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UDM FAQs

Please email us at TDEC.SFUM@tn.gov, or call the Energy Hotline at (615) 741-5524 or toll-free at 1-800-342-1340.

Tennessee's UDM platform is rolling out in 2 phases. The first is a pilot group, who were granted access in Q3 2017. The next phase is general access in Q1 2018.

Tennessee's UDM platform is rolling out in 2 phases. The first is a pilot group, who were granted access in Q3 2017. The next phase is general access in Q1 2018. The majority of end users will have the opportunity to attend training sessions in Q1 2018. Additional users must be created by the SFUM team.

State of Tennessee platform users have credentials that are specific to tenant groups. A tenant is a government agency or higher-ed institution. Users only have access to data within their tenant group. SFUM team members have access to all tenant groups.

Certain high-level data (e.g., total electricity consumption for all State facilities) will be made publicly available; no tenant-specific data will be made publicly available without a tenant's permission.

The UDM platform is optional and free to use for State facility and utility managers, fiscal personnel, technical assistance providers, and sustainability professionals. We do, however, encourage engaged users as all State-owned and leased facilities will be included in the State's annual Building Energy Management report. Being engaged allows the user to correct any data anomalies that may be included within this report.

The UDM platform is limited to certain State employees or UDM-specific contractors. State of Tennessee platform users have credentials that are specific to tenant groups. A tenant is a government agency or higher-ed institution. Users only have access to data within their tenant group. SFUM team members have access to all tenant groups.

UDM end users only have access to data within their tenant group. On a case by case basis, the SFUM will consider requests to compare entities across tenant groups. In these cases, permission will be requested by the involved parties.

The SFUM team is here to assist with including new buildings, as well as revising your current building portfolio. The utility bills for new facilities will need to be scanned and emailed to TDEC.SFUM@tn.gov. After receipt, the SFUM team will send the information over to BillCAPture for initial enrollment. Initial enrollment will include setting up dual billing with the respective utility vendor.

Currently, bill images can be shared by exporting to PDF. In version 4 of the vendor platform, estimated to be available Dec. 2017, it will be possible to send a URL to the bill image.

Please email us at TDEC.SFUM@tn.gov, or call the Energy Hotline at (615) 741-5524 or toll-free at 1-800-342-1340.

The UDM naming convention is based on Archibus precedent for general government and THEC for higher-ed.

The vendor module to support Energy Star Portfolio Manager is not currently enabled in the TN UDM platform. Please reach out with the the details of your request, as we are currently evaluating the need for Portfolio Manager integration.

On a case by case basis, the UDM platform can be configured to support import of interval data. Please contact our team to learn more.

Accounts Payable (AP) and General Ledger (GL) integration is included in the project scope for TN General Government. TDEC is interested in exploring funding opportunities with higher-ed institutions that would allow integration with the BANNER and IRIS AP/GL systems.

UDM does not currently integrate with building automation systems.

Please see the vendor report finder here: https://reports.energycap.com/. SFUM is also happy to recommend reports.

Yes, platform reports and images can be exported to PDF and Excel. Please consider whether requests for data should be forwarded to your agency's or institution's contact(s) for public records requests.

Not at this time. The AP / GL settings can be seen in the GL Code Subcode 20 settings under Meter Properties or in an Update Sheet downloaded from the UDM administration section. Meter Groups can also be used to Auto-Group meters by their Subcode 20 setting.

The OCR process will not recognize the switch. Subcode 20 will need to be updated to reflect the switch for each meter listed on the account that is switching. When Subcode 20 is updated in EnergyCAP, the new value will apply immediately to any bill that is exported after the update is made (even bills that were already in EnergyCAP before the update).

It is up to individual agencies to maintain meter and account numbers in the system. If a bill is rejected due to the account number not being present in the system, there is a "kick-out" process managed by the SFUM team. In some cases, SFUM will be able to resolve the kick-out, in others SFUM will reach out to the end user.

Speed chart information is captured in GL sub codes.

Yes, there are a variety of ways to split bills in the UDM platform. On the facility side, an allocation by square footage or other distribution can be used. On the accounting side, bills can be allocated by funding source.

Yes, batch approval is a highly used feature. 

When a bill is approved, it is approved for everything on the bill (if there are multiple meters, all meters are part of the approval). However, if a vendor bill is setup to be split in EnergyCAP, the split bills are created after the vendor bill is approved and each split bill needs to then be individually approved itself before it is exported to accounting.

Non-meter account charges are accounted for in UDM; if cost itemization is available on a bill, this is read during the OCR process and input into the UDM platform.

Yes, demand charges are captured.

Yes, a strict requirement in implementing UDM was to not disrupt existing workflows. Going forward, after the full implementation of the UDM AP integration, it is intended where possible to stop cases of dual billing that were established during implementation. PDF bill images are available within the platform, and are available for export in AP/GL Edison transactions. Is some limited cases the project incurs a cost to establish dual billing, and in general it is a burden on the utility vendors to maintain dual billing indefinitely.

The reformatter is a software application that takes the output from the UDM platform and reformats it for import into the State's Edison AP system. The reformatter is the link between the UDM bill management interface and Edison.

The end user would need to log in and clear up any errors to prevent the bill from being processed.  

The same process that is currently used would be used. Reports are available in UDM that show bills that are due for payment. 

The reconciliation process needs to be discussed in greater detail as part of a workflow discussion per agency. It is likely that existing reports in EnergyCAP and/or bill lists can provide the necessary information to perform the desired reconciliation.

Yes, bill images for reformatted bills can be copied to an ftp server for download or links to the images can be provided as part of the reformatted bills.

This is possible; a custom configuration can be setup to do this using temp tables in the database. We would recommend carefully considering whether this is truly necessary as the maintenance for custom configuration can become time-consuming and confusing for the users of the system after implementation is complete.

There is no cost to individual agencies for the duration of the project contract. The SFUM group and UDM project are enabled by the following statutes.

4-3-1012. Transfer of office of energy management functions relating to state buildings and state-owned facilities.

4-3-1017. Energy management program -- Development and implementation through the state building energy management program.

4-3-1018. Energy management program -- Liaisons -- Action -- Reevaluation.

4-3-1019. Energy management program -- Interagency cooperation.

Note: These statutes have not been amended to indicate TDEC oversight.

State Facility Utility Management (SFUM) is a section within TDEC's Office of Energy Programs, and is located in TDEC's central office in Nashville. In January 2017, Governor Haslam transferred the responsibility for various state building energy management statutory responsibilities to TDEC. SFUM was then formed.

Four Tennessee statutes relate to utility and energy management in State facilities, as shown below:

4-3-1012. Transfer of office of energy management functions relating to state buildings and state-owned facilities.

4-3-1017. Energy management program -- Development and implementation through the state building energy management program.

4-3-1018. Energy management program -- Liaisons -- Action -- Reevaluation.

4-3-1019. Energy management program -- Interagency cooperation.

Note: These statutes have not been amended to indicate TDEC oversight.