PN 194-5 - BRE Global CSH AAPS User Manual

PN 194-5 - BRE Global CSH AAPS User Manual
User Manual
April 2015
Code for Sustainable Homes
Automated Assessment Processing
System
www.thecsh.co.uk
Contents
1
About this guide
2
Introduction to our Automated Assessment Processing System 4
2.1
2.2
2.3
2.4
2.5
2.6
3
3.1
3.2
4
4.1
4.2
4.3
4.4
4
Who can use the system
Overview of system features
System queries and support
Technical guidance
Email
Related documents
4
4
5
5
5
5
Assessment workflow diagrams
6
Overall CSH workflow diagram
Registration and report completion workflow diagram
6
7
Logging onto the system
8
Work summary
System time out
The control panel
Logging out
8
9
9
10
5
Registering an assessment
12
6
Search Functionality
16
7
The assessment details tab
17
8
Creating dwelling addresses
20
To create a new address
Duplicate address details
Creating a range of dwelling addresses
Importing dwelling addresses
Amend an address
Delete an address
20
22
24
25
28
29
Entering assessment details
31
Creating a new spec ID
Adding a specification detail
Free text fields for supporting information
The Spec ID and Evidence Counters
Assigning a spec ID to a dwelling
Amending spec ID’s
Unassigning spec ID’s
Deleting spec ID’s
Helpful notes on Spec IDs
32
34
36
37
37
40
42
43
44
Creating Evidence Records
47
Improvements to the evidence module
Adding Evidence Records
The Evidence entry form explained
Saving the evidence record
Assigning or Linking Evidence Records to Spec IDs
Spec ID Detail Screen
Creating a link
Removing links
Helpful Notes on Application of Evidence
47
47
50
53
53
54
55
58
60
8.1
8.2
8.3
8.4
8.5
8.6
9
9.1
9.2
9.3
9.4
9.5
9.6
9.7
9.8
9.9
10
10.1
10.2
10.3
10.4
10.5
10.6
10.7
10.8
10.9
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11
Checking the Report
61
The check list screen
The assessment details check
The dwelling addresses check
The credit summary
61
63
64
65
Viewing scores
67
The score summary
Detailed score summary
67
68
The Report Maker
69
Using the report maker for assessments with DS/ PC Assessing status
Using the report maker for assessments with DS/ PC Certified status
Importing corporate logos
69
70
71
14
Re-assigning assessments
74
15
Report submission
75
Pre submission Quality Checks
Submitting the report
Report status
75
75
78
11.1
11.2
11.3
11.4
12
12.1
12.2
13
13.1
13.2
13.3
15.1
15.2
15.3
16
16.1
16.2
16.3
17
17.1
18
18.1
18.2
19
19.1
20
20.1
20.2
20.3
20.4
20.5
20.6
20.7
Managing reports which do not pass Quality Assurance checks79
Reports that do not pass the QA admin check
Report does not pass the QA check
Resubmitting the assessment
79
80
81
Managing certificates
82
Downloading certificates
82
Copying DS assessments to PCS
84
Copying ‘Certified’ DS assessments to PCS
Copying ‘Uncertified’ DS assessments to PCS
84
85
Archiving
87
Restoring to the Work Summary screen
89
Phasing Assessments
91
General system rules around phasing
Information copied during phasing
Identifying an assessment phase
Creating a phase
Viewing the new phase
Editing a phase
Phasing – best practice
91
92
92
93
96
97
99
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1
About this guide
We are continually improving the CSH Automated Assessment Processing System, and therefore,
some of the screens in this manual may not reflect the latest changes.
Any comments or suggested improvements regarding this user guide can be emailed to the CSH
mailbox at [email protected]
2
Introduction to our Automated Assessment Processing System
This User Manual provides licensed BRE Global Code for Sustainable Homes (CSH) assessors with a
step by step guide to using the new Automated Assessment Processing System.
Historically, all BREEAM assessments were completed using a paper based system supported by a
spreadsheet tool.
The new system is a web based software tool which can be accessed from any internet enabled
computer platform. It has been designed to substantially reduce the time taken for issuing CSH
certificates.
The system will enable assessors to manage all of their CSH assessments from the registration stage
through to issuing the final certificate.
Licensed assessors can register an assessment, complete and submit reports using the system. After
the assessment has been certified, electronic copies of certificates can be downloaded from the
system.
2.1
Who can use the system
Only CSH Assessors licensed by BRE Global can have access to this system.
Licensed assessors can register for a system user account via the “Register a New Account” button,
located on the system home page, at www.thecsh.co.uk. A license check will then be carried out by
BRE, before the account is verified, and system access granted.
If an assessors license lapses, system access will be disabled, until the license is renewed/
2.2
Overview of system features
This new system will enable licensed assessors to:
·
Register new Design Stage (DS) and Post Construction Stage (PCS) assessments.
·
Complete and submit DS and PCS reports.
·
Monitor the status of DS and PCS assessments.
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·
Download copies of DS and PCS certificates.
2.3
·
For support with the CSH Assessment Processing System, please refer to this guide in the first
instance.
2.4
·
System queries and support
Technical guidance
For technical guidance and general queries relating to the Code for Sustainable Homes
(including help and support with using the Automated Assessment Processing System) please
call;
0333 321 811
·
Telephone lines open Monday to Friday 9am to 5pm.
2.5
·
Emails should be sent to [email protected]
2.6
·
Email
Related documents
BRE CSH Operations Manual (available via the BREEAM extranet)
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3
3.1
Assessment workflow diagrams
Overall CSH workflow diagram
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3.2
Registration and report completion workflow diagram
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4
Logging onto the system
·
Open your internet browser and go to this address www.thecsh.co.uk
·
Enter your Username.
·
Enter your Password.
·
·
Click the Login button.
·
Your personal Work Summary page will then be displayed:
Please Note ! Keep your password secure. Do not allow any other person to know your password or
to use your CSH Automated Assessment Processing System account.
4.1
Work summary
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·
The Work Summary page (above) displays a table detailing all assessments that are currently
assigned to you.
·
The Status column shows which stage of the reporting process the assessment is at.
Status
Description
DS/ PCS Assessing
Report registered and available to edit before
submission for QA and certification
DS/ PCS Submitted
Report submitted for QA
DS/ PCS Certified
Design Stage Certificate Generated
DS/ PCS Checking (Admin)
Report in QA procedure
DS/ PCS Checking (QA)
Report in QA procedure
DS/ PCS Passed
Report passed QA procedure
DS/ PCS Action Required
Report failed QA (admin or credit check) procedure
DS/ PCS Resubmitted
Report submitted after QA failure corrections
DS/ PCS Certifying
Design Stage Certificates being Generated
DS/ PCS Expired
Scheme version for report has expired
Please Note ! The report can only be completed or amended when the status is DS/ PCS Assessing,
or DS/ PCS Action Required.
·
You have the option to create new reports, and view or amend existing reports from here.
4.2
·
System time out
After approximately 10 minutes of system inactivity (i.e. no button clicks) the system will
automatically log you out. You will be required to log in again to access your records.
4.3
The control panel
·
A link titled Control Panel exists at the top of all pages within the system.
·
When opened, this link takes the user to the Control Panel main page
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·
·
Once on the Control Panel main page, the user can perform a number of functions:
Edit Registration Details - This allows the user to edit their account details, including
their username.
o
Change My Password – This option allows the user to change their password.
o
Summary Reports – More detail will be released on this in the future
o
Latest System Updates – This link takes the user to a screen that shows the latest
system updates that have occurred on the CSH system
In order to return to the work summary screen, please click on the Manage Assessment Report
option
4.4
·
o
Logging out
It is important for data security that you do not remain logged in to the system if leaving your
personal computer unattended. (The system will automatically log you out after approximately 10
minutes of system inactivity).
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·
Before logging out, ensure your work is saved by clicking the Update or Save button on the page
you are using.
·
Click on the Log Off text at the top right hand corner of the page:
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Registering an assessment
·
Login to the system as described in Section 3 of this Manual.
·
From the Work Summary page, click either the Registration tab at the top of the page (For
entering DS registrations only) or click on the Register New Design Stage Assessment (or Post
Construction Stage Assessment – if applicable) link at the bottom of the assessment list.
Please Note ! The registration process described in this section details a Design Stage Assessment
(DS). The process for registering a Post Construction Stage Assessment (PCS) is broadly similar.
·
The DS Registration page is displayed.
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·
The Date, Scheme, Scheme Version, Assessor Name, Assessor Reference Number and
Assessor Organisation fields are populated automatically.
·
Complete all appropriate fields on the form.
·
Please Note ! the following fields are mandatory (and are indicated with a red asterix) and must
be completed before the assessment can be registered;
o
o
o
o
o
o
o
o
Working Name. (This field is used to help the assessor identify the development. This can be
the same as site name)
Site Name
Site Address
County
Postcode (Outer)
Local Planning Authority
Developer – 1
Number of Units
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·
Once all details are entered, tick the Registration Complete tick box and click the Save button in
order to register the assessment.
·
The registration is saved and the Work Summary page is displayed.
Please Note ! Although the registration is now locked, most of the registration details entered are
editable within the Assessment Details page of the corresponding report. Where details cannot be
edited, please email [email protected] with the report reference, field name and
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Search Functionality
·
A search box is located on the Work Summary screen to allow easy location of specific
assessments. It searches through the contents of all pages within the Work Summary.
·
In order to locate an assessment it is possible to search by a partial or whole Working Name or
Registration Number. Once the search term (e.g. 0558 or Beechwood) has been typed into the
text box on the top right and “Search” has been clicked, any assessment with that term anywhere
within the Working Name or Registration Number will be listed on the Work Summary screen.
·
Page Numbers have also been added to the Work Summary screen in place of a scrolling list. A
selectable list of all pages in the Work Summary will appear on the bottom left of the screen. The
currently selected page will appear on the bottom right of the screen.
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The assessment details tab
·
By clicking on the DS Assessing status text following a successful registration, the user enters
into the CSH report completion area of the system.
·
The Assessment Details tab is the default tab displayed when DS/ PCS Assessing status is
clicked
·
The Assessment Details tab contains the Assessment Details form:
·
This page has four main sections;
1.
2.
3.
4.
Main Parties
Site Details
General Description of Site
Category Summary
·
When first opening the Assessment Details form, please enter as much data as possible.
·
It will be necessary to return to this page and complete all main party and site details as the
assessment progresses.
·
The General Description of Site and Category Summary sections of this page are not mandatory
for completion.
Please Note ! The information in the Assessment Details is used to populate the dwelling
certificates and it is the responsibility of the assessor to ensure this information is correct.
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Please Note ! There is a character limit of 30 for the Organisation fields within the Client/ Housing
Body, Developer and Architect sections. This is due to space for these details on the DS and PCS
certificates.
Please Note ! Each free text field within the General Description of Site and Category Summary
sections has a character limit of 450 characters (which includes spaces), which is 9 full lines of text. If
more than 450 characters are entered, the system will not save any of the data entered into the field.
Please Note ! If the user is copying and pasting from a word processing application (such as Microsoft
Word), it is strongly advised that text is copied and pasted via Notepad. This ensures that no hidden
formatting is carried across, which may cause report corruption.
·
When you have completed as many details as possible tick the Update Complete tick box and
click the Update button.
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·
The Dwelling Addresses page will then displayed.
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8
·
Creating dwelling addresses
After an assessment is registered, the next step is likely to be the entry of dwelling addresses.
Please Note ! When amending or adding further addresses to an assessment, this page may be
reached by clicking on the Dwelling Addresses tab.
8.1
To create a new address
·
From the Dwelling Addresses page;
·
Click on the Add New Dwelling Address link.
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·
The Dwelling Address details page is displayed.
·
With regard to dwelling addresses, each individual record can be saved as Complete or
Incomplete, by ticking or un-ticking the Complete tick box before clicking on the save/ update
button. This functionality has been included, to help assessors keep track of dwelling address
records that they have only entered partial address information for. The status of each dwelling
(Complete or Incomplete) is shown on the addresses summary screen.
Please Note ! The CSH system will not allow a report to be submitted unless the assessor has saved
all dwelling address records as Complete.
·
Enter as many dwelling address details as possible. The following fields are mandatory and must
be completed before a dwelling address record can be saved as Complete.
o House Name/No: and / or Plot no:
o Town/City:
o County
o Post Code: (Outer)
·
The following fields should be filled in as described below:
o Street 1: If address details are unavailable, substitute with site street address
o Town/City: If site is not in a town or village please enter nearest city, town or village
·
If you have finished entering all available dwelling address details and do not wish to use the
duplicate address details function (see below), click the Save button to save the address record.
Please Note! Dwelling address information entered here is used to populate certificates at the
end of the process.
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·
The Dwelling Addresses summary page is displayed, summarising all address records for this
assessment.
8.2
Duplicate address details
·
It is possible to use the details you have entered for other address records which share the same
details.
·
If you wish to do so, whilst creating an address record tick the Duplicate for Next New Record
tick box and click the Create Next button.
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·
The record you are currently creating will be saved and a new address record will be created with
all fields except the House Name/No: and Plot no: fields populated. You must enter these details
for each new record.
·
Once you have completed entering all address records, untick the Duplicate for Next New
Record tick box and click the Save button to save the final address record.
·
The Dwelling Addresses summary page is displayed, summarising all address records for this
assessment.
Please Note ! Dwelling address records can be duplicated as complete OR incomplete, by ticking or
unticking the ‘complete’ box as appropriate, before clicking Create Next.
Please Note ! The EPC Number and CO2 Rating are mandatory for PCS Assessments only. They are
not required when completing DS assessments.
NB CO2 Rating should be a whole number between 1 and 100 only (no letters)
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8.3
Creating a range of dwelling addresses
·
Users are also able to create a range of dwelling addresses
·
In order to do this, complete the “Or Plot No’s” section with a range of plot numbers
·
Other mandatory fields in order to complete a range of dwellings are:
o Town/ City
o County
·
Once these fields are completed click on the Create Range button.
·
Click the Back button to return to the dwelling address summary screen:
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8.4
Importing dwelling addresses
·
Users are able to import dwelling addresses onto the dwelling address summary screen from a
Microsoft Excel template.
·
From the Dwelling addresses page;
·
Click on the Add New Dwelling Address link.
·
The Dwelling Address details page is displayed.
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·
Click on the Download Excel template link at the bottom of the Dwelling Address details page.
·
The template will be displayed;
Please Note ! At the bottom of the spreadsheet there is a tab for a worksheet called Read Me. This
provides detailed instructions on how to use the spreadsheet.
·
When all dwelling address details to be imported have been entered onto the template, please
save it.
·
Click on the Browse link at the bottom of the Dwelling Address details page.
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·
Select the file that has been saved, and click on Upload Dwellings.
·
The dwelling address details entered will be displayed on the Dwelling Address summary screen;
Please Note ! Dwelling address records can only be imported as INCOMPLETE using the import
dwelling address functionality. All dwelling address records will have to be edited and marked as
COMPLETE manually, before the report can be submitted.
Please Note ! ONLY the supplied template available on the CSH system should be used to import
dwelling address records onto the CSH system.
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8.5
Amend an address
·
From the Dwelling Addresses summary page, click on the Edit button in the right hand column of
the appropriate address record.
·
The Dwelling Addresses details page is displayed. Amend the details of the dwelling address
record as required.
·
Once amendments for this address record are completed, click on the Update button to save the
changes.
Please Note ! The report cannot be submitted until all dwelling address records show a status of
Complete.
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·
The Dwelling Addresses summary page is displayed, summarising all dwelling address records
for this assessment.
8.6
Delete an address
·
From the Dwelling Addresses summary page, click on the Edit button in the right hand column of
the appropriate address record.
·
Please ensure that this is the dwelling address record you wish to delete. If you are sure this
address needs to be deleted, click the Delete button
·
The Dwelling Addresses summary page is displayed, summarising all address records for this
assessment.
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Please Note ! If you have previously allocated spec ID’s to a dwelling, and you wished to delete that
dwelling address, then you must first unallocated all the spec ID’s assigned to that dwelling before
proceeding with the delete.
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9
Entering assessment details
·
Once the assessment is registered and the summary details are entered the next stage will be to
describe and assess the range of specifications applicable for each dwelling against each of the
34 Code issues. As specifications are added against each issue, the system awards them an ID
number, hence they are referred to as Specification ID’s, or “Spec ID’s” for short.
·
In the context of the Code for Sustainable Homes, a Spec ID can be defined as:
“A way of describing how credits have been achieved for a particular issue.”
·
As an example, for Ene 1 a spec ID might be called – “House type A”. This would be in relation to
SAP assessments.
For Ene 4, a spec ID might be called “10 metre washing line”.
·
As a spec Id can be defined through the way in which credits are achieved, it could be applicable
to one or more (possibly all) of the dwellings being assessed on the site. This should help to
prevent duplication of information, and aid the assessor when the PCS assessment is undertaken.
·
From the Work Summary page, click on the DS Assessing Status text for the assessment you
wish to update.
·
The Assessment Details page is displayed.
·
Click on the Summary tab
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·
The Issue Summary page for the selected assessment is displayed.
9.1
Creating a new spec ID
·
From the Issue Summary page, select the issue you wish to record specification details for, and
click on the Edit text in the far right column for the issue.
·
The Issue Details page is displayed.
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Please Note ! The Issue Details tab can’t be accessed directly. This tab is automatically highlighted
by the system when an individual issue is opened from the Issue Summary page.
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9.2
Adding a specification detail
·
To create a new Spec ID, click on the Add New Specification button.
·
The Specification Details page is displayed.
·
Complete all fields on this page (other than the related evidence number field – this should be
completed after evidence has been entered) and specify the number of credits awarded.
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Please Note ! The Related Evidence Number field (highlighted in the image on the previous page) is
used to indicate which evidence entries apply to an individual Spec ID. Entering evidence is
discussed in the next section of this guide. Once evidence has been entered, the related evidence
number field can be selected as appropriate for each spec ID by clicking on the Blue Cross symbol
next to the field (see the image at the bottom of this page).
Once the Blue Cross has been clicked the Evidence Assignment tab is visible (as in the image above).
This allows assignment of previously created evidence to the Spec ID currently being edited. All
evidence items which exist within the issue will appear in this selection list. Simply click in the “Assign”
box for the appropriate piece of evidence and then click “Save” to associate evidence to a Spec ID.
Please Note ! EVIDENCE ASSIGNMENT IS COVERED IN THE NEXT CHAPTER OF THIS MANUAL
Please Note ! Each Issue has different information requirements; please ensure credits are awarded
in line with the criteria set out in the relevant version of the Code Technical Guide. Please ensure full
and clear descriptions are used where appropriate. Any incorrectly awarded credits, or lack of clarity
in descriptions could result in delays to the QA process and may result in delays in certification.
·
Once all details are entered click the Save button
·
The Issue Details page is displayed, with the incomplete spec ID on the spec ID table.
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·
Repeat the process described above for each unique specification for this issue.
Please Note ! All spec ID’s and evidence must be completed before an issue can be ticked as
complete.
9.3
Free text fields for supporting information
·
On all spec ID detail forms; there are two boxes available to the assessor, Notes and Further
Information, and Description of Features Relating to Issue & Suggested Improvements.
Each field should be used to enter notes, or further information/ descriptive commentary that may
help to justify the number of credits that have been awarded for a particular spec ID.
·
It should be noted that these fields are NOT mandatory for completion.
Please Note ! Each free text field within the General Description of Site and Category Summary
sections has a character limit of approximately 1700 characters (which includes spaces), which
is around 40 full lines of text. If more than 1700 characters are entered, the system will not save
any of the data entered into the field that is over this limit.
Please Note ! If the user is copying and pasting from Microsoft Word or any other proprietary
word processing software, it is strongly advised that text is copied and pasted via Notepad.
This ensures that no hidden formatting is carried across, which may cause report corruption.
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9.4
·
The Spec ID and Evidence Counters
As spec ID’s and pieces of evidence are added for each issue, the totals that appear on the issue
summary screen will increase:
Please Note ! Only spec ID’s that have been saved as ‘complete’ will be added to the ‘No of specs’
column.
Please Note ! If it is necessary to delete a spec ID for some reason then you must first ensure that the
spec ID is not currently assigned to any dwellings.
9.5
Assigning a spec ID to a dwelling
·
Once a Spec ID and related evidence have been recorded, the Spec ID must be linked to the
dwellings to which it applies, this enables the report tool to calculate scores. It is recommended to
assign Spec ID’s to dwellings as they are recorded in the system.
·
From the Issue Details page, click on the Assign text, at the far right column of the Spec ID to be
assigned.
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·
A list of the dwellings entered so far is displayed.
·
Tick the Apply tick box(es) for all dwellings which this Spec ID applies to. When assigning is
completed, tick the Complete tick box and click the Save button.
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·
Alternatively, if the spec ID should be applied to ALL dwellings displayed, the All tick box should
be clicked. This will automatically tick all boxes:
·
Repeat the process described above for each Spec ID, for every issue.
·
The issue summary screen will display how many dwellings have been assigned for each issue.
This is displayed under the No of dwellings assigned column:
PLEASE NOTE ! You cannot assign the same dwelling to more than one Spec ID within an issue. If
by mistake, you assign a Spec ID within that issue, the original allocation of the Spec ID to that
dwelling is automatically removed.
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Please Note ! Lower final scores will be achieved for dwellings which do not have all Spec ID’s
assigned. Please ensure that the total No of dwellings assigned tallies with the total number of
dwellings in the report.
Please Note ! Where Spec ID’s have been assigned to dwellings incorrectly, incorrect scores will be
achieved. Delays could occur in the issuing of certificates if QA checks pick up any unassigned issues
or incorrectly assigned Spec ID’s.
9.6
·
Amending spec ID’s
Spec ID’s can be updated, amended or deleted as required.
Please Note ! Spec ID’s cannot be deleted whilst still assigned to dwellings.
·
From the Work Summary page
·
Click on the Status text for the assessment you wish to update.
·
The Assessment Details page is displayed.
·
Click on the Summary tab
·
The Issue Summary page for the selected assessment is displayed.
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·
Select the issue you wish to edit and click on the Edit text on the Issue Summary Page in the far
right column for the issue.
·
The Issue Details page is displayed.
·
Select the Spec ID you wish to amend and click on the Edit text in the far right column for the
Spec ID.
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Make any changes required, when amendments are complete, tick the Completed tick box and
click the Update button.
9.7
Unassigning spec ID’s
·
From the Issue Details page.
·
Select the Spec ID you wish to amend and click on the Assign text in the far right column for the
Spec ID.
·
Use the tick boxes and un-tick dwellings to un-assign, when un-assigning is complete, tick the
Complete tick box and click the Save button.
·
You can also click the All tick box, to un-tick all dwellings.
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9.8
Deleting spec ID’s
·
Before attempting to delete a Spec ID, please ensure it is not assigned to any dwellings. If the
Delete button is ‘greyed out’ please follow the Unassigning procedure described above:
·
From the Issue Details page.
·
·
Select the Spec ID you wish to delete and click on the Edit text in the far right column for the Spec
ID.
To delete this Spec ID, click the Delete button.
·
A pop up warning message is displayed, if you are sure you wish to delete the Spec ID, click, OK.
·
The Issue Details page is displayed.
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9.9
·
Helpful notes on Spec IDs
Assessor feedback has indicated that a more detailed description of a Spec ID is required. This
section endeavours to fully explain Spec IDs and their application.
9.9.1
Spec ID Description
·
Once the assessment is registered and the summary details are entered, the next stage will be to
describe and assess the range of specifications applicable for each dwelling against each of the
34 CSH issues. As specifications are recorded against each issue, the CSH system assigns them
an ID number, hence they are referred to as Specification IDs, or “Spec IDs” for short.
·
Spec IDs are linked to Evidence records which support the credits awarded in the Spec ID and to
Address records, which links the credits awarded in the Spec ID to the individual dwellings and
eventually produces the final score for certification.
·
In the context of the Code for Sustainable Homes, a Spec ID can be defined as:
“A method for describing how credits have been achieved for a particular issue.”
·
This ‘Spec ID’ not only describes how credits have been awarded but also links the number of
credits awarded to a dwelling (or number of dwellings).
·
For a development a CSH issue may have one or more ways of achieving credits across the
development, each dwelling on the development may have a unique specification for that issue
and as such a Spec ID would be recorded for each dwelling. Conversely, the specification may be
the same for all dwellings or may apply to the site, e.g. some management and ecology issues are
site wide, where this is the case one Spec ID will be created and assigned to all or a number of
dwellings.
·
A Spec ID has one or more Evidence records linked to it to show compliance with the issue criteria
and to support credits awarded in the Spec ID, it is logical to create evidence records for an issue
before creating the Spec ID so that evidence can be linked or ‘assigned’ to the Spec ID whilst it is
being created. This will help to streamline the preparation of the report and save the assessor
time.
·
A Spec ID is linked to one or more dwellings to contribute to the overall score that the dwelling(s)
achieves, it is logical to ensure all address records are created prior to creating Spec ID records,
this will allow the assessor to link or ‘assign’ Spec IDs to dwelling as the Spec IDs are being
created, this will help to streamline production of the report and save time. Once a Spec ID is
created to describe how the criteria is met and number of credits achieved for an issue, the Spec
ID is then assigned to a dwelling (or a number of dwellings) using the assign function.
·
There may be one or more ways that credits are achieved for any issue in an assessment with
more than one dwelling. Some of the BREEAM CSH Calculator Tools actually define Spec IDs for
the assessor.
·
As a Spec ID can be defined through the way in which credits are achieved, it could be applicable
to one or more (possibly all) of the dwellings being assessed on the site. This should help to
prevent duplication of information, and aid the assessor when the PCS assessment is undertaken.
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9.9.2
·
Spec ID fields
A Spec ID has a number of pieces of information (or fields) required to be completed to fully
describe how the credits are achieved for an issue. These are detailed below and are designed to
provide all required information but to be as simple as possible.
ID Number
·
The Spec ID – ID number is a system generated number which for each issue (e.g. Ene 1 -9, Wat
1, 2 etc.) starts a 1 and increases as more Spec IDs are added. There are not unique Spec ID –
ID numbers across the whole assessment.
Spec ID Description
·
·
·
·
The Description field is provided to give the assessor facility to give a meaningful name to each
Spec ID. This is free text and can be used to show the way credits are being achieved for a
particular house type, or to indicate the method or equipment used to achieve the credits.
As an example, for any issue a Spec ID might be called – “House type A”. This allows the
assessor to show that for this house type all units are achieving the same number of credits, in the
same way. It may be more helpful to have a few more words describing how the credits are
achieved, although in some cases this example may be enough.
Another example for the Ene 4 issue in an assessment of a dwelling with a 10 metre washing line,
the Ene 4 Spec ID description could be “10 metre washing line”. This Spec ID would be assigned
to all dwellings with a 10m washing line.
For issues where the credits are awarded for a site wide compliance such as for committing to
achieve Beyond Best Practice in the Considerate Constructors scheme, the Spec ID description
could be ‘Considerate Constructors Beyond Best Practice’.
Credits
·
A drop down list that indicates the number of credits awarded.
Level
·
Where an issue has a mandatory requirement to achieve a certain score such as Ene 1 and Wat 1
the level achieved based on the credits awarded is automatically displayed.
Completed
·
This tick box must be ticked to indicate that recording of the Spec ID is complete. If this box is not
ticked, then the report will not be able to be submitted for certification
9.9.3
·
·
When do I need to create a new Spec ID?
Spec IDs are designed to minimise the amount of inputting the assessor is required to do when
preparing a report.
Spec IDs can be created at the discretion of the assessor, The Ene 1 calculator tool defines the
number Spec IDs to be created in this case the number of credits awarded for a dwelling or a
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·
·
group of dwellings defines a spec ID. For example, 2 detached houses and a group of flats all
achieve 5 credits for Ene 1, then 1 Spec ID is created and assigned to all of these dwellings.
Each highlighted line in the Spec ID Summary tab of the Ene 1 Calculator tool equates to a Spec
ID for Ene 1.
The assessor may choose to create more than one Spec ID for an issue where all dwellings
achieve the same number of credits but achieve it in a different way. For example a 2 bed flat
may get 1 credit for Ene 8 Cycle Storage for having storage for 1 cycle in a communal store and a
3 bed house may get 1 credit for having storage for 1 cycles in a compliant shed. The assessor
can then choose to create 1 Spec ID perhaps described as Cycle Storage achieving 1 credit and
assign to both dwellings or to create 2 Spec IDs, one described as Cycle storage for 1 cycle in the
communal storage and the other described as Cycle Storage in the compliant shed.
Remember you as the assessor should be able to clearly see how the credits awarded for an
issue have been achieved and your client may wish to view a printout of the report which is easy
to understand, so your Spec ID description should be relevant and clear. You will also need to
ensure that you minimise the time spent producing the report without compromising accuracy and
completeness. One final consideration is that when having your report QA checked the way your
Spec IDs are created and described should be clear enough for the QA checker to be able to
understand.
9.9.4
·
Must I create a spec ID where credits are not sought or not achieved?
Yes, but only for the mandatory credit issues. The assessor may choose to create a Spec ID to
demonstrate that credits were sought for an issue but not achieved and this may be useful to
highlight to the client at design stage where credits are lost but could potentially be achieved at the
post construction stage.
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10
Creating Evidence Records
The recording of evidence has proven a time consuming task in the past and has been a source of
frustration for assessors. In consultation with assessors we have redesigned the Evidence record
form which has 4 simple fields to complete to enable the assessor to clearly identify the document
being referenced and for the QA auditor to easily locate the document on the evidence CD (or
evidence folder). The Evidence record is then linked (assigned) to all issues for which it is to be used
as supporting evidence and the Evidence record will be copied across to all issues selected.
Evidence records can then be linked to the individual Spec IDs to which they are related.
The aim of the update is to make the task of recording evidence simpler for the assessor and to
remove the need to duplicate evidence where the same item of evidence is used for more than one
CSH issue.
The changes made to this module are significant, therefore it is recommended that assessors
experiment with updated functionality on the training system, before entering live evidence records on
the live system.
10.1
Improvements to the evidence module
Assessors can now create an evidence record, and assign that piece of evidence to each issue and
Spec ID that it is applicable to. This means that items of evidence that apply to more than one Spec
ID, now only have to be entered once.
The screen in which evidence records are created, now feature issue specific drop down lists
containing issue specific pre-defined evidence types, which match the evidence requirements detailed
in the CSH technical guidance document.
Also, the method for linking evidence with Spec IDs has been made simpler, easier and more robust.
10.2
Adding Evidence Records
Entering evidence is carried out within an individual assessment, from each individual Issue Details
screen. An individual issue screen can be reached from the Issue Summary screen. See Figure 19.,
below.
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To access an individual issue detail screen, click on the blue issue name or ‘Edit’ text for the
applicable issue. The issue detail screen will be displayed, see Figure 20., below for the Ene1 issue.
Fig 20. Ene 1 Issue Details Screen
To create a new evidence record, click on the ‘Add Evidence Details’ button:
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The Evidence Details screen is displayed, Figure 21., below.
Fig 21. Evidence Details Screen
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10.3
The Evidence entry form explained
When entering evidence records four pieces of information are required, as follows;
· Evidence Type – The name of the type of evidence being recorded
· Evidence Title – The title (or type of user defined evidence) of the piece of evidence being
recorded
· Document / Version – The unique number, reference number, revision or version of the
evidence document being recorded
· Location – The file path and location of the evidence document on the Assessment
Supporting Evidence CD
· Notes – For the assessor to make notes for BRE or themselves, to indicate location of
document in assessors company filing system. Also this field can be used to elaborate on
“User Defined Evidence”.
10.3.1
Type field
Please Note ! This is a mandatory field
The assessor has 2 options for naming the type of evidence to be recorded.
The primary method for choosing the evidence type is through use of the type field which can be
used to select a piece of evidence from a pre-populated drop down list.
Fig 22. Evidence Details Screen
Within each issue the drop down list will contain some generic types of evidence such as ‘Site
drawings’, and some types specific to that individual issue, the evidence types correspond with the
CSH technical guidance document.
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Please Note! In some cases the names of items in the list of evidence types have been
shortened and/or contain abbreviations. This ensures that item names fit into the field, and are
still readable, relating fully to the evidence requirements in the CSH technical guide.
As an example, ‘Design Stage - SAP 2005 Worksheets’ are displayed within the drop down list for
evidence entry for Ene1 in the Figure 23., below.
Fig 23. Evidence Details Screen showing Type List
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The secondary method for adding evidence is through manual entry. This function can be used by
selecting the User Defined Evidence Type option from the drop down list on the Evidence Details
screen, Figure 24., below.
Please Note ! For the purpose of transitioning evidence from the old method of recording to this new
method, on assessments where evidence has already been filled in by the assessor, we have
defaulted the evidence type to User Defined Evidence Type. However, when recording new
evidence, the assessor must use one of the other acceptable evidence types from the drop down list,
as much as possible.
Fig 24. Evidence Details Screen showing Type List
The assessor is then able to create an evidence Type name as required.
10.3.2
Title field
Please Note ! This is a mandatory field
The purpose of this field is to describe the piece of evidence on the Issue Details screen if it is
classified as a User Defined Evidence Type, or to add key points describing the piece of evidence if it
is not user defined. This field can also enable the QA auditor to easily identify the document presented
as part of the evidence supporting the award of credits for a dwelling(s).
This field is a free text field to be used by the assessor to record the Title of the document or item of
evidence being recorded. In the case of a letter or email the title could include details of who the letter
is To/From, Subject and date.
10.3.3
Document / Version field
Please Note ! This is a mandatory field
The purpose of this field is to enable the QA auditor to easily identify the document presented as part
of the evidence supporting the award of credits for a dwelling(s).
This is a free text field to be used by the assessor to record the unique reference number, revision or
version of the item of evidence being recorded. A range of unique reference numbers, revisions or
versions can also be entered here if appropriate..
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10.3.4
Location
Please Note ! This is a mandatory field
The purpose of this field is to enable the QA auditor to quickly and easily locate the document
presented as part of the evidence supporting the award of credits for a dwelling(s).
This field is a free text field to be used by the assessor to record the location of the evidence item on
the CD containing supporting evidence.
10.3.5
Notes
This is an optional field
The purpose of this free text field is to enable the assessor to make notes for themselves or the QA
auditor, Notes entered here are likely to provide further detail on an the item of evidence being
recorded. The assessor may also wish to use this field to record the location of the document(s) within
their own/company filing systems.
10.4
Saving the evidence record
Once all fields have been completed, the item of evidence can then be saved.
Tick the complete tick box field, and click the Save button.
10.5
Assigning or Linking Evidence Records to Spec IDs
As part of the assessment of each individual CSH issue within the system, the assessor must indicate
which evidence records support the credits that have been awarded for each Spec ID.
The CSH AAP system provides the ability for assessors to create a link between Spec IDs and
evidence records. This assignment is performed in the individual Spec ID detail screen.
Assigning evidence records to Spec IDs provides an auditable trail for the award of credits for an
issue.
The evidence record must be created before it can be linked to a Spec ID. Therefore it is wise to
create evidence records first and then to link in the evidence when creating the Spec IDs. This will
help to save time in preparing the assessment.
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10.6
Spec ID Detail Screen
When viewing the Issue Details screen for any of the 34 Code Issues, the Spec ID detail screen is
accessed by clicking on the Add New Specification button or by clicking on the blue Edit text for an
existing Spec ID record.
Fig 25. Spec ID Details Screen
Creating the link between a Spec ID and one / many pieces of evidence is achieved through the Spec
ID detail screen, for each individual Spec ID.
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10.7
Creating a link
In the example in Figure 26. below, the user wishes to link Spec ID 1, with evidence record number 1:
Fig 26. Issue Details Screen showing Spec ID and Evidence record to be linked
To do this, the Spec ID detail form for Spec ID must be opened, by selecting the Edit text on the Spec
ID number 1 record. Figure 27., below.
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Fig 27. Issue Details Screen showing Edit option
The Spec ID Detail screen is displayed, Figure 28., below.
Fig 28. Specification Details (Spec ID Detail) Screen
Click on the Blue Cross to begin the process of selecting and assigning Spec IDs and evidence
records. The Blue Cross is located at the end of the Related Evidence Number field as shown in
Figure 28., above.
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The Evidence Assignment screen is displayed, Figure 29., below. This screen lists all evidence that
has been entered for the issue (in this case, Ene1).
Fig 29. Evidence Assignment Screen
To link an evidence record with an individual Spec ID, tick the check box(es) for the evidence record
as appropriate:
When all required evidence records have been selected, click on the Save button.
The system will then display the Spec ID detail screen, where the link to the evidence record will be
shown as the evidence record ID number in the Related Evidence Number field, on the Spec ID detail
screen, Figure 30., below.
Fig 30. Specification Details (Spec ID Details ) Screen
The link can be seen also on the issue summary screen, Figure 31., below.
Please Note! In certain situations where evidence has already been linked to Spec IDs using the old
method of evidence linking, the assessor may have to re-link the evidence using this new method. The
assessor will be prompted to do this, if this is the case.
Fig 31. Issue Details Screen showing evidence / Spec ID link
In the example shown in Figure 32., below, the user has linked evidence ID 1 with Spec ID 1 and all 3
pieces of evidence with Spec ID 2.
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Fig 32. Issue Details Screen showing evidence / Spec ID link
10.8
Removing links
Removing links between a Spec ID and a piece / several pieces of evidence, can be achieved by
reversing the process detailed above.
Open the Spec ID Detail screen for the specific Spec ID, click on the Blue Cross to access the
Evidence Assignment screen and un-tick the check boxes under the Assign column, for each piece
of evidence, as appropriate. Once this has been completed, save all changes.
Fig 33. Evidence Assignment Screen
Once saved, the Spec ID Detail screen shows that the link between the Spec ID and evidence
records have been removed, Figure 34., below.
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Fig 34. Specification Details (Spec ID Details ) Screen
Click the Update button to save changes here also, changes made can be seen displayed on the
Issue Details screen, Figure 35., below.
Fig 35. Issue Details Screen
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10.9
Helpful Notes on Application of Evidence
Once an evidence record has been created, the issues it can be assigned to are limited to those that
the Code guidance requires that evidence type for (with one or two exceptions). Some evidence types
are available to be assigned to all issues.
The evidence record will appear in the issue detail screen of the issues to which the assessor has
assigned it.
A single evidence record can be used for / assigned to many Spec IDs within the same issue. And
where evidence is assigned to more than one issue, it can be assigned to many Spec IDs within those
issues.
If an evidence record is assigned to many issues, you may go into any single issue summary screen
for issues it is assigned to and edit or delete the evidence record there; this will not affect this
evidence record in any other issue.
Where there is a requirement to make a universal change to an evidence record, assigned to more
than one issue, the assessor would need to create a new evidence record with the new information
and assign it to all relevant issues, the assessor will then need to ignore (not assign, and / or unassign) the original superseded evidence record, or a more tidy solution would be to first un-assign the
evidence record if assigned and delete the superseded evidence record.
Where you wish to use an evidence type which is not in the drop down list of the Add Evidence
Details screen, you can select and apply the "User Defined Evidence Type" in the same way as any
other evidence type.
If you have correctly completed each evidence record that you had input prior to this update, then it is
not necessary for you to amend the evidence to comply with the new requirements. To help avoid the
need to rework all existing evidence records, we have pre-selected the evidence type to "user defined
evidence type".
If however you have a need to edit any of the evidence records that you had previously completed
(prior to the update), or you have to add new evidence, then you will be required to complete the
mandatory fields on the Add Evidence Details screen.
Please Note! The aim of capturing evidence on the system is to provide an audit trail. As long as
evidence is recorded in some way it can be grouped according to preference within the scope of the
CSH Technical Guidance document.
e.g. If there are ten drawings then it is simpler to reference the range of site drawings as 1-10 under
one evidence entry rather than ten separate evidence entries.
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11
Checking the Report
11.1
·
The check list screen
This functionality is provided in order to allow the user (at any stage of the submission process), to
see at a glance the completion status of:
o
o
o
The Assessment Details Form
Dwelling Addresses
All Issues (and therefore spec ID’s)
·
If you have not ticked the Completed tick box through either omission or to act as a reminder for
later, this functionality will highlight those ‘incomplete’ dwelling addresses or Spec ID’s.
·
If you attempt to submit the report with any incomplete records the Issues Check List page will
be displayed.
Please Note! Reports cannot be submitted to the system without all addresses and Spec ID’s being
complete.
·
To check your report for completeness:
·
From the Work Summary page.
·
Click on the Status text for the assessment you wish to update.
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The Assessment Details page is displayed.
·
Click on the Summary tab.
·
The Issue Summary page for the selected assessment is displayed.
·
Click the Check Report button.
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11.2
The assessment details check
·
The first area of the check list screen verifies the status of the assessment details form.
·
In order for this section to be complete, the assessment details form (reached from the
assessment details tab) has to be saved with the Update Complete box ticked:
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11.3
The dwelling addresses check
·
The second area of the check list shows the assessors if the correct number of dwelling
addresses have been entered, and also if each dwelling address has been marked as complete.
·
There are two stages to generating the complete status for this part of the report check, as
indicated with the ‘5 of 5’ part.
o The first 5 refers to the number of dwelling addresses that have been entered so far by the
assessor. Please note that this figure represents completed dwelling address records ONLY.
o The second figure refers to the number of dwelling addresses that the report should contain.
This figure is carried across from the ‘Number of Units’ field, which is completed by the
assessor on the Assessment Details form:
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11.4
The credit summary
·
The final section of the issues check list shows the credit summary, and the status of each of the
34 issues which make up the Code for Sustainable Homes.
·
The status of each issue under the credit summary relates directly to the Completed status of
each issue, which is defined through the Completed tick box found at the bottom left of each
individual issue detail screen:
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·
In order for each issue to be saved as ‘Completed’ on this form, the assessor must first ensure
that all spec ID’s have been saved as complete:
Please Note ! In cases where a development is not seeking a particular issue (or in other words ‘credit
not sought’), the issue detail should be saved as complete through this check box, without entering
any spec ID’s or evidence.
·
The system will not allow the assessor to submit the report until all items under the issues check
list are marked as complete, with a tick displayed in the corresponding ‘Entries Done’ column.
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Viewing scores
12.1
The score summary
·
At any stage in the submission process, the user is able to use the View Scores function to see at
a glance, a summary of the score for each dwelling.
·
To View Scores for dwellings;
·
From the Work Summary page
·
Click on the Status text for the assessment you wish to update.
·
The Assessment Details page is displayed.
·
Click on the Scores tab.
·
The Scores page for the selected assessment is displayed.
·
The columns indicate the mandatory level reached for the Energy and Water categories, the
Overall Level, Total Points and Star Rating.
Please Note ! This page reflects only what has been recorded and assigned so far. Always check
that the report is complete before taking the data displayed here as being final.
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12.2
Detailed score summary
·
This function provides a detailed summary of the scores broken down for categories and issues on
a dwelling by dwelling basis.
·
Click on the Detailed Summary text which is located above the dwelling list.
·
A new window opens displaying the Score Details page.
·
Dwellings are identified by the plot number.
·
At a glance you are able to view which issues have completed Spec ID’s assigned to them
(incomplete spec ID’s will not show on this screen), the credits that have been awarded by
assigned spec ID’s, and the total number of points that this translates to.
·
Mandatory levels achieved are indicated, along with the final Code Level score.
Please Note ! The total points score awarded to a dwelling does not equate to the total number of
credits awarded to that dwelling.
Please Note ! The M Req column is not applicable to November 2010 assessments.
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·
The Report Maker
The Report Maker allows the generation of pre-defined reports on various aspects of an individual
assessment. All reports are generated in PDF format, and can be saved locally and/ or printed.
Please Note ! The Report Maker can be used at any time while an assessments status is DS/ PC
Assessing. Once an assessment has been submitted (DS/ PC Submitted) the Report Maker cannot
be used again until the assessment status is DS/ PC Action Required, or DS/ PC Certified.
13.1
Using the report maker for assessments with DS/ PC Assessing status
·
From the Work Summary screen, open an individual assessment (with a status of DS/ PC
Assessing) from the Work Summary Screen, and click on the Report Maker tab at the far right.
·
Select the combination of reports you would like from the Report Maker menu, and click on the
Generate PDF button.
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Please Note ! Option 8 (Rep008 – Full Report) combines the first 7 options into one report. The full
report contains all vital information regarding an individual assessment; the intention is that it can be
presented to clients and other assessment stakeholders. Option 8 will also output all 8 of the reports.
Please Note ! Generation of PDF reports may take up to several minutes depending on current
system usage, local connection speed and other factors. If a time out screen is presented, please hit
the back button on the browser, and press the Generate PDF button again.
Please Note ! If a printed copy of the report is required, then for best results use a colour printer.
·
The requested reports will appear as a list of final names. Each report can be opened, saved and
printed as required.
13.2
Using the report maker for assessments with DS/ PC Certified status
·
From the Work Summary screen, click on the DS/ PC Certified status heading
·
Following this, click on the Report Maker tab, located under the Work Summary tab.
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·
The user is then presented with the same Report Maker menu screen;
13.3
Importing corporate logos
·
Users may upload their own corporate logo onto the Report Maker, so that it is incorporated into
all generated reports.
·
To add a corporate logo, click on the Work Summary tab, and click on the Control Panel link;
·
Once the control panel is displayed, click on the Edit button, on the My Registration Details
section.
·
At the bottom of the Registered Users – Profile Update page, there is a field labelled Upload
Logo;
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Click on browse button, and click on the file you wish to upload from the appropriate local directory
·
Click on the Update button to add this logo to the system.
·
If the file is successfully uploaded, a message will be displayed at the bottom of the Registered
Users – Profile Update page;
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Please Note ! Only files that are in gif, jpg or png format will be successfully uploaded.
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Re-assigning assessments
·
It is possible to re-assign an assessment to another assessor within your company.
·
From the Work Summary page,
·
Click on the small blue plus (+) symbol in the far right column of the assessment you wish to
assign.
·
The Assign Assessor page is displayed
·
Click the radio button that corresponds with the name of the assessor the assessment is to be
assigned to.
·
Click the Save button to save the changes.
·
The Work Summary page is displayed, the assessment you have reassigned will no longer be
displayed in your summary list. However, the assessment will appear in the work summary of the
assessor you have re-assigned to.
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·
Report submission
When full assessment details have been recorded, including all dwelling addresses, all Spec ID’s
and all evidence is referenced to justify the credits awarded for each issue, you should therefore
perform the following checks;
15.1
·
Pre submission Quality Checks
Check the Assessment Details for the report and ensure that all names, company names,
dates, addresses, post codes, and summary information are complete and accurate.
Please Note ! Some of this information will be used on the certificate, therefore it is very important that
this information is correct or the certificates will be published with incorrect information.
·
Check all dwellings have been recorded.
·
Check that all Spec ID’s required have been recorded.
·
Check that all evidence has been linked to appropriate spec ID’s
·
Check that all evidence is referenced correctly.
·
Check that all relevant Spec ID’s have been allocated to the dwellings.
·
Check the report for completeness (see the Checking the Report chapter of this guide for more
information on checking for completeness).
·
Check final scores (see the View Scores chapter of this guide for further information on checking
scores).
·
Once you are satisfied that the report is complete and accurate you may submit it to BRE for
quality assurance checks.
Please Note ! Failing to ensure that the report is complete and accurate with credits awarded correctly
could result in unnecessary delays. Quality assurance will require clarification and or corrections to be
made before certificates can be issued. Any inaccuracies in data may result in certificates being
issued with inaccuracies.
15.2
Submitting the report
·
From the Work Summary page
·
Click on the Status text for the assessment you wish to update.
·
The Assessment Details page is displayed.
·
Click on the Summary tab
·
The Credit Summary page for the selected assessment is displayed.
·
Click the Submit Report button.
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·
The ISSUES Check List page is displayed.
Please Note ! If there are any incomplete addresses or Spec ID’s remaining, these will be displayed
as ‘Incomplete’. Any incomplete records must be saved as complete before report submission is
possible.
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Please Note ! Whilst spec ID’s, dwellings or issues remain as incomplete, the confirm submission
button will remain greyed out.
·
If all records are complete, scroll down to the bottom of the page and click the Confirm Submit
button.
Please Note ! Please ensure that you do not have any outstanding work to do on the report before
confirming submission as after confirmation the report cannot be amended or reassigned.
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·
After submitting the report the Work Summary page is displayed. The assessment which has just
been submitted to BRE is still visible in your work summary with the status DS Submitted and
cannot be amended or reassigned.
15.3
Report status
·
The Work Summary page displays the progress of the report through the Quality Assurance
process
·
After submission the report will undergo Quality Assurance (QA) checks. Firstly an administrative
check is performed to ensure all information required for certification is present, during this stage
the report status will be displayed as DS/ PCS Checking (Admin) after admin checks it may be
passed on for a credit check to ensure that all credits are awarded correctly, at this stage the
status is displayed as DS/ PCS Checking (QA).
·
If there are no problems with the report the status of the report will change to DS/ PCS Passed
(QA).
·
Once the certificate has been generated the report status will change to DS/ PCS Certified.
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Managing reports which do not pass Quality Assurance checks
16.1
Reports that do not pass the QA admin check
·
If the report does not pass the admin check the status changes to DS/ PCS Action Required.
·
There are two areas of the assessment that may have failed the QA admin check, the
Assessment Details form, and/ or individual dwellings from the Dwelling Addresses tab.
·
In the case of both areas, the admin checker will have emailed you some comments in order for
you to see what action is required before the report can be passed for a technical QA check.
Please Note ! The Assessment Details form, and each Dwelling Address are verified during the admin
check. Please check these areas should a report be failed during an admin check.
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16.1.1
16.2
Report does not pass the QA check
·
If the report does not pass the credit check the status changes to DS/ PCS Action Required.
·
An assessment failure at QA credit check will be associated with spec ID or evidence errors.
·
The QA checker will have emailed you a separate feedback form in order for you to see what
action is required before the report can be passed for certification.
·
To view the QA Scores, click on the DS/ PCS Action Required status text
·
The Assessment Details page is displayed.
·
Click on the Summary tab, the issue summary page will be displayed;
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·
The QA Scores column displays the mark each issue has been awarded by the QA checker.
There are 3 marks, no mark, amber and red. Issues with a mark of amber may require correction;
issues with red will require correction. Please see the assessor operations manual for further
detail around QA credit check scores.
Please Note ! Issues that require re-work will be indicated by the incomplete status against the
relevant issue, on the Issue Summary Screen.
·
The provided QA feedback form will guide you as to what changes need to be made, e.g. if credits
for a particular issue have been awarded without sufficient supporting evidence, the QA feedback
will direct you to the issues which require amendment.
16.3
·
Resubmitting the assessment
Once all feedback provided by the QA credit checker, in a separate form, has been addressed in
all appropriate sections of the assessment, the same process of checking the assessment should
be followed to activate the Submit Report button, found on the Check Report screen.
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17
·
Managing certificates
Once the Interim certificate has been generated the report status will change to DS Certified.
17.1
Downloading certificates
·
From the Work Summary page,
·
Click on the report Status text.
·
The Certificates page is displayed.
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·
From this page you are able to download certificates
·
To download certificates for individual dwellings, click on the Download text on the row of the
required dwelling.
·
In order to download multiple certificates at once you could use some form of download manager
software. Download manager software can generally be found by carrying out an internet search
with a search engine. Several are available free of charge and these allow selection (via
highlighting) and downloading (usually via right clicking) of multiple files or links on a web page.
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Copying DS assessments to PCS
18.1
·
Copying ‘Certified’ DS assessments to PCS
Once an assessment has been successfully certified (shown with a status of DS Certified), it can
then be copied across to a PCS assessment. The copied PCS assessment will contain exactly the
same Spec ID information as the completed DS assessment.
Please Note ! All individual dwelling address and spec ID records are copied across with a status of
Incomplete.
Please Note ! Evidence is NOT copied across from DS to PCS since evidence requirements
differ.
·
To copy across a DS assessment to PCS, from the Work Summary tab, click on the Report tab;
·
The completed assessments screen will be displayed. This screen will show all assessments with
a status of DS or PCS Certified.
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·
To copy an assessment, click on the Copy Report heading under the Apply for PCS column on
the appropriate assessment line.
·
The heading will then change to Copied.
·
On the Work Summary screen, the copied PCS assessment will appear.
Please Note ! Currently, certified DS assessments can only be copied across to PCS ONCE.
18.2
Copying ‘Uncertified’ DS assessments to PCS
·
The system allows the user to copy an uncertified DS assessment (with a status of DSAssessing)
to PCS if the status of the assessor logged in the system is ‘lead assessor’ (please refer to page
4 for information on lead assessor functionality).
·
The copied PCS assessment will contain exactly the same Spec ID information as the uncertified
DS assessment.
Please Note ! All individual dwelling address and spec ID records are copied across with a status of
Incomplete.
Please Note ! Evidence is NOT copied across from DS to PCS since evidence requirements
differ.
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·
To copy across a DS assessment to PCS, from the Work Summary tab, click on the Report tab:
·
To copy an assessment, click on the Copy Report heading under the Apply for PCS column on
the appropriate assessment line.
·
The heading will then change to Copied.
·
On the Work Summary screen, the copied PCS assessment will appear.
Please Note ! Currently, certified DS assessments can only be copied across to PCS ONCE.
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Archiving
As assessors register more assessments on the system the Work Summary screen can become
cluttered, this functionality allows the assessor to archive assessments and to reduce the number of
assessments held in the Work Summary screen. Archived assessments can be simply retrieved at
any time.
Step by step instructions
From the Work Summary screen, assessments can be moved to the assessors archive section,
depending on the status of the assessment.
To archive an assessment tick the tick box under the column headed A, on the appropriate row for the
assessment you wish to archive.
Fig 1. Work Summary Screen
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Only assessments with the following status value can be archived:
· DS/ PCS Assessing
· DS/ PCS Certified
Assessments with any other status cannot be archived, as they are going through QA or certification
processes. Where an amendment has been requested ( e.g. certificate amendment or developer
name amendment) the report must not be archived.
When the tick box for an assessment is ticked, the assessment is moved from the Work Summary
screen, to the Archive Work Summary screen. In Figure 1, above, the assessment named “Roberts
Road P1” was moved to the archive, Figure 2, below, shows that it has been moved to the archive.
In order to view the Archived Work Summary screen, the View Archived Work Summary link
should be clicked, at the bottom of the Work Summary screen.
Fig 2. Work Summary Screen showing Roberts Road P1 assessment is no longer visible
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When the View Archived Work Summary link is selected, the users Archived Work Summary
screen is displayed:
While an assessment is archive, details cannot be viewed or amended.
To return to the regular Work Summary screen, the View Work Summary link should be clicked
19.1
Fig 3. Archive Work Summary Screen
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Restoring to the Work Summary screen
By following the same process of ticking the tick box of the required assessment row, assessments
can be moved from the Archive Work Summary screen, to the Work Summary Screen. Figure 4.,
below.
Fig 4. Archive Work summary Screen
In the Figure 5., below, the “Roberts Road P1” assessment has been restored to the Work Summary
screen.
Fig 5. Work summary Screen
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20
Phasing Assessments
Developments are often constructed and completed in phases, the assessor is now able to use a
single assessment to create any number of assessment phases, this has the dual purpose of
reflecting what is happening on site, allowing for certification to happen as appropriate and for the
assessor to ‘copy’ assessment data such as Spec IDs and Evidence records from the master
assessment to subsequent phases streamlining the process, saving time and the need to input
duplicate information.
20.1
General system rules around phasing
Phasing can be carried out for both DS and PCS assessments.
Phasing can only be carried out on an assessment whilst the assessment has a status of DS or PCS
Assessing.
Phasing can only be carried out from the master assessment (phase 001).
Phasing within an assessment will not be possible while an assessment has the following status
values:
· DS/ PCS Submitted
· DS/ PCS Checking (Admin)
· DS/ PCS Checking (QA)
· DS/ PCS Action Required
· DS/ PCS Passed
· DS/ PCS Resubmitted
· DS/ PCS Certified
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20.2
Information copied during phasing
When an assessment is phased, the system will create the new phase of the assessment and copy
across the following data from the original assessment to the new phase:
· Assessment Details
· Spec IDs
· Evidence
· Links between evidence and specIDs
· Links between specIDs and dwellings (only for the dwellings added to the new phase)
Therefore, if the Spec IDs and evidence are shared between phases, assessors are advised to phase
an assessment when as much data has been input as possible. This will reduce the need for double
entry of data when the new phased assessment is completed.
20.3
Identifying an assessment phase
The assessment reference number indicates if an assessment is a phase, and its phase number.
Every assessment on the system has a unique assessment reference number, which consists of the
following elements as follows:
Serial number
Indication of which phase of the
assessment this record is. The default for
the master assessment is 1
1.1.1
BRE-12345678 -DS -001 -00
Number of times the report has
required resubmission for QA
Indicates the assessment stage,
Design or Post Construction
Fig 6. Assessment Reference Number Description
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Step by step instructions
20.4
Creating a phase
Phasing functionality is accessed on the Dwelling Address tab of the specific assessment that requires
phasing.
From the Work Summary screen, click on the appropriate assessment. Figure 7. below.
Click on the Dwelling Addresses tab, and the Dwelling Addresses Summary screen will be
displayed. In the screen shot below, 10 dwelling addresses have already been added:
Fig 7. Work Summary Screen
Click on the Dwelling Addresses tab, and then the Dwelling Addresses Summary screen will be
displayed. In the screen shot below, 10 dwelling addresses have already been added.
Fig 8. Dwelling Address Screen
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In order to begin phasing an assessment, dwelling addresses must be recorded.
Once dwelling addresses are recorded, click on the Create Phase link, at the top of the dwelling
address table, Figure 8, above.
The assessment phasing address selection screen (Manage Your Assessment screen) is displayed,
Figure 9., below.
Fig 9. Phasing Address Selection Screen
This screen enables the system user to specify which dwellings should be moved into a new phase, of
this assessment.
To move a dwelling or group of dwellings into an additional phase, tick the check box(es) as
appropriate.
When all dwellings to be moved into the new phase report have been selected, click the Create New
Phase button. In the example below, dwellings 6 to 10 will be moved into a new phase. Figure 10.,
below.
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Fig 10. Phasing Address Selection Screen
The new phase will then be created, Figure 11., below.
Fig 11. Phasing Address Selection Screen showing new phase
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20.5
Viewing the new phase
The new phase can be viewed and accessed from the work summary screen in the usual way.
The new phase assessment is shown in Figure 12., below.
Fig 12. Work Summary Screen showing original and new ‘Phase’ assessment
Note the number 002 (indicating phase 2) in the assessment reference number. Directly below the
new phase 2 assessment is the original phase 1 assessment from which the phase 2 assessment was
created.
When the Dwelling Addresses screen is opened for the new assessment phase, the dwelling
addresses selected for the new phase are displayed, Figure 13., below.
Fig 13. New phasing addresses
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20.6
Editing a phase
The phasing management screen is used to make changes to a phase.
Changes to the dwellings selected and copied to the new phase can then be made.
To navigate back to the phasing management screen, first open the appropriate assessment from the
Work Summary screen.
Once the phased assessment you wish to edit is accessed, navigate to the Dwelling Addresses
screen, and select the Create new Phase link. The phasing management (Manage Your
Assessment) screen will then be displayed. Click on the Edit link for the phase you wish to edit.
Figure 14., below.
Fig 14. Phasing Address Selection/Management Screen
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The phasing management (Manage Your Assessment) screen will then display the dwellings
allocated to that phase, you now have the ability to release each dwelling from that phase.
To release a dwelling(s) from the phase, tick the tick box associated with the dwelling you wish to
‘release’ back to the original assessment (phase 1), then click the Update phase button. The selected
dwellings will then be returned to the original assessment, phase 1. Figure 15., below.
Fig 15. Phase Address Selection/Management Screen
Fig 15, Phasing Address Selection/Management Screen
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Once updated, the user will be returned to the phasing management (Manage Your Assessment)
screen, where the changes to associated dwellings in each phase will be displayed. Figure 16.,
below.
Fig 16. Phase Address Selection/Management Screen
20.7
Phasing – best practice
As phasing is a new function of the system, care must be taken to avoid confusion. It is recommended
that assessors familiarise themselves with the phasing functionality by experimenting on the training
system, before attempting to phase a live assessment, on the live system.
Recommended practices when phasing assessments on the system;
· Where possible, always enter as much data as possible on the original registered assessment,
before creating any phases. This will help to reduce double entry of assessment data later when
other phases are completed.
·
All phases must be made from a single ‘master’ assessment. This will be phase one (001). The
system does not provide the ability to create a phase from a phase.
·
Design stage assessments should not be phased if it is intended to be copied over to post
construction.
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