ESB Head Office Workplace Travel Plan The Way to Go
Contents 1. Foreword from John Campion, Executive Director, Sustainability 3 2. What is a Workplace Travel Plan..4 3. Benefits of a Workplace Travel Plan.5 4. Management Support..6 5. Staff Survey.....7 6. Site Assessment.9 7. Current Workplace Travel Planning Initiatives..12 8. Objectives and Targets.....14 9. Actions and Measures...16 10. Monitor and Review...24 11. Appendix 1.. 25 2
1. Foreword from John Campion, Executive Director, Sustainability Dear colleagues, I am delighted to introduce this Workplace Travel Plan for Head Office which is the culmination of inputs from many people and much work over the last year or so. In particular I would like to acknowledge the contribution of the Workplace Travel Planning Implementation Group in developing the plan and in bringing it to this stage. The goal of ESB is to be a world leading commercially successful and environmentally responsible utility and our company strategy sets out very clear targets and plans for the achievement of this goal. How we commute to and from work and how we conduct our business travel is an integral part of achieving our objectives and it is for this reason that in 2009 we teamed up with Dublin Transportation Office with the express purpose of introducing Workplace Travel Plans in a number of ESB locations. The implementation of this plan will bring many benefits to ESB and staff through expanded travel options, improved health and reduced stress. In addition, it is a clear demonstration of ESB s commitment to being an exemplar in environmental sustainability. I am happy to see that the plan contains useful information on the many initiatives that we have implemented already and are being widely used by staff. You will also find details of some of the new measures that we must take if we are to continue to make progress in making commuting and business travel more sustainable. I would like to reiterate total management support for the implementation of this plan as it is a key element of our internal Sustainability programme. Yours Sincerely, John Campion Executive Director, Sustainability. 3
2. What is a Workplace Travel Plan? A Workplace Travel Plan (WTP) is a package of measures designed to encourage and support staff to adopt more sustainable modes of transport for their journey to, from and during work. Specifically, it aims at reducing the number of trips made by employees by car, especially single occupancy trips and aims to encourage walking, cycling and public transport trip. In addition it aims to promote sustainable work planning and sustainable technology alternatives where appropriate. Workplace Travel Plans are internationally recognised as a key tool to encourage staff and visitors to use more environmentally-friendly travel alternatives and to move away from single-occupancy vehicle use. Workplace Travel Plans have developed as a response to our rising dependence on cars and the high levels of congestion, community severance and environmental and air degradation associated with increased car use. Workplace Travel Plans offer significant organisational, environmental and community benefits including improved health, reduced stress, financial savings, improved air quality and reduced congestion. ESB recognises this, and in line with our environmental policy commitments and stated project objectives seeks to maximise the benefits mentioned above as part of a wider culture change agenda on sustainability. 4
3. Benefits of a Workplace Travel Plan The development of a Workplace Travel Plan offers significant benefits to: The individual through expanded options, improved health and reduced stress. Most alternatives to car use involve some level of exercise which leads to a healthier workforce, possibly leading to a healthier more motivated staff and reduced rate in illness and absence from work. The Organisation through a healthier, more motivated staff, reduced congestion and improved access for staff, visitors and neighbours. Those employees who are able to use public transport rather than drive by car will spend less time in queuing traffic and be able to use time more productively. A wider range of travel options, savings and benefits will enhance the recruitment and retention of staff working for ESB. The Community by demonstrating ESB s commitment to environmental priorities and by educating and setting an example to others. It is hoped ESB s plan could become a model for others. Moreover, a decrease in the number of cars arriving to the ESB H.O. will reduce congestion both at the site itself and on the approach roads, easing access for staff, delivery vehicles and visitors. If a similar model could be applied in all businesses in the city, the positive effects on traffic management would be far-reaching. The Environment through improved local air quality with less noise, dirt and fumes as well as reducing the impact of other national and global environmental problems such as photochemical smog and global warming. 5
4. Management Support Support for WTP in ESB is unequivocal. This forms part of the Sustainability Programme for ESB which in turn supports ESB s strategy, the aims of which are to reduce our carbon emissions by 30% by 2012 & 50% by 2020 on our way to becoming net-carbon neutral by 2035. All aspects of our internal carbon footprint are being stringently reviewed and improved as part of the internal programme which focuses on our buildings, fleet, business travel and commuting habits as well as our use of resources and our interaction with the environment. A Memorandum of Understanding was jointly signed by Company Secretary John Redmond and the CEO of the Dublin Transportation Office (DTO) to give visibility to this commitment and support. 6
5. Staff Travel Survey The staff survey was distributed to staff in the pilot locations (ESB Head Office, Clanwilliam House, Osprey House, Stephen Court, South Lotts Rd, Wilton, Lough Ree Power, Moneypoint) and the response rate was approx. 40%. The key findings were: Almost 2 out of 3 travel to work by means other than driving a car. Almost 1 in 10 cycle to work which is significantly above the national average. A significant number of people said they would take public transport if it was more reliable and the route network was improved. The lack of dedicated cycling lanes, condition of roads etc. is a major deterrent in encouraging more people to cycle. Almost 1 in 3 people expressed an interest in car-sharing. How do you normally travel to work? On foot 8.8% 95 Bicycle 9.6% 104 Bus, minibus or coach 14.9% 161 Luas 3.4% 37 Train or DART 19.5% 210 Motorcycle or scooter 2.0% 22 Driving a car 36.4% 392 Passenger in a car with driver going to same destination 2.0% 22 Passenger in a car with driver going to different destination 1.9% 21 Taxi 0.0% 0 Lorry or van 0.9% 10 Other means 0.4% 4 Work from home 0.0% 0 answered question 1078 skipped question 16 How far do you travel to work? Answer Options Response Percent Response Count Less than 1km 1.1% 12 Between 1 and 3km 9.1% 96 Between 3 and 5km 11.4% 121 Between 5 and 10km 29.2% 309 Between 10 and 20km 21.8% 230 Between 20 and 30km 11.1% 117 More than 30km 16.3% 172 answered question 1057 skipped question 37 7
How long does it take you to get TO work? Answer Options Response Percent Response Count Less than 15 minutes 7.4% 79 16-30 minutes 30.0% 321 31-60 minutes 43.7% 468 61-90 minutes 14.2% 152 91 + minutes 4.8% 51 answered question 1071 skipped question 23 Why do you normally travel to work the way you do? Please pick the most important factor. Answer Options Response Percent Response Count No alternative 15.3% 158 No public transport nearby 3.1% 32 Cheapest way 4.1% 42 Quickest way 36.8% 379 Gives me flexibility 20.8% 214 Reliable 8.2% 84 Health reasons 5.5% 57 Need car/ van for work during the day 6.2% 64 Other (please specify) 96 answered question 1030 skipped question 64 Do you usually have a car-parking space available to you at your place of work? Answer Options Response Percent Response Count Always 48.0% 320 Sometimes 31.8% 212 Never 20.2% 135 answered question 667 skipped question 427 8
Zone Distribution of Survey participants Distances 1,3,5,10,20,30,60 Km Customer Power Generation Supply & Group Supply Services Zone Distribution of Survey participants Distances 1,3,5,10,20,30,60 Km Customer Power Generation Supply & Group Supply Services 9
6. Site Assessment THE FOLLOWING SITE ASSESSMENT AND RECOMMENDATIONS WERE CARRIED OUT AND ISSUED BY DAMIEN O TUAMA (INDEPENDENT TRANSPORT CONSULTANT) LIFTING BARRIER. With regard to the operation of the barrier at the bottom of ramp accessing the south courtyard, it appears that security personnel raise the barrier for employees arriving by car and motorcycle. However cyclists are required to stop, move across to the right of the ramp and unearth their swipe card. This is inconvenient (especially if it is raining and the cyclist has to root through bags / pockets to dig out the card). RECOMMENDATION Review operations for opening the lifting barrier so that the same procedures apply to those arriving by bike as apply to those on a motorbike or in a car. CYCLE PARKING FACILITIES -STAFF. Excellent quality cycle parking facilities are provided in the basement under Block A of the complex. The facilities are secure and indoors, away from the elements, and are well spaced. The area is well-lit and well maintained. The cycle stands have been recently installed and the 276, providing for a total of 1200 staff, more than meets demand. (121 staff bikes plus10 company bikes were noted on the day of the count) RECOMMENDATION There is little improvement required to the facilities themselves. Improve awareness of staff (and visitors) of the presence of the underground cycle parking facilities by erecting / painting a large sign (or perhaps an image of bicycle logo) on the wall of the building leading to the stands. 10
CYCLE PARKING FACILITIES VISITORS. Visitors arriving at the Fitzwilliam Street offices may use the basement cycle parking described above. However, to do so, (it is assumed that) it requires having the ESB client notify security personnel at the East James St. entrance to permit access and to cycle around to the back of the building and into the basement. It would be advantageous to have convenient, casual, cycle parking stands directly outside the Fitzwilliam Street entrance. This would make it easy for visitors to lock the bike and continue into the main reception area. The presence of (simple Sheffield-type ) cycle stands outside the main ESB entrance would also send out a strong message that The ESB is a cyclist-friendly employer. Currently, the front of the Fitzwilliam Street block is very car-dominated - See adjacent photo. RECOMMENDATION Contact Dublin City Council with the suggestion that additional cycle stands are provided directly outside the entrance to the Fitzwilliam Street block. Ideally, the cycle stands should replace some of the car parking spaces outside the entrance (i) so that no footpath / pedestrian space is narrowed to provide space for the stands and (ii) so as to change the cardominated feel of the area outside reception. It is recommended that the client uses Dublin City Council s new facility on www.dublincitycycling.ie to suggest that extra stands are provided here. 11
SHOWERS AND CHANGING ROOMS. These facilities have been only recently upgraded and are of high quality. There are 17 showers for males and 13 showers for females. This appears to be an adequate number for the 1200 staff in the building. Feedback indicates that staff are generally satisfied with current provision. LOCKERS There are abundant lockers in the changing rooms described above 197 for males and 95 for females. These are subdivided into casual and allocated lockers. Feedback from cyclists indicates that staff are satisfied with current provision (save the suggestion that it would be preferable had the new lockers been a little more spacious. However it is acknowledged that there is a trade-off between locker numbers and space available). DRYING ROOMS There is a newly-constructed drying room adjacent to both the Gents changing room and Ladies changing room, as described above. See photo. These are spacious, well-lit and clean. However it appears that during the summer period, when the heating is not turned on, clothes do not dry in the room. (On the day of the site visit, many bikes had towels stretched over them). RECOMMENDATIONS To enhance the facilities further, the following is suggested: Provide an iron and ironing board within a suitable (dry) area in, or adjacent to, both the gents and ladies changing rooms. Upgrade the hairdryers (especially in the ladies rooms) at the next appropriate opportunity. RECOMMENDATIONS None. RECOMMENDATIONS Investigate the feasibility of adjusting or upgrading the heating and / or ventilation systems so that during the summer months, clothes will dry in the drying rooms. 12
7. Current Workplace Travel Planning Initiatives Annual Easi Travel Plan Monthly Easi-Travel Plan is a facility whereby an employer can purchase Monthly Travel Tickets on behalf of employees - Tax Free. To avail of the tax benefit the employer must purchase the ticket, and the ticket is given as part of a remuneration package. It is not sufficient for an employer to purchase a travel ticket and recover the cost from the employee. The travel ticket is exempt from taxation as a benefit in kind. http://sharepoint/sites/group/gs/easit/lists/ticket/newform2.aspx Monthly Easi Travel Plan The above scheme also operates on a monthly basis. http://sharepoint/sites/group/gs/easit/lists/ticket/newform2.aspx Head Office bicycles A dedicated set of bicycles have been made available for the use of Head Office staff http://esbnet/sharedservices/service_solutions/sustainability/bicycles.shtm Cycle to Work scheme Staff can purchase bicycle and accessories up to a value of 1,000 - TAX FREE! http://esbnet/sharedservices/careers_benefits/travel_to_work/cycle.shtm Changing Facilities We now have top-class, clean & spacious shower and changing facilities in Head Office, complete with solar heated water! http://esbnet/sharedservices/service_solutions/sustainability/changing_facilities.shtm ESB Cycling Club This exciting initiative will be launched on Thursday 5 th November. It will give members access to new opportunities to improve their cycling and network with other cyclists. http://esbnet/esbcc/ Dublin Bikes Dublin City Council has launched the dublinbikes scheme, with one of their bike stations right outside the back entrance to Head Office. http://www.dublinbikes.ie/ 13
Electric People Carrier In support our internal carbon reduction commitments, ESB took delivery of a small number of Electric Vehicles for trialling and demonstration in 2008. Two of these vehicles are electric people carriers. The people carriers are branded and logoed to deliver a sustainable message and are wheel-chair accessible. One is based in Head Office and is available for use on commutes around the city to train stations, airport, meetings etc. If you are interested in booking the vehicle please contact Ext: 27731 Head Office Facilities or the Courier Room at Ex 27599 between the hours of 8.30am and17.30pm Monday - Friday Transport Links Bus Head Office is very well served by a number of routes. http://www.dublinbus.ie/ Rail/Dart Head Office is close to a number of rail and Dart stations. http://www.irishrail.ie/home/ Luas Luas stops at St. Stephen s Green and Connolly Station are both within walking distances from Head Office. http://www.luas.ie/ Dublin Cycle Tracks http://137.191.228.107/ctbl/ 14
8. Objectives and Targets The overall target is a 25% reduction in single occupancy car trips for staff journey to work by 2012. To establish a carbon footprint baseline for commuting. Ultimately reduce H.O. car parking spaces to 300 by 2014 as part of HO refurbishment To reduce business travel by 15% in 2010. To develop a web enabled Workplace Travel Planner for staff to promote all sustainable alternatives Increase the use of Web Conferencing by 100% 2010 v 2009. Increase the number of staff travel saver tickets by 20% in 2010. Establish an ESB Cycling Club and run a number of events aimed at cycling commuters in 2010 safety, maintenance, bike buddy scheme etc. Run a cycling fun event on own or in conjunction with DTO (now NTA) Run a Pedometer Challenge in collaboration with OHS and ElectricAid to promote walking. The target is a cumulative walk to Teshie, Ghana and back to ESB H.O. To provide a number of dedicated car sharers parking spaces in ESB HO. To provide visitor bike-parking spaces outside of HO in conjunction with Dublin City Council. To establish a carpooling website for staff. 15
9. Actions and Measures Action Due By Responsibility Staff / Visitors Status 1.0 Management 1.1 Appoint a Mobility Manager Appoint a Mobility Manager or designated internal champion who will hold responsibility for implementing the actions of the WTP, and promoting sustainable transport within and across Head Office. 2.0 Marketing & Communications 2.1 Promote the Travel Plan 2.2 Promote the Travel Plan and associated initiatives through Internal Communication and external avenues. Create a Commuter section within the Electric Mail and quarterly include articles on the environment, health and fitness and how they link into Sustainable Transport. Profile sustainable commuters and articles on why they choose to travel in a certain way. This could be displayed in the staff canteen, or in main customer reception. Launch Internally Produce a site Access Map The Transport Access Map and supporting materials will show safe walking and
2.3 2.4 2.5 cycling routes to Head Office, time to walk/cycle from key areas/nodes and nearby public transport facilities. This is intended for both staff and visitors to the site Develop up a set of Fact Sheets Develop a set of fact sheets that relate to: Walking Cycling Public Transport Car Sharing These fact sheets would outline the benefits of these activities and also provide information on close routes, groups and links to further information (e.g. Dublin Bus, or local walking groups) Presentation on Sustainable Commuting at Induction Create a detailed presentation on travel options to Head Office to be presented to staff at induction. Allow time for the Mobility Manager/External consultant to conduct a personal interview and present an individualised Personal Journey Planning for new staff who would like a customised analysis of their commute options. (This could be done in conjunction with new online system(see later)) Create a Staff Mobility Hub Put up a noticeboard with leaflets and maps showing the main public transport routes to and from Head Office. 17
2.6 2.7 2.8 Create a Visitor Mobility Hub As above, but tailor the information to visitors to the site, and the wider community to use the Mobility Hub as an opportunity to promote the benefits of sustainable transport and link into any Council programs on cycling, walking or health promotion. Develop a Digital Mobility Hub Develop an online Commuter Centre or mobility hub on the intranet outlining all of staff options and information, linking to appropriate external websites. This would be voluntary and confidential on behalf of staff. Promote Sustainable Transport to the Wider Community Include sustainable accessibility map and information in all external communications that are likely to generate trips. 3.0 Strategic Engagement 3.1 Peer to Peer Networking through Focus Group Encourage Peer-peer ESB networking to build the internal capacity of staff and peers in the field of Mobility Management through the WTP focus group. 3.2 Continue strategic alliance with DTO/NTA on all WTP issues and maximise collaborative opportunities. 18
4.0 Incentives & Events 4.1 Participate in Events 4.2 4.3 5.0 Business Travel Involve staff in events to promote sustainable transport and raise the profile of sustainable transport agenda to both staff and in the wider community. Develop up an events calendar with a focus on 3-4 events per year. Link these events into existing worldwide events such as Car Free Day, European mobility week, World Environment Day, or local events such as the Irish Heart foundation s Walk to capitalise on interest generated around these events. Promote Green Travel to Work Days by encouraging staff to travel by alternative means. Investigate a Rewards Program for Regular Green Commuters Reward staff who travel sustainably by offering a reward if 50% of trips are undertaken by a sustainable mode. Staff who meet the criteria would for example, be eligible to enter a Gift voucher prize draw. Incentivise Staff Innovation into the Travel Plan Create staff ownership and input by maintaining the Workplace Travel Planning section of the SIP s on sharepoint. 19
5.1 5.2 5.3 5.4 Establish a Staff Bicycle Fleet Set up a bike fleet for staff business travel for short trips to adjacent ESB sites, local errands and home trips to investigate probability of cycling more regularly A Bicycle Users manual will need to be made available to all staff using fleet bikes. Staff will be responsible for a quick safety check. (see published policy on Shared Services site) Car Park Review Review the current car parking policy and current allocation of permit holders to ensure the system is open and transparent. Facilitate Telecommuting Identify which staff may be suitable for telecommuting and offer this option to them mitigating the need to travel to work at all. Encourage Teleconferencing / Webex Identify which meetings could be feasibly replaced by a Web conference or teleconference instead, Develop target 6.0 Walking 6.1 Targeted Campaigns e.g. Pedometer Challenge Identify employees living near work that may be interested in walking to work, and encourage them to do so. Set up league table and offer prizes for Pedometer Challenge. 20
6.2 Provide Umbrellas Provide umbrellas in every department and at reception. Quantify use and return through security staff. 7.0 Cycling 7.1 Establish an ESB Cycling Group 7.2 7.3 7.4 7.5 Arrange periodic events Cycle Training Promote a Training program e.g. in collaboration with the Ecology Foundation Cycle Parking for Visitors Erect visitor cycle parking at front of Head Office and arrange appropriate signage Provide a Workplace Toolkit Supply a workplace toolkit - this can consist of puncture repair equipment and a bike pump for staff use in emergencies. Operate Cycle to Work Scheme and promote as necessary 8.0 Public Transport 8.1 Promote the availability of the TaxSaver scheme Create a brochure and internal communication around the benefits of Public transport and financial savings with the TaxSaver scheme fro annual and monthly options. 21
8.2 Promote Public Transport for Work Trips Ensure public transport tickets are available at the workplace for work travel, and encourage staff to use Public Transport for work trips 9.0 Car Sharing 9.1 Write Car Sharing Policy & Guidelines 9.2 9.3 Determine and organisational policy and guidelines on car-sharing e.g. Provide a guaranteed ride home for car sharers Facilitate Staff Car Sharing Scheme Set up an online car sharing database (such as the DTO/NTA One Small Step cars-sharing scheme) and promote this to staff. Launch this and offer an incentive for staff to register, e.g. using online system. Facilitate Staff Matching Organise postcode lunches for staff to facilitate car sharing targeted campaigns to drivers 10.0 Monitoring & Review Monitoring & Review of the Travel Plan Monitoring Conduct annual surveys and keep records of the success/uptake of other initiatives. 22
10.2 Carbon Reporting Calculate carbon emissions saved as a result of initiatives from the Travel Plan, for annual carbon foot-printing. 11.0 Awards Scheme 11.1 Enter the ESB WTP for award through the DTO. 23
Monitor and Review This Workplace Travel Plan is a dynamic document which will be reviewed and updated where necessary based on the implementation of the various action items. A number of measures will be used to monitor effectiveness including: Staff Survey. KPIs Business mileage. Use of Mymeetings@esb.ie. Reduction in carbon footprint. Use and take-up of the following: Cycle to Work Scheme. Company Bike Scheme. Car sharing numbers. Monthly and Annual Easi-Travel Plan. Cycle Club events Various initiatives Pedometer Challenge etc. Roles & Responsibilities Organisation of WTP in ESB There are two separate but inter-related streams to be developed Action items to be co-ordinated through the managers in the pilot locations; Review/ development of policies. Role of Steering Group The steering group will develop the project framework e.g. Roll-out of plans beyond pilot locations.. What documentation & Software is needed e.g. for survey and mapping, car sharing etc. The Steering Group will also determine what policies need to be reviewed or initiated, how they are to be done and by whom. 24