EnergyCAP

• Pre-Sales & Scoping Before the contract is finalized, EnergyCAP assigns an implementation team to the project. This includes a dedicated Project Manager who works with the client to define goals, scope, and timelines.

• Project Planning A detailed project plan is created, outlining milestones, deliverables, and responsibilities. Weekly check-ins are scheduled to ensure progress and alignment.

• Data Collection & Conversion Historical utility data is gathered from existing systems (ERP, spreadsheets, or homegrown databases). EnergyCAP’s team handles data import, conversion, and validation, ensuring a clean and accurate starting point.

• System Configuration The platform is configured to match the client’s organizational structure, including buildings, meters, departments, and utility accounts. Custom workflows, chargebacks, and reporting structures are set up.

• Integration Development EnergyCAP integrates with external systems such as accounting platforms, metering hardware, and ENERGY STAR Portfolio Manager. The engineering team ensures seamless data exchange using APIs or file-based automation.

• Training & Onboarding Users are trained via EnergyCAP Academy, which offers self-paced courses and live sessions. Training covers fundamentals, energy management, utility bill accounting, and chargeback workflows.

• Testing & Validation The system undergoes rigorous testing to ensure accuracy in bill processing, reporting, and analytics. Any issues are resolved before go-live.

• Go-Live & Support Once validated, the system goes live. Post-launch support includes performance monitoring, user feedback collection, and ongoing optimization.

Customization Capabilities Include:

• Modular Architecture: Organizations can start with the core UtilityManagement module and add features like CarbonHub, SmartAnalytics, Bill CAPture, and Advanced Accounting as needed.

• Flexible Reporting: EnergyCAP offers over 300 standard reports, and users can create custom reports using Report Designer BI, which integrates with Power BI, Tableau, and Excel for advanced analytics.

• Chargeback & Cost Allocation: The platform supports custom formulas, submeter readings, and percentage splits to allocate energy costs across departments or tenants.

• Custom Dashboards: Users can build dashboards tailored to their roles—whether for finance, sustainability, or facilities—showing KPIs, alerts, and performance metrics.

• Integration with External Systems: EnergyCAP integrates with ERP systems (e.g., Oracle, SAP, NetSuite), metering platforms, and ENERGY STAR, allowing seamless data flow and compliance reporting.

• User Roles & Permissions: Organizations can define granular access levels for different users, ensuring secure and role-specific functionality.

• Custom Alerts & Notifications: Automated alerts can be configured for billing anomalies, usage spikes, or performance deviations.

• Localization & Hierarchical Structuring: The platform supports complex organizational hierarchies, including multi-site, multi-department setups, and can be tailored to reflect real-world structures.

• Training Customization: EnergyCAP Academy offers role-based training paths, allowing organizations to onboard users based on their specific responsibilities.

• Setup & Implementation Fees: These are part of the Professional Services Fee, which covers implementation assistance, database conversions, system interface development, and custom report creation. This fee varies based on the scope of work and organizational complexity.

• Annual License Fee: Pricing starts at $40/meter/year for the Express plan and $52/meter/year for the Enterprise plan. Entry-level packages begin around $4,000 to $13,000 annually, depending on the number of meters and features licensed.

• Maintenance Agreement (ECMA): Included in the annual license fee, this covers:

  • Technical support

  • Software upgrades

  • Access to data services (e.g., weather data, GHG factors, ENERGY STAR integration).

• Optional Add-ons: These include modules like CarbonHub, SmartAnalytics, and Bill CAPture, which may incur additional charges based on usage and customization needs.

• Training Services: Custom training and onboarding packages are available, which may be billed separately depending on delivery format and depth.

• EnergyCAP Academy: A self-paced, online training platform offering structured courses for different roles:

• Fundamentals: Covers core navigation and data management.

• Energy Management: Focuses on analytics, benchmarking, and performance tracking.

• Utility Bill Accounting: Advanced training on audits, reports, and workflows.

• Chargeback Accounting: Teaches cost allocation and submetering strategies.

• Live Webinars & Events: Regularly hosted sessions for onboarding, updates, and best practices. These include specialized training for clients like Puget Sound Energy (PSE).

• YouTube Channel: Offers recorded webinars, tutorials, and product walkthroughs for visual learners.

• SOC 2 Type II Certification: Confirms compliance with AICPA’s Trust Services Principles across:

• Security (firewalls, intrusion detection

• Privacy (encryption, access control)

• Processing Integrity

• Availability (disaster recovery, performance monitoring)

• Confidentiality

• FedRAMP Authorization: EnergyCAP is authorized under the U.S. Government’s FedRAMP program, ensuring secure cloud hosting for federal agencies. This includes:

  • Authorization to Operate (ATO)

  • Compliance with FISMA standards

  • Secure hosting via Azure infrastructure

• End-to-End Encryption: All data is encrypted in transit and at rest.

• Secure Development Practices: Minimal personal data storage, proactive threat detection, and rigorous incident response protocols.

• Hosting Options: Clients can choose between EnergyCAP-hosted environments or on-premise deployments with full control over infrastructure..

• Feature enhancements (e.g., new analytics tools, improved reporting).

• Bug fixes and performance improvements.

• Security patches.

• Compatibility updates with third-party integrations (e.g., ENERGY STAR, BI tools).

• Licensee Data refers to all data uploaded or provided by the client for use within the platform.

• Clients have the right to export their data at any time, using built-in tools or APIs.

• EnergyCAP does not claim ownership of client data and does not use it for third-party purposes without consent.

• Data is stored securely and can be retrieved in structured formats (e.g., Excel, CSV, JSON) for migration or reporting purposes.

• Meter-Based Licensing: Pricing is calculated per meter per year. Clients can add or deactivate meters as needed. All meters in the database, including inactive ones, count toward the total unless removed.

• Quarterly Reviews: Meter counts are reviewed quarterly. If usage exceeds the licensed amount, additional meters are billed in arrears at the applicable tier rate.

• Modular Expansion: Clients can add modules like CarbonHub, SmartAnalytics, or Bill CAPture at any time. These additions may require a change order and incur extra fees.

• Custom Development & Change Orders: If scaling involves custom workflows, integrations, or training, EnergyCAP provides a formal Change Order quotation. Fees are calculated at current hourly rates and must be approved by the client before implementation.

• Initial Term & Renewal: Contracts typically begin with an Initial Term (often one year), after which they automatically renew for successive Renewal Terms unless either party provides written notice of non-renewal. The renewal period and pricing are specified in the original agreement or subsequent order forms.

• Cancellation Notice: To cancel or opt out of renewal, the client must provide written notice before the end of the current term. The required notice period is usually 30 to 60 days, depending on the agreement.

• Termination for Convenience: EnergyCAP agreements generally do not allow termination for convenience mid-term without penalty. Early termination may require payment of remaining fees for the contracted term.

• Termination for Cause: Either party may terminate the agreement if the other party:

  • Breaches a material term and fails to cure it within a specified period (usually 30 days).

  • Engages in unauthorized use or distribution of the software.

  • Becomes insolvent or ceases operations.

• Refunds: EnergyCAP offers a 10-day unconditional acceptance period for some licenses (e.g., EnergyCAP Professional), during which clients can cancel for a full refund if dissatisfied.

• Change Orders: Any changes to scope, meter count, or modules during the contract term require a formal Change Order, which may adjust pricing and terms.

• Data Ownership Post-Termination: Clients retain ownership of their data and can export it before or after termination. EnergyCAP does not restrict data portability upon cancellation.

• SOC 2 Type II Certification: Validates EnergyCAP’s controls for:

• Security: Intrusion detection, firewalls, two-factor authentication

• Privacy: Encryption, access control

• Processing Integrity: Quality assurance, process monitoring

• Availability: Disaster recovery, performance monitoring

• Confidentiality: Secure data handling and access restrictions

• FedRAMP Authorization: EnergyCAP is authorized under the Federal Risk and Authorization Management Program (FedRAMP) for Low-Impact SaaS. This ensures:

  • Secure cloud hosting

  • Compliance with U.S. federal cybersecurity standards

  • Suitability for government agencies

• ENERGY STAR Integration: EnergyCAP is a repeat ENERGY STAR Partner of the Year and integrates directly with ENERGY STAR Portfolio Manager for benchmarking and compliance reporting.

• IPMVP® Support: The platform supports International Performance Measurement and Verification Protocol (IPMVP) standards for validating energy savings and conservation measures.

• Secure Development Practices: Includes minimal personal data storage, encrypted backups, proactive threat detection, and incident response protocols.