your fleet Toolkit User Guide

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Irene Parks
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1 How to clean up your fleet Partnership for Clean Fuels and Vehicles United Nations Environment Programme P.O Box Nairobi KENYA Tel: ( ) Fax: ( ) Website: Toolkit User Guide

O Box 30552 Nairobi KENYA Tel: (+254 20) 7624184 Fax: (+254

2 The toolkit is also available online from including updates, news and case studies. Questions? Check the FAQ s on the website, or contact the Clearing-House of the Partnership for Clean Fuels and Vehicles (PCFV) via clean.transport@unep.org. Toolkit User Guide/Version 2/May 2009 The views expressed in this report are not necessarily the opinion of and/or endorsed by all partners of the Partnership for Clean Fuels and Vehicles UNEP UNEP promotes environmentally sound practices globally and in its own activities. This publication is printed on paper from sustainable forests including recycled fibre. The paper is chlorine free, and the inks vegetablebased. Our distribution policy aims to reduce UNEP s carbon footprint.

Toolkit User Guide/Version 2/May 2009 The views expressed in this report are not necessarily the opinion of and/or endorsed by all partners of the Partnership for Clean Fuels and Vehicles

3 About the TNT-UNEP Toolkit Developed by the United Nations Environment Programme (UNEP) and TNT, this toolkit contains a series of tools and guidance that will inform you of the environmental impacts of vehicle emissions, outline the practical and cost-effective solutions available to you, help you to assess the impacts of your fleet, and develop and implement a strategy to minimize emissions while improving fuel efficiency. When used together, tools 1-18 work to prepare fleet managers to (1) evaluate the effects of their fleets on the environment and human health and (2) develop a cleaner management strategy for corrective and cost-effective action - from eco driving and improved maintenance through to advanced fuels and technologies. The toolkit takes fleet managers and those interested in learning about lowering emissions from road transport through a step-by-step system that is accessible to both experienced managers and beginners. This interactive toolkit has been successfully used by the TNT fleet in Turkey with a 9% reduction in CO2 emissions and fuel cost savings in the first 15 months of use - even as the fleet grew by 15%. Following an initial test stage, the toolkit is now being rolled out globally for private and public, large and small fleets. In addition to showing how managers may reduce pollution, improve their impact on the environment, and save fuel - the toolkit is the first step in getting the best from your fleet while improving environmental and social stewardship. The toolkit user guide is designed to help you navigate the toolkit and its menu of 18 tools with basic instructions on optimal tool use and troubleshooting software issues. What s on this CD? Information on sources of air pollutants and their health and environmental effects see Tools 1-6 and the pollutants menu (see graphic below). Tool 6 also introduces you to climate change and the greenhouse effect. Information about actions a fleet manager can take to reduce fuel consumption and emission of air pollutants and greenhouse gases see Tools Making an inventory of your fleet and its environmental performance is the first step to understanding the environmental impacts of your business and to committing to the reduction of emissions. The inventory and options Tool 18 will help you fill in relevant information about your fleet, enabling you to estimate your fleet s emissions, as well as potential fuel savings see Tool 18. Develop a strategy and track your progress see Tools 16 and 17. Five corporate fleet examples to guide you on what can be achieved with cleaner fleet management see the fleet examples menu. 1

4 Illustrative animations explain the concepts described in the Tools see the animations menu. Getting the Most from the Toolkit The Toolkit CD may be used in two ways: Option 1: Start with the Basics Begin with the background information about sources of air pollution and their effects on health and environment by browsing Tools 1-6. Obtain general information about the actions a fleet manager can take to reduce pollution and improve fuel efficiency with Tools Then you are ready to calculate your fleet s emissions using Inventory & Options Tool 18. For this, you will need basic information on your fleet s vehicle numbers and fuel consumption. Develop your cleaner fleet strategy using Tools 16 and 17. 2

their effects on health and environment by browsing Tools 1-6.

5 Option 2: Start with the Practical Fleet Evaluation Start by calculating the emissions of your fleet using Inventory & Options Tool 18, for which you will need basic information on your fleet s vehicle numbers and fuel consumption. While using Tool 18, you will be referred to background information on impacts and options available in other Tools 1-6. Develop your cleaner fleet strategy using Tools 16 and 17. Browse through the information in the rest of the Toolkit at your leisure. Notes on the Software and Troubleshooting If you have any problems starting the Toolkit CD, please read the instructions in section A below. When using the Inventory & Options Tool 18, following the steps described in section B will ensure that you use all the tool features. A. Starting the Toolkit CD When the Toolkit CD is inserted, it will automatically launch and the following dialogue box may appear. If so, choose yes to make sure you have access to all Toolkit features. In case no dialogue box appears, you can start the Toolkit manually by double clicking the UNEP icon found on your CD/DVD drive under My Computer, or by right clicking the icon and choosing Autoplay, or by launching the file Index.html in the CD directory: TNT-UNEP\Toolkit\. The toolkit will launch in a web browser. 3

Develop your cleaner fleet strategy using Tools 16 and 17. Browse through the information in the rest of the Toolkit at your leisure.

6 B. Launching the Inventory & Options Tool 18 You will find links to the Inventory & Options Tool 18 throughout the Toolkit CD and you may also launch Tool 18 directly from the Toolkits Index Page by selecting Tool 18 in the blue side column. Tool 18 can be launched from the Tool 18 welcome page. Follow the simple instructions to launch a dialogue box (see image below) recommending that you save the tool on your desktop. Tool 18 is a Microsoft Office Excel file, enabling you to store your fleet s details and calculations for further reference and use. Follow these two simple steps to save your work: 1. Press the link >> here and save the Excel file on your desktop (or other personal folder). 2. Then close the message window. Depending on your computer s security settings, the following dialogue box may appear after opening the Excel file from the desktop. The dialogue box informs you that the Excel file wants to enable running of macros. A macro is a set of computer instructions that can be carried out by a programme. Macros can be very helpful but sometimes they 4

Follow the simple instructions to launch a dialogue box (see image below) recommending that you save the tool on your desktop.

7 can also contain harmful instructions. For that reason Windows needs specific permission to run them. The Excel file contains macros that allow you to easily navigate through the different Excel calculation sheets. Although you can work without the macros activated, we recommend activating the macros. 3. Press OK to close this dialogue box. 4. In Excel choose Tools > Macro > Security 5

The Excel file contains macros that allow you to easily navigate through the different Excel

8 5. Reduce the security level to Medium, make sure you remember the previous level (High or Very High, as you will reset it afterwards in step 7 again) and press OK. 6. Close the Excel file and the application, and re-open the file from your desktop. 7. Each time you open the Excel file, the following dialogue box will appear allowing you to enable the macros for this Excel file: If the macros are enabled, you can easily navigate through the sheets. 8. Once macros are enabled, you should reset the security settings to the previous value (high or very high), in order to prevent your computer from running unknown macros from other Excel files. This is done by following steps 2 and 3 above, switching the value too high or very high again. 6

Each time you open the Excel file, the following dialogue box will appear allowing you to enable the macros for this Excel file: If the macros are enabled, you can easily navigate

9 Using the Inventory & Options Tool 18 Now that the macros are enabled, you should start with the Welcome tab of Tool 18 Excel spreadsheet, introducing you to the four steps to developing a Cleaner Fleet Strategy: Step 1: Fill in your fleet data Step 2: Review your impacts Step 3: View your Options Step 4: Develop Indicators Clicking the highlighted cell B15 will direct you to the sheet Fleet Inventory, the starting point. This is the only sheet in which you have to fill in information about your fleet. All others sheets (impacts and actions) are related to the information you insert here. Fill in the number of vehicles for each vehicle category, the annual kilometers and fuel consumption. Then fill in the sulphur level of the diesel fuel you are using. 7

the sheet Fleet Inventory, the starting point. This is the only sheet in which you have to fill in information about your fleet.

10 A. If you either have Kilometers (kms) or fuel consumption available only, you can estimate the other by using the Conversion Table. It has typical fuel consumptions for the different vehicle categories, e.g. the typical fuel consumption of a Light Duty Truck of Emission category Euro III, is 9.1 kms/ltr. B. The diesel sulphur level you are using is an important parameter for the pollution of your fleet and the possible actions you can take to reduce the pollution. You will find the sulphur levels for many countries on the website of the Partnership for Clean Fuels and Vehicles: C. The vehicle emission standard (Euro I V or pre Euro) can be looked up in the vehicle s handbook or on the manufacturer s website. For more experiences of fleet managers and for Frequently Asked Questions, please visit 8

The diesel sulphur level you are using is an important parameter for the pollution of your fleet and the possible actions you can take to reduce the pollution.

4. The role of fleets and fleet managers Role of REC?

4. The role of fleets and fleet managers Role of REC? 79% 5% 44% To grow by 50% by 2010 over 1998 Role of Fleets - Changing operating environment: national, local government incentives, disincentives -