Incorporating Sustainability Into Project Development

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1 Sustainability in Projects Incorporating Sustainability Into Project Development Simon Geller Senior Project Manager

2 Contents About Sheffield, the University of Sheffield, CiCS & PPU What is sustainability and why embed it in projects? Sustainability appraisals SiP in action Discussion (at any point!)

3 About Sheffield Population 530,300 7 Hills 2 Million trees 5 Rivers

4 Sheffield June 2007

5 Sheffield June 2007

6 Previous Floods Our previous flood was in 1864 and was caused by a dam bursting.

7 Pakistan

8 . Australia

9 Risk management? Licensed under creative commons

10 About the University Russell Group (i.e. one of 20 leading in research-intensive activities) Number of students (Session 2008/09) : 24,004 Number of staff (July 2008) : 5,749 Committed to reduce carbon emissions by 20% by 2015/16 from the 2005/06 baseline

11 Firth Court

12 Information Commons

13 Jessops West

14 About CiCS (Corporate, Information and Computing Services) 186 Staff From high-throughput computing to the Drama Studio Sustainability embedded in our IT strategy Active in EAUC Green IT, Green Impact.

15 About PPU Programme and Projects Unit Small team of 5 Team Leader, 3 PM s, 1 Sec. All APM P & 2 PRINCE2 Qualified Uses Prince2 methodology Pool of PM s - APM-IC qualified Projects as much about business change as IT 14 Projects currently running.

16 What is sustainability?.. development which meets the needs of the present without compromising the ability of future generations to meet their own needs not longevity!

17 Q. So what is sustainability all about? Social progress? Protection of the environment? Prudent use of resources? High levels of economic stability and employment? Fun, enjoying life?

18 What are the key factors? Energy use Transport Need-Use-Dispose Cycle

19 Why consider sustainability? A sustainability appraisal will Help plans to become more sustainable Identify opportunities for greater efficiency and lower costs Help to make sure that decisions are well balanced Provide data to help inform and justify decisions Provide a broader view of how IT can contribute to sustainable development Can improve relations with employees, clients, and the wider public and Show how our activities meet society s priorities and goals

20 Two kinds of environmental costs to consider Costs of running the project: Transport, materials, project office Total Costs of ownership of the products and deliverables.

21 Sustainability appraisals Issue Impact Comments on impact Action required Section 1: Careful use of natural resources Waste, recycling and composting Example: will the initiative reduce/increase the amount of waste produced or effect recycling levels? Energy efficiency and consumption Example: will the initiative reduce/increase energy consumption or help others to reduce theirs? Section 2: Environmental protection and enhancement Climate change Example: will the initiative reduce/increase green house gas emissions or reduce the vulnerability of the organisation to the effects of climate change? Cars and other motor vehicles Example: will the initiative reduce or increase the use of cars, public transport, walking and cycling or will it reduce the need to travel? +ive/none/- tive

22 Expected Environmental Impact Issue Energy efficiency and volume of consumables: <eg: reduce/increase energy or paper consumption> Transport: <eg: encourage staff/students to travel less> Need-Use-Dispose Cycle: <eg: environmental costs of new equipment, and disposing of obsolete equipment> Impact N/A + tive None - tive Comments on impact +2 It may be that more students use the VLE and therefore use more electricity to access it. -2 It may be that more students study from home and don t come into the University. none Action required Provide more low energy computers on campus. Should be the same as currently

23 Issues to consider Are environmental / sustainability issues already satisfactorily assessed can this be demonstrated? Is there any point in developing a formal process for assessing projects? Is it covered in Risk Assessments already? What would be the best way to incorporate the sustainability appraisal into the project development process? How would we assess the appraisal? What kind of generic impacts should be included on the form? Would any specialist training be needed? Are you assessing the project itself, or the deliverables?

24 How we addressed it Initial presentation at PM s Forum Stakeholder meeting New project docs drafted Circulated for approval

25 How we addressed it, cont. Documents demo ed at next forum Standard docs updated, now in use Light Touch adopted Projects Lite cut-down version of project docs (See next two slides)

26 Project Name Version: 1 Date: 1 Jan 2001 This project is about changing this by looking at that and doing the other. Project Outline Background and Why the Project Needs Doing Something or other isn t working well and so-and-so asked us to sort it out. Scope We ll be doing this for so-and-so. We won t be doing that. Objectives Produce a widget. Train the users in using it. Strategy 1. The team will discuss with users what they d like, and review what is available off the shelf. 2. We ll then agree exactly what we re going to deliver. 3. CiCS will then do whatever and the users will test it. 4. The users will sort out how their processes will need to change and we ll all agree a time for go-live. Costs The software is likely to be open source but we ll probably need a server, though a virtual server may do. Concerns and Risks This project depends on some other thing being completed on time. The suppliers are unreliable. There is a deadline of whenever and timescales are tight. If necessary we can drop whatever and maybe pick it up after go-live.

27 Project Definition Who is Involved Sponsor: Project Manager: Customers: Technical: Roll-out: Other interested parties: Project Schedule Phase Start End Done? Resource Needs 1. Review the state of play and agree a spec 2. Do the work 3. Create documentation 4. Rollout and handover 13-Dec Dec-07

28 Basic principles PM s are busy people Too much paperwork is a turn-off But we want them to think about the issues So we ve embedded the concepts in our standard documents

29 Project Proposal /Business Case <brief description of project> <Project name/purpose> Compiled by: Date: Outline Requirements <summary of what is required of the new facility> Key User Groups <description> Benefits and Risks Benefits <description> Risks <what could go wrong if the project goes ahead> Consequences of Non-Implementation <description> Environmental Impacts <what positive or negative impacts will the project have on the environment?> e.g. this project will enable staff and students to travel less Time Constraints <description>

30 Project Definition Expected Environmental Impact Issue Energy efficiency and volume of consumables <eg: reduce/increase energy consumption or help others reduce theirs?; Paper usage?> Transport <eg: encourage staff/students to travel less?> Need-Use-Dispose Cycle <eg: environmental costs of purchasing and installing new equipment, and disposing of obsolete equipment? Impact N/A + tive None - tive Comments on impact Action required

31 Project Controls We considered whether to include Sustainability in monthly reports, but decided against it. We offer an expanded Environmental Impact Assessment as an optional extra. This will be more appropriate for some projects than others.

32 Projects Sustainability Appraisal Section 1: Use of natural resources <For guidance on using this form see Projects Sustainability Guidance Notes.doc > Issue Use of non-renewable resources, e.g. minerals, land, fossil fuels Example: will the project encourage more sustainable use of nonrenewable resources or help facilitate forms of renewable energy? Waste & recycling Example: will the project reduce or increase the amount of waste produced or effect recycling levels? Impact N/A + tive None - tive Comments on impact Action required Energy efficiency and consumption Example: will the project reduce or increase energy consumption or help others to reduce theirs? Printing Example: will the project reduce or increase printing and paper use at the University?

33 Section 2: Environmental protection and enhancement Issue Impact on Physical Infrastructure Example: will the project have an impact on the University estate, some of which consists of listed buildings? Climate change Example: will the project reduce/increase green house gas emissions or reduce the vulnerability of the University to the effects of climate change? Pollution to air, land, soil and water Example: will the project reduce or increase pollution or the risk of pollution incidents occurring? Cars and other motor vehicles Example: will the project reduce or increase the use of cars, public transport, aviation, or will it encourage walking and cycling or reduce the need to travel? N/A + tive Impact Non e - tive Comments on impact Action required

34 Section 3: Economic Sustainability. Generic issue Economic development Example: will the project increase investment in the University, support business growth, develop business infrastructure? Employment Example: will the project increase or decrease employment levels at the University? Impact N/A + tive None - tive Comments on impact Action required

35 How do you convince the bosses? Cost-benefit analysis Return on Investment Compliance (Carbon Reduction Commitment)

36 Triple Bottom Line (TBL) People Planet Profit

37 Case Study Photo-voltaic Cost of installation: 15,000 Lifespan: 25 years Re-mortgaging: 650 p.a. Total Expenditure:29,375 Total income: 35,000 Profit: 11,775

38 2,500 2,000 1,500 Expenditure 1,000 Income (Avg) 500 0

39 Carbon Reduction Commitment Binding Legislation (first in world) Target of reducing emissions by 80% by % by ,000 fine for non-registration per day for delaying Allows for carbon trading. Focus on energy use.

40 Project Closure Environmental Impact Compared to the assessment made at the start of the project, what impact has the project made on the environment?

41 Post-project review (1 month) Lessons Learnt Environmental Appraisal <How well did it work?> <How will it be monitored?>

42 Post-Implementation Review (6 months) Post implementation review (6 months) Environmental Sustainability Impacts - Paper use - energy, - carbon outputs, - disposal, - travel (economic, employment) - comparison against initial estimates

43 Examples of Projects where SiP operates Environmental Printing Review Pay on the day parking Timetabling and Space Utilisation Next generation and calendaring Computer Asset Management.

44 Environmental Printing Review 448 Tonnes of CO2 emitted on imaging. > 3m spent p.a. Need to make better use of existing assets Need to get to users through the environmental argument Environmental champions across uni.

45 Pay on the Day Parking Parking permit scheme introduced 1997 Ring-fenced budget allows for subsidised PT, cycle parking, walking improvements. However, category B permits seen as fixed cost does not encourage modal shift. PoTD gives user more choice Technical solutions required- barriers, scratch cards. Environmental monitoring required.

46 Transport Usage

47 Voluntary re-cycling scheme

48 One year on

49 One year on Office 07 There has been no measurable environmental impact from the project itself or from its deliverables. Next Generation & Calendaring Outsourcing Student mail to Google has reduced our carbon outputs. The Cloud is more efficient than using your own data centre.

50 Pay on the Day Parking The project originally identified a potential positive impact on transport (by encouraging staff/students to make less use of their cars) and a potential negative impact on energy efficiency and volume of consumables (dependent upon the chosen option). The scratch card option had the lowest potential negative impact of all the options considered (including no action).

51 Timetabling and Space Utilisation University has a huge estate Space Utilisation 46% Energy Costs, Maintenance etc rising Better MI needed to ensure match of supply and demand Empowering users to manage space more effectively.

52 Next Gen & Calendaring Part of collaboration improvement programme Looking at Google Education, Zimbra Will this improve overall efficiency? Will it encourage people to travel less or more?

53 Other Examples Supermarket smartcard Customers rewarded for loyalty Supermarkets build up clearer picture of customer shopping patterns. This (hopefully!)leads to better supply chains, less waste.

Boundaries Controlling a Stage Controlled Progress Managing Product Delivery Closing

54 The PRINCE2 process model Project Mandate Directing a Project DP4 DP1 DP2 DP3 DP5 Starting up a Project Controlled Start Initiating a Project Planning Managing Stage Boundaries Controlling a Stage Controlled Progress Managing Product Delivery Closing a Project Controlled Close Overview Crown Copyright 2005 Reproduced under licence from OGC

56 Conclusion By introducing sustainability considerations into project controls, we hope to: Introduce a new dimension to Projects Approval Ensure that project board members consider the issues via the PM Give PM s and Project Members the opportunity to explore the issues further via the Project Sustainability Appraisal. So where should sustainability fit in a Projects Methodology?

57 Thank you! Simon Geller Programme & Projects Unit University of Sheffield Tel:

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