Adobe Success Story

Challenge

• Reduce time to submit and process LEED certification applications
• Increase the number of organizations seeking LEED certification
• Process more applications without hiring additional staff
• Reduce processing costs

Solution

• Document Collaboration
• Document Control and Security
• Process Management

USGBC is using Adobe LiveCycle solutions to streamline submitting and processing applications for LEED certification.

Benefits

• Accelerated the process of submitting application forms by up to 50%
• Increased productivity without having to add staff
• Replaced complex, 69-tab spreadsheet with streamlined, 2-page PDF forms
• Reduced processing costs

Project Details

Saving valuable resources
For organizations concerned about increasing the value and efficiency of their buildings, there is no more sought-after award than Leadership in Energy and Environmental Design (LEED)® certification, granted by the U.S. Green Building Council (USGBC). Previously, the cumbersome process of completing and submitting paperwork for LEED certification prevented many organizations from applying for the designation for their buildings. But now, using Adobe LiveCycle software, USGBC has streamlined the LEED application process, reducing the time to submit LEED application forms by as much 50% and making it easier for more organizations to seek certification.

"Buildings account for 39 percent of energy and water use in the United States," says Tom Hicks, vice president of LEED at USGBC. "LEED certification is a vital way for organizations to improve the efficiency of their buildings and be recognized for their positive contributions to their communities and the environment."

Coping with double-digit growth
USGBC is the nation’s foremost coalition of corporations, universities, government agencies, and non-profits working to promote environmentally responsible, profitable buildings that are healthy places to live and work. The organization has more than 5,700 members and more than 3,000 building owners have earned or are pursuing LEED certification for their buildings. A sampling of industry leaders active in the LEED program includes Bank of America, Target, the World Bank, Walt Disney, and DuPont.

As energy costs rise, businesses and government organizations are seeking to improve the efficiency and value of their buildings. LEED certification helps lower operating costs and can boost a building’s value. Many organizations are also motivated by doing what is good for the community and the environment. To respond to the escalating demand for LEED certification—the number of organizations seeking certification is growing by double-digit percentages annually—USGBC set out to streamline application submission and processing.

More efficient application processes
Traditionally, applying for LEED certification has been time-consuming and paper-intensive. For example, a manager seeking certification for a new or existing structure would have to complete a complex spreadsheet with as many as 69 tabs and submit thousands of pages of supporting documentation for various building components, such as heating systems, landscaping, and interior finishes. After receiving the information, USGBC copied the materials to share across a review team made up of staff and third-party experts. The entire process—from initial submitting of materials to achieving LEED certification—could take years.

Because of the perceived difficulty in achieving certification, many organizations did not apply. To address the problem and streamline its internal operations, USGBC adopted Adobe LiveCycle server software. “We wanted to simplify the application process and thus encourage even more organizations to seek certification. We also needed to improve our own processes for handling and reviewing submissions,” says Joseph Diianni, director of technology for USGBC.

A rapid implementation
Diianni and his team chose Adobe LiveCycle software to automate USGBC’s forms processes because it provided a cross-platform solution that would allow applicants to access and complete forms using the ubiquitous, free Adobe Reader software. Adobe LiveCycle software also integrated easily with the organization’s SAP systems, streamlining connecting form data to critical applications. Diianni was also impressed by the ease of using Adobe software.

"We created more than 50 forms in Adobe Portable Document Format (PDF) in less than three days, eventually rolling out hundreds of intelligent PDF forms and Adobe LiveCycle server software in less than six weeks," says Diianni. "Given the ease of using Adobe software, we could assign form design tasks to non-technical team members to expedite deployment."

Simplified submissions
Ultimately, USGBC used Adobe LiveCycle software to create and deploy more than 400, two-page intelligent PDF forms that building project teams can download from USGBC’s web site. Each form is associated with a specific building system for which a project can receive credits toward LEED certification. Project managers pursuing certification can complete the PDF forms offline and then email the forms to coworkers for additional input.

Once the PDF forms are completed, supporting documentation—such as landscaping plans, details about construction materials and interior finishes, and other information—can be attached as PDF files or in native program files like AutoCAD, Pro/E, and Microsoft Office tools. All materials are uploaded to USGBC’s online workplace.

Via LEED Online, project teams, USGBC staff, and third-party experts can conveniently review the application information. Input can be added to documents using Acrobat commenting tools to highlight areas of interest or concern. Once reviewed, all forms and documentation are stored in LEED Online. Design and construction managers can visit the online workspace at any time to see if their applications have been approved or if additional information and documentation need to be submitted.

"Our staff and outside experts can now review submissions faster than ever using electronic review and commenting tools in Adobe Acrobat software," says Chris Smith, chief operating officer at USGBC. "We estimate that the automated workflows supported by Adobe solutions will accelerate submitting LEED application forms by as much as 50 percent."

Increasing information accuracy
USGBC linked the submitted PDF forms with SAP. As application forms are received, data is automatically captured in SAP, eliminating the need for USGBC staff to manually key application data into backend systems and helping to reduce costs and improve the accuracy of data. At the same time, the enhanced process makes it easier for USGBC to track and report green building trends.

T

he automated processes supported by Adobe LiveCycle software are more convenient for both applicants and USGBC staff. Applicants can quickly complete intuitive PDF forms containing built-in functions for calculating complex equations for heat loss, solar gain, and other relevant LEED measurements. High-quality versions of PDF forms can be printed if necessary. Once reviewed, final applications in PDF with all comments can be archived for reliable future reference.

Information security is enhanced as well. Instead of sending an entire worksheet to every member of a project team, project managers can limit users’ access to only the specific forms they need because username and password permissions are associated with each PDF form.

"With Adobe LiveCycle software, we can process more LEED applications, without adding staff. The solution also gives us room to expand services by integrating more functionality around digital signatures and automated workflows," says Diianni. "Best of all, we believe the new solution will encourage even more organizations to seek LEED certification."

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