CWaPE filing for your energy community
The official forms prefilled, plus each dossier's statuses and deadlines, gathered in one place and kept on record.
Creating or changing an energy community in Wallonia means filling in the CWaPE’s forms and the grid operator’s agreements, then meeting deadlines counted in working days. The same data passes from one file to the next (members, supply points, installations), and months later you need to be able to say what was filed and when. OptimCE prepares these documents from the community’s data and keeps a record of every step.
How OptimCE handles it
One dossier per sharing operation
Each dossier concerns a single sharing operation: a community that runs several operations opens one dossier per operation. Its type, for example a creation notification, determines the regulatory deadlines that will be calculated later on. You give it a title of your choice and the reference assigned by the authority, which you can change later.
While the dossier is “in preparation”, it remains editable and no deadline runs. Its page brings together its documents, its deadlines and the history of its statuses, and offers only the status changes allowed at that stage. The module is enabled community by community.
The official forms, prefilled
OptimCE starts from the CWaPE’s official files, unmodified: eleven sets of fillable PDFs, Excel workbooks and Word agreements. It prefills them with the community’s data. The list of members, supply points and meters is kept once, then feeds every document that asks for it.
Before generating a document, you review the data carried over and correct a value if needed, for that document only. Fields the platform cannot derive remain editable. Each generation adds a new version, and a saved file is never replaced: you can find what was produced, when and by whom. A document you already have in hand is attached to the dossier in the same way.
Statuses and a log that erases nothing
You file the dossier through your usual channels, then record in OptimCE that the filing took place, on its actual date. The dossier then moves to “submitted”; after that, it can be declared complete, be corrected, or lapse.
Every status change is recorded in a log. A correction is added after the entry it corrects and erases nothing: the question “what did we transmit, and when?” always has an answer.
Deadlines calculated, not typed in
You never enter a deadline by hand. OptimCE calculates it from the dossier type, the region and the date you recorded, in working days on the Belgian calendar. The “Deadlines” tab brings together the deadlines of every dossier, and the manager’s dashboard surfaces them. Emails, in French, Dutch, German or English, flag administrative deadlines.
When an obligation has been met, you mark the deadline as met: it leaves the list of open deadlines, but the dossier’s history keeps a record of it.
What each member can check
A participant appears by name in the documents sent to the regulator. OptimCE gives them a “What has been filed about me” page, with the documents in which they appear and the values transmitted, frozen at the filing date.
What it does not do
OptimCE files nothing. No document goes automatically to the CWaPE or to the grid operator. Filing remains your responsibility; the platform prepares the document, records the date it was sent and keeps the exact version that went out.
OptimCE signs nothing. Agreements remain contracts that the parties read and sign. A prefilled document is ready to be signed; it is not signed in the application.
Brussels and Flanders: planned, not yet available. The module currently prepares the CWaPE’s documents. Brussels and Flanders require their own documents: support for them is planned, but not yet implemented.
It does not check the substance for you. A form prefilled from wrong data is still wrong. Re-read what you file, and keep the CWaPE’s guides to hand.
Frequently asked questions
Does OptimCE file the dossier with the CWaPE?
No. OptimCE prepares the documents, but filing remains your responsibility, through your usual channels. You then record in the platform that the dossier was filed, and on what date: that date starts the clock on the deadlines. OptimCE does not sign anything either.
Are the forms the CWaPE’s official versions?
Yes. OptimCE starts from the official, unmodified files: eleven sets of fillable PDFs, Excel workbooks and Word agreements. It prefills them with the community’s data; the fields it cannot derive remain editable.
How are the deadlines calculated?
From the dossier type, the region and the filing date you recorded. Deadlines in working days follow the Belgian calendar. They are surfaced on the manager’s dashboard and flagged by email.
Can members see what has been declared about them?
Yes. Each member has a “What has been filed about me” page: there they see the documents in which they appear and the values transmitted, as they stood on the filing date. These values do not change if their details are corrected afterwards.
Further reading
- Energy community: CWaPE documents and deadlines: each form, who files it, where and within what deadline.
- Create an energy community in Wallonia: the steps, from the legal form to the notification.