Large Commercial Modelling
Entry point and workflow map for VEU Activity 44 and ESS IHEAB large commercial heat pump modelling projects.
This section covers every step of a Large Commercial modelling project, from quote acceptance to closeout. New staff should read this page first and follow the links in order; experienced staff can jump directly to the phase they are working in.
“Large commercial” refers to air-to-water heat pump systems with capacities of 10 kW and above, tested to EN 14511, targeting VEU Activity 44 or ESS IHEAB (IPART). Typical systems are 30–100 kW HP units circulating water to one or more large storage tanks (450L or more).
Project workflow
Every Large Commercial project moves through eight phases. Each phase has a defined owner, entry condition, deliverable, and exit gate. Phases must be completed in order; no phase begins until the previous phase’s exit gate is signed off.
There are also Email Templates: copy-paste-ready emails for each project phase.
| # | Phase | Exit gate | Key pages |
|---|---|---|---|
| 0 | Quotation | Quote acceptance + payment confirmation | Pricing |
| 1 | Project Initiation | PIC 100% green; director sign-off | PIC, Client Kickoff Form |
| 2 | Testing & Certification | Test reports received, sanity-check passes | EN 14511 Testing Guidance, Tank Heat Loss, Pre-Test Client Advisory, Test Lab Register |
| 3 | Documentation Review | Cross-document consistency table pass; Auditor Cover Sheet drafted | Documentation Required |
| 4 | Modelling | Gate A pass + client written approval | Modelling Process, Commercial TRNSYS Tool, Review Process |
| 5 | Audit Preparation | Gate B1 pass -> Gate B2 pass; client OK | VEU Audit Files, ESS Audit Files, How to Prepare Audit Files, Auditor Briefing Sheet |
| 6 | Submission | Director Final Review pass; submission lodged | VEU Submission, ESS Submission, Accessing Portals |
| 7 | Closeout | Closeout checklist signed off | Closeout Sprint Protocol, Post-Project Debrief |
Phase summaries
Phase 0 - Quotation
Director-led. Confirm scope, pricing basis, signatory responsibility, and out-of-scope items in the quote. Use Quotation and Pricing. All Australian-scheme quotes must include the standing Signatory and Entity Policy boilerplate. Quote issued on Xero.
Exits when: Quote accepted by client.
Phase 1 - Project Initiation
Lead engineer opens the Project Initiation Checklist (PIC), sends the Client Kickoff Form using the Kickoff Email, verifies VEU and TESSA portal access using the Portal Access Email if needed, checks the scheme and portal watch register, and sends the Pre-Test Client Advisory using the Pre-Test Email if testing has not yet started.
Exits when: PIC Sections A-G are 100% green and the director signs off. Modelling cannot begin before this.
Phase 2 - Testing & Certification
Arrange EN 14511 testing per the Testing Guidance using a lab from the Test Lab Register. For tanks <=700L, confirm AS/NZS 4692 test reports and AS/NZS 2712 certificates exist for each individual tank (not combined volume).
Exits when: Test reports received, sanity-checked, and a minimum-criteria pre-check confirms the performance map will plausibly clear the 60% threshold.
Phase 3 - Documentation Review
Run the Documentation Review checklist on every received document. Build the cross-document consistency table (brand, entity, address, model names, dates). Draft the Auditor Briefing Sheet now, while the brand/entity/address relationships are fresh.
Exits when: Documentation Review checklist passes; Auditor Cover Sheet drafted.
Phase 4 - Modelling
Run Set Up the Commercial TRNSYS Tool on a freshly copied master template. Follow the Modelling Process: performance map, template selection, HP and tank parameters, Find Loads, results review. Use the Modelling Update Email for client status updates. Request Gate A review for the first complete system, apply findings, then complete modelling for all systems and request a full Gate A.
Exits when: Gate A passes and the client provides written approval of certificate quantities. Use the Client Approval Email to capture this approval.
Phase 5 - Audit File Preparation
Compile audit folders per scheme using the TRNSYS tool macros and the How to Prepare Audit Files procedure. Use the Declaration Signing Email where client signatures are required. Run the tool Validation Report macro, then request Gate B1 followed by Gate B2. Share the audit pack with the client for sign-off before submission.
Exits when: Gate B1 pass + Gate B2 pass + client OK.
Phase 6 - Submission
Submit to VEU and TESSA portals per the VEU and ESS submission processes. Confirm portal access still works. Send the Submission Confirmation Email and, if a standalone IT-forwardable note is useful, the Whitelist Advisory Email. Save the submission confirmation.
Exits when: Director Final Review passes and submissions are confirmed lodged.
Phase 7 - Closeout
The closeout sprint is a defined phase, not a wind-down. Once triggered, the project escalates to primary status until the Closeout Sprint checklist is signed off. Deliverables: approval confirmations, whitelist advisory sent, Monday.com/EMO updated, SharePoint cleaned, final invoice issued, Closeout Email sent where useful, debrief produced within 2 weeks of final submission confirmation, KMS update tasks identified and assigned.
Exits when: Director signs off the closeout checklist.
Review and gate index
If you are looking specifically for the review process, see Review Process. The gates referenced from the phases above (PIC, Gate A, Gate B1, Gate B2, Final Review, Closeout) are all defined there with their entry conditions, owners, tools, and outputs.