BREEAM In-Use Client Training

Welcome to the BREEAM In-Use Client Training This is the BREEAM In-Use client training, an exam will follow. For information on who should be undertaking the exam please visit http://www.breeam.org/page.jsp?id=377 This training and subsequent online examination are a requirement of the BREEAM In-Use scheme. On completion, full access to the BREEAM In-Use online system will be granted.

Aims of the BREEAM In-Use Client Training To understand the basic principles of the BREEAM In-Use scheme To understand the process of the BREEAM In-Use scheme To understand the workings of the BREEAM In-Use online system To understand how to use the data and benchmark properties and/or portfolios

BREEAM In-Use Client Exam The BREEAM In-Use Client Exam can be found at: http://www.bre.co.uk/eventdetails.jsp?id=4664 It contains 25 multiple choice questions There is no time limit (it typically takes 30 minutes to complete) 60% pass mark Upon passing you will be contacted to confirm your user details for the BREEAM In-Use online system Once log in details are confirmed, you will be assigned an EPID This will grant full access to the BREEAM In-Use online system Note: An EPID is unique to each user account and is valid for the lifetime of the scheme

Required Documentation Before you start the training it is suggested that you download and review the following documents from www.breeam.org/inuse SD096 BREEAM In-Use Scheme Document BES 5058 BREEAM In-Use Standard PN506 BREEAM In-Use Online System User Manual FS021 BREEAM In-Use Fee Sheet

Contents of this online training course Introduction to BREEAM BREEAM In-Use Structure of the Scheme Assessment and Certification The three roles in BREEAM In-Use Client Auditor Quality Assurance The Online System BREEAM In-Use UK and International Preparing for the Exam

1. Introduction to BREEAM (Section 1 of 8)

What is BREEAM? Building Research Establishment Environmental Assessment Methodology

Environmental assessment method Specified by organisations Certification scheme Holistic Covers: Energy Water Waste Pollution Land use & ecology Health & wellbeing Transport Materials Management Voluntary Issue Based Tailored to project type: New buildings Existing buildings (BREEAM In-Use) Community developments Refurbishment projects Specified by organisations Customer focused Independent & credible

BREEAM The world’s longest established and most widely used environmental assessment method for buildings Created in 1988 and launched in 1990 Certified buildings in more than 50 countries Over 254,000 buildings certified, over a million registered for assessment since it was first launched. Network of over 4,000 independent licensed assessors across the world.

2. BREEAM In-Use (Section 2 of 8)

What is BREEAM In-Use? An environmental assessment method for existing (in-use) non-domestic buildings. A standard, easy-to-use assessment methodology and independent certification process On going assessment method to encourage continual improvements Improves environmental performance and building management Identifies parts of a property portfolio that are under performing and may require refurbishment or changes to the management practices Note: Part 3 of BREEAM In-Use is building type specific

Why is BREEAM In-Use important? Existing buildings make up the vast majority of the global building stock, therefore there is a massive opportunity to reduce their environmental impacts BREEAM In-Use can be used to assess buildings at an asset, building management and occupier level therefore providing an overall picture of a building’s performance BREEAM In-Use can be used to identify buildings that may need refurbishment, and can contribute to the improvement of the overall management of the building

BREEAM In-Use aims to… Change behaviour Reduce running costs Improve staff productivity Demonstrate commitment to Corporate Social Responsibility (CSR) Provide a genuine badge of proven sustainability Protect and enhance asset value Assess and monitor building and management improvements

Who is BREEAM In-Use for? Many people will want to use this scheme, in particular: - Building owners - Building managers - Building occupiers The scheme can be used in the UK and Internationally Used to: - Monitor the sustainability specification of their buildings - Assess management and organisational practices - Produce action plan to manage and improve sustainability of the asset and occupying organisation - Protect and enhance asset value

BREEAM In-Use provides the opportunity to… Optimise an asset’s overall environmental performance View the overall performance of a portfolio Create benchmarks for improvement Within your portfolio Against similar buildings Identify assets within a portfolio that are underperforming and require refurbishment Optimise the environmental performance of existing management systems and monitor improvements Reduce the overall running costs of an asset Improve on Corporate Social Responsibility BREEAM In-Use data can be used for reporting

Attributes of BREEAM In-Use Quick and simple Online data collection system and management tool Can be used for continual improvements Supports and builds on existing reporting systems Energy Performance Certificates Display Energy Certificates ISO 14001 ISO 50001 Global Reporting Initiative (GRI)

Benefits of BREEAM In-Use Benchmarks for Improvements Reduction on Running Costs Reduces Environmental Impact Best Practice Company Green Image International BREEAM In-Use Higher Rent / Property Marketability Corporate Social Responsibility

3. Structure of the Scheme (Section 3 of 8)

BREEAM In-Use Assessment Sections (4 outputs): Asset (Part 1)– assessment of the structure of the building and fixtures and fittings Building Management (Part 2) – assessment of how the building is managed (facility management) Occupier Management (Part 3) – Assessment of the organisation’s overall policies and activities that are conducted within the building Key Performance Indicators (KPIs) – Based upon 4 environmental categories: energy, waste, water and transport. KPIs can be used to measure year on year performance and benchmarks

Scope of BREEAM In-Use The scope of a BREEAM In-Use assessment is defined by the asset boundaries Assets assessed to BREEAM In-Use must be at least 2 years old Assessments made to Building Management (Part 2) and Occupier Management (Part 3) must be occupied for at least 1 year BREEAM In-Use is applicable to the following building types: Part 1 – Asset Part 2 – Building Management Part 3 – Occupier Management All non-domestic building types Offices Retail (coming soon) Healthcare (coming soon)

9 Key sustainability categories measured in BREEAM In-Use Energy Health and wellbeing Materials Management Land use and Ecology Pollution Transport Waste Water 9 Key sustainability categories measured in BREEAM In-Use

Each category is weighted differently (%), dependant on assessment part   Management Materials Transport Waste Water Health and well-being Pollution Energy Land use and ecology Asset weightings - 8.5 11.5 5 8 17 14 26.5 9.5 Building management weightings 15 7.5 5.5 13 31.5 12.5 Occupier management weightings 12 4.5 18.5 3.5 10.5 19.5

Assessment Sections

Part 1 - Asset Who is the assessment for? Building Owner/Occupier How could it be used to assess a multi-tenanted asset? The building owner’s assessment includes liaising with a sample of the occupiers to check whether central management practices are in place and fully implemented to meet the assessment criteria Note: Samples should be representative and include a selection of different occupier types. As a general rule samples are based on the square root of the total number of occupiers. For example if you have 100 occupiers you would be expected to sample a minimum of 10 occupiers.

Part 2 - Building Management Who is the assessment for? Facility Management/Occupier How could it be used to assess a multi-tenanted asset? The rating can be based on either common areas that a facility manager is responsible for or the occupier managed areas of the asset.

Part 3 - Occupier Management Who is the assessment for? Occupier How could it be used to assess a multi-tenanted asset? Part 3 must be assessed at the occupier level. Multi-tenanted buildings cannot be assessed as a single asset under Part 3, as each occupier will have different management practices.

Part 3 - Occupier Management cont. Part 3 is assessed slightly differently to Part 1 and part 2 of BREEAM In-Use as there are minimum requirements Part 3 is building type specific - currently only office building types can be assessed. Retail and Healthcare versions are currently being developed Scoring from part 2 of BREEAM In-Use feeds into part 3. The scoring is linked as there is a relationship between the facility management and the occupier management Part 3 of BREEAM In-Use can be used as an alternative to ISO 14001 (environmental management), ISO 50001 (energy), ISO 26000 (corporate responsibility)

Key Performance Indicators (KPIs) There are 10 KPIs The KPIs are based on the following environmental categories: Water Transport Energy Waste They can be used year on year to measure continued performance of a buildings throughout its lifetime.

BREEAM In-Use Statistics – Benchmarking Opportunities Statistics are available at www.breeam.org/inuse Statistics include: Assets certificated by country Age of assets certificated Asset certificated by building type Ratings achieved by age of building

4. Assessment and Certification (Section 4 of 8)

The BREEAM In-Use process BREEAM In-Use is a cyclical process designed to produce continuous improvements The process is initiated by the clients by registration of the organisation Clients enter data into the online system by registration and measurement of the property Clients can use BREEAM In-Use as a management tool (assessment only option) & can use unverified data to improve their process prior to certification Clients will need to employ a BREEAM In-Use Auditor to obtain certificates or verified reports Auditors can provide guidance following certification to help clients improve their assets, management progresses or organisational processes The next slide explains the BREEAM In-Use certification process

The Certification Process Assessments can be verified by a licensed BREEAM In-Use Auditor Certification can be sought following a successful audit (including site visit) Auditors must be contacted outside of the BREEAM In-Use Online system and a contract must be put in place before any auditing activities may be conducted Verified KPI reports can also be generated following a successful audit Note: It is suggested that clients wait until all of the measurements are ready for audit before submitting for certification as once any certificate/reports are requested the measurement will be locked, and will need to be re-measured at a fee to be reactivated.

Certification Pathway Register organisation Client defines asset Registration of asset / Re-measurement of asset Measurement of asset (conducted by client or licensed auditor) Outputs BREEAM In-Use certification Verified KPI reports Data made available and opportunities for an improvement plan (optional) Unverified KPI reports Guidance on improvements (optional) Site visit (Audit) BRE Quality Assurance

Defining the Asset & Asset Registration

Definition of an Asset The scope of the BREEAM In-Use assessment is defined by the boundaries of the asset. An asset does not have to include the whole building; it could include just part of a building for example a single floor. In such cases the scope of the BREEAM In-Use assessment must include all relevant amenity and service areas as part of the assessment. This may include shared amenity and service areas.  An asset cannot normally include more than one building. The only exception is where several buildings are connected and share common services to meet the majority of their demands and the buildings are similar in physical performance, for example in design and age. Policies must be the same across all of the buildings. An asset will need to be a headed space, e.g. a multi-storey car park would not be suitable for assessment under BREEAM In-Use

Defining complex assets BREEAM In-Use has been designed to be based on assets that are occupied There must be an enclosed building shell Buildings such as multi-storey car parks cannot be assessed against BREEAM In-Use Multi-tenanted assets can be assessed in different ways depending on each part of BREEAM In-Use

Registration of an asset Registration of an asset consists of entering Basic building details such as reference, address, type of building & year built etc.

Measuring an Asset

Measurement of an asset Once basic asset details are logged on the system, ‘measurements’ are registered against assets. A measurement provides access to the online questionnaire that once completed, deliver pre-assessed ratings against any section of the BREEAM In-Use Standard. Ratings are displayed on a dynamic dashboard providing a live update of the asset’s performance An asset measurement remains active for one year or until the point of certification, whichever is sooner.

Online Questionnaire ~240 questions Divided into parts 1, 2 & 3 and environmental categories Clients only need to answer the questions that are applicable to the part that they are assessing Most questions have answers in drop-down lists

Question Types No need to answer every question The more questions answered the more points attained Credits are awarded depending upon answers given and weighted No credits are awarded for the following answer options: Question not answered - No Unknown - Other Questions requesting consumption data require actual input data Client Comments are required for certification Validation text/document reference* *must be completed if applying for a certified rating Note: For questions where the answer is entered via free text the responses are also used to calculate the KPIs

Outputs

Star Ratings: <10% UNCLASSIFIED - For each part, BREEAM In-Use provides Star Ratings which vary between 1-6 and range from Acceptable to Outstanding: <10% UNCLASSIFIED - >10% ACCEPTABLE >25% PASS >40% GOOD >55% VERY GOOD >70% EXCELLENT >85% OUTSTANDING Note: The BREEAM In-Use assessment criteria are different to those of any of the other BREEAM scheme. Therefore, direct comparisons cannot be made between the schemes.

Verified / Unverified Outputs Once the online questionnaire is completed, the online system will generate the final score achieved – by each individual category and an overall score for each part This unverified data can be used to see how the asset is performing, highlight areas for improvement and be used as a way of managing performance Unverified KPI reports can be requested through the system at this stage Another option at this stage is to certify these outputs with the use of a BREEAM In-Use licensed Auditor An Auditor will conduct a site visit to verify the information inputted in the questionnaire is accurate, and can request BREEAM In-Use certification on your behalf Please view the next slide to see the benefits of certifying BREEAM In-Use outputs

What are the benefits of certification? Provides independent third party confirmation of the environmental impact of asset and/or management systems Enables you to publicise the achievement of gaining BREEAM In-Use certification of your asset Provides concise and authentic data to promote improvements to assets Annual certificate renewals allow you to reflect on current practices and encourage improvement Enables you to view portfolio graphs based upon certificated data allowing comparison against other buildings within that portfolio Certificates show a breakdown of how the buildings are performing in each category, and an overall indication of the assets environmental performance Certified assets will be listed on www.GreenBookLive.com

After Certification

Quality Assurance conducted on licensed BREEAM In-Use Auditors There are several quality checks that are undertaken by BRE Global to ensure that the integrity of the scheme is maintained You may be contacted post certification if we conduct a client follow up review audit on the auditor. The audit will take no more than 5 minutes of your time and it is aimed to gauge if you were satisfied with the level of service that the auditor provided, and that the auditor approached the audit in the correct manner

Auditor Guidance Auditor guidance can only be provided after certification Once certification has been sought and areas for improvement have been highlighted, Auditors are able to provide guidance on how to achieve these improvements Auditors can highlight trends within the BREEAM In-Use data, indicate ways of improving current practices and advise on product recommendations Note: Not all Auditors will offer this service as it is not a requirement of the BREEAM In-Use scheme

Certificate Renewal Certificates are valid for a period of one year before they require renewal, providing no significant changes have been made to the asset or building management systems If no significant changes have been made, then the asset is only subjected to a site visit / audit every three years for part 1 and 2 certificates Part 3 certificates require a site visit / audit annually Certificate renewal will show on going commitment to the BREEAM In-Use scheme Certificate holders will retain a valid certificate and listed ratings will remain on www.GreenBookLive.com

Re-measurements The BREEAM In-Use questionnaire and scoring functionality (measurement) of each individual asset will automatically be locked after a one year period or when certification is requested Measurement data will remain in the system until the measurement is re-opened on the online system and changes are made If you wish to re-open the measurement you will need to pay the re-measurement fee (see fee sheet FS021 for more details) Note: If there is a significant update to the assessment methodology between different versions of BREEAM In-Use clients may be asked to re-input data

5. The three roles in BREEAM In-Use (Section 5 of 8)

Client Role

Role of a Client To complete the online BREEAM In-Use assessment Provide client comments for each answered question (required for certification) Collate evidence to pass to the BREEAM In-Use auditor (required for certification) Contact a BREEAM In-Use Auditor outside of the online system and put a contract in place if certification is required Criteria To become a BREEAM In-Use client you must complete the BREEAM In-Use client training and examination Without completing the BREEAM In-Use client training, users cannot complete the BREEAM In-Use question set or view the dynamic dashboard

Things to consider as a client What is the intent of the question? Has the intent been met? Are the client comments complete? (required for certification) Is there evidence to back up your answer? (required for certification) Would an auditor be satisfied with the evidence? Could the answers be defended if challenged? Where to go for help FAQs located at www.breeam.or/inuse Queries can be sent to inuse@bre.co.uk

Auditor Role

Role of an Auditor To independently verify the data that the client has entered into the online questionnaire To request BREEAM In-Use Certification on behalf of clients Auditor can assist in completing the assessment prior to certification, providing no consultancy services are offered Auditors may give guidance to clients after certification Auditors are QA checked by BRE A list of licensed auditors can be found at www.GreenBookLive.com

What the Client can expect from the audit The Auditor will typically spend half a day to a full day at the asset, during the site visit; the length of time at a site will depend on the size of the building The Auditor will typically collect the following evidence: Front covers of documents Relevant sections of documentation Copies of polices Plans and site drawings Take photos Auditors may interview staff members to ensure that polices and procedures have been implemented

Quality Assurance Role

Role of Quality Assurance (QA) Carried out by BRE Ensuring the quality of the scheme is maintained A call in of Auditor’s records will be requested for at least 5% of audited assets for review by a BRE Global quality assurance auditor to judge the quality of the completed certification The quality assurance audit process considers the key risk areas Level of experience of individual Auditor Professional behaviour in dealings with other parties Professional competence in assessing energy and environmental performance compliance calculations Compliance with laid down standards Potential for fraud by Auditors or their employers

What to expect from the role of QA QA is on the auditing process, not on the asset assessment itself For the QA process, most of the information required will be obtained from the Auditor Only in exceptional cases will the client be contacted directly with regard to providing information / evidence relating to the auditing process

6. The Online System (Section 6 of 8)

Introduction to the BREEAM In-Use Online System The BREEAM In-Use online system is used to: Assess an asset using the BREEAM In-Use questionnaire Group assets into common building portfolios to allow comparisons View a dynamic scoring platform Request BREEAM In-Use certification Note: BREEAM In-Use International will initially be launched using a separate tool outside of the scope of the BREEAM In-Use online system.

Access to the system URL: http://www.breeaminuse.org/ You will not be able to unlock the full functionality of the system until you receive an Exam Pass Identifier (EPID) from BRE This is obtained by completing this online training and exam sarahy@demo.com passw0rd

General navigation rules Always use hyperlinks and buttons within the online system to navigate: Never use browser buttons (forward or back) Browser buttons will not work To see further details for current level use this button: An online system user manual is available at www.breeam.org/inuse Remember to continually save your data Timeout will occur after 90 minutes of inactivity

Payment Payment for the assessment and certification processes can be done through the BREEAM In-Use online system Payment results in the funding of ‘Credits’ which are broken down as follows: Client: Registration / Measurement Credits Auditor: Certificate Credits Bulk assessments eligible for a discount must be requested through a cost proposal at inuse@bre.co.uk Payment for the audit and certificates (which are purchased by the Auditor online) must be made directly to the Auditor organisation

Step 1 - Register Organisation / Login Register by clicking one of the links highlighted in red Log in by entering details set up in the registration stage, then press the login button in Green

Step 2 – Define User Permissions There are different levels of user within the BREEAM In-Use online system: Portfolio Owner – Portfolio Owners have unlimited privileges within the BREEAM In-Use online system. Duties include creating an online system account for their organisation, purchasing credits and allocating Portfolio Managers and Asset Managers. Portfolio Owners are the Client’s main point of contact for BRE Global Portfolio Manager - responsible for control of pre-assessment of portfolios designated to them Property Manager - responsible for pre-assessment activities, can log assets and submit pre-assessments Asset Manager - responsible for pre-assessment activities These can be defined using the User Maintenance link in the system

User permissions  User Action Portfolio Owner Portfolio Manager Property Manager Asset Manager Purchase credits   View other portfolio details Edit property data Create New Users Log Pre-assessment Submit Pre-assessment Pre-assess

System User Tree There can be a number of users assigned to the BREEAM In-Use online system. The further up the user tree the more responsibility each user has. There maybe several portfolios created within the account. Note: There can only ever be one type of each user assigned to each ` portfolio Portfolio Owner Portfolio Manager 1 Portfolio Manager 2 Portfolio Manager 3 Asset Manager 1 Asset Manager 2 Property Manager 1 Property Manager 2

Step 3 – Log New Portfolio

Ensure that you select yourself, or the user you would like to manage the portfolio, to be the Portfolio Manager

Step 4 - Log a New Property (Asset) Click on the portfolio name created Click ‘Log New Property’

Complete property (Asset) details

Step 5 – Register new Measurement

Step 6 - BREEAM In-Use questionnaire

Online Questionnaire Use the tabs to select each assessment part and specific categories, to view questions

Offline Questionnaire: PDF Upload Questionnaire functionality Warning that data will be overwritten Can be used as an aid-memoire Advised not to use unless working offline at an asset without wireless internet connection Upload to view score and additional functionality

Step 7 – Outputs Portfolio Graphs Dynamic Scoring

Note: Portfolio graphs are available once data has been certificated Portfolio graphs based upon certificated data (Portfolio Owner view only) Note: Portfolio graphs are available once data has been certificated

The online dynamic scoring

7. BREEAM In-Use UK and International (Section 7 of 8)

BREEAM In-Use: An International Scheme BREEAM In-Use can be used anywhere in the world as the assessment methodology is generic There is more data on the current uptake of BREEAM In-Use by country within the BREEAM In-Use statistics located at www.breeam.org/inuse BREEAM In-Use Registered assets map (January 2013)

BREEAM In-Use UK/ BREEAM In-Use International BREEAM In-Use was initially developed as a UK based scheme. Assets located outside of the UK are only able to achieve a BREEAM In-Use baseline score (an indicative score), due to some questions being based upon UK local practices, regulations, energy methodology and climatic conditions The International scheme is more inclusive of assessments undertaken outside of the UK. BREEAM In-Use International enables users to make comparisons between assets, irrespective of their geographical location, and provides them with a rating that is universally recognised and understood Note: If you would like to assess against BREEAM In-Use International then you will need to request us to create you a cost proposal at www.breeam.org/inuse

National Scheme Operators National Scheme Operators (NSOs) develop and own country specific local versions of BREEAM In-Use and are affiliated to BREEAM Schemes operated by NSOs are based on the BREEAM In-Use question set with additional questions that are relevant to a particular country NSOs translate the questions into their local language and offer training, licensing and certification packages If an asset is based in an NSO operated region then the measurement (assessment) will need to be registered with that NSO

NSOs under development: Current NSOs: BRE Global (BREEAM In-Use UK and BREEAM In-Use International for assets registered outside of NSO territories) www.breeam.org/inuse Dutch Green Building Council (Netherlands) www.breeam.nl Instituto Tecnológico de Galicia (Spain) www.breeam.es DIFNI (Germany) www.difni.de NSOs under development: Norwegian Green Building Council (Norway) www.ngbc.no

8. Preparing for the Exam (Section 7 of 8)

How to access the BREEAM In-Use Client Exam Pay for your exam at: http://www.bre.co.uk/eventdetails.jsp?id=4664 You will be emailed a link to the exam You will need to register for the exam site N.B. this is different to your registration to the online system Upon passing users will be contacted by the BREEAM In-Use Team to confirm the correct user details for the Exam Pass Identifier (EPID) The BREEAM In-Use Team will assign an EPID to the user’s account granting full access to the online system

Useful documents SD096 BREEAM In-Use Scheme Document BES 5058 BREEAM In-Use Standard PN506 BREEAM In-Use Online System User Manual FS021 BREEAM In-Use Fee Sheet Frequently Asked Questions BREEAM In-Use All documents are available at www.breeam.org/inuse

Keep up-to-date with BREEAM If you would like to contact us about BREEAM In-Use:- T: +44 (0)1923 664462 Inuse@bre.co.uk http://www.breeam.org/inuse Keep up-to-date with BREEAM:- @BREWatford www.breeam.org BREEAM Official Group www.greenbooklive.com

Thank You