Portfolio Manager Hotel Data Import Template
This data import template was designed to assist you in providing large sets of Facility data to be incorporated into EPA's
Portfolio Manager software. It is intended as a one-time conversion from your data format into Portfolio Manager's format.
It is not designed for monthly updates of energy data for Facilities that are already in the Portfolio Manager. Be sure to
complete the information on all of the applicable tabs in this template. Items shown in red are required. Please review the
notes associated with each item by placing the cursor over the column heading. Sample data is included as grayed out text.
Make sure you over write the sample data with your own. If you are copying energy data from another source, be sure to use
the required formatting and valid options for energy type and units. Numeric values should not include any formatting, such
as commas, dollar signs or percent signs.
You must enter data for at least 10 new Facilities to be eligible to use this Data Import Template.
1. Let us know what Portfolio Manager account to put your data into by completing the User tab and whether the
2. Identify the location and basic characteristics of your Facilities on the Facilities tab.
IMPORTANT: You must provide the YEAR BUILT data before this request is processed.
3. Provide space characteristics (attributes) on the Hotel Space tab. The Facility names will be automatically filled
based on the information entered on the Facilities tab. The Floor Area is a required field and you must enter a value.
For the remaining attributes in red, you may enter values; if you leave them blank, PM will assign defaults for these
attributes (Note: you cannot apply for the ENERGY STAR using default space attributes). The attributes in black are
optional; if you do not enter values they will not be assigned a default.
4. Record energy consumption and optional energy cost data for the Facilities on the Energy tab. Enter a row for each
period of energy consumption for every meter in all Facilities. You will likely have multiple rows associated with each
Facility. It is critical that the Facility Name exactly match the name entered on the Facilities tab. Be sure to enter
all types of energy used in each Facility, in order to represent the full energy consumption.
5. Provide characteristics for the Parking tab if you have any parking space associated with the Facilities.
This tab is optional.
6. Provide characteristics of high volume computer processing facilities on the Data Center tab if there
are any spaces of this type associated with the Facilities. Provide IT Energy meter data on the IT Energy tab.
Tabs are optional.
7. If there are indoor or outdoor pools associated with your facility, provide information on the Swimming Pool
tab. For each pool, you must select a value for the attributes in red (defaults are not available).
8. After you have completed the template, please review your data for completeness and accuracy. For assistance,
review the Import Tips tab prior to submitting the data to EPA. Click here to view Import Tips
9. Save your import template and send the completed spreadsheet to firstname.lastname@example.org. Be sure to
include the words "Portfolio Manager Import" in the subject of the e-mail. Your data will be reviewed and validated
and you will be contacted within 5 business days of receipt if any problems are identified that require further clarification.
Is This An Existing
Account ? User Name Password Verification Question
Password Verification Answer First Name Last Name
Organization Address City State Zip
E-mail Which best describes your job title?
Indicate your organization's annual activity for each of the
What is the primary business or
service of your organization? Manage/Upgrade: Own Develop/Build:
Facility Name Street Address City State County ZIP Code Built
Sample Hotel 152 Sample Drive Fairfax VA Fairfax 22031 1990
Metering Configuration -
Property Type Metering Configuration Other text Country Nearest City
A single facility with more than 90% ownership/management United States
Facility Name Space Name No. Of Rooms
Sample Hotel Space 1 200
No. of Commercial
Gross Floor Area Workers on Main Shift Cooking Facilities Units
50000 50 No 12
How many hours
per day are
% Heated % Cooled Laundry On-Site Average Occupancy guests on-site?
Number of Total area of Total area of Quantity of
guest meals full-service gym/fitness laundry
served per spas center processed on-
laundry facility bed/table linens) bathrobes)
No Linens onlyTerry only (e.g., towels, linens and terry
h linens and terry
Facility Name Energy Meter ID Energy Type Energy Unit
Sample Hotel E223-4553 Electricity - Grid Purchase kWh
Start Date End Date Consumption Energy Cost
2/1/2001 2/28/2001 83489 $3,520.00
Facility Name Water Meter ID Water Type Other Water Type Water Unit
Start Date End Date Consumption Water Cost
Enclosed Parking Floor Area (with a
Facility Name Space Name Floor Area Roof)
Open Parking Floor
Area (No Roof) Hours of Access/Week
Facility Name Space Name Gross Floor Area
IT Energy Configuration Redundancy
Facility Name Space Name IT Energy Meter ID
IT Energy Meter Type Start Date End Date (kWh)
Facility Name Space Name Pool Size
Indoor or Outdoor Months in Use
Olympic (50 meters x 25 meters)
Short Course (25 yards x 20 yards)
Recreational (20 yards x 15 yards)
Tips for a Successful Import
The following is a list of common problems that have been encountered during the data input process. These issues
have caused data to be returned to the originator for correction and re-submission. Please check for these problems
prior to submission to reduce the chance of data problems that will require resolution and re-submission of data.
Click here to return to Instructions
Facility names on the Facilities tab must be unique. Make sure that you do not have any cases where Facilities have the same
name but different address information.
Facility Names must be identical from one tab to another. The spreadsheet will automatically capture the correct name from the
Facilities tab and insert them into the other tabs. If you are copying data from another source, be sure that all Facilities are
referred to consistently (additional spaces, commas, periods and name abbreviations are common culprits).
Facility Names cannot exceed 80 characters in length.
For each Space type, please fill in the name of the space within your facility.
Be sure to fill out the Facility City, State and ZIP separately. Depending on the format you may be copying from, the city and state
may be combined in a single cell. This will cause problems with the display of address data in Portfolio Manager.
Numeric values must not include formatting such as commas, dollar signs or percent signs.
All items with a valid list of options must use a value from the list in order for Portfolio Manager to recognize the value. This
includes items such as the Energy Type, Energy Units, etc.
Energy data must be entered by energy meter, and if you are providing monthly energy data, there should be multiple rows of
energy data per energy meter. Do not use a different meter ID for each month of energy data.
Make sure electric and gas entries listed do not have the same meter identifier. Each energy type for a Facility needs to be listed
under a separate meter ID. Please do not use the same meter ID (name) in multiple Facilities.
The Meter ID cannot exceed 50 characters in length.
Be sure that the date ranges for energy use are valid. The Start Date must be prior to the End Date, and the total period covered
should not exceed one year. For electric meters, each period cannot exceed 65 days.