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Utility Tracker

SYSTEM DOCUMENTATION

0 14/01/2005

Utility Tracker 1.1

SYSTEM DOCUMENTATION

0 14/01/2005

Sinclair Knight Merz ABN 37 001 024 095 590 Orrong Road, Armadale 3143 PO Box 2500 Malvern VIC 3144 Australia Tel: +61 3 9248 3100 Fax: +61 3 9248 3550 Web: www.skmconsulting.com COPYRIGHT: The concepts and information contained in this document are the property of Sinclair Knight Merz Pty Ltd. Use or copying of this document in whole or in part without the written permission of Sinclair Knight Merz constitutes an infringement of copyright.

System Documentation – Utility Tracker

Contents

1. Introduction 1 1.1 Introduction to Utility Tracker 1 1.2 About this documentation 1

2. System Architecture 2 2.1 Architecture Overview 2 2.2 SQL Server Integration 2

3. Utility Tracker Application Structure 3 3.1.1 Billing Information 3 3.1.2 Billing Information – Setup 4 3.1.3 Billing Information – Invoices 4 3.2 Reports 5 3.2.1 Reports – Local Data 5 3.2.2 Reports – Benchmarking 6 3.3 Data Transfer 6 3.4 Greenhouse Coefficient 6

4. Database Design 7 4.1 Accounts 7 4.2 Benchmark Electricity Indices for each site 7 4.3 Benchmark Gas Indices for each site 8 4.4 Benchmark Leisure Centre Details 8 4.5 Benchmark Oil Indices for each site 8 4.6 Benchmark Site Details 9 4.7 Benchmarks 9 4.8 Electricity Billing Data 10 4.9 Energy Coefficients 10 4.10 Gas Billing Data 11 4.11 Hours of Operation 11 4.12 Lamp Type List 12 4.13 Lamp Type 12 4.14 Leisure Centre Details 12 4.15 Leisure Centre Facilities 13 4.16 Oil Billing Data 13 4.17 Petrol Billing Data 13 4.18 Site Details 14 4.19 Site Types 15 4.20 Street Lighting Billing Data 15 4.21 Street Lighting Details 15

SINCLAIR KNIGHT MERZ

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4.22 Street Lighting Distributor 16 4.23 Street Lighting Tariffs 16 4.24 tblAccountHistory 16 4.25 tblCCPBldType 16 4.26 tblMunicipality 16 4.27 Vehicles 17 4.28 Vehicle Fleets 17 4.29 Water Billing Data 17


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Document history and status Revision Date issued Reviewed by Approved by Date approved Revision type

0 21/07/04 W. Ray W. Ray 21/7/04 Draft for comment

Distribution of copies Revision Copy no Quantity Issued to

0 1 1 (PDF) SEAV (Julian Donlen)

Printed: 14 January 2005

Last saved: 26 July 2004 02:04 PM

File name: D:\Projects2004\UtilityTracker\SystemDocumentation.doc

Author: Willson Santoso

Project manager: William Ray

Name of organisation: SKM

Name of project: Utility Tracker

Name of document: System Documentation

Document version: 1.0

Project number: SB17451.01


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1. Introduction

1.1 Introduction to Utility Tracker Utility Tracker is a utility billing/usage management system that is based on Microsoft Access database and Microsoft Visual Basic for Applications (VBA) programming language. It allows local governments to record, monitor and benchmark their energy and water consumption.

The version of the Utility Tracker application provided to local governments comes with all the design and source code modules behind the software. This allows for the Utility Tracker to be customised by each Council to suit their requirements or for the Utility Tracker to be adapted to other locations in Australia or commercial applications.

1.2 About this documentation This document is intended for qualified/experienced DBAs and programmers who wish to customise or modify the Utility Tracker. This document is not intended for end-users of the Utility Tracker. The document covers:

system architecture,

application structure, and

database design


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2. System Architecture

2.1 Architecture Overview The Utility Tracker application runs on a self-contained Microsoft Access database file (UtilityTracker.mdb). All the table data, forms, queries, reports and source codes are within the single mdb file.

The Utility Tracker was developed to run on MS Access 2000 database. As such, a client machine will need to have MS Access 2000 (or later) database installed on it to be able to run Utility Tracker. Local government organisations still running MS Access 97 should contact SEAV for a copy of the Utility Tracker in MS Access 97 format.

2.2 SQL Server Integration While the database was designed and developed on stand-alone Microsoft Access platform, it is possible to migrate the database into Microsoft SQL Server and to run it as a Client Server application.

These are the steps needed to migrate the database to Microsoft SQL Server:

1) Create a new database in the Microsoft SQL Server.

2) Import all the data tables from the Utility Tracker MS Access database into the new database you just created on the Microsoft SQL Server.

3) Add user accounts into the new Microsoft SQL Server database and give the appropriate permissions to the accounts (db_datareader and db_datawriter).

4) Set up ODBC connection from the client desktop machine to point to the new Microsoft SQL Server database.

5) Remove the existing tables from the MS Access database and insert the new tables from the newly created MS SQL Server database as linked table via ODBC connection you created in step 4.




3. Utility Tracker Application Structure

The Utility Tracker is made up of four main sections, shown in the diagram below.

Billing Information

Reports Data Transfers Greenhouse Coefficients

Home

3.1.1 Billing Information Billing Information is the section used by end-users to manage site and account information and to enter billing data. It is made up of two sub-sections, setup and invoices.

Local Data Benchmark

Billing Information




3.1.2 Billing Information – Setup The Setup sub-section of the Billing Information is where users manage their site, vehicle and street lighting details and account information.

Site Details Vehicles Street Lighting

Billing Information - Setup

3.1.3 Billing Information – Invoices The Invoices sub-section of the Billing Information is where actual utility billing data is entered into the database.

Electricity Gas Oil Water Vehicles Street Lighting

Add New

View/Edit

Add New

View/Edit

Add New

View/Edit

Add New

View/Edit

Add New

View/Edit

Add New

View/Edit

Billing Information - Invoices




3.2 Reports The reporting sections are made up of local data and benchmarking reports. All of these reports can be exported to Microsoft Excel, provided that Microsoft Excel is installed on the client machine.

Local Data Benchmark

Reports

3.2.1 Reports – Local Data The Local Data sub-section of the Reports cover all the reports derived from data within the local government only.

Utility Checks Total Summary Vehicles Street Lighting

Electricity

Gas

Demand

Peak / Off Peak

Energy

Bottom 20

Data Summary

Top 20

Vehicle

Fleet

Energy

Types

Oil

Water

Fuel Type

Total

Numbers

Summary

Reports – Local Data




3.2.2 Reports – Benchmarking The Local Data sub-section of the Reports cover all the reports that benchmark the local data against other councils’ data provided by SEAV.

Energy Greenhouse Totals

Electricity kWh

Gas MJ

Oil MJ

Electricity $

Gas $

Oil $

Greenhouse Total MJ

Total $

Reports - Benchmarking

3.3 Data Transfer The Data Transfer section is where all the data importing and exporting within Utility Tracker is performed. Data export is executed with built-in Microsoft Access Commands such as TransferDatabase and TransferText.

3.4 Greenhouse Coefficient Greenhouse Coefficient section is where the parameters used to convert the different type of energy units into Greenhouse Emissions are stored and managed.




4. Database Design

The tables used in Utility Tracker database are as following:

4.1 Accounts This table stores the utility account information.

Field Name Field Type Significance

AccountNumber Text (50) Primary Key SiteID Long Foreign Key linked to Site Details table AccountType Text (50) DemandUnit Text (50) UserBench1 Text (50) UserBench1Unit Text (50)

4.2 Benchmark Electricity Indices for each site This table stores the electricity benchmark information.


Site ID Long FinancialYear Integer CalendarYear Integer Site Type Text (50) SumOfkWh/m2 Double SumOfkWh/factor Double SumOf$/m2 Double SumOf$/factor Double GH/m2 Double GH/factor Double local Byte Useable Floor Area Long




4.3 Benchmark Gas Indices for each site This table stores the gas benchmark information.


Site ID Long FinancialYear Integer CalendarYear Integer Site Type Text (50) SumofMJ/m2 Double SumofMJ/factor Double SumOf$/m2 Double SumOf$/factor Double GH/m2 Double GH/factor Double Local Byte Useable Floor Area Long

4.4 Benchmark Leisure Centre Details This table stores the leisure centre benchmark information.


Site ID Long Heated Wet Area Double Local Byte

4.5 Benchmark Oil Indices for each site This table stores the oil benchmark information.


Site ID Long FinancialYear Integer CalendarYear Integer Site Type Text (50) SumofQty/m2 Double SumofQty/factor Double




SumOf$/m2 Double SumOf$/factor Double GH/m2 Double GH/factor Double Local Byte Useable Floor Area Long

4.6 Benchmark Site Details This table stores the details of the sites that are used in the benchmark.


Site ID AutoNumber Primary Key Site Type Text (50) Useable Floor Area Long Factor Long Weekday Hours Double Weekend Hours Double GreenPower Double Local Byte

4.7 Benchmarks This table stores the parameters used in the benchmark calculation.


ID AutoNumber Primary Key Site Type Text (50) kWh/m2 Double Elec $/m2 Currency kWh/factor Double Elec $/factor Currency Gas/m2 Double Gas $/m2 Currency Gas/factor Double Gas $/factor Currency Oil/m2 Double




Oil$/m2 Currency Oil/factor Double Oil$/factor Currency kgCO2/m2 Double kgCO2/factor Currency

4.8 Electricity Billing Data This table stores all the electricity billing data.

Field Name Field Type Significance ID AutoNumber Primary Key Site ID Long Foreign Key linked to Site Details table Account Number Text (50) Foreign Key linked to Accounts table Date of Bill (Elec) Date Number of Billing Days

Integer

Contestable Yes/No OP Tariff Text (50) Tariff (Network Tariff)

Text (50)

Peak kWh Double Off Peak kWh Double Total kWh Double Actual Demand Double Network Demand Double Description Text (250) Total Cost Currency GreenPercent Double RenewableEnergy Double DemandUnit Text (5)

4.9 Energy Coefficients This table stores the parameters used in the Greenhouse emission calculation.


Fuel Text (50) Primary Key Unit Text (50)




MJ/qty Double GHkg/MJ Double Default MJ/qty Double Default GHkg/MJ Double Last modified Date modified by Text (50)

4.10 Gas Billing Data This table stores all the gas billing data.

Field Name Field Type Significance ID AutoNumber Primary Key Site ID Long Foreign Key linked to Site Details table Account Number Text (50) Foreign Key linked to Accounts table Date of Bill (Gas) Date Number of Billing Days

Integer

Tariff Text (50) Consumption Double Total Cost Currency GreenPercent Double RenewableEnergy Double DemandUnit Text (5) Description Text (250)

4.11 Hours of Operation This table stores the standard hours of operation for different type of sites.

Field Name Field Type Significance Site Type Text (50) Primary Key Average Hours Double




4.12 Lamp Type List This table stores the lookup values for the lamp type.

Field Name Field Type Significance ID AutoNumber Primary Key Lamp Type Text (50) Factor Double Nominal W Double Ballast Effect Double

4.13 Lamp Type This table stores the lamp types associated with each street lighting bill.

Field Name Field Type Significance Account Number Text (50) Joint Primary Key, Joint Foreign Key to

Street Lighting Billing Data table. Date Date Joint Primary Key, Joint Foreign Key to

Street Lighting Billing Data table. Lamp Type Text (50) Joint Primary Key. Municipality Text (50) Number Integer Cost Currency Shared Proportion Text (50)

4.14 Leisure Centre Details This table stores the information unique to leisure centre sites.

Field Name Field Type Significance Site ID Long Primary Key, Foreign Key to Site Details. Heated Wet Area Double




4.15 Leisure Centre Facilities This table stores the facilities available within a leisure centre.

Field Name Field Type Significance Site ID Long Joint Primary Key, Foreign Key to Site

Details table.Facility Text (50) Joint Primary Key. Size Long Indoor/Outdoor Text (50)

4.16 Oil Billing Data This table stores all the oil billing data.

Field Name Field Type Significance ID AutoNumber Primary Key Site ID Long Foreign Key linked to Site Details table Account Number Text (50) Foreign Key linked to Accounts table Date Date Number of Billing Days

Integer

Quantity (litres) Double Cost ($) Currency Comments Text (250)

4.17 Petrol Billing Data This table stores all the petrol billing data.

Field Name Field Type Significance ID AutoNumber Primary Key Date Date Account Number Text (50) Registration Number Text (50) Number of Billing Days

Integer

Number of vehicles Integer Fleet Name Text (50) Total km Double Fuel Type Text (50) Petrol Double




Petrol Cost Currency LPG Double LPG Cost Currency Diesel Double Diesel Cost Currency Total Cost Currency Supplier Text (50) Comments Text (250)

4.18 Site Details This table stores detailed information of all sites within the local government.

Field Name Field Type Significance Site ID AutoNumber Primary Key Municipality Text (50) Site Type Text (50) Site Name Text (50) No Duplicates Street Address Text (50) Property Number Text (50) Town/Suburb Text (50) PostCode Text (50) Contact Officer Text (50) Telephone Text (50) Email Text (50) Factor Long Integer Electricity Supplier Text (50) Useable Floor Area Double Weekday Hours Double Weekend Hours Double GreenPower Yes/No RenewableEnergy Yes/No Local Integer Comments Text (250) UserBench1 Text (50) UserBench1Unit Text (50) UserBench2 Text (50) UserBench2Unit Text (50) Heated Wet Area Double




CCPSiteType Text (50)

4.19 Site Types This table stores the lookup values of site types list.

Field Name Field Type Significance Site Type Text (50) Primary Key Factor Text (50) ShortFactor Text (50)

4.20 Street Lighting Billing Data This table stores all the street lighting billing data.

Field Name Field Type Significance ID AutoNumber Municipality Text (50) Account Number Text (50) Joint Primary Key, Foreign Key linked to

Street Lighting Details table Date of Bill Date Joint Primary Key Number of Billing Days

Integer

Tariff Text (50) Total Cost Currency Peak kWh Double Off Peak kWh Double Total kWh Double Comments Text (250)

4.21 Street Lighting Details This table stores street lighting account information.


Account Number Text (50) Primary Key Municipality Text (50) Service Address Text (50) Property Number Text (50) Distribution Company Text (50)




4.22 Street Lighting Distributor This table stores the lookup values of Street Lighting Distributor.


DistributionCompany Text (50) Primary Key

4.23 Street Lighting Tariffs This table stores the lookup values of Street Lighting Tariffs.


Tariffs Text (50) Primary Key

4.24 tblAccountHistory This table stores the historical account numbers.


AccountNo Text (50) Joint Primary Key OldAccountNo Text (50) Joint Primary Key DateChanged Date Joint Primary Key

4.25 tblCCPBldType This table stores the lookup values of CCP™ Building Type.


TypeID AutoNumber Primary Key TypeName Text (50)

4.26 tblMunicipality This table stores the Municipality name.


Municipality Text (50) Primary Key




4.27 Vehicles This table stores information about vehicles within the local government.

Field Name Field Type Significance Registration Number Text (50) Primary Key Vehicle ID AutoNumber Supplier Text (50) Account Number Text (50) Fuel Type Text (50) Make Text (50) Model Text (50) Engine Size Double Year Integer Transmission Text (50) Comments Text (250)

4.28 Vehicle Fleets This table stores information about vehicle fleets within the local government.


Fleet Name Text (50) Primary Key Fleet ID AutoNumber Contact Text (50) Telephone Text (50) Email Text (50) Fax Text (50) Supplier Text (50) Account Number Text (50) Comments Text (250)

4.29 Water Billing Data This table stores all the water billing data.

Field Name Field Type Significance ID AutoNumber Primary Key Site ID Long Foreign Key linked to Site Details table Account Number Text (50) Foreign Key linked to Accounts table




Date of Bill (Water) Date Number of Billing Days

Integer

Tariff Text (50) Consumption Double ConsumptionCost Currency ServiceCost Currency SewageDisposalCost Currency Total Cost Currency Description Text (250)



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