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Use of KPIs in an Integrated Decision Support System (IDSS) for Energy Efficient District Retrofitting ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO)

ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO)

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Use of KPIs in an Integrated Decision Support System (IDSS) for Energy Efficient District Retrofitting. ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO). Structure. Section 1: Background –the necessity for the IDSS and use of KPIs Section 2: - PowerPoint PPT Presentation

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Page 1: ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO)

Use of KPIs in an Integrated Decision Support System (IDSS) for Energy Efficient District Retrofitting

ECODISTR-ICT H2020 (FP7)Project

Esra Bektas and Bart Luiten (TNO)

Page 2: ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO)

Structure

Section 1:

Background –the necessity for the IDSS and use of KPIs

Section 2:

Modelling the Decision Process that the IDSS supports

Section 3:

Inclusion of KPIs in the IDSS supported decision process

Page 3: ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO)

1. BACKGROUND

Page 4: ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO)

Background: Complex Decision Process in Energy Efficient Urban Retrofitting

Multi-stakeholder, with a wide range of stakes and priorities

Is boosted due to incorporation of both selecting and using different

sustainability measures dealing with each stakeholder’s vision,

financial capacity, and different performance expectations.

Multiple decision levels

Multiple time horizons

Multiple KPIs

++++++

Not only rational decisions but intuitive

Dynamic process

Page 5: ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO)

ECODISTR-ICT project

ECODISTR-ICT aims to enable local authorities, architects and

urban planners planning in making decisions on retrofitting of

districts through a new open source software tool.

Called the Integrated Decision Support System (IDSS)

• The IDDS refers to a ‘software backbone’ that integrates

existing design and calculation modules rather than

developing a new ones.

• The IDSS facilitates decision making through credible input

for selection and incorporation of measures in design phase.

Page 6: ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO)

The IDDS Components

a) Graphical User Interface (GUI), b) the Dashboard, and c) The

Framework.

Page 7: ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO)

Critical Observations

When such complex, dynamic, iterative –sometimes intuitive process is mediated by computers. There is a probability

to end up with a rigid and prescriptive decision model, which does not

correspond to the stakeholders’ practices.

If/when included, to focus on KPIs scores rather than how can be

instrumented for the stakeholders in making choices.

--or– a clear decision model but the way missing the way that KPIs are

used.

Page 8: ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO)

The Need regarding the KPIs in the IDDS

There is a need to define decision model that the IDSS can support

yet to be dynamic, iterative, fit-to-the purpose.

There is a need to identify the use of KPIs that stakeholders require

and the way to support it through the IDSS.

There is a need to define the support via the integrated environment,

which synthesizes the calculation modules and assessment modules

for selected KPIs.

Page 9: ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO)

2. The Decision Model for

the IDDS

Page 10: ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO)

Decision Process: Why to model and plan?

Having higher chance to establish clear goals and ambition,

made a conscious and directed series of choices.

Providing a standard of measurement,

to direct whether decision maker go towards or further away from

the ambition.

Enabling to convert values to action iteratively

to advance the plan best

Clarifying the boundaries

To manage the commitments

Kepner et al. (1965)Steinitz (2013)Carpenter et al. (2009)

Page 11: ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO)

Decision Theories

Design steps in geo design context of Steinitz (2013)

Decision steps defined by Carpenter et al. (2009)

Page 12: ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO)

The Decision Process for the IDSS

Page 13: ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO)

ECODISTR-ICT Decision ProcessPhase A: Defining Ambition

Page 14: ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO)

Example:

Analyse problem

High level ambition : Flourished cities…

• Energy consumption is too high. • Buildings are deteriorated.

• Housing typology is not suitable anymore to the families.

• Maintenance is (poor and) expensive. • Vacant buildings are too many.

• There is insufficient greenery.

• There is insufficient facilities for inhabitants.

• Crime rate is too high.

District to be flourished!!

Collect data

Data collection modules

Page 15: ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO)

Analyse problem

Energy-efficiency neutrality Quality of buildings Comfort Flexibility Easy-Maintenance Maintenance cost Attractiveness Greenery Sufficiency of facilities Safety

Identify & Select KPIs

Assess AS-IS

Problem statementSelected KPIs

<District to be flourished>

• Energy consumption is too high. [City]

• Buildings are deteriorated. [Investors]

• Housing typology is not suitable anymore to the families. [Investors/Citizens]

• Maintenance is (poor and) expensive. [Housing Associations]

• Vacant buildings are too many. [City]

• There is insufficient greenery. [Citizens]

• There is insufficient facilities for inhabitants.[Citizens, Housing Associations]

• Crime rate is too high.[Citizens]

Identify stakeholders

Collect data

Data collection modules

AS-IS data to enable assessment

Page 16: ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO)

Districts scored XX in

aspect

KPI’s + AS-IS score

Gap between TO-BE and AS-IS KPI’s + valuesDefine

TO-BE ambition

Assess AS-IS

District flourishing; [Input to Program]- Create small-businesses and cultivating economic activities- Create attractiveness to the vacant office stock there - Improve housing stock’s quality (%)- …- …- …

Assessment modules

Page 17: ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO)

ECODISTR-ICT Decision Process Phase B: Selecting Best Alternative

Page 18: ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO)

3. Inclusion of KPIs in the

IDSS supported decision

process

Page 19: ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO)

user manually do elsewhere

user via the IDSS

ICT-ICT automatically(dahboard-framework &framework-module connections

The legend to read the IDSS supported actions in the decision process

Page 20: ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO)

KPI Inclusion in Defining Ambition Phase

Basic Step

Actions

Select & Manage KPIs

A1Analyse problem

A2Collect data

A3Assess AS-IS

Data colection prior to assesment

Visualization and KPI’s AS-IS

Calculation module

Run calculation module for assesing AS-IS scores

1. Capture the users /the stakeholders present; define geographical area; define the context of the problem

Definition of scores, prioritization of KPIs, selection of calculation modules.

2. Define and select KPIs by a)-selecting certified full KPI sets,b) choosing KPIs from sets,c) adding new KPIs

3. Management of the content of KPIs

Define theproblem & the

users

Show alert about the missing data

through modules

-or--Run calculation module outside of the IDSS and add values for acquiring scores of KPIs, when the calculation modules are not coupled to the IDSS.

Dashboard connects automatically to the calculation modules

registered to the IDSS

1.Visualize AS-IS scores as reference point prior to KPI target values

2. Define TO-BE ambition

++ Check the consistency/ sufficiency of the data uploaded

1. Create contexts

2. Inform which data (in which level of detail) is needed for calculation

3. Enable uploading the data for calculation

A4Define TO-BE

AmbitionDefine the gap between

AS-ISand TO-BE Ambition

Page 21: ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO)

Basic Step

Actions

B1Develop

alternatives

Designing modules in fixed context

B2Asses alternatives

B3 Select best alternative

Calculation modules with different context

Best alternative and the chosen context

Providing a ‘scoreboard’ as a

summary that the final decision can be

made.

Sense making between KPI scores and target values

and decide

1. Run calculation Modules for each selected variant

2. Visualize the scores of AS-IS, TO-BE Ambition and the scores, the context and the alternative used in each variant.

1. Inform the user about the list of measures in relation with the selected KPIs

2. Administer alternatives; choose /modify contexts (if necessary), and make variants

3. Upload data/design models

--When possible--4. Access to design Modules

KPI Inclusion in Defining Ambition Phase

Page 22: ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO)

Conclusions & Discussions on

Does the modelled and ‘rationalized’ decision process seem

recognizable?

How can we ensure the balance should be in proposing rationalized

decision process and ‘irrationality’ of the decision makers which is

natural and can play great role in making choices?

How can we improve our decision model and make applicable for

other contexts?

Page 23: ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO)

THANK YOU.

Page 24: ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO)

Example:

Analyse problem

High level ambition : Flourished cities…

• Energy consumption is too high. • Buildings are deteriorated.

• Housing typology is not suitable anymore to the families.

• Maintenance is (poor and) expensive. • Vacant buildings are too many.

• There is insufficient greenery.

• There is insufficient facilities for inhabitants.

• Crime rate is too high.

District to be flourished!!

Collect data

Page 25: ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO)

Analyse problem

Energy-efficiency neutrality Quality of buildings Comfort Flexibility Easy-Maintenance Maintenance cost Attractiveness Greenery Sufficiency of facilities Safety

Identify & Select KPIs

Assess AS-IS

Problem statementSelected KPIs

<District to be flourished>

• Energy consumption is too high. [City]

• Buildings are deteriorated. [Investors]

• Housing typology is not suitable anymore to the families. [Investors/Citizens]

• Maintenance is (poor and) expensive. [Housing Associations]

• Vacant buildings are too many. [City]

• There is insufficient greenery. [Citizens]

• There is insufficient facilities for inhabitants.[Citizens, Housing Associations]

• Crime rate is too high.[Citizens]

Identify stakeholders

Collect data

Page 26: ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO)
Page 27: ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO)

Inclusion of KPIs in Analyzing the Problem

1. Capture the users of the IDSS, the stakeholders present; define

geographical area; define the context of the problem,

2. Define and select KPIs by a)-selecting certified full KPI sets, b)

choosing KPIs from sets, c) adding new KPIs.

3. Management of the content of KPIs, definition of scores,

prioritization of KPIs, selection of calculation Modules.

User makes a sub-set of KPIs depending on the problem & high-level ambition.

a) Choose a certified full KPI set (i.e., from BREEAM, Open House, and Super Buildings);

b) Select KPIs from existing sets;c) Adding new KPIs (when existing KPIs do not

satisfy the specific needs of the stakeholders for the specific case).

Page 28: ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO)

Inclusion of KPIs in Collecting Data

1. Inform the user about which data (in which level of detail) is needed for

the assessing AS-IS,

2. Create contexts

3. Enable the user to upload the data that will be used for the calculation

and check the consistency/sufficiency of the data uploaded.

User explores what data is needed for the selected KPIs

Page 29: ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO)

Inclusion of KPIs in Assessing AS-IS situation

Figure 1 The inclusion of KPIs in Assessing AS-IS (step A3)

1. Run calculation Module via Dashboard for assessing AS-IS,

2. Run calculate elsewhere (i.e. separate Module) and manually add

values to KPIs which are created/defined in the IDSS but not either

automatically or directly calculated via the IDSS.

User runs calculation Modules and gathers scores for each KPI

Page 30: ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO)

Figure 1 Prioritizing and define target values for KPIs (step A4)

1. Visualize AS-IS scores as reference point prior to KPI target values

2.(Re) Prioritize and define target values of KPI's based on AS-IS scores and

boundary conditions of the stakeholders.

--When necessary--

Re-select KPIs/ KPI Modules, run calculation and get new results, then

(re)define TO-BE ambition .

User re-evaluates priorities, and, if necessary, re-do Phase A of the decision process.

Inclusion of KPIs in Defining TO-BE Ambition

Page 31: ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO)

Figure 1 Developing alternatives (step B1)

1. Inform the user about the list of measures in relation with the

selected KPIs

2. Administer alternatives; choose /modify contexts (if necessary),

and make variants

3. Upload data/design models

--When possible--

4. Access to design Modules

User develops alternative

solutions to meet the TO-BE

ambition

Inclusion of KPIs in Developing Alternatives

Page 32: ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO)

Figure 1 The alternatives are assessed against the AS-IS and TO-BE situation (step B2)

1. Run calculation Modules for each selected variant

2. Visualize the scores of AS-IS, TO-BE Ambition and the scores, the

context and the alternative used in each variant. User asses design

alternatives and make

adjustment.

Inclusion of KPIs in Assessing Alternatives

Page 33: ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO)

Figure 1 The best alternative is selected (step B3)

1. Providing a ‘scoreboard’ as a summary that the final

decision can be made. User evaluates the alternatives

by the score of the KPIs.

Inclusion of KPIs in Selecting the Best Alternative

Page 34: ECODISTR-ICT H2020 (FP7)Project Esra Bektas and Bart Luiten (TNO)

Decision Levels