How to report

Member organisations of the Velocity Interoperability Network report the energy used by their registered sites to the Environment Department of the Velocity Interoperability Network. This page describes how a report is made, the calendar of due dates, the units in which figures are reported, and the procedures for applying for a revised target and for correcting a report. What must be reported, and the targets the figures are measured against, are set out under Energy; how the figures become emissions is set out under Emissions and monitoring.

Making a report

1. 1

   Step 1: Register each site

   Before its first report, every physical site is registered with the Department. Registration records the site's name and class, the equipment housed and the supplies serving it, and the Department assigns a site code that is quoted in every report.

2. 2

   Step 2: Name a responsible person

   Each organisation names one person responsible for its reports and tells the Department who that is. The Department writes to that person about due dates, queries and corrections.

3. 3

   Step 3: Collect the figures

   Read the meters for electricity and fuel at the end of each quarter, and calculate power usage effectiveness and the low-carbon share at the end of each year. Record the date and reading of every meter read so that the figures can be checked.

4. 4

   Step 4: Submit the report

   Send the figures for each site to the Department by the date in the calendar below. One report may cover all of an organisation's sites, with the figures for each site shown separately under its site code.

5. 5

   Step 5: Report changes as they occur

   A change to a site's metered supply capacity is reported within 30 days, and a standby supply test is reported within 14 days of the test. An incident at a site is reported under the separate procedure for incidents.

6. 6

   Step 6: Receive confirmation

   The Department confirms receipt within five working days, raises any queries within 20 working days, and publishes aggregate figures for the Network within 60 days of the date on which reports fall due.

Reporting calendar

The first reporting periods. The Department was established on 6 September 2026, so the first quarterly reports cover the fourth quarter of 2026 and the first annual figures cover the part of 2026 from establishment to the year end. The Department publishes aggregate figures within 60 days of each due date.

Units and conventions. Figures are reported in the units below. A figure that has been estimated or apportioned rather than metered is marked as such in the report.

Applying for a revised target. A site that does not expect to meet one of the efficiency targets may apply for a revised target. The application follows the steps below.

1. 1

   Step 1: Identify the target and the shortfall

   State which target the site will not meet, the figure the site expects to reach instead and the reporting period in which the shortfall will first appear.

2. 2

   Step 2: Explain the reason

   Describe why the target cannot be met: for example, a supply contract that cannot be changed before its renewal date, a building the organisation does not control, or equipment awaiting replacement.

3. 3

   Step 3: Propose a revised target and a date

   Propose the figure the site will reach in each intervening period and the date by which the original target will be met. The date may not be more than three years after the original target date.

4. 4

   Step 4: Apply to the Department

   Send the application at least 90 days before the original target date, quoting the site code. The Department decides within 30 working days and may accept the proposal, accept it with a different date, or refuse it with reasons.

5. 5

   Step 5: Report against the revised target

   Once accepted, the revised target is recorded against the site and the site's reports are measured against it. The original target is restored on the agreed date without further notice.

Correcting a report. A figure found to be wrong after it has been submitted is corrected as follows.

1. 1

   Step 1: Notify the correction

   Write to the Department quoting the site code, the reporting period, the figure that was submitted and the corrected figure, with a short explanation of how the error arose.

2. 2

   Step 2: Provide the evidence

   Attach the meter reading, invoice or maintainer's record that supports the corrected figure. Where the correction changes power usage effectiveness or the low-carbon share, recalculate those figures and include them.

3. 3

   Step 3: The correction is applied

   A correction received before the aggregate figures for the period are published is substituted without comment. A correction received afterwards is applied in the next published figures and noted there. Corrections are not held against a site unless they recur.

The first reports are due for the quarter in which a site is registered. Sites not yet registered are added through the procedure under Register of sites. Events at a site that call upon or defeat a resilience standard are reported under Incidents, not with the quarterly report. Questions about reporting may be sent to contact@environment.gov.vin; common ones are answered in the frequently asked questions.