Managing facilities, buildings, and assets

This section details the setting up a facility, and buildings or assets in the system.

The facility is the geographical location, for example, street, postcode, region, or country. This is a mandatory requirement, as all regulatory reporting initiatives, demand that the emissions be reported by address. Governments and other organizations can use this to profile the emissions by country or region. International best practice for emissions reporting is to use the most appropriate emissions factor available for that country or region. By organizing your data in the Diligent ESG system by geography, the system can automatically select the most appropriate emissions factors for that emission.

The lowest layer of reporting granularity is a building or asset. An asset can be a room, a meter, a vehicle, an employee, or a piece of equipment. A building can be a cost center, business unit, department, or company specific region. Assets and building are associated to a facility.

Creating a facility and a building or asset

1. Select the Settings icon and select Facilities & Assets.

2. In the Facility and Assets screen, select Add New Facility.

3. Enter the requested information into the fields provided.

Note

All fields marked with an * are mandatory and will be required to be filled out in order to save the information.

4. The user is then requested to add the first building or asset which is associated with this facility. More buildings or assets can be added later. The user can specify what organisational entity that building or asset is associated with by selecting the Parent Organisation for the building.

5. Once the required data is entered, select Save. You will now see that the new Building/Asset will appear under the selected organisational entity in the organisational view, and under the facility in the geographical view.

Editing facilities, buildings, or assets

You can edit facilities, buildings, or assets at any time within the system.

1. Select the Settings icon and select Facilities & Assets.

2. In the Facility and Assets screen, use the Organisation filter and the column search filters to filter the list.

3. Select Select beside the facility that you want to edit the details or buildings and assets of. ​

4. Select the Edit Facility Details.

5. In the fields and dropdowns, edit the facility's details and select Save.

6. In the List of Buildings / Assets associated with this Facility section, select Edit beside the building or asset.

7. In the fields and dropdowns, edit the building's or asset's details and select Save.

Adding additional buildings or assets to a facility

1. Select the Settings icon and select Facilities & Assets.

2. In the Facility and Assets screen, use the Organisation filter and the column search filters to filter the list.

3. Select Select beside the facility that you want to add a building or asset to.

4. In the List of Buildings / Assets associated with this Facility section, select Add New Building Asset.

5. In the fields and dropdowns, enter the building's or asset's details. You must fill out all fields and dropdowns marked with a *.

6. Select Save.

Moving buildings within an organisational structure

In the Facilities & Assets section, administrators can move buildings within an organisational structure.

1. Select the Settings icon and select Facilities & Assets.

2. Use the Organisation or Geographic navigation trees to locate the building you want to move.

3. In the Facilities and Assets table, select Select beside the relevant building.

4. In the List of Buildings/ Assets associated with this Facility table, select Edit beside the building you want to move.

5. In the Parent Organisation dropdown, navigate to and select the new facility or location you want to move this building to.

6. Select Save.

   You can now view the changes made within the Facilities & Assets screen and all the changes will also be reflected throughout the system.

   In the Facilities & Assets section, administrators can also edit building and facility details.

Deleting an existing facility, building, or asset

You can delete facilities, buildings, or assets at any time within the system.

1. Select the Settings icon and select Facilities & Assets.

2. In the Facility and Assets screen, use the Organisation filter and the column search filters to filter the list.

3. Select Select beside the facility that you want to delete or delete the buildings and assets from. ​

4. Select the Edit Facility Details. and select Delete to delete the facility.

5. In the List of Buildings / Assets associated with this Facility section, select Select beside the building or asset that you want to delete.

6. Select Delete and select Yes to confirm.

Closing a building or asset

The Facility & Asset section allows users to close a building within the system for example if a building is sold or its lease has ended. The building can be given an Open Date and Closure Date ensuring the building is shown on the GHG Activities screen as CLOSED. If desired, there is a supplementary setting for which the associated activities will also be closed automatically when a building is closed, and relevant data will not appear in reports and charts outside its start and end date (see below). The closure of a building results in the automatic closure of all activities/meters assigned to the building.

1. To close a building, navigate to the Facilities & Assets section by clicking on the settings icon in the top right hand of the account.

2. Select the desired facility from the Facilities and Assets screen by using the organisational tree-view structure or the search filter at the top of the screen to refine the facilities and building list to select the facility.

3. Next click Select beside the building assigned to that facility you want to close and click Edit beside that building once the new screen opens.

4. Edit the Date Opened and Date Closed section of the Building on screen and click Save.

How to close a building's associated activities in bulk

1. Navigate to the Manage Settings screen by clicking on the settings icon in the top right hand of the account.

2. Select Application Settings from the list of options on the left side of the screen.

3. If you want to enable the feature which closes/open activities in bulk when a building is closed/opened, tick the box labelled "Automatically Adjust Activities Open/Closure Dates via Manual Building Update".

Associated activities will be closed, and it will disable the ability for users to add data to these activities beyond this date. These activities will no longer appear on related Instant Reports past the closure date.