU) Scroll down to the Waste management companies section at the bottom of your homepage screen and select Update or hover over project home and select Assign waste management contractors/sites at the top of the web page. You will be presented with a list of waste carriers and waste facilities / sites that are used in your region. Assign the ones being used on your project by selecting the relevant tick box. You may be able to obtain this information from your waste order. Ensure that each carrier and disposal facility / site is selected individually. Where a broker is named on the order, pick the carrier paired with the broker rather than the individual carrier. If the required waste management company is not shown they will need to be set up at the business unit homepage (see 4.4) by BA or CA. Once you have finished selecting carriers and disposers click Save at the bottom of the screen. You will be taken back to the project homepage. Scroll down to waste management companies again and you will see it has been populated with the information you have just selected Assigning Subcontractors (CA, BA, PA, PU) Scroll down to Subcontractors and select Update or hover over project home and select Assign subcontractors at the top of the web page. Assign subcontractors to your project by selecting the relevant tick boxes, and then click save at the bottom of the page. If the required subcontractor is not shown they will need to be set up at the business unit homepage (see 4.5) by BA or CA. Note, this is only required for subcontractors who are responsible for removing waste, using fuel, importing timber to site, or delivering toolbox talks. Page 17 of 48 V4 - Aug 2013

18 5.1.4 Assigning Timber Supply Companies (CA, BA, PA, PU) Scroll down to Timber supply companies and click Update or hover over project home and select Assign timber supply companies. You can then tick the relevant boxes to assign those timber suppliers that your project is using. Ensure that both the supplier name and corresponding depot location are correct. Click Save at the bottom of the page when finished. If the required timber supplier is not shown they will need to be set up at the business unit homepage (see 4.6) by BA or CA. If you find that not all your waste management companies, timber suppliers, or subcontractors are on the system contact your Business Unit BAM SMART Administrator and they will be able to add them to the system for you Uploading a Project Management Plan or Site Waste Management Plan (CA, BA, PA, PU) Click on the SWMP tab at the top of your Project Homepage screen, or click on the relevant Update button in the Project Management Plan or Site Waste Management Plan section. Or Page 18 of 48 V4 - Aug 2013

19 Select browse to upload a copy of the most recent revision of your plan (Note: Site Waste Management Plans must be reviewed monthly, and revised as necessary), or alternatively paste a weblink to the document from the LiveLink folder, enabling the most recent document to be seen. The documents only need to be updated when a change is made. If no changes are made after a review, the review date should be noted on a paper version of the SWMP to demonstrate that the document has been reviewed. When the project has reached Practical Completion the SWMP traffic light on Project Home page will turn red. This will remain so until the SWMP has been reviewed. To confirm you have reviewed the SWMP within 3 months of project completion, click update in the SWMP section and tick the box below the SWMP upload. The traffic light will turn green. Page 19 of 48 V4 - Aug 2013

20 5.2 Adding Data (CA, BA, PA, PU) Once you have finished assigning waste management companies and subcontractors to your project you can begin adding data Adding Waste Data (CA, BA, PA, PU) Select the Add button under the Waste section of your project homepage screen or hover over project home and select Add waste data. You will be taken to the Add waste data to:.. screen. Follow the steps below to add waste data: Page 20 of 48 V4 - Aug 2013

21 Add Waste Data Screen The date of transfer will automatically defaults to today s date, this must be changed to the date the waste was taken off site. 2. Select the waste carrier from the drop down list. If it does not appear then you need to make sure they have been assigned to the project on the project homepage or that they have been set up at the business unit level. 3. Select the waste destination from the drop down list. If the destination is not listed then you need to make sure it has been assigned to the project from the project homepage or that it has been set up at the business unit level. If waste is to be reused on site then select, reuse on site. 4. Will default to BAM. Select the relevant subcontractor responsible for removing the waste if not BAM. 5. Enter the waste transfer note number. You can enter more than one number, separated with a comma and space, if you are adding multiple containers removed on the same day (e.g. muck away). If you are recording that you are re-using on site please enter N/A, otherwise you may not be able to save the page. 6. Optional enter any other container reference you may wish to use for your site. 7. Select the relevant waste container from the dropdown list. 8. Select the compaction; the system defaults to 40% void space which should be used for a standard uncompacted skip. 9. Enter the number of containers; you can put in more than one container for muck away loads as long as all the other details entered are the same i.e. same date, same carrier and disposer etc. 10. Optional type in the overall tonnage; you may get this information from your waste contractor. 11. Select the relevant project activity (Construction, Demolition, or Excavation). 12. Upload a scan of the waste transfer note or weighbridge ticket here. Please note do not write anything in this box as the page will not save. 13. Enter in the % of waste within the container; please note there are some subcategories. For hazardous and other wastes you need to go to the subcategory level. 14. Press add to submit data. The page will refresh and a new Add waste data page will appear. You can also download a paper form from this page to record information from WTNs where access to the internet is not always available. Page 21 of 48 V4 - Aug 2013

22 If the + box by the waste product title is selected then more specific subcategories will appear. For the Soil and stones, Other waste and Hazardous waste categories the + box must be selected before the % of the product in each container can be inserted. To view the waste entries for the project, hover over the project home menu bar, and click on waste data log. Page 22 of 48 V4 - Aug 2013

23 The log contains all waste entries for the project, however it will only show the last three months of data on the screen by default. To view the whole log, fill in the date filter at the top of the page (this may take some time to load for large projects). You can also filter by waste contractor, subcontractor, waste type etc. You can filter out BAM ordered skips and print off the log which can be used as the site s Materials Received Sheets. The Accounts use only column is a text field for use by the accounts team to verify waste transfers against invoice records. Only accounts are to enter data into this column. Page 23 of 48 V4 - Aug 2013

24 5.2.2 Adding Energy Data (CA, BA, PA, PU) Click the Add button under CO 2 production details on your project homepage screen, or hover over project home and select Add energy data at the top of the web page. If you are using both electricity and gas on site you will need to add meters for both. Click on the Add electricity meter link or Add natural gas meter link if applicable. You can add more than one meter per project, if required. Page 24 of 48 V4 - Aug 2013

25 When adding an electricity meter it is important to include the Meter MPAN number. In addition state whether the supply is paid for by BAM or the Client, as this has Carbon Reduction Commitment (CRC) implications, along with the other information noted (Supplier name, Account number, Meter use). Similar information is required for gas meters. If energy is sourced from a Green supply this can be selected from Type of Tariff. If standard electricity is supplied, leave Standard in the type of tariff selection box. A Green supply is an energy supply that is purchased from 100% renewable sources such as hydro, wind or solar power. The meter MPAN can be found either on your bill (the bottom number) or on the meter itself (small lettering at the bottom left of the meter as you look at it): Page 25 of 48 V4 - Aug 2013

26 Once you have entered meters you can then add usage data for that meter. You must select the month for which the energy usage refers to and then either input the start and finish values from the meter reading or enter the known energy usage value. This figure can be obtained from your energy use report where AMR meters are installed. You must also upload a copy of the AMR report where available. Either enter the start and finish values from the electricity meter for that month or enter the total usage value (which can be found on the AMR report). The amount of CO 2 that has been avoided due to the use of electricity from green supplies is reported as negative values next to the total CO 2 figure. The negative CO 2 value is shown in the CO 2 production and CO 2 production details section on the project homepage as well as on the energy data page and a number of the CO 2 reports. The total CO 2 value is still based on total electricity consumption (including Green tariff energy) because the UK average CO 2 emissions for electricity consumption is based on all electricity consumption which includes renewable energy generation.. Page 26 of 48 V4 - Aug 2013

27 For fuel, you enter in the delivery date and ticket number. You must also indicate whether it is BAM or a subcontractor supplying the fuel (the system will default to BAM). For Gas Oil, choose the selection which corresponds with the use (electricity generation, equipment, or other/mixed use). You will also need to upload a copy of the delivery ticket. The system converts all data entered into kg of CO Adding Water Usage Data (CA, BA, PA, PU) Go to the project home page, select the Sustainability Key Performance Indicators tab, and then select the water usage tab. You need to add a water meter before you can add monthly usage. You can add more than one meter per project. Page 27 of 48 V4 - Aug 2013

28 Add usage data in the same way as energy data, either enter a start and end reading, or the monthly usage Adding Timber Data (CA, BA, PA, PU) From your project homepage click the Add button under Timber, or navigate to Timber Data under the Sustainability Key Performance Indicators tab, or hover over project home and select add timber data. Page 28 of 48 V4 - Aug 2013

29 To add timber data you will need to use a copy of the delivery ticket and upload it onto Bam SMART. Follow the instructions below: In the timber log the ticket number will become hyperlinked and when selected will download a PDF of the delivery ticket. This will be the date and number on the delivery ticket*. The supplier list will be populated if you have assigned them to your project (see 5.1.4). Choose the type of timber it is. Select the type of certification scheme that the timber relates to. Note, the drop down will only be populated with those schemes applicable to the supplier you have selected. Work out the volume in m 3 = (width x length x depth) e.g. 100 x 50 x 3000 = 0.1 x 0.05 x 3 = 3 Upload timber delivery.ticket. *Note: Information is required for all those fields in bold. Once you have entered all the information required select Save. Each different type of timber (or item) on a delivery ticket will need to be entered as a separate entry. To do this enter as /1, with being the delivery ticket number and the /1 being the item on the ticket Adding Toolbox Talks (CA, BA, PA, PU) Toolbox talks are added within the Sustainability Key Performance Indicators section, Navigate to the Toolbox Talk tab in the sustainability Key Performance Indicators section to get to the Toolbox talk register page. Page 29 of 48 V4 - Aug 2013

30 To add a new toolbox talk, click on the add button. This section of the page can be used to search the uploaded toolbox talks. Enter the required information; upload a copy of the toolbox talk register signed by the attendees and the toolbox talk content additionally, and then click Save Adding pollution Incident and Visit Information (CA, BA) Navigate to the Visit Reports tab in the Sustainability Key Performance Indicators section to get to the Visit Reports register page. To add a new visit or pollution incident, click on the relevant add button. Page 30 of 48 V4 - Aug 2013

31 Enter the required information; upload a copy of the visit report or pollution incident report, and then click Save. Page 31 of 48 V4 - Aug 2013

32 5.2.7 Adding Considerate Constructors Scheme Information (CA, BA, PA, PU) When a site is registered with the Considerate Constructors Scheme (CCS) the Business Unit Administrator will need to enter the Considerate Constructors Scheme registration number into the Project Details by clicking on the Edit button. Enter the number in the box provided and click Save To enter the scores for the latest visit click on the Add button on the Project Home Page. Enter the required information for the visit and click Save. Visits are listed in the order of input not date. Page 32 of 48 V4 - Aug 2013

33 5.2.8 Adding EPC, BREEAM, Recycled Content and other data (CA, BA, PA, PU) Select the Other tab, in Sustainability Key Performance Indicators and click on Edit at the bottom of the screen to enter the information for: 1. EPC rating and target (DEC for Premises and FM) Click on the project location, and where a particular rating is targeted, pick this from the list. When the actual EPC rating is known enter the score (number) into the box and upload a copy of the certificate. The system will convert the number into the letter rating. 2. CO 2 reduction initiatives Detail any initiatives suggested to the client and whether these have been taken up. Also tick the box if a carbon calculator has been used. 3. Predicted in use CO 2 against m 2 Where available, enter the predicted in use CO2 figure. 4. Sustainability technologies used Tick any sustainable technologies used on the project. 5. Recycled content Enter the recycled content figure obtain from the WRAP Net Waste Tool where used. 6. BREEAM ratings and targets Click on the Appropriate BREEAM year and project type, and select a target where required. As the Interim / As Built certificates become available, pick the rating from the list and enter the actual scores in the appropriate box, and upload a copy of the certificates. Tick no if not applicable to the project. 7. LEED Where LEED is used indicate this and enter the actual rating in the comments box. Page 33 of 48 V4 - Aug 2013

34 5.3 Viewing Data (All) Data can be viewed at any level you have been given access to. For example the Project Homepage displays a summary of the project information. Page 34 of 48 V4 - Aug 2013

35 5.3.1 Viewing the Waste Data Log To access the waste data log hold your cursor over the Project Home menu in the top left of your screen, and a drop down menu will appear. Click on Waste Data Log. Filtering the Waste Data Log You can filter the data shown within the waste data log by date, subcontractor, waste type etc. by using the drop down menus at the top of the screen and then clicking on update. You can also filter out BAM ordered skips and print off the log which can be used as the sites Materials Received Sheets. Page 35 of 48 V4 - Aug 2013

36 5.3.2 Viewing Detailed Waste Data You can access a breakdown of project, business unit, or company waste data by clicking on the Detailed Information tab in the relevant section on project home. You can also filter the data by date at the company and business unit levels. You can also access summary charts by clicking on the relevant tabs at the top of the page Viewing Other KPI Data All other KPI data (Energy, Water, Timber, Toolbox Talks, Pollution Incidents and Visits, Considerate Constructors Scheme scores, EPC and BREEAM ratings, etc.) can be viewed by clicking on the relevant tabs in the sustainability KPIs sections. Some examples are shown below. Summary charts for some of the above are also available on the Summary Charts tab. Example of Electricity Use broken down by month: Page 36 of 48 V4 - Aug 2013

37 6.0 Data Quality Checks (CA, BA) 6.1 Checking Waste Data (CA, BA) Carry out spot checks. Each month, select around 5-10 WTNs for each project, looking at different waste streams and/or waste companies. Also check exceptions to the normal data eg. Unusually high or low tonnage figures, and also check for duplicate entries. Go to the waste data log and use the filters at the top of the screen to find the applicable WTN details in the system. Check all details have been entered correctly. Also ensure that all WTNs for construction and demolition have been entered separately. WTNs for excavation waste can be entered in multiples but only if the date on the WTNs are the same. Ensure correct waste streams have been entered under the correct waste package. In the waste data log screen use the filters to check waste streams have been grouped correctly under Excavation, Demolition and Construction. Also filter for construction waste and the demolition contractor to ensure the work has been allocated correctly. Check Construction waste production per million. The sites construction waste production should be checked against BAM s estimated waste production figure and also against the current company target or a lower site specific target that has been set. If the sites figure is significantly above or below either of these figures then the data may have been entered incorrectly (or the site is producing too much waste!) Check Construction waste production per m². If the site are monitoring waste for BREEAM or the client has set a target, ensure waste production per m² is below that which has been agreed. Check the site s diversion from landfill percentage. Every site should have set a target for diverting waste from landfill. Check they are meeting their target on the project homepage screen. If they are significantly below their target check that recycling rates have been added for waste transfer stations in each yearly quarter. Also ensure that the correct waste facility type has been selected for each waste company (i.e. if it s a golf course ensure exempt site has been selected) and ensure the site have been selecting the correct facility when they are entering data. Note: Once you have selected the QA check tick box beside the data you have checked, ensure you click Save before navigating away from the page. Page 37 of 48 V4 - Aug 2013

38 6.2 Checking Energy Data (CA, BA) Compare the sites CO 2 emissions against the target If the sites figure is significantly above or below the current company target data may have been entered incorrectly. However sites will vary in their energy and CO ² intensity and therefore the following should be checked to ensure all and correct data is being recorded. Fuel (Diesel and LPG): Gas oil or diesel used on site should be recorded in litres (ltrs). LPG should be recorded in kilograms (kgs). Data should be compiled using either information from fuel suppliers (i.e. invoices or statements), directly from a delivery ticket or from a fuel monitoring device (e.g. attached to a fuel bowser). If BAM has a generator on the project and very little fuel is being recorded (e.g. 00 s rather than 000 s of litres), checks should be made to ensure all fuel supplied to site is being recorded. If the project has a ground works package (excavation, piling etc ) and very little fuel use is being recorded, there are likely to be some records missing. Natural Gas: A project may have a gas supply on site, either for temporary accommodation, an existing building being used as a project office or for use in the building being built. Gas should be recorded in kwh or m 3. You should check whether the gas meter is a kwh meter, a ft³ meter or a m³ meter (this will be displayed on the meter). You can use the Energy and Water Use Calculator in BAM SMaRT to convert ft³ or m³ into kwh. If very low gas consumption is being recorded (eg in 0 s or 00 s of units), it is possible that the units have not been converted to kwh as you should expect to use 000 s of kwh for conventional gas fired space or water heating. Electricity: Most projects will have an electricity supply either provided by the client or as part of a temporary builders supply. Electricity consumption should be recorded in kwh and should be obtained from meter readings on site. If the site has an AMR meter, monthly reports will be sent to site via detailing consumption and site will have access to the online EDV system to view consumption. In these cases, sites should NOT be using the meter to take readings but rather the report or the online EDV system. Most sites with an electricity supply can expect to use 000 s of kwh per month. If low consumption is being recorded, it may be that readings are being taken incorrectly or that the meter on site is faulty. If you can, check the electricity meter being used. Are there any other meters on site not being recorded? Is the meter a multiplier i.e. requires a factor of 10 or 100 to be applied to the reading? (this would be indicated by a symbol e.g. X 10 next to the display on the meter). General: As with waste, always check exceptions to the normal data entered eg. unusually high or low figures and also check for duplicate data entries 6.3 Checking Water Data (CA, BA) Compare the sites water use against the target. If the sites figure is significantly above or below the current company target they may have entered some data incorrectly. However some sites may be carrying out water intensive activities or wasting water unnecessarily which should be investigated. Check the meter is measuring in m³. Bam SMaRT requires monthly water use in m³. If the water use figure seems too high or too low it may mean that the meter is measuring in another unit such as litres. Page 38 of 48 V4 - Aug 2013

39 6.4 Checking Timber Data (CA, BA) Review certificates Check each timber supplier has an updated copy of their FSC and/or PEFC certificate uploaded onto BAM SMaRT. If there is a red flag next to the certificate number their license has expired and must be updated. Check the notes have certificate numbers. All deliveries of timber must be recorded on BAM SMaRT from the delivery ticket. Check that the details on the delivery ticket match those uploaded onto BAM SMaRT and the FSC and/or PEFC claim is correct. The delivery ticket should reference a FSC/ PEFC number and this should match the supplier s certificate number. Check quantities entered All entries over 5m 3 should be checked to ensure the correct figure has been entered. A common error is the entry of the total linear metres or square meters rather than cubic meters. No entry should be more than 100m 3 (as it is very unlikely this timber could fit on a lorry). 7.0 Other Functions (All) 7.1 Reports (CA, BA, PA, PU) There are a number of reports that can be accessed at various levels of the system as follows: Project Reports (PA, PU) Waste Report (Volume m 3 or Tonnage) Will display the waste by EWC code and waste type (C,D&E) for the project. Can also be filtered by date. Energy Report Will display the accommodation and construction site electricity, Subcontractor fuel and total CO 2 by month, and can be filtered by date. Project Waste carriers and Disposers Report Lists the facilities which have been used on the project to date with their known details. Business Unit Reports (CA, BA) Total Energy and CO 2 Report Will display the total energy use by project and energy type for the business unit. Can be filtered by date, and to show all projects, current projects, or completed projects in the date range. Energy Supplier Audit gas and electricity Will display meter name / MPAN, energy type, use, supplier account and total energy use data used at each project within that business unit. Can be filtered by date, and to show all projects, current projects, or completed projects in the date range. Waste EWC Report (volume or tonnage) Will display volume or tonnage of waste by EWC number. Waste Report (Volume m 3 or Tonnage) Will display the waste by site and waste type (C,D&E) for the business unit. Can be filtered by date, and to show all projects, current projects, or completed projects in the date range. Waste Facilities Report Will show all waste companies used in the region in the specified date range where recycling rate data is required. Can be filtered by date range. Sustainable Technologies Report Will display a list of the projects within a business unit and whether they have any renewable technologies. Can be filtered by date range, project type, project status, and technology. Energy Performance Certificate / DECs (FM) Report Will display a list of EPC results by project for the business unit. Can be filtered by date range, project type, project status, and EPC rating. Building Certification Report Will display a list of BREEAM and LEED results by project for the business unit. Can be filtered by date, BREEAM sector, BREEAM date, and project status. Toolbox Talk Report Will display the number of attendees present at subject talks from each project. Can be filtered by date, and by environmental or H&S categories. Pollution incidents Will display the sites with pollution incidents, who conducted the visit and when it was reported and the type of incident. Can be filtered by project, category (Major Pollution Incident, Near Miss, Minor incident or visit report) or date. Page 39 of 48 V4 - Aug 2013

40 Visit reports Lists the scheduled visits to the projects, the type of visit it was, who conducted the visits, the urgency of actions required to be taken and whether the actions have been concluded. CCS Report (For old scheme until 2012 & For new scheme from 2013) Will display the % of sites registered within that business unit against the industry average and BAM Construct UK Ltd average. The projects registered are listed and display the total score of the site visits. Can be filtered by date, project and/or CCS categories. The category score will be displayed when you filter by category. Timber Report Will display the total volume of timber at projects within the business unit, the % of timber which was sustainably sourced and the sourcing details of the timber. Can be filtered by date, use type (temporary or permanent) and project name. Water Report Displays the total water consumption and the different water use types (accommodation, construction site, permanent supply and whole site). Can be filtered by date, project and water use types. Operating Company Reports (CA) Monthly Construction Report (Volume m 3 or Tonnage) Displays a summary of performance for each Construction business unit. Can be filtered by date. Report can be run to show waste in either m³ or Tonnes. Total Energy and CO 2 Report Will display the total energy use by business unit and energy type for the company. Can be filtered by date, and to show all projects, current projects, or completed projects in the date range. Energy and CO 2 by use type Will display the total energy use by business unit and energy type for the different uses on site (accommodation, site etc.) Can be filtered by date, and to show all projects, current projects, or completed projects in the date range. Energy Supplier Audit gas and electricity Lists the details of the energy supply (including the meter name/ MPAN) and the total usage from that supply for each project. Company project report - Same information as the energy report at regional level, but with all regional information in. Subcontractor Fuel Report Provides two tables. Total fuel, listing subcontractor name, fuels used and equivalent CO 2 emissions. Fuel by project, lists the region, project and subcontractor with their fuel use. Waste Report (Volume or Tonnage) Will display the waste by business unit and waste type (C, D&E) for the company. Can be filtered by date, and to show all projects, current projects, or completed projects in the date range. Reports show either m³ or Tonnes. Waste EWC Report (Volume or Tonnage) Will display the types and amounts of waste within the construction, demolition, excavation and premises phases and the destination of the waste. Can be filtered by date or by project status. Report data available from 1st Jan 2011 only. Waste Facilities Report Will show all waste companies used in the company in the specified date range where recycling rate data is required. Can be filtered by date range and business unit. Sustainable Technologies Report Will display a list of the projects within the company and whether they have any renewable technologies. Can be filtered by date range, project type, project status, and technology. Energy Performance Certificate (EPC) / Display Energy Certificate (DEC) Report Will display a list of EPC results by project for the company. Can be filtered by date range, project type, project status, and EPC rating. Building Certification Report Will display a list of BREEAM and LEED results by project for the company. Can be filtered by date, BREEAM sector, BREEAM date, and project status. Toolbox talk reports Will display the number of attendees to each type of toolbox talk for each project. Can be filtered by date and type (environmental or H&S). Pollution incident reports Will display the region and site where a pollution incident has occurred, the type of incident and who reported it. Can be filtered by business unit, category (Major Pollution Incident, Near Miss, Minor incident or visit report) or date. CCS Report (For old scheme until 2012 & For new scheme from 2013) Will display the % of sites registered within that business unit against the industry average and BAM Construct UK Ltd average. The projects registered are listed and display the total score of the site visits. Can be filtered by date, business unit and/or CCS categories. The category score will be displayed when you filter by category. Page 40 of 48 V4 - Aug 2013

41 Timber Report Will display the total volume of timber within the business unit, the % of timber which was sustainably sourced and provides the volume of certified, verified legal and sustainable, verified legal or unverified timber. Can be filtered by date and use type (temporary or permanent). Water Report Displays the total water consumption and the different water use types (accommodation, construction site, permanent supply and whole site). Can be filtered by date. 7.2 Printing Information from BAM SMaRT (All) To print out any of the reports from BAM SMaRT (e.g. a copy of the filtered Waste Data Log) go to the required report and display the information you require on the screen. Once you have the information you want to print on the screen, click on File and then Print Preview in the Internet Explorer menu. You can either adjust the page to print out landscape, or change the zoom level, use the dropdown box that should be default as Shrink to Fit. Then click on the printer icon. 7.3 For further help and information, please contact the BAM Construct Environment team at Environmentaladmin@bam.co.uk Page 41 of 48 V4 - Aug 2013

42 8.0 Apprentices (All) In 2013 an apprentice module was added to BAM SMaRT to record details about apprenticeships on BAM projects. The module can be turned on by Business Unit and Company administrators. 8.1 Navigating to the apprentice module From the project homepage click on Sustainability KPIs Now on the Sustainability Key performance indicator page click on Apprentices 8.2 Adding a new apprentice Navigate to the apprentice module and click on add Click on add a new one Page 42 of 48 V4 - Aug 2013

43 Fill in the form with as much detail as possible; the required information is highlighted in bold. After clicking save, the apprentice will be added to BAM SMaRT and will be assigned to the project. 8.3 Updating apprentice details When you know the end date of the apprentice, or if you need to amend any details, navigate to the apprentice module and click on the Apprentice s name to open the record. The apprentice s details will be shown. Make the changes and click on save. Or click cancel to go back to the previous screen without making changes. 8.4 Assigning apprentices If an apprentice has already been added onto your region on BAM SMaRT and you would like to assign them to your project. Navigate to the apprentice module and click on add. Click select next to the individual you would like to add to your project The apprentice s details will be shown. Fill in the form with as much detail as possible; the required information is highlighted in bold. After clicking save, the apprentice will be assigned to the project. 8.5 Removing an apprentice from the project Page 43 of 48 V4 - Aug 2013

44 Next to each apprentice s record is a delete button. Click on this to remove the apprentice from the project. The details of the apprentice will stay on BAM SMaRT. 8.6 Validating apprentice details To ensure that the data on the system is accurate a sample of apprentice records should be reviewed by the nominated person in the region. Once an apprentice s record has been checked, put a tick in the QA tick box and click on save. This will record the name of the person checking the data and the data and time the review took place. 8.7 Apprentice reports You can access apprentice reports from the reports tab at the group or regional level. The report filters are slightly different: Group level report Region level report None of the fields are mandatory. Start date will include any apprentices that started after the date you entered End date will include and apprentices that started before the date you entered Trade and qualification will filter by the information about the apprentices trade and which qualification they are undertaking. Status will list all apprentices, apprentices that are allocated to projects that are current or apprentices that are allocated to projects that are completed, depending on the option that is selected. Business unit (group level) will list apprentices assigned to projects in the selected business unit Subcontractor (region level) will list apprentices that are assigned to the selected subcontractor Projects (region level) will list all apprentices assigned to the selected project. Page 44 of 48 V4 - Aug 2013