SystemsLink – a simple guide

SystemsLink is our web-based database here to help you monitor and manage your energy consumption.

In this guide:

Page

How to get started ……………………… 1
Your energy data ………………………. 2
Reports ………………………………….. 3
Profile reports…………………………… 4
Meters: HH, AMR, Smart or dumb? … 5
Meter readings ………………………… 6
Help from the energy team ……………. 7

How to get started

The SystemsLink web page can be found at https://nyorks.energymanagerlive.com/ – save this to your favourites!

If you don’t have a user name contact energy.team@northyorks.gov.uk

If you have forgotten your password, click on the “reset password” link.

When you log in you see the Welcome dashboard.

This shows news and information relevant to your energy supplies and contracts. We will also bring you news on changes and new offers, so do check regularly!

Log out by clicking on your user name in the top right hand corner and selecting “log out”.

There are more Dashboards for each fuel type, select from the drop-down list.

Each of these dashboards show reports summarising that fuel type (if you have three electricity meters, the report shows total figures for all three meters).

The site details at the top of the dashboards can be hidden by clicking on the icon in the top right hand corner:

Other windows on the dashboard can be expanded to fill the screen by clicking on the icon in the top right hand corner:

Click again to shrink the window back down.

Some of the reports are interactive – run the curser over a report to see figures, or click to zoom in on a time period.

Other tabs in this view:

Meters: shows details of all your meters; you can then select a meter from the list to run reports for that meter alone. See page 3 for more on reports.

Reports: gives the option to run more reports for the whole school. See page 3 for more on reports.

Add Readings: described on page 6.

Exceptions: not yet functional.

Your energy data

Meters

Select the Meters tab to see a list of all your energy supplies.

When you select a meter a new window opens, showing details about the supply at the top (these details can be hidden by clicking on the icon ); and tabs at the bottom where you can view the data held for that meter, and run reports based on that data.

SystemsLink stores data from three sources; simply select the relevant tab to see the data:

Invoice data

  • This data is provided by our suppliers.
  • The table shows a list of invoices with basic details.
  • Click on the icon to view a likeness of an invoice; this opens in a new web page.
  • Note that the invoice likeness is not a copy of the bill from the supplier, but it contains the same information as the bill.

Direct data

  • These are the meter readings you enter into SystemsLink yourself.
  • The Usage/Day column shows the average consumption per day between two read dates. This consumption will fluctuate according to the weather for the meter supplying your heating, and show less fluctuation for supplies serving power only.
  • If you read your meters immediately before and after any holiday period, you can see what is used when the building is empty. This can help identify waste.

Profile data

  • This is the detailed data provided by Half-hourly meters.
  • Data can also be purchased for your AMR or Smart meters (see page 5 for more information)
  • The data is presented in graphical format; click on the buttons to change the Report options, Display Options and Report Date to your preferences.
  • Other, detailed reports are available for profile data – see page 4 for more information.

If a tab is missing there is no data from that source, for this meter.

Other tabs in this view:

Exceptions: not yet functional

Reports: covered in detail on page 3.

Reports

Reports are a visual way of understanding your energy consumption. They make it easy to see how and when your consumption fluctuates, and to compare it with what you used in the past. Many schools also find the financial reports useful to show to governors.

First, choose a data type from the drop-down list at the top, to see the reports available for that type of data – or select All to see all reports.

The reports screen shows the available reports, together with a short description.

Depending on what data is held for that meter or set of meters, the icon by each report description indicates which data a particular report can be run on (I = Invoice, D = Direct, P = Profile):

Depending on whether you access the Reports screen from the site dashboard or from the list of meters, the reports will be based on data for either all meters or a single meter.

After selecting a report it can be personalised to match your requirements:

Report date: set the date to the start date of the period you wish to report on.

Report Options – click the button to select:

  • Category – Usage, Cost or CO2 kg
  • Data Mode – Invoice, Direct or Profile
  • and other options as appropriate to the selected report.

Display Options – click the button to change the style of graph

Many reports show both a graph and a table of the data.

The graphs are interactive – pass the curser over the columns to see the figures.

Hint: click on the Report tab heading to go back to the main report screen.

Profile reports

There is a wider range of reports available for profile data.

Select Profile from the drop-down list to see them all.

Some of these reports are available in Excel format for down-load; these are identified by the Excel icon.

These reports provide a lot of information about the way your site consumes energy, but they need some interpretation. Spend some time running the different reports for varying periods and look for exceptions to the norm.

These reports provide a lot of information about the way your site consumes energy, but they need some interpretation. Spend some time running the different reports for varying periods and look for exceptions to the norm.

Baseline: this is the consumption used overnight, at weekends and holidays. A high baseline can indicate that equipment is being left on that could be turned off.

Profile Summary

Shows a graph of consumption where each strip represents one week. The green periods are the night-time charging periods (midnight to 7am).

Example: this report covers a 4-week period, and during the second week the school was closed.

However it would appear that the school was occupied on the Monday – was it a training day? Could anything have been done to keep some areas closed, and so reduce consumption? And something else happened during Tuesday and Wednesday mornings.

Profile Footprint

Shows the same data and the same period as the last example, but in a very different format.

Each square represents a 30 minute period. Brighter colours indicate higher consumption. Hover over a square to see the figures for that period.

With this report, look for brighter colours in unexpected places.

Example: As in the last example, the high consumption on the Monday is very clear.

It is easier to see on this report that consumption was higher over the night of Tuesday-Wednesday that week than any other night – why? Was this for a server backup, or was something left turned on that should have been turned off?

Meters: HH, AMR, Smart or dumb?

You may hear several different terms used when talking about energy meters. This guide is intended to help you understand the differences in how they work.

HH meters are on higher consuming electricity supplies.

  • These meters log the amount of energy used in 48 half-hourly periods through the day and night, and send the data to our suppliers (usually each night).
  • You are entitled to this detailed data, which can be viewed graphically in SystemsLink.
  • This data can be powerful in helping highlight consumption above expected levels, or at unexpected times, thus providing the opportunity to identify and correct problems on site and reduce consumption.

AMR meters are on smaller electricity supplies.

  • The supplier can automatically pull readings from these meters, but they may not be set up to do this every month.
  • These meters are not 100% reliable and so we ask for regular readings.
  • For a small fee (£6.25 a month) you can purchase detailed data, like that available from half-hourly meters, and view it in SystemsLink.

Smart meters are the gas equivalent of AMR meters.

  • The supplier can automatically pull readings from these meters, but they may not be set up to do this every month.
  • These meters are not 100% reliable and so we ask for regular readings.
  • For a small fee (approximately £11.13 a month) you can purchase detailed data, like that available from half-hourly meters, and view it in SystemsLink.

Older meters, sometimes referred to as Dumb meters, are all due to be upgraded very soon. At the moment, 20% of gas meters and 14% of electricity meters fall in this category.

  • These meters must be read by a person standing in front of them; suppliers no longer send meter readers to all meters every month and so we must read these meters ourselves.
  • If our supplier or their representative calls to arrange an appointment to upgrade or replace your meter, please co-operate by booking an appointment at a time convenient to you. You can request an appointment after 3pm, or during the holidays, to reduce disruption to the school day.
  • If you have trouble reading your meter, contact us for a copy of one of our guides by emailing energy.team@northyorks.gov.uk .

Please let the energy team know if your meter is changed so that we can update our records, by sending a photo of the meter and of the change card to energy.team@northyorks.gov.uk

Meter readings

There are three broad categories of meters, see page 5 for a description of these. We ask you to read all meters (except half hourly electricity meters) regularly.

Enter your meter readings on the last working day of each month for accurate bills. Please note that readings entered after midday on the first of the month will be received too late to show on your bill.

Enter additional readings immediately before and after every holiday. Identifying usage when the buildings are empty can reveal problems with your meters or consumption.

When taking down the readings ignore any red digits, numbers with a red box round them, or numbers after a decimal point.

If you have trouble reading your meters, please ask for one of our guides; contact us on 01609 535775 or energy.team@northyorks.gov.uk .

How to enter your readings

Select the Add Readings tab.

Enter the date the readings were taken (rather than the date you are entering the readings).

Click the blue arrow to open the reading field for the appropriate meter; enter the reading, and add a note in the Comments field if you wish to; then click the Validate button.

  • If the validation check says OK, save the reading. Then go to the next meter.
  • If the validation check is not OK, check the reading and that it’s entered correctly; if it still shows an error then enter a comment in the box and save. Then go to the next meter.

Once the readings have been downloaded we check they are in line with what we expect to see, and read all comments. We then contact you if we think there is a problem that needs following up.

Note: If you don’t have a reading for a meter, please leave that field blank – do not enter 0.

Help from the energy team

The energy and sustainability traded service are here to help you.

Contact us about:

  • meters, energy bills or SystemsLink
  • energy efficiency and renewable energy advice
  • energy saving advice
  • Display Energy Certificates
  • training and events
  • arranging a visit from Power-down-Pete
  • your suggestions on ways we can improve our service to you.

How to contact us:

Telephone 01609 535775

Email energy.team@northyorks.gov.uk

On-line via SystemsLink: click on Contact Us (bottom left-hand corner) and complete the online form:

To purchase a new service:

You can purchase days with Power-down Peter, also our Total package (primary or secondary), DECs, health checks, EMS and bill validation services; order online from

North Yorkshire Education Services (NYES): smartsolutions.northyorks.gov.uk/

Contact NYES if you need help logging on to this website: 01609 533 222