University of Reading carbon management programme Implementation team workshop

1. University of Readingcarbon management programmeImplementation team workshop PL – Nigel Hodgson/Denise ShearmanPS – Prof Tony Downes/Colin Robbins

2. objectives of this meeting • to share with you our achievements to date • to officially launch the implementation phase • understand everyone's roles and responsibilities • ensure common understanding of the project management parameters • get key dates into diaries

3. agenda • background and context to the programme • what has been achieved • implementation governance and roles • maintaining a pipeline of projects • monitoring, reporting and responsibility • programme risks • what next?

4. a reminder on why you are doing this • climate change mitigation • government expectations and targets • sector targets as communicated by Hefce • local community partnership agreements • CIF2 requirements • the need to cut costs • energy costs • CRC EES commitment • act in a responsible manner • raise awareness • enhancing reputation

5. the last 10 months ..

6. agenda • background and context to the programme • what has been achieved • implementation governance and roles • maintaining a pipeline of projects • monitoring, reporting and responsibility • programme risks • what next?

7. our baseline – a reminder Our total carbon footprint is 45,824 tonnes CO2e All sources

8. our target target “to reduce carbon emissions by 35% from 2008/9 levels by 31 July 2016 and by 45% by 31 July 2020”

9. our business case Total investment = £3,633,000 Payback period = 2.4 years Total Value at Stake over 5 years = £ 18,500,000 Total CO2 saved = xx,xxx tonnes … when we deliver our 35% reduction

10. our funding streams • Salix loan to date £ 340,000 • Utilities budget £ 89,000 • Additional capital budget £ 268,000 • Unallocated £2,940,000

11. our key projects • JS20/21 replacement • insulation • BMS • etc

12. our key projects project 1 - JS20/21 • The existing JS21 computer is to be replaced with a modern energy efficient equivalent. • Financial saving £145,065 per year • Carbon saving 1,110 tonnes CO2e (6.9% of target) • Timescales Friday 25/02/2011

13. our key projects project 2 - insulation • Install insulation covers to pipe work, valves and flanges • Financial saving £75,625 per year • Carbon saving 508 tonnes CO2e (3.2% of target) • Timescales Friday 25/02/2011

14. our key projects project 3 - BMS • Install and upgrade BMS at Greenlands and AMS wing • Financial saving £15,500 per year • Carbon saving 105 tonnes CO2e (0.7% of target) • Timescales Friday 25/02/2011

15. our key projects project 4 - etc • Building rationalisation financial saving £355,442. • Carbon saving 3,316 tonnes CO2e (20.9% of target) • Awareness financial saving £234,504. • Carbon saving 1,795 tonnes CO2e (11.3% of target) • Timescales over life of programme

16. agenda • background and context to the programme • what has been achieved • implementation governance and roles • maintaining a pipeline of projects • monitoring, reporting and responsibility • programme risks • what next?

17. implementation … what’s different now ? • it is important to note that there is a marked difference between the planning and implementation phases planning phase implementation phase • writing the CMP document and building a good case for action – the compelling need for change • project Leader drives the project • identifying projects, their benefits, costs and getting sign off • overcoming financial and resource barriers • achieving the C02 and £ savings • The focus is on delivery and building credibility through delivery • the focus is on the project owners to implement their projects • whilst financial and resource barriers may still exist the focus is on troubleshooting implementation issues

18. implementationgovernance and responsibilities • continue with same structure • project leader • supported by cm team • reporting through sponsor to project board Project Owners

19. Sponsoring project board …will: • champion and provide leadership on Carbon Management (CM) • set and review strategic direction and targets • own the scope of the CM Plan and prioritise carbon reduction projects • monitor progress towards objectives and targets • remove obstacles to successful completion of CM projects • review and champion plans for financial provision • ensure there is a framework to co-ordinate projects in CM Programme … not just a committee but a driver!

20. project leader role project leader is responsible for: • chairing regular carbon management team meetings • managing programme level risks and issues • advising / helping to escalate issues • collecting and reporting progress to project board • monitoring programme benefits (£ and tCO2) • reporting to the carbon trust • delivering owned projects

21. project owner role project owners are responsible for: • successful delivery of owned projects • managing associated risks and issues • escalating major issues to PL / Sponsor/ Board • reporting of project progress against milestones • delivery and quantification of benefits (£ and tCO2)

22. agenda • background and context to the programme • what has been achieved • implementation governance and roles • maintaining a pipeline of projects • monitoring, reporting and responsibility • programme risks • what next?

23. ensuring a healthy project pipeline how will this work at this institution? if relevant this can run as a brainstorm

24. ensuring a healthy project pipeline approaches • devolved responsibility for energy, carbon with appropriate KPIs • re-convene opportunities workshop on an annual basis to re-fresh and re-prioritise • set up an ‘opportunities’ inbox • use ‘environmental champions’ to identify opportunities • exploit existing expertise and networks to share successes (e.g. energy managers network, EAUC,…)

25. agenda • background and context to the programme • what has been achieved • implementation governance and roles • maintaining a pipeline of projects • monitoring, reporting and responsibility • programme risks • what next?

26. implementation policy responsibility data management communications and training finance and investment procurement monitoring and evaluation

27. monitoring, reporting and responsibility • what do the project owners need to provide? • who needs reports: • board • Stakeholders? • when and what format? • what happens to this information?

28. monitoring, reporting and responsibility how will this work at this institution? again, this can be presented or brainstormed

29. agenda • background and context to the programme • what has been achieved • implementation governance and roles • maintaining a pipeline of projects • monitoring, reporting and responsibility • programme risks • what next?

30. key programme risks PROGRAMME RISK MITIGATION

31. specific risks? which of the risks mentioned are most relevant? are there other risks requiring mitigation? again, this can be presented or brainstormed

32. agenda • background and context to the programme • what has been achieved • implementation governance and roles • maintaining a pipeline of projects • monitoring, reporting and responsibility • programme risks • what next?

33. the programme ‘drumbeat’ • next CMT meeting 07/06/11 • next PB meeting 21/06/11

34. on-going Carbon Trust support account managers follow up: January(ish) every year Assess progress and identify additional support annual alumni event Carbon Trust services: Public Sector Carbon Network http://publicsector.carbontrust.co.uk Carbon Trust library http://www.carbontrust.co.uk/publications/pages/home.aspx

35. Anything else you wouldlike to discuss?Thank you for your time and commitment!