Working with. Carbon Management Board (CMP) 18 September William Stephens. Cranfield Executive

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1 Working with Carbon Management Plan (CMP) Date: Version: 18 September Owner: Approval route: Approval status: John Street William Stephens Carbon Management Board Cranfield Executive Approved 9 February 2009

2 Contents Contents...ii Table of Tables...iv Table of Figures...iv Foreword by the Vice-Chancellor Professor Sir John O Reilly... v Foreword from the Carbon Trust... v Management Summary...vi 1. Introduction Carbon Management strategy Context and drivers for Carbon Management Our low carbon vision Strategic themes Targets and objectives Emissions baseline and projections Introduction Step 1: Source boundaries Step 2: Material emission sources Step 3: Base year Step 4: Compilation of baseline data Step 5: Estimate of emissions Step 6: Monitoring protocol Step 7: External verification of emissions data and estimates Carbon Management Projects Existing Projects Planned / Funded Projects Near Term projects Medium to Long Term Projects Projected achievement towards target Carbon Management Plan financing Assumptions Benefits / savings quantified and un-quantified Additional resources...12 Cranfield University Carbon Management Plan: P a g e ii

3 5.4. Financial costs and sources of funding Actions to embed Carbon Management Corporate Strategy Programme Management Responsibility Data management Communication and training Finance and investment Policy alignment Programme Management of the CM Programme The Programme Board strategic ownership and oversight The Carbon Management Team delivering the projects Succession planning for key roles Ongoing stakeholder management Annual Progress review Appendix A: Carbon Management Matrix Embedding Appendix B: Definition of Projects...20 Cranfield University Carbon Management Plan: P a g e iii

4 Table of Tables Table 1. CO 2 factors for various fuel types (Source: HECM Toolkit)...5 Table 2. CO 2 factors for transport fuels (Source: HECM Toolkit)...5 Table 3. CO 2 factors for waste disposal routes (Source: HECM Toolkit)...5 Table 4. Cranfield University s carbon emissions (tco 2 e) for the baseline year 2005/ Table 5. Existing Carbon reduction projects at Cranfield University...8 Table 6. Carbon reduction projects with funding already allocated by Cranfield University....8 Table 7. Carbon reduction projects planned by Cranfield University as part of the HECM programme....9 Table 8. Possible future carbon reduction projects at Cranfield University...9 Table 9. Annual Cost and CO 2 savings under the Cranfield University Carbon Management Plan: 2008/ / Table 10. Funding allocations for the Cranfield University Carbon Management Plan Table 11. Succession plan for the Cranfield University Carbon Management Plan...17 Table 12. Carbon management embedding at Cranfield University prior to the start of the HECM programme. Perceived position highlighted in red...19 Table of Figures Figure 1. Carbon reduction actions included in the Cranfield University Carbon Management Plan (data labels give estimated savings in tco 2 )... vi Figure 2. The Carbon Trust five step process to achieving carbon reductions...1 Figure 3. Cranfield University baseline carbon emissions: 2005/ Figure 4. Projected Cranfield University Business as Usual (BAU) carbon emissions and target reduction....6 Figure 5. Planned progression in CO 2 reductions due to the Cranfield University Carbon Management Plan: Figure 6. Annual spend and savings under the Cranfield University Carbon Management Plan: Cranfield University Carbon Management Plan: P a g e iv

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8 usage and these are being reinforced by government schemes such as the introduction of the Climate Change Levy (CCL) and the Carbon Reduction Commitment (CRC) Our low carbon vision Cranfield University recognises that global climate change is accelerating and is committed to playing a leading role, not only in reducing our Carbon Footprint, but also in undertaking research, training and consultancy to help our partners reduce their own footprints; which we term our Carbon Brainprint. Whilst we believe that the value of these activities far outweighs their carbon cost, it is vitally important for the University to put theory into practice and to be a leader in the field. Cranfield University is therefore aiming to achieve a 50% reduction in CO 2 e emissions in five years, relative to the Business as Usual baseline. The direct benefits of this approach will be to: contribute to HEFCE carbon reduction targets for the sector; generate new ideas and opportunities for collaboration with industry partners; lead the sector during the inevitable move towards a low carbon economy; encourage students to study at Cranfield University; and save substantial expenditure for the University that can be reinvested in core activities Strategic themes The key strategic themes for Cranfield University to increase energy efficiency, moderate energy demand and reduce carbon emissions are highlighted in the following sub-sections Integrating carbon reduction activities Cranfield University is committed to making a positive contribution to mitigating global climate change through its research, teaching and consultancy activities. Wherever possible, the University will promote learning and technologies that combat climate change Policy review Cranfield University has a number of policies in place that are relevant to reducing our carbon footprint, including our Environmental Policy. We will review our policies with the intention of developing and implementing policies such as an Energy and Carbon Management Policy to support and sustain the reduction in CO 2 emissions Monitoring and targeting Cranfield University will enhance its monitoring and targeting to allow a greater understanding, and therefore control, of energy usage across the Cranfield campus. Cranfield University Carbon Management Plan: P a g e 2

9 2.3.4.Embedding carbon savings Cranfield University aims to embed carbon reduction throughout the organisation as part of its aim to become a sustainable organisation. This would include the development of key performance indicators at University and operating unit level Strategic investment Cranfield University is committed to investing in new technology to achieve reductions in GHGs. This investment will encompass CHP; energy efficiency; better design; and, where possible, renewable technologies Targets and objectives Cranfield University will reduce the CO2 emissions from its activities by 50% by August 2013, compared to the business as usual baseline from 2005/ Emissions baseline and projections 3.1. Introduction In order to take a more strategic approach to carbon management, the University has quantified its baseline annual carbon emissions as a starting point against which to measure future performance. This section provides details of how the University s CO2 emissions baseline was calculated and explains the assumptions to allow a figure to be estimated Step 1: Source boundaries The scope of the project will develop to include: Shrivenham campus activities under the University s control; fossil fuel; electricity; business travel; airport infrastructure; parallel companies; waste sewage treatment works; and procurement. The following are excluded from the scope at present but will be reviewed: Tech Park; Shrivenham activities not in the University s control; travel to and from the University by students and employees; housing on Cranfield Campus where utilities are procured directly by tenants; and other tenanted buildings on the main site. Cranfield University Carbon Management Plan: Page 3

10 At the start of the project the team felt that it was important to include areas that, whilst not monitored at present, could be included at a later date to improve carbon management and reduce the overall footprint of the University. Interestingly, the Carbon Reduction Opportunities Workshop revealed that many stakeholders felt that the carbon footprint associated with travel to work should also be included. This possible extension to the original scope was considered but has been excluded at present as it would be very difficult to get sufficient information to monitor and also because the decision about how close to live to work is an individual one. The University has, however, published a Travel Plan, as a result of which, Cycle-to-Work and Carshare schemes have been established. The Plan also includes a regular shuttle bus service to Milton Keynes station and a daily return bus to Bedford for staff and students. This has recently been extended to include a bus service to Newport Pagnell and Broughton in Milton Keynes Step 2: Material emission sources The material emission sources accounted for in the baseline include: Electricity (now 100% procured on a green energy tariff, however, calculations use fixed CO2 emissions factors for grid electricity based on the UK national fuel mix) Gas (used for district heating and decentralised heating boilers, kitchens and laboratories) Fuel (diesel and petrol) for University vehicles Waste (all sent to landfill during the baseline year) The emissions from buildings were calculated from overall utility consumption recorded by the Estates and Site Services Department Step 3: Base year The year selected for the baseline calculations was the financial year 2005/06. Using this baseline will allow the University to quantify the impacts of rationalising from three to two campuses and will take into account the major development programme underway on the Cranfield campus. Investigation subsequent to the project plan revealed that it would not be possible to include immediately in the scope: (i) business travel (other than that carried out using University vehicles); and (ii) procurement, as suitable metrics were not in place to be able to estimate the baseline contribution. Plans are already in place to quantify business travel through a new intranet-based travel and subsistence form. The other components of the scope were, for the purposes of the baseline study, lumped together as separate metering was not always available. The business as usual (BUA) case for projected carbon emissions was calculated from the growth forecasts in the University s strategic plan. This projected 17% growth in real terms over the five years from 2005/06 to 2010/11. Cranfield University Carbon Management Plan: Page 4

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13 3.7. Step 6: Monitoring protocol The Cranfield University carbon emissions baseline is not regulated through commitment to any external scheme such as the EU ETS. Cranfield s baseline has been determined on a voluntary basis using the protocol established by the HECM Project Team. This protocol is outlined below to ensure transparency in reporting Buildings The University currently records its energy consumption and expenditure annually metering systems on gas and electricity and through records of orders for other fuels. The building data included in the HECM baseline calculations is taken from current and historical energy records Waste In the base year (2005/06) all waste collected from Cranfield campus was disposed of in landfill. In 2007, a new contractor was appointed to introduce a recycling scheme. Data for subsequent years will therefore be available from the returns provided by the waste contractor. Campus waste from the residential areas is collected by Bedfordshire County Council and is not included in the baseline as data on the amount collected and the proportion recycled are currently not available. A limited amount of waste is sorted on campus and is not removed with the general waste. Printer and toner cartridges are collected and removed by various charity agents in some departments, including the Cranfield Students Association. A set of igloo recycling banks (recycling paper, aluminium and steel cans and brown, green and clear glass) are sited on campus and are for use principally by hospitality. The waste entering these facilities for recycling is not included in the baseline at present Transport The usage and vehicle description data for fleet and academic transport is obtained from vehicle fuel logs. The emissions calculations are based on fuel consumption and therefore forecasts are extrapolations of average consumption rates based on the estimated growth of the University. Plans are currently being developed to include all University business travel within the carbon footprint. It is intended to capture most data through new web-based travel and subsistence forms together with greater information requirements on invoices for air travel Step 7: External verification of emissions data and estimates The University is not currently participating in any external audits or verification. Cranfield University Carbon Management Plan: Page 7

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19 6. Actions to embed Carbon Management At the start of the HECM programme, the University assessed the level to which carbon management was integrated into the University s operations and management using the Carbon Trust s Carbon Management Embedding Matrix. The consensus was that the University had a low level of embedding (see Table 12 on page 19) and that this would be addressed by the Carbon Management Plan Corporate Strategy The Vice-Chancellor has expressed his strong support for the HECM programme and for this Carbon Management Plan. The CMP will be published on the University intra- and internet websites. Future reviews of University strategy will consider including sustainability as one of the underpinning tenets of corporate strategy. This wider view will also include specific reference to reduction of CO2 emissions Programme Management This factor of embedding Carbon Management is covered in section seven of this Plan Responsibility The University has existing Green Teams and Environmental Champions established to promote recycling initiatives. It is proposed to extend their remit to encompass Carbon saving and also to encourage new Carbon Champions. The University is planning to introduce Carbon saving KPIs for Departments against which Managers will be measured Data management The University intends to increase the number of smart meters to allow a better understanding of energy consumption in individual buildings and over time. The University Energy Manager will take responsibility for analysing and interpreting these data in order to: monitor the success or otherwise of carbon saving projects; identify new opportunities; and provide clear feedback on energy performance to the Carbon Management Board and to the wider University. The data from these monitoring programmes will be available on the intranet for all staff and students. These will have the greatest impact if the data is available at a range of temporal resolutions to allow them to be compared on hourly, daily, monthly and annual timescales. Cranfield University Carbon Management Plan: P a g e 13

20 6.5. Communication and training Plans for the first awareness campaign are already well advanced and these will be run on a rolling basis timed to coincide with the new student intake each October. In the first instance, a preliminary campaign has been run to encourage everybody to switch off equipment over the Christmas break. Carbon awareness will be included in staff and student inductions to introduce the low carbon University culture. Key ways for individuals to contribute will be highlighted, including: Turning off computers and monitors at night Switching off unnecessary lights Turning down the heating rather than opening a window Setting air conditioning to higher temperatures Minimising business miles Recycling all paper, plastic, glass Turning off taps Reporting apparent wastage of heat, electricity or water Training in carbon awareness and energy saving will be provided for specific groups of staff. In particular, security staff and cleaners will be asked to turn off lights and appliances during their routine activities and to report any apparent unnecessary energy usage to the University Energy Manager through their line management. The regular staff surveys will, in future, include questions to monitor staff attitudes to carbon saving. Data collected as part of the monitoring programme will be used to compare performance and will be used as a basis for identifying areas that have achieved the greatest savings over time. It is anticipated that this could form the basis for competitions between buildings and functional groups within the University using normalised data Finance and investment This factor of embedding Carbon Management into the financial management of the University is covered in section five of this Plan Policy alignment Environmental Policy The University already has an Environmental Policy, which is regularly reviewed to ensure that it remains relevant and provides clear guidelines for operations. Cranfield University Carbon Management Plan: P a g e 14

21 6.7.2.Energy and Carbon Management Policy (ECMP) An Energy and Carbon Management Policy is now being developed to address key issues related to energy conservation across the University. Key sections will address: minimisation of the use of small electric heaters; operation of IT systems use of refrigerants in air conditioning and cooling equipment; heating times in buildings; and reporting procedures for maintenance Sustainable buildings The ECMP will also set standards for all new buildings and major refurbishment projects. The Policy will set an environmental benchmark for buildings that will set Local Government planning requirements and HEFCE capital spend guidelines as a minimum. It is anticipated that the Sustainable Buildings Policy will require that all projects covered by the policy will aim to achieve an Excellent rating in the new BREEAM for Universities certification scheme Transport Policy The University has an existing Green Travel plan which aims to reduce the incidence of single car usage for travel to work by 5% over a five year period and to promote the use of public transport wherever practicable. The emphasis of the travel plan is, however, on travel to work, which is outside the scope of this Carbon Management Plan. A new Transport Policy will therefore be developed to address business travel and operational vehicle use across the University. Key issues to be considered will include: measures to encourage travel avoidance, including greater use of web-based or video conferencing such as the Webex system already in place; voluntary offsetting provisions whereby individuals or departments can offset their business travel carbon footprints by funding carbon saving projects across the University; actions to encourage the choice of vehicles with lower fuel consumption by staff hiring cars; environmental criteria for new vehicle procurement; and the use of biofuel from waste cooking oil in University vehicles. 7. Programme Management of the CM Programme In order to be successful, the University recognises the need for good Programme Governance, which will encourage: senior, strategic ownership of the carbon reduction target; bringing together, in one place, the diverse set of projects across the University; oversight of the Programme to encourage delivery by the identification and removal of blockages; project owners coming together to ensure coherence and coordination of carbon reduction activity Cranfield University Carbon Management Plan: P a g e 15

22 7.1. The Programme Board strategic ownership and oversight Objectives The Carbon Management Programme Board has been created by the Cranfield University Executive to achieve anticipated benefits from undertaking the Carbon Management Programme including: an improved environmental performance through a reduction in carbon emissions; realisation of recurrent cost savings; compliance with existing and future environmental legislation; and an improved reputation for the University Carbon Management Programme Board composition The Carbon Management Programme Board will be chaired by a member of the University Executive. In the first instance this will be Professor Tom Stephenson, Head of the School of Applied Sciences, who is also Project Sponsor for the HECM CMP. Other Board Members will include: Change Programme Director (Co-Project Leader) Head of Estates and Site Services(Co-Project Leader) University Financial Controller Director of IT University Energy Manager Responsibilities of the Carbon Management Board The Board is responsible to the University Executive for: developing the University s Carbon Management Strategy; approving the resulting Carbon Management Plan (CMP) on behalf of the University; recommending budgetary spend required to achieve future savings projected in the CMP; defining the terms of reference for the Carbon Management Team (CMT) and ensuring appropriate representation monitoring progress by the Carbon Management Team in implementing the CMP, and resolving any issues escalated to them by the CMT; publicising the University's performance against the CMP; and reporting progress to the University Executive Frequency of meetings The Board will meet at least quarterly on a time scale that will allow onward reporting to the University Executive and to Council, as necessary. Cranfield University Carbon Management Plan: P a g e 16

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24 7.4. Ongoing stakeholder management Carbon management within Cranfield should be regarded as an issue that every individual who works and studies at the University should be responsible for, rather than the sole responsibility of a centralised department such as estates. For this reason successful engagement and education of staff and students is required in order to achieve the maximum reductions in carbon emissions. In order to achieve these required levels of engagement and education responsibility for communicating emission reduction successes to senior management, staff and the student population will rest with the Carbon Management Team, through the full range of communications channels Annual Progress review An annual review of the CMP will be published to document progress against the Plan. The review will: document the cost and all benefits from the Programme including: o financial savings, either cashable or returned to your rotating fund ; o CO2 savings against the agreed target; o intangible benefits, including as influencing the student body and staff; report to the University Executive, via the Programme Board. Cranfield University Carbon Management Plan: P a g e 18

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