REVIEW THE PORTFOLIO 

The Portfolio screen provides the summary view for the firm’s overall portfolio and functions as the portal for access to the individual projects. Users can use the table to review, sort and investigate their firm’s projects, with summary metrics displayed for the overall portfolio. Users can also change the appearance and information presented in the table, including focusing the view of the portfolio to a specific year. They can add, duplicate or delete a project, as well as export the overall table. They can select multiple projects to submit at the same time. 

The main feature areas in the Portfolio screen include:

  • Summary
  • Projects Controls 
  • Projects Actions (Submit, withdraw, and advance projects)
  • Projects Table
  • Submit Portfolio

This short video provides an introduction to working with the Portfolio screen.

Navigating the Portfolio Screen

Summary

The portfolio summary box provides a brief overview of a firm’s portfolio.

 
  • Projects: The total number of projects within the firm's portfolio.
  • Submitted and In-Progress: Breakdown of submitted and in-progress (yet to be submitted) projects.
  • Total Area (GSF): The overall building area contributed for the current set of projects (Submitted and In-Progress). When the GSF for the portfolio exceeds 999,999 square feet, the field starts reporting in millions of square feet.
  • Reporting Year: The current reporting year’s projects are displayed by default. Selecting a different option in the “Reporting Year” drop-down list allows working with another year’s set of projects. By default "All" is selected, and all the firm's projects for the different reporting years will be displayed. Individual years can be selected from the drop-down list.

 

Projects Controls

 

Displays the Project Table columns that can be toggled ON and OFF in the Project Table by selecting the checkbox.

Project Controls 

Column Order

The Project Controls order determines the Project Table column order. The order is established by the categories listed from left to right and then top to bottom. Project Name is not shown in Project Controls as a category, but it will always be displayed in column 1 of the Project Table. Therefore the first Project Control category (Project ID shown in figure) will be column #2 in the Project Table. In the figure above:

  • Column #2 in Project Table = Project ID

  • Column #4 in Project Table = Project Category 

  • Column #6 in Project Table = Predicted (EUI/LPD) 

Changing Order

The order of columns in the Project Table can be adjusted by selecting a Project Control category and then "dragging and dropping" it in the desired column order. For example, in the figure shown, to move Predicted (EUI/LPD) from column #6 to column #3, Predicted (EUI/LPD) would be selected and dragged to where "Reporting Status" is shown, then released.   

Portfolio Projects Table

This interactive table displays the firm’s projects based on what Project Controls have been selected, as well as other searches. Each row in the table represents a phase for a project. If a project has multiple phases, such as concept, design development, and design closeout final, it will have multiple rows. A project phase can be selected as a set of project phases, by clicking the checkbox on the far left, or the project phase can be opened by selecting the Project Name.   

When the Project Name for an individual project is selected, the appropriate General Inputs screen will appear, depending on the project type. The checkboxes allow selection of single or multiple projects to submit for 2030 Commitment reporting at one time. Individual projects can also be submitted from their own General Inputs screen as well.

Portfolio project table fields

  • Final: This column indicates whether a Design Closeout Final phase has been set up and submitted for each project. If a Design Closeout Final phase HAS NOT been submitted for a project, then an orange dot is displayed in this column for each phase of the project. The figure below provides examples for a few scenarios to explain why an orange dot is displayed, and why it isn't.   

Orange Dot Scenarios

 

  • Project Name: The name associated with the project, which stays consistent across each project phase. If a project has been "advanced", the project name can be changed, but it will be changed for all the project views associated with the project.

  • Project ID: An auto-generated, unique value for each firm's project; the Project ID can also be changed. (Note: If a project has been "advanced", the project ID can be changed by an administrator, but it will be changed for all the project views associated with the project.)

  • Project Category: Displays if the project type is Non-residential, Residential or Interior Only.

  • Project Phase: Displays which of the five design phases the project is currently in (Concept, Schematic Design, Design Development, Construction Documentation, Construction Administration) or the other options of "occupied" or "closed".

  • Country: The country where the project is located.

  • State/Province: The state or province where the project is located. In addition to US states, states or provinces for Canada, China and India are currently incorporated into the DDx.

  • City: The city where the project is located.

  • Office Location: The signatory firm's office with which the project is associated. The options available on the Input screen are determined by the office locations that are entered on > My Account.  

  • Building Use Type(s): Displays the use types that are included with the project.

  • Area (GSF): The overall gross square footage for the project. If more than one use type is associated with the project, then the area displayed will be the sum of those use type areas.

  • % Reduction (pEUI/LPD)

    • For EUI: The project's (Non-Residential, Residential) percentage of predicted energy use intensity reduction:

      • % pEUI Reduction = (Baseline EUI - Predicted EUI)/ Baseline EUI

    • For LPD:  the project's (Interior Only) percentage of Lighting Power Density (W/sf) reduction:

      • % LPD Reduction = (Baseline LPD - Predicted LPD)/ Baseline LPD

  • Predicted EUI/LPD: The project's (Non-Residential, Residential) Predicted Energy Use Intensity (kBtu/sf/year) or the project's (Interior Only) Predicted Lighting Power Density (W/sf).

  • Baseline EUI /LPD: The project's baseline Energy Use Intensity (kBtu/sf/year) or the project's (Interior Only) Lighting Power Density (W/sf).

  • Goal EUI/LPD:

    • For EUI: Displays the project's GOAL Energy Use Intensity:

GOAL EUI = BASELINE EUI * (100% - CHALLENGE %)

CHALLENGE = Architecture 2030 target percentage reduction (70% as of 2015). 

 

  • For LPD:  Displays the project's GOAL Lighting Power Density:

GOAL LPD = BASELINE LPD * (100% - CHALLENGE %) 

CHALLENGE = AIA 2030 Commitment % LPD Reduction (25%).

  • Reporting Status: Identifies if the project has been "SUBMITTED" for the 2030 Commitment Reporting or if it is "In Progress".
  • Reporting Details: When a project has been submitted, the date stamp for the submission (month/day/year), the project phase, and the signatory firm user's name that submitted the project will be displayed.

  • Reporting Year: The AIA 2030 Commitment reporting year that the project is associated with.  The reporting year can be input or edited on the Inputs: General Inputs screen for each of the project category types.

  • Year of Occupancy: Displays the year of occupancy for the project, which can assist reviewing the project portfolio.

  • Inputs Responsibility: Identifies the firm user that is associated with the project. Primarily for firm internal use only.

 

Projects Table Features

There a few different ways to work with the projects table.Portfolio Project Table

  • Search: Type the desired text description, year, Project ID, number or other and select "Search".  All the projects are searched for the columns that are currently visible in the project table.  

  • Reset Search Results: Selecting this clears any previous search results and returns the project table to its default view of all projects being displayed.

  • Show Entries: Controls the number of projects visible on a single screen for the project table.  The default is 10 entries, with other options increasing in increments of 10 up to 50, as well as an option to display "All".

  • Column Selection: A set of column header titles are selected by default, but the columns displayed in the project table can be changed by selecting categories in the Project Controls. When the number of columns exceeds the available width, a scroll bar will appear. Each column header title is described in the projects section.

  • Multiple Selection: The check boxes on the left side of each project allow selection of multiple projects for the features > Submit, export or delete.

  • Column Sorting: For each column displayed the chevron icons next to the column title can be selected to sort the contents of the table in ascending or descending order based on the column selected.

  • Selecting a Project: Selecting the project name for the project leads to the General Inputs screen.

  • Design Closeout Final phase project tracking: It is beneficial to individual signatory firms, as well as to the overall 2030 Commitment, for each project to create and submit a design closeout final phase for each project. See Design Closeout Final section for more detail. On the project table, the design closeout final phase tracking for each project occurs in the “Final” column. If a project has not yet submitted a design closeout final phase for a project, an orange dot will be displayed in the column, as a reminder. If the project has submitted a design closeout final phase, then the orange dot will not be displayed for each and every phase associated with that project.

Projects Actions

This set of actions enables different ways of working with projects. We'll start with "> Submit", then move left to right and then down to the icons ending with "Export". “Show entries” will be covered in the Project Table section.  

Submit (Single or Multiple Projects) 

When the AIA 2030 Commitment minimum requirements on the general inputs page have been completed, projects can be submitted. A single project or multiple projects can be submitted from the Portfolio screen by selecting the project checkbox and then selecting > Submit. Projects can be created and submitted at each project phase (design stage), which creates multiple project views for the project. When a project is submitted (reported):

  • The project will be included in the AIA 2030 Commitment yearly reporting dataset set.

  • The project will be included in the larger pool of AIA 2030 Commitment projects that can be viewed in the Program Level Reports and Research.

  • The "Reporting Status" column on the Projects Table changes to "Submitted".

  • Identifiable project details will always be kept anonymous outside of the firm’s account.

Note: Projects can be withdrawn and resubmitted at any point. If multiple project phases have been submitted during the course of a reporting year, only the most recent is included in the AIA 2030 Commitment annual report dataset.    

Withdraw (Single or Multiple Projects)

The DDx is intended to be a live and flexible database for firms to manage projects. Projects may be withdrawn or resubmitted at any time if firms discover errors or want to make adjustments. But keep in mind the DDx tracks predicted design data so project details are expected to change over time, which can be captured by advancing the project to new design phases to track the latest project data. 

If a submitted project (or projects) needs to be withdrawn, select the checkboxes for a single project or multiple projects and then select > Withdraw.

Once a project has been withdrawn:

  • It is pulled out of the larger AIA 2030 Commitment data set, and it is not included in the data set presented in Program Level Reports and Research.

  • The "Reporting" column on the Projects Table for the project view goes blank.

  • The "Reporting Status" column on the Projects Table changes to "In Progress".

Advance (Single Project)

A single project that has been submitted can be "Advanced" to the next reporting year and/or the next project phase. On the Portfolio Screen, select the checkbox for a "Submitted" project and then select > Advance. This "advances" the input values for the previously submitted project to the next reporting year and/or project phase and creates a new Project View. This leads to the General Inputs screen so that edits can be made to the new project view (where reporting year field updates to the next year) prior to saving, which completes the process and confirms the creation of the new project view. This means the same input values for a project for the next reporting year or project phase do NOT need to input again. 

If multiple project views have been created for a project, each unique combination of reporting year and project phase will appear as a row on the Portfolio screen. However, the project views are associated with a single project. When a project view is selected and viewed on the General Inputs screen, any of the other project views can be selected from the Project View drop-down list, which contains a selection option for each one of the project views that has been created for that project. The selection displays the year and then the two letter abbreviation for the project phase. When a new project view is selected, the General Inputs screen updates to display the input values for that project view.

Advance (Multiple Projects)

To advance multiple projects that have previously been submitted, go to the Portfolio screen, select the desired projects, and then select > Advance. The dialog box displayed below appears.  

The dialog displays a table containing a row for each project selected and the columns for the Project ID, Project Name, Project Year (Reporting Year), and Project Phase. By default the Project Year value displayed is the year following year the project had previously been submitted. The Project Phase default value is the same project phase as the previous submission and it can be changed by making a new selection from the drop-down list.  

Once the project advance selections are complete, select ADVANCE and the following occurs:

  • A new project view is created for each of the projects selected (all input values are copied from the previous project view with the exception of the Project Year and Project Phase values selected in the dialog box).

  • The new project views appear at the top of the Project table on the Portfolio screen.

  • The new project views have an "In Progress" reporting status.

Add/Create

Creates a new project. Selection leads to the General Inputs screen to provide inputs for a new project, and a default Project ID is provided.

Duplicate

Selecting a checkbox for one of the projects in the table and then selecting the "duplicate icon" creates a new project containing ALL the same input values as the selected project. The duplicate project will not be saved into the Portfolio until a unique Project ID has been provided and the project is saved.

Delete

Single or Multiple projects can be selected by selecting the checkbox in the project table. Selecting the 'Delete icon' will generate a message to confirm the deletion. By selecting okay, the single or multiple projects are deleted from the firm's portfolio. Note: only "Owner" and "Administrator" user types can use this feature.

Export

Selecting the "Export icon" provides the choice of one of five export options in CSV or XLS format.  The active options are based on whether projects are selected on the Portfolio project table. If projects are selected, the "Export SELECTED projects" options will be active. Otherwise the "Export ALL projects" are active. 

The Export options include:  

  • Export ALL projects for ALL General Input screen values.*

  • Export ALL projects for ALL Project Table Columns.

  • Export SELECTED projects for selected columns.

  • Export ALL projects for ALL General/ Envelope/ HVAC Inputs.*

  • Export SELECTED projects for ALL General/ Envelope/ HVAC Inputs.*

* The export option contains the set of fields that are included in the Batch Import templates.

Submitting the Portfolio

This process allows a firm to evaluate and complete the portfolio submission process for the AIA 2030 Commitment reporting year. Only firms that submit a portfolio will be recognized in the AIA 2030 Annual Report.

 

This video provides an overview of the process. 

 

Let’s consider the scenario of a firm administrator checking the status of the firm’s portfolio as the reporting year nears the deadline. The main steps are:      

  • Step 1: On Portfolio screen, select “> Submit Portfolio”.

  • Step 2: Evaluate the Submit Portfolio Table to determine next steps:

    • Evaluate: Do the totals make sense for each Project Category, for the Project Status types and for the overall number of projects for the year?

    • Investigate: To investigate further, select the number in the cell for the specific Project Category and Project Status of interest to go to a filtered view of those projects within the Portfolio.

    • Complete: Determine:

      • What “In Progress” projects need to be completed, so that they can be submitted.

      • What “In Progress” projects are not being submitted.

      • If other projects need to be added to complete the full portfolio for the year.

    • Remember: The “Submit Portfolio” process is about marking completion of the submission of the firm’s portfolio for the reporting year. Selecting the “Submit” button (Step 5) will result in an error message until “zero projects” are displayed in each project category in the “In Progress” column.  

  • Step 3: Select the checkbox below the table to confirm the submission represents the firm’s full portfolio of projects for that reporting year.

  • Step 4: Verify Firm Information by selecting checkboxes. Select “> Update Firm Information” to make changes.

  • Step 5: Select “Submit” – if an error is displayed, go to the Portfolio screen and correct them, and then repeat steps 3 to 5.

 

Here are a few other things to keep in mind while submitting the portfolio:

Portfolio Table

At the top of the Submit Portfolio screen is a Portfolio Project Summary Table, which provides a snapshot of the status of the firm’s projects for the current reporting year. The table displays the project status (In Progress and Submitted) for each project category in the firm’s portfolio for the current reporting year. The project category totals are displayed in the last column on the right, and the Project Status totals are displayed on the bottom row of the table.

Each cell in the table that contains a number will hyperlink to a filtered view of the portfolio for the “Project Category” and “Project Status” selected. The hyperlink provides a quick way to view which projects are still in progress and if they are missing any minimum requirements.

Full Portfolio

An important goal for the AIA 2030 Commitment program is for firms to submit their overall portfolio for the year, rather than only reporting top-performing projects. The Full Portfolio Submission Commitment is based on the honor system. 

Verify Firm Information

Change happens, and an important part of the Submit Portfolio process is verifying that the firm information in the DDx is correct. If the Firm Size range, Primary Firm Contact details, and the Firm Office Locations listed are correct, please select all three checkboxes and proceed to Submit.

If changes need to be made to any of these three categories, select “> Update Firm Information”, which leads to the “>My Account” screen. Once the appropriate changes have been made and saved, return to the Submit Portfolio screen from the Portfolio screen to complete the Submit Portfolio process.


 

Submit

When “Submit” is selected, the DDx verifies that all projects for the current reporting year have been submitted and marks the firm’s portfolio as submitted. This triggers an update of the number of years reporting in the 2030 directory on the AIA web site; the firm will also be recognized for its active participation in the 2030 Commitment in the 2030 annual report and other AIA publications. Note that even when the portfolio is submitted changes can still be made to projects by adding, withdrawing, submitting or deleting.