Download Lodging EPCs with JPA Designer

LodgingEPCswithJPA Designer
JPA TL Ltd
June14, 2011
i
Contents
Contents
ii
1
Introduction
1
2
SettingupJPA Designer
2.1
Initialrequirements . . . . . . . . . . . . . . . . . . . . . . . . . .
2.2
Enteringyouraccreditationdetails . . . . . . . . . . . . . . . . . .
2
2
2
3
LodginganEPC
3.1
Anoverviewofthelodgementprocess
3.2
ObtainingtheUPRN forthedwelling
3.3
LodginganEPC --EnglandandWales
3.4
LodginganEPC --NorthernIreland .
3.5
IssuingEPCs . . . . . . . . . . . . . .
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5
5
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4
EPCsfordwellingsassessedwithSAP 9.81
4.1
ConvertingSAP 9.81toSAP 9.90 . . . . . . . . . . . . . . . . . . .
4.2
Datatocheck . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
10
10
11
5
Lodgementproblems
5.1
Identifyingthecauseofafailedlodgement
5.2
Commoncausesoffailure . . . . . . . . . .
5.3
Gettinghelp . . . . . . . . . . . . . . . . .
5.4
DwellingswithoutaUPRN . . . . . . . . .
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15
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1 Introduction
This manual explains how to prepare and lodge on-construction Energy Performance
Certificates(EPCs)fornewdwellingsusingJPA Designer. ItcoversEnglandandWales,
and Northern Ireland: it does not address issuing EPCs in Scotland where there is no
requirementforelectroniclodgement.
Themanualdescribeshowto:
• prepareJPA DesignerforlodgingEPCs;
• lodgeEPCsfordwellingsinEnglandandWalesusingSAP 2009(SAP 9.90);
• lodgeEPCsfordwellingsinNorthernIrelandusingSAP 2005(9.81).
• lodgeEPCsfordwellingswheretheoriginalSAP calculationwascarriedoutusing
SAP 2005(SAP 9.81).
• identifyandresolvecommoncausesoflodgementfailure.
ThismanualisnotaguidetocarryingoutSAP calculationsusingJPA Designer: forthat,
youshouldconsultthe JPA Designermanual1 , the SAP 2009document2 andthe SAP
conventionsdocument3 .
LodgingEPCsis, byandlarge, astraightforwardprocess; however, settingupthesoftware
for the first time and making your first lodgement can take some time. We therefore
recommendthatyoufamiliariseyourselfwiththeprocessingoodtime, anddon'tsetout
tolodgeyourfirstEPC at4:00pmonaFridayafternoon.
1
http://www.techlit.co.uk/downloads/manual501.pdf
http://www.bre.co.uk/filelibrary/SAP/2009/SAP-2009 9-90.pdf
3
http://www.bre.co.uk/filelibrary/SAP/2009/SAP Conventions.pdf
2
1
2 SettingupJPA Designer
2.1
Initialrequirements
BeforeyoucanissueanEPC foradwellingyoumust:
• haveinstalledJPA Designer5.02a1orlaterandhaveavalidlicenceforthesoftware.
• makesureyourcomputerhasanactiveinternetconnectionsoitcanuploadthe
EPC submissiontoLandmark1 .
• beregisteredwithanOn-constructionEPC accreditationschemeandenteryour
accreditationdetailsintoJPA Designer(section 2.2).
• makesureJPA Designerisconfiguredtouseversion15ofthelodgementformat.
theprogramisconfiguredtousethisversion, knownasXML v15: youcancheck
this on the Other tab of the Options dialogue (Select Options from the Project
Manager windowtoopenthedialogue.)
2.2
Enteringyouraccreditationdetails
BeforeyoucanissueanEPC youmustenteryouraccreditationschemedetailsintoJPA
Designerusingthe EnergyAssessorAccreditationDetails dialogue(Figure 2.1).
The EnergyAssessorAccreditationDetails dialogueholdsthefollowinginformation:
• Scheme name: the name of the On Construction EPC accreditation scheme of
whichyouareamember.
• Accreditationnumber: Youruniqueaccreditationnumberwithinthescheme.
• Username and Password: usedtologontotheaccreditationscheme'sservers.
• Contactdetails: Yourcontactdetails, whichareheldbytheaccreditationscheme.
1
LandmarkisthecompanytheGovernmenthaschosentomaintainthecentralelectronicregisterof
EPCs.
2
CHAPTER2. SETTING UP JPA DESIGNER
Figure 2.1: EnergyAssessorAccreditationDetails
3
CHAPTER2. SETTING UP JPA DESIGNER
4
• Defaultrelatedpartydisclosure: TheregulationsregardingEPCsrequireanassessortodeclareanyfinancialorfamilyrelationshipwiththepartywhoisbuildingor
sellingthedwelling. Youwouldhavetomakeadisclosureif, forexample, youare
issuingEPCsforhousesbuiltandsoldbyyouremployer, orforahousebuiltbya
memberofyourimmediatefamily.
Youcanchangethedefaultrelatedpartydisclosureforindividualcalculationsusing
the ProjectInformation dialoguewithintheSAP calculation.
• Insurancedetails: Thedetailsofyourpublicindemnityinsurancepolicy.
Tosetyouraccreditationdetails:
1. Fromthemenubarselect EPC>EnergyAssessoraccreditationdetails. The Energy
AssessorAccreditationDetails dialogueopens.
2. Fromthe Schemename dropdownselecttheschemeofwhichyouareamember..
3. Enterthe Username and Password suppliedbytheschemeandclick Lookmeup.
JPA Designerwillcompletetheboxesusingdatafromtheaccreditationscheme's
systems.
4. Click OK.
Ifyoufindthereisamistakeinthedetailsyoushouldcontactyouraccreditationscheme
tohaveitcorrected: itisnotpossibletocorrecttheinformationinJPA Designer.
3 LodginganEPC
3.1
Anoverviewofthelodgementprocess
ThemainstepsforlodginganEPC are:
1. Revisethe asdesigned SAP calculationtotakeaccountofanychangesmadeduring
constructionandtoincludetheassessedairpermeability.
ForEnglandandWalesthisshouldbeaSAP 2009(SAP 9.90)calculation, butfor
NorthernIrelanditshouldbeaSAP 2005(9.81)calculation.
2. ObtaintheUPRN (UniquePropertyReferenceNumber)forthedwelling.
3. UploadthedraftEPC andaccompanyingdatatoLandmark.
As the details of the process vary slightly, make sure you follow the appropriate
sequenceforEnglandandWales(section 3.3), orNorthernIreland(section 3.4).
4. RetrievethelodgedEPC fromLandmarkandissueittoyourclient.
3.2
ObtainingtheUPRN forthedwelling
BeforeyoucanissueanEPC foradwellingyoumustobtainits UniquePropertyReference
Number (UPRN) whichidentifiesitontheLandmarkdatabase. JPA DesignerusestheSAP
module's ProjectInformation dialoguetolookupandstoretheUPRN foreachproperty
(Figure 3.1).
Tolookupadwelling'sUPRN:
1. OpentheSAP calculationforthedwelling.
2. Openthe ProjectInformation dialoguefromthemenubarortoolbar.
3. Enterthepostcodeforthedwellinginthe PostCode boxofthe Projectaddress
section.
4. Clickthe getUPRN button. The UPRN Address dialogueopens, withthepostcode
fromthe ProjectInformation dialogueinthe Postcode box(Figure 3.2).
5
CHAPTER3. LODGING AN EPC
6
Figure 3.1: Projectaddress
5. Clickthe Look-up button. Thesoftwaredisplaystheaddresseswhichmatchthat
postcode.
6. ClickontheaddressofthedwellingforwhichyouintendtoproduceanEPC,then
clickthe Look-upUPRN button. ThesoftwarerequeststheUPRN fromtheserver
anddisplaysit.
Ifthereisnomatchingaddressitmaywellbethatthedwellingdoesnotyethave
aUPRN.InthatcaseyoushouldcontactLandmarkandrequestaUPRN forthe
dwelling(see section 5.4).
7. Iftheaddressiscorrectclick UsethisUPRN &address. The UPRN Address dialoguecloses, leavingthe ProjectInformation dialoguewiththeaddressandUPRN.
OnceyouhaveselectedtheUPRN theaddressdetailswillbegreyedoutandyouwillnot
beabletoeditthem. Ifyouneedtochangetheaddressyoumustfirstclick ClearUPRN.
3.3
LodginganEPC –EnglandandWales
An EPC for a dwelling in England andWales must be lodged to Landmark's national
database. YoushouldonlylodgeanEPC oncethefinal as-built SAP calculationhasbeen
carriedout.
Thefollowinginstructionspresumeyouhavefinalisedthecalculationandhaveobtained
theUPRN forthedwelling. TolodgeanEPC withLandmark:
1. Savetheprojectfile.
2. Fromthe ProjectManager menubarselect EPC>RequestV15EPC forthisdwelling.
3. Thesoftwaredisplaysaninformationdialogue: SubmittingarequestforanEPC will
causeyouraccounttobecharged. Areyousureyouwanttocontinue? Tocontinue
inordertoissueanEPC click Yes.
CHAPTER3. LODGING AN EPC
7
Figure 3.2: LookinguptheUPRN
4. JPA DesignernowcollatesthedataandgeneratesadraftEPC whichisdisplayed
forapprovalinthe EPC Preview dialogue. IfyouarehappywiththeEPC click I
approvethisEPC,proceedwithsubmission.
5. JPA DesignerpreparesthefinalEPC andaccompanyingsubmissiondata, thentells
youhowmuchdatawillbeuploaded. Click OK tostarttheupload.
6. JPA Designernotifiesyouwhenthesubmissioniscompleteandwhetherornotit
hasbeensuccessful.
IfthelodgementwassuccessfulyoucannowobtainthefinalEPC fordistribution(section 3.5). Ifitfailedyouneedtoidentifytheprobleminordertoattemptthelodgement
again(chapter 5).
CHAPTER3. LODGING AN EPC
3.4
8
LodginganEPC –NorthernIreland
AnEPC foradwellinginNorthernIrelandmustbelodgedtoLandmark'snationaldatabase.
YoushouldonlylodgeanEPC oncethefinal as-built SAP calculationhasbeencarried
out.
ForNorthernIrelandtheSAP calculationmustbeaSAP 9.81calculation not aSAP 9.90
calculation.
Thefollowinginstructionspresumeyouhavefinalisedthecalculationandhaveobtained
theUPRN forthedwelling. TolodgeanEPC withLandmark:
1. Savetheprojectfile.
2. Fromthe ProjectManager menubarselect EPC>RequestV14EPC forthisdwelling.
3. Thesoftwaredisplaysaninformationdialogue: SubmittingarequestforanEPC will
causeyouraccounttobecharged. Areyousureyouwanttocontinue? Tocontinue
inordertoissueanEPC click Yes.
4. JPA DesignernowcollatesthedataandgeneratesadraftEPC whichisdisplayed
forapprovalinthe EPC Preview dialogue. IfyouarehappywiththeEPC click I
approvethisEPC,proceedwithsubmission.
5. JPA DesignerpreparesthefinalEPC andaccompanyingsubmissiondata, thentells
youhowmuchdatawillbeuploaded. Click OK tostarttheupload.
6. JPA Designernotifiesyouwhenthesubmissioniscompleteandwhetherornotit
hasbeensuccessful.
IfthelodgementwassuccessfulyoucannowobtainthefinalEPC fordistribution(section 3.5). Ifitfailedyouneedtoidentifytheprobleminordertoattemptthelodgement
again(chapter 5).
3.5
IssuingEPCs
OncetheEPC hasbeenlodgedsuccessfullyyouhavetogototheLandmarkwebsite
to download a PDF of the EPC which you can then issue to your client1 . In order to
downloadtheEPC youwillneedtohavetheRRN,whichistheuniquereferencenumber
forthelodgement.
YoucangettheRRN forthelodgementusingthe EPC RequestManagement dialogue:
1. Once the EPC has been successfully lodged, select EPC>EPC Request Management fromthe ProjectManager menubar. The EPC RequestManagement dialogue
opens.
1
Thisisachangefromthepreviousarrangementandhasbeenintroducedfollowinginstructionsfrom
BRE thatassessorsarenolongerallowedtoobtainthefinalEPC fromSAP software, butmustdownloadit
fromLandmark.
CHAPTER3. LODGING AN EPC
9
Figure 3.3: TheGetRRN buttonatthebottomoftheEPC RequestManagementdialogue
2. Selectthelodgementbyclickingontherowinthe EPC Submissions table.
Thismakesthefirstrowofbuttonsactive.
3. Clickthe GetRRN button(Figure 3.3). JPA DesignercopiestheRRN totheWindows
clipboard.
4. OpenyourwebbrowserandgototheLandmarkwebsite.
• ForEnglandandWales: https://www.epcregister.com.
• ForNorthernIreland: https://www.epbniregister.com.
5. Onthehomepageclickthelinkbelow RetrieveanEnergyPerformanceCertificate.
Thelinkislabelled Clickhere.
6. Onthe RetrieveanEnergyPerformanceCertificate pageclickinthe RRN boxand
pastetheRRN fromtheWindowsclipboard.
Youcandothisbyright-clickingthemouseandselecting Paste fromthepop-up
menu, oryoucanpress <Ctrl+P>
7. Nowtypethedistortednumbersintheimageintotheboximmediatelybelow.
Thisisasecuritychecktopreventcomputerprogramsloggingintothesystem.
8. Click Retrievereport.
9. ThesitenowdisplaysapagesettingouttheconditionsforretrievingtheEPC.Near
thebottomofthepageclick Acceptterms.
10. Atthenextpageleave Retrievethelatestreport at Yes andthe Reportretrievalformat
as PDF.Thenclick Retrievereport.
11. ThenextpageshowsthesummarydatafortheEPC lodgement. Click Clickhereto
viewreport(PDF).
12. TheEPC willthenbedownloadedtoyourPC asPDF whichyoucanthenissueto
yourclient.
4 EPCsfordwellingsassessedwithSAP
9.81
From17thApril2011EPCsforallnewdwellingsinEnglandandWaleshavetobelodged
usingSAP 2009(SAP 9.90), eveniftheoriginal, designstage, compliancecalculations
forPartL1awerecarriedoutusingSAP 2005(eitherSAP 9.80or9.81)1 .
ThismeansthatthefinalsubmissionforPartL1acomplianceandtheEPC havetobe
producedseparately:
• TheTER/DER outputsandtheRegulationschecklistmustbeproducedfromtheSAP
9.80/9.81calculation(revised, ifnecessarytotakeaccountofanychangessince
thedesignstage). PartL1acompliancewillbebasedontheseresults.
• TheEPC mustbelodgedfromaSAP 9.90calculationforthedwelling.
ThesimplestwayofproducingaSAP 9.90calculationforthedwellinginJPA Designeris
tousethe CopySAP 2005(9.8x)dwellingtoSAP 2009dwelling optiononthe Edit menu
inthe ProjectManager window. Ofcourse, theSAP 9.90TER andDER figureswillshow
considerablyworseperformancethanthecomparableSAP 9.8xfigures, andmayeven
showafail. However, theSAP 9.90TER/DER are not usedforcompliance: theSAP 9.90
calculationisused only forproducingtheEPC.
4.1
ConvertingSAP 9.81toSAP 9.90
ToconvertaSAP 9.81calculationtoSAP 9.90inordertolodgeanEPC:
1. SelecttheSAP 9.81calculationinthe ProjectManager windowbyclickingonit
once.
2. Fromthe Edit menuselect CopySAP 9.8x(SAP 2005)dwellingtoSAP 9.90(SAP
2009)dwelling. ThiscreatesaSAP 9.90versionofthedwelling, butleavesthe
originalcalculationintact.
3. OpenthenewSAP 2009calculationandcheckthedataitemslistedin section 4.2.
4. Returnto ProjectManager andsavetheproject.
You can now obtain the UPRN for the dwelling (section 3.2) and then lodge the EPC
(section 3.3).
1
ThisdoesnotapplytoNorthernIreland, whereEPCsarestillbasedonSAP 9.81calculations.
10
CHAPTER4. EPCS FOR DWELLINGS ASSESSED WITH SAP 9.81
11
Figure 4.1: Settingthethermalbridgingandthermalmass
4.2
Datatocheck
Youmustcheckthefollowingitemsforallconvertedcalculations
• Thermalbridging: ifthethermalbridgingintheSAP 9.81calculationissetto accreditedconstructiondetails itshouldbecomeauser-definedy-valueof0.08with
thecalculationreference ACD,2006regulations (Figure 4.1). Thereisnoneedto
changesettingsitthermalbridgingissetto Notaccreditedconstructiondetails ora
manuallycalculatedHtbvalue.
• Thermalmass: wherethermalmasswasnotdefinedintheSAP calculationitshould
besetto 250 kJ/m2 K (medium). TodothatinJPA Designer:
1. Inthe Walls, roofs&floors tabtick User definedThermal Mass Parameter
(Figure 4.1.
2. Setthe Thermalmass drop-downto 250.
• Airpressuretest: adesignvalueforaSAP 9.81dwellingwhichisnotpressuretested
should remain a design value for SAP 9.90, even though this is not a standard
conditionforSAP 9.90. ForScotland, iftherehasbeennopressuretestandthe
accreditedconstructiondetailshavebeenused, theairpermeabilityshouldbeset
to pressuretest, withavalueof 10 m3 /hm2 .
• AppendixQ:anynewtechnologiesenteredusingtheAppendixQ procedureshould
beleftastheyare.
• Communityheating: wheretherearetwoboilersfeedingonecommunityheating
scheme, oraboilerandaCHP unitthesystemsmustbere-enteredastwoheat
sourceswiththerelevantcharacteristics: seesection22.3.6of the JPA Designer
manual.
• Otheritems: otheritemsofdatawhicharenotsetintheSAP 9.81calculationcan
beignoredintheSAP 9.90calculation.
There have been other changes in the EPC lodgement data set which affect mid floor
andtopfloorflats(butnotgroundfloorflats): youmustnowindicateifaflathasanother
occupancybeneathitandtheflooristhereforea partyfloor. Asthiswasnotarequirement
underSAP 9.81youmustaddapartyfloorelementtotheSAP 9.90calculation:
CHAPTER4. EPCS FOR DWELLINGS ASSESSED WITH SAP 9.81
12
1. In the Dimensions tab tick the party box next to the storey which has the area
assigned(e.g.firstfloor).
2. Inthe Wallsroofs&floors tabcreateanewelement:
• Setthe Element typetoPartyfloor;
• Pickaconstructiontosetaheatcapacity;
• Setthe Storey totheappropriatenumber;
• Assigna U-value ofzero;
• Setthe Area tothesamesizeasthestoreyareainthe Dimensions tab;
• Click OK.
Notethatthismakesitimportanttoenterthefloorareaoftheflatagainstthecorrectrow
inthe Dimensions tab.
5 Lodgementproblems
This section describes how to identify and resolve data problems which result in EPC
lodgementsfailing. Italsodescribeshowtogethelpforthoseproblems, andhowto
requestaUPRN foradwellingwhichdoesnotappearontheLandmarkdatabase.
5.1
Identifyingthecauseofafailedlodgement
Sometimes an EPC submission is unsuccessful and the EPC fails to lodge with Landmark. Thisusuallyhappensbecauseofinconsistenciesinthedata, whicharecaughtby
Landmark'scheckingsystems. Ifalodgementfailsyoucanviewthefailurereportfrom
LandmarkinJPA Designerandcorrecttheproblembeforetryingthelodgementagain.
Toviewthereportfromafailedlodgement:
1. Openthe EPC RequestManagement dialogue(Figure 5.1).
2. Clickonceonthefailedlodgement, soitishighlighted.
3. Click View returned value. The Lodgement ReturnValues dialogue opens (Figure 5.2).
4. Scrolldownthe ReturnXML areatothe ExceptionList section. Thecauseofthe
failurewillbegivenhere.
5. Ifthecauseoffailureisnotclear(andthecodesarenotalwayshelpful), usethe
Copytoclipboard buttontocopythereport. Youcanthenpasteitdirectlyintoan
emailandsendittoyouraccreditationschemeorJPA TL foradvice.
5.2
Commoncausesoffailure
Lodgementsgenerallyfailbecauseofmismatchesbetweendifferentitemsofdata. The
commonestonesare:
• Dates: theapplicationdateisfoundatthebottomofthe Dimensions tab. Thismust
notbe:
13
CHAPTER5. LODGEMENT PROBLEMS
Figure 5.1: TheEPC RequestManagementDialogue
Figure 5.2: Viewingtheexceptionlistforafailedlodgement
14
CHAPTER5. LODGEMENT PROBLEMS
15
– inthefuture1 ;
– morethantwoyearsinthepast(thisismorelikelytobeanissuewithcalculationsconvertedfromSAP 2005toSAP 2009thanwithcalculationsstarting
inSAP 2009);
– earlierthanthedateonwhichyouwereregisteredasanassessor.
• Dwellingtypeanddwellingdimensions: ifthedwellingtypehasbeensetasamidfloorortop-floorflatormaisonette, thedwellingfloorareainthe Dimensions tab
mustbesettoanappropriatestory. Settingamid-floorflat, butenteringthefloor
areaagainst Groundfloor willresultinafailure.
• Dwelling type and elements: a house must have a ground floor element in the
Walls, roofs&floors tab. Definingthatfloorelementasa floor ratherthan ground
floor willresultinafailure.
• Flatsandpartyfloors: Mid-floorandtop-floorflatsmustnowbemarkedas party
floors inthe Dimensions tab. Theymustthenhaveapartyfloorelementdefinedin
the Walls, roofs&floors tab(forinstructionssee section 4.2).
5.3
Gettinghelp
If you are unable to identify the cause of a failed lodgement you can ask the advice
of your accreditation scheme, or contact us at JPA TL (email enquiries only to: [email protected]).
Whenyouaremakinganenquirypleaseensure:
1. Youareusingthelatestversionoftheprogram. Youcangetyourversionnumber
bygoingto About onthe Help menu, andcanthencomparethatwiththeversion
numbershownonthehomepageofourwebsite: http://www.techlit.co.uk. You
canfindmoreinformationonthisinsection2.5ofthe JPA DesignerUserManual2 .
2. Youhavefollowedtherecommendationsforresolvingproblemsinthismanual, and
havereviewedthecommoncausesoffailure(section 5.2).
3. Inyouremail:
• telluswhichaccreditationschemeyouarewith;
• paste the Lodgement ReturnValues into the body of the email (there is no
needtoputitinaseparatedocument).
• attach the JPA Designer project file for the calculation. That will have the
extension JDP.
1
Therewasatonestageanissuewiththeapplicationdatebeingsettothedateofthelodgement, ifthe
lodgementwasmadebeforenoon. Thatdoesnotseemtohavebeenanissuerecently.
2
http://www.techlit.co.uk/downloads/manual501.pdf
CHAPTER5. LODGEMENT PROBLEMS
5.4
16
DwellingswithoutaUPRN
TheremaybeoccasionswhenyoucannotobtainaUPRN foradwellingbecauseithas
notbeenaddedtotheLandmarkdatabase. Ifthathappens, youcanrequesttheproperty
beadded, usingtheLandmarkwebsite.
Beforeyougotothewebsiteyouwillneedtoinstallthedigitalsecuritycertificateprovidedbyyouraccreditationscheme.
Torequestapropertybeaddedtothedatabase:
1. InyourwebbrowsergototheLandmarkwebsite.
EnglandandWales: https://www.epcregister.com.
NorthernIreland: https://www.epbniregister.com.
2. Onthewelcomepageclick Authorisedusers.
3. Thesitedisplaysa ClientAuthentication dialogue. Selectthedigitalcertificatefrom
youraccreditationbodyandclick OK.
4. Thesiteshowsatermsandconditionspage. Click Acceptterms.
5. Onthe AddressServices pagescrolldownto RequestPropertyAddressAddition
andfollowthelinktoaddanaddress(labelled clickhere).
6. Onthe RequestPropertyAddressAddition pageenterthedetailsoftheproperty
andyouraccreditationnumberthenclick RequestAddressAddition.
Landmarkshouldprocesstherequestwithin24hoursandshouldnotifyyoubyemail
oncetheURPN hasbeenassigned. YoucanthentrytogettheUPRN inJPA Designer
again.