started so hi everyone and welcome thank you so much for joining us today we are delighted to have you here we will present to you on the service now ESG office utility app that automatically collects and presents our office utility data this presentation is brought to you by the service now environmental sustainability team and our digital technology team that were involved in developing and implementing this project this safe par message is just here to remind everyone that today's presentation may contain forward looking statements and to not make purchase decisions based on the presentation before we begin there's just a few notes and housekeeping please stay on use there will be time after the presentation for some questions and answers during the session please use the Q&A function on Zoom to type out your queries the session has been recorded and the reporting and these slides will be shared in the service mail Community Forum in the next two business days or so at the end of the presentation we will provide links to the community Forum websites and other websites that may be referenced during the presentation once the session ends you'll be asked to fill out a short survey and we would be really delighted if you could do so if you could please do so there are three of us presenting today from service now and all three of us were involved in this project myself I'm Serena s I'm a senior program manager on the environmental sustainability team and I have been working in service now almost three years hi everyone I'm Emily seon I'm a program analyst on the environmental sustainability team and I've been working with service now for just under two years hi there uh this is wut mandala uh I'm a principal technical product manager uh and I'm I have been here in service now for eight years thank you so for our presentation today we will explain to you how or team have implemented a solution that automatically collects and displays utility usage data from our officite and how we can easily review and analyze that data in our automated dashboard that we have built the reason we're keen to do this presentation is because our team have benefited from the solution and so you know we wanted to share this project and our knowledge with you as we think it may be helpful to other teams working in environmental sustainability to learn how you too you know can implement this solution within your own organization using the power of the service netork the agenda items for the presentation is shown on screen there I will start off by giving you an overview of the project background and our requirements and I'll also explain the solution that we implemented next in I'll hand over to Emily and Emily will explain the project phases and timel online and she will also give a short three minute demo of our office utility dashboard she'll also explain how we as a team have benefited from this solution and finally finally VAP or technical wizard he will give a high level technical overview of what's required for you to implement the solution within your own organization using the service now platform and the apps our presentation should take less than 30 minutes and I mentioned previously you will have time at the end to ask um your questions which we will answer so let's begin and let's look at the background to the project okay so if you work in environmental sustainability and Reporting like we do you most likely need to collect office utility data you know for input into our carbon footprint for your ESG reporting and also possibly to track progress against sign spased Target that you may have in our case the scale of the monthly data collection was vast as I ensured is for you too if you work in a large organization we collect um electricity data from about 18 of our offices and gas and water from about four of our offices in total we nearly have 150 M and almost 80 utility accounts that are associated with this data collection alone and just de sign not them in cases where we cannot get utility data we simply estimate it based on you know the office areas so our data collection came in different formats and I'm sure you can sympathize with that you know depending on the office we reached out to um you know we may have got the data in Excel workbooks we could have got it through email or sometimes we would have to log on to the utility provider platform to download or usage via Excel workbooks Etc so to summarize then our pain points that you may be able to relate to included Gathering data from several offices from several different Mees getting this data in different formats and to top it all off the sheer time consuming and error prone nature of all of those tasks our team needed a simpler solution so that we could concentrate our efforts on more important tasks rather than data collection when thinking about the solution we wanted we had some key requirs firstly we required a solution that would automate data collection for us so we could free off our own time to do more valuable we wanted an interactive dashboard that would automatically update and present our utility data so that we could drill down and analyze the results we needed the ability to download reports in Excel format from the dashboard for our own reporting purposes and we require the solution to email alerts to us for example in cases of unexpectedly High utility usage so like we want to know we want to know those those High areas so we could look into them and take action and finally we needed the solution to be user friendly and intuitive both for our own team and service now and of course for you our customers next I'll talk through the solution we put in place that met our requirements that I just discussed so we decided to use Arcadia for the automated capture of our utility data and why do we use Arcadia because Arcadia connect directly to utilities that provide you know electricity natural gas water Etc and Arcadia can automatically capture utility data from over 9 and utility providers across 52 countries so their coverage is vast our P are also a partner service now and we have an API integration with them so we could Leverage The Power of the service now platform the API integration with Arcadia is also available for all our customers on the service now app store and zcash will give more information on how you can access that later on in the presentation at a high level here the diagram shows how the Arcadia Solutions works and there are only four basic steps step one you have to get an account with Arcadia and once you do that you just log on to their platform step two once you're on the Arcadia platform you search for your office utility providers using a simple search function step three once you find your utility providers you simply enter the online username and password that your organization has has to access your utility accounts and entering that simple detail allows Arcadia to directly connect to your utility accounts using those credentials step four Once Arcadia makes a connection to your utility account the Arcadia bot automatically goes into the utility account pulls out the monthly bill reads it gathers the monthly utility usage data and sends that dat data via the API on this slide here I'll show you how we use our Kar for the solution we implemented so as I explained previously on the last slide and here's a recap we got an account with aadia once we're on the platform we searched for founder utility providers inst our credentials you know got connected to our accounts and then the Arcadia Bosch reads our utility bills and gathers our usage data so focus on step three Arcadia then sends the usage data to the service now ESG management tool via the API on a monthly basis step four utility usage data is then stored on the service now ESG management tool and the utility usage data is presented in the service now ESG office um utility app dashboard for review and Analysis and we're going to demo dashboard um shortly so I hope that process is clear as I previously mentioned vinat will later on in this presentation he'll give the technical steps required for you to implement the solution within your own organization and where to access the service now applications required to build a solution I will now pass you over to Emily our program analyst in environment sustainability and Emily will discuss the utility app dashboard phases and timelines associated with that thank you Serena so the first phase of our project was to build the dashboard and get the data from Arcadia into our dashboard via the API and then to ensure that the data displayed in the dashboard was correct this phase took about three months to implement and then we moved on to phase two during which we focused on improving the user experience we enhanced the look and the feel of the dashboard to ensure it was easy to use and this phase took us about about 8 weeks to implement we then moved on to phase three where we wanted to enhance the capability and add threshold email alerts that were triggered when usage was more or less than 10% year-over-year monthly V variance this phase took us about four weeks to implement and if those of you joining us today were to implement this solution in your organization your project timeline would be reduced if you choose to use the enhanced dashboard that we built um which we will show you in our demo so next I'll share a pre-recorded 3-minute demo of our dashboard to show you how it works here is our custom utility dashboard as previously explained data is fed to the dashboard through our API connection with Arcadia however if data is not collected by Arcadia for example if we receive an Excel workbook with usage we can manually upload it to the dashboard here you can see the dashboard is broken out by utility electric water and natural gas each of the other Pages water and natural gas is designed like our electric one in the top left corner we have a year-to-date graph tracking our total usage for 2024 we find this really useful as it provides a quick reference for our current electric consump assumtion in 2024 here on the top right we have a year-over-year bar chart by office location this allows us to analyze variances in consumption for each site and helps indicate if a potential electricity reduction initiative is having the desired impact this chart has filters for a base year and a comparison year for example the base year could be set to 2023 and the comparison year to 2022 to analyze consumption Trends below we have two bar charts the top bar chart displays year-to-date monthly usage for each of our office sites the bar chart below shows the year-to-date monthly usage by meter for each site we have a number of filters on the left that allows us to drill down and analyze the data in more detail we can filter by location I could select Santa Clara for example on the west coast of the US which allows us to easily see what is happening in that region of the country I am able to filter on specific meters belonging to the site or sites selected in the above location filter here I can select the first three meters we also have the ability to expand the graphs for easier View and we can also filter by year selecting a specific year will apply to both bar charts you can then filter by the sites and meters selected for the year the export function is really useful we can use it to download our data to a CSV file for reporting purposes note that if a filter is applied it will only export what is selected all the filters must be cleared to download all the data I'll download the data to the CSV file and I'll return to the presentation to display the export here you see we have a CSV file that shows consumption data for all locations the utility type meter numbers and the utility start and end date for each month so before this tool it was really a nightmare collecting all this data and now we're able to do it with the click of a button the data is granular enough that it meets our rep rep reporting requirements and this tool has been a really huge help to our team and so next I'll talk you through the project benefits so firstly now that we've succeeded in automatically collecting our utility usage we have improved our data accuracy and saved our team approximately 480 hours of work annually secondly with our automated dashboard we can EAS View and analyze the data and we also have the added benefit of being able to download our usage into an Excel for our reporting needs thirdly with our automated alerts we can investigate and take action when issues occur for example when there is unexpectedly High consumption and last but not least the solution is integrated with our ESG management tool where we can set goals or targets and then tie them back to our usage for Data Tracking I'll now hand you over to venat our principal technical product manager for this project and he will explain how you our customers can implement the solution from the service now app store thank you Emily um hello everyone my name is wenat and I'm very excited to talk to you uh excuse me about how to uh implement the solution for your own organization now there are 11 key steps to go through um they are as follows the first step involves Gathering your online user credentials for your utility providers and checking that Arcadia can connect with them step two is essentially get contact with Aradia and in this stage you also start creating a project plan and that will really help ensure a successful project outcome the next steps three and four which is search for and connect to your utility providers on the Aradia platform as we um was previously explained in this presentation and the next step is to get service now ESG management tool license you can work with your service now account executive to get this um enabled and followed by that the next step is contact your service now admin who can help install the following plugins that includes ESG management Arcadia ESG integration the next step is after the in instance preparation is complete including connecting to Arcadia API import the historical utility data into your service now instance from Arcadia now the next step is your service now admin can help you to install the ESG utility dashboard from The Innovation lab just to remember this is not yet out of the box from product and this is a c custom built solution provided on the Innovation lab your it team will need to ensure all the required configuration is set up for the dashboard as outlined in the installation guide once the setup is completed input of utility data into the dashboard happens automatically without any manual intervention depending on the schedule of pulling the data from Arcadia information on the dashboard gets updated finally you should test the dashboard to ensure you see the data as it is reported in your utility bills next slide here you can find um links to the service now app store for ESG management tool and the Arcadia ESG integration and the link to the service now Innovation lab for the dashboard is provided here there's also the link to the service now Community Forum site where you can find this presentation and recording Michelle will now add these links to the chat for your availability next slide so thank you all for listening um I really hope you found this presentation useful as I mentioned previously you can use the Q&A function if you wouldd like to ask any questions and we'll be happy to go through them that so vat do you want to take that question how easy it would be to scale up using this app yes uh sure uh that's a great question um I think like we called out in our initial presentation uh our volume is huge uh we we we are really covering a vast of our real estate portfolio and as we have tested from a performance standpoint uh we when we were actually deploying the solution we did do a kind of a stress load with uh you know assumptive uh work I mean uh I mean records that we anticipate and uh we did not see any performance degradation so in that sense uh provided that you get the latest plug-in from The Innovation lab because we made sure the architecture for the platform for the tool is in line with the whole platform and the product and also to make sure that we don't end up in performance issues so you're going to you're going to really able to scale up uh you know with more offices more um you know information coming onto the platform so next question is there a way to interpret this with buildings where the landlord sends you an electricity and gas bill and you do not have an account with an energy provider directly so em do you want to take that one yeah so we have a function that's built into the dashboard where you can upload your own data from a landlord via an Excel sheet and then you can just add it into the platform yourself okay next question um what were the main learning been working with Arcadia and solution if you could go back in time what would you do differently so I'll take that and then you know I open it up to Emily and think cash to add your thoughts um for me I found the whole experience really good actually um so I was looking for a solution for a long time to see how we would get around you know doing all this manual data collection and I looked at various Solutions and Arcadia to me stood out as you know a simple solution that be easy to to um get up and running relatively quickly I think you know for me I did a lot of research into Arcadia to make sure they were the best provider for us so I would encourage you know anyone taking on new project to research it well before you dive into it to make sure it meets your requirements and you know I met with them quite often in order to develop a project plan um before we started I also ensured that the utility utility accounts we have that Arcadia were capable of connecting to them so I did that before you know I actually started the project and it's quite easy to check if there is a connection with your utility providers via Arcadia um overall you know just having a really good project plan in place making sure everyone has clear roles and responsibilities making sure that you're aware of all your utility accounts and that arcade can connect to them to me was key um in making sure the project was a success also I must add that having a vision of where you want the project to go like what you want your dashboard to look like really helped so like you know Emily vinker and I uh we worked with the service now Design Studio team to figure out you know the world your oyster with this you can bring this solution to you know many phases So within the dream solution what would we like it to look like in the future so we mapped out before we even start the project what would we like to get out of this what is our Dream solution and then we created the project phases in order for us to meet what our Dream solution is and we will continue working on this also you know we can add far more to this project um going forward so yeah I hope it's not too long of a of a wind a winded response to your um question but yeah just have a good project plan having a vision checking out Arcadia before you start with them making sure you can connect to your utility accounts was key to me to make sure that the project was success V I'll hand over to you next no yeah I I think I totally agree uh on what you just highlighted Serena and I think on top of it I just want to highlight that um I think obviously uh stakeholder alignment is also a key thing uh you know in your organization the team structure the the how the teams perform might be different so obviously the stakeholder alignment and also alignment with Arcadia in what you're trying to achieve and and setting that project plan will'll really ensure that you have a very successful outcome um rather than you know uh you know otherwise your timelines might get get impacted if if everyone is not on boarded so I think those are the key takeaways uh and obviously that second piece is testing testing testing testing is very critical uh which which we have done in our phases to make sure really what's been presented in the Arcadia which is also coming back to our platform is really what is uh presented on our utility bills and uh I have to tell you yes Arcadia does a good job in extracting all the bills as needed and which which all the the API also brings in information as it as it is scor so that's from my side uh Emily anything from your yeah I think I would just add anything in is that um as if you know if any of you are familiar with how you know utilities can present um their information like your data especially on bills there can be like periods that are skipped or it goes you know two months rather than just one month so there is a little bit of Q&A that has to continue to go on um in case there any of those issues with the utility provider so as vcat stressed testing and making sure that the data matches up um in the beginning will help to kind of alleviate any of those problems later on absolutely any more questions e okay we'll give it another minute to see does anyone else have any questions no pressure and I would say you know if you think of questions after the presentation like feel free to reach out to either one of us um to ask any other queries you may have that you may think of after after this presentation is thank you for that great presentation utility data is usually a heavy lift it is so this level of automation is great yeah you know thanks for your kind words and you know automation if done right and works well definitely definitely is helping our team we try and automate as much as we can um just so we can focus on more important works on our journey to uh decarbonization Etc so so thanks for we give it another minute guys to see does anyone else have anything else okay so I don't think we probably get any more questions and um as mentioned at the start of the presentation we would really appreciate if you could let us know your thoughts about today's event um if you could please complete the short survey as you exit we would be really grateful so um thanks again for joining thanks for your participation and bye and enjoy your weekend