NSS Health Facilities Scotland. NHS guidance for completing annual Public Bodies Climate Change Duties reporting

Transcription

1 NSS Health Facilities Scotland NHS guidance for completing annual Public Bodies Climate Change Duties reporting July 2017

2 Contents NHS guidance for completing annual Public Bodies Climate Change Duties report Page Introduction... 3 Who is this applicable to?... 3 Who needs to be involved?... 4 Keeping records... 4 Where to find further information... 4 The Public Bodies Climate Change Duties Reporting Platform... 4 Format of this guidance... 5 Glossary... 6 Public sector climate change duties report NHS Guidance Profile of reporting body Governance, management and strategy Corporate emissions, targets and projects Adaptation Procurement Validation and Declaration Appendix 1 Biomass Appendix 2 Grid Electricity Appendix 3 Water Disclaimer The contents of this document are provided by way of general guidance only at the time of its publication. Any party making any use thereof or placing any reliance thereon shall do so only upon exercise of that party s own judgement as to the adequacy of the contents in the particular circumstances of its use and application. No warranty is given as to the accuracy, relevance or completeness of the contents of this document and Health Facilities Scotland, a Division of NHS National Services Scotland, shall have no responsibility for any errors in or omissions therefrom, or any use made of, or reliance placed upon, any of the contents of this document. Version 1.0: July 2017 Page 2 of 56

3 Introduction The Climate Change Scotland Act 2009 introduced targets and legislation to reduce Scotland s emissions by at least 80% by The Act places duties on public bodies relating to climate change. As part of these duties, on 23rd November 2015 the Climate Change (Duties of Public Bodies: Reporting Requirements) (Scotland) Order 2015 came into force, requiring each public body which appears on the major player list to prepare an annual report on compliance with its climate change duties. The Public Bodies Climate Change Duties report is divided into two parts: 1) Required reporting, which contains section on governance, emissions, adaptation and procurement within an organisation, its estate and boundary; 2) Recommended reporting, which reflects the diverse yet influential functions that public sector major players have in addressing climate change and supporting Scotland s efforts on climate change mitigation and adaptation beyond their estate boundary. Guidance, resources and training events to help with completing both parts of the reporting have been developed by SSN, however, a number of NHS Boards have identified the need for guidance that is tailored to their specific needs; this includes interpretation of questions that reflects the NHS context, information about where certain information sources are likely to found within their organisation and how to identify a proportionate level of response for the NHS. Therefore, the overall aim of this guidance is to produce a succinct but comprehensive reference document for completing the required section of the Public Bodies Climate Change Duties report from a NHS context. The guidance is consistent with, and will reference, the SSN overall guidance available on the website but is designed to be a straightforward starting point for NHS boards to complete their reporting requirements correctly and efficiently. Who is this applicable to? Within the NHS, there are 19 organisations listed as major players, including all 14 regional NHS Boards and 5 of the 7 special boards. NHS Boards NHS Ayrshire & Arran NHS Borders NHS Dumfries & Galloway NHS Fife NHS Forth Valley NHS Grampian NHS Greater Glasgow & Clyde NHS Highland NHS Lanarkshire NHS Lothian NHS Orkney NHS Shetland NHS Tayside NHS Western Isles Special Boards NHS National Services Scotland The Scottish Ambulance Service Board The State Hospitals Board for Scotland The National Waiting Times Centre Board NHS Education for Scotland Version 1.0: July 2017 Page 3 of 56

4 Who needs to be involved? In order to complete the reporting, you will need to engage with various colleagues within your organisation, who will need to provide you with the necessary information for effective completion of this report. Engagement with these people should start early in the financial year after the end of the reporting year to make sure that there is adequate time to collate response. The roles are likely to include: 1) Energy manager; 2) Sustainability manager; 3) Waste Management Officer; 4) Head of Procurement; 5) Transport/fleet manager; 6) Finance/HR department; 7) Risk & resilience manager; 8) Chief Executive or other member of senior management team. Keeping records It is recommended that organisations create and maintain a reference document to act as a guide for anyone who is tasked with producing the report on an annual basis, reducing the risk of a single individual alone knowing how to produce the report. This document should detail for each question: 1) Where the information can be found if it is publicly available and online; 2) Contact details of who holds the information if it is sourced internally and timescales for producing it; 3) Processing and validation requirements. Where to find further information This guidance has been developed to specifically help NHS organisations complete their Public Bodies Climate Change Duties Reporting, including signposting appropriate sources of information. However, there is also very comprehensive guidance with a breakdown by question, training slides and populated examples available for all Public Sector bodies, which is produced and updated annually by Sustainable Scotland Network. The guidance is available in the website section called Reporting Resources. The Public Bodies Climate Change Duties Reporting Platform This report is submitted through an online portal using the Scottish Government s validation software called ProcXed. Access is through the Sustainable Scotland Network website. The Public Bodies Climate Change Duties Reporting Platform contains both the required and recommended sections of the template. Reports should be submitted by 30 November each Version 1.0: July 2017 Page 4 of 56

5 year through the online reporting platform. Further technical guidance on how to use the online system can be found in the Reporting Resources section of the SSN website (see link above). Format of this guidance This guidance follows the order of the required Section of the Public Bodies Climate Change Reporting. This contains 6 sections: Section 1 - Profile of the reporting body; Section 2 - Governance, Management and Strategy; Section 3 - Emissions, Targets and Projects; Section 4 - Adaptation; Section 5 - Procurement; Section 6 - Validation and Declaration. For each question, the actual wording of the question is shown in bold, with guidance wording below in italics, if applicable. The box for the answer is shown with indicative response provided in red. Restrictions to the answer or useful tips are provided in grey boxes. Additional NHS specific guidance is provided below in italic blue. 1c) Highest number of full-time equivalent staff in the body during the report year Workforce data for 30 September in the reporting year from the Information Services Division Must be a number The best source of centralised data available for the number of staff, measured in wholetime equivalents comes from the NHS workforce statistics from the Information Services Division. The excel spreadsheet can be downloaded from the website and the correct data for the reporting year selected from the drop down list. All links to other documents or sources are provided as hyperlinks, as shown below: Version 1.0: July 2017 Page 5 of 56

6 Glossary NHS guidance for completing annual Public Bodies Climate Change Duties report Adaptation: adjustment in natural or human systems in response to actual or expected climatic stimuli, or their effects, which moderates harm, or exploits beneficial opportunities. Biomass: Plant or animal material, such as forestry by-products or agricultural waste, which is used as a fuel or energy source. Carbon dioxide equivalent (CO 2 e): Carbon dioxide equivalent is a measure used to compare the emissions from various greenhouse gases based upon their global warming potential. For example, the global warming potential for methane over 100 years is 21. Therefore 1 tonne of methane released is equivalent to 25 tonnes of CO 2 (measured on a 100 year time horizon). Therefore CO 2 e works as a single currency for greenhouse gases. Carbon emissions: used as a shorthand to refer to Greenhouse Gas emissions that are included in the Kyoto Treaty. Carbon dioxide is the most common GHG and other gases can be measured in relation to it (see CO 2 e) Carbon reduction: an activity that reduces carbon emissions compared to a baseline scenario. Climate Change: The large-scale, long-term shift in the planet's weather patterns or average temperatures. Conversion factor: A numerical ratio to express a measurement from one unit to another unit e.g. miles to kilometres but also sometimes used instead of emission factor. Decarbonisation: usually refers to the electricity sector and refers to reducing the carbon intensity of electricity generated (emission per kwh) by increasing efficiency of supply and modal generation switching to renewables and low carbon sources. Emission factor: the average emission rate of a given GHG for a given source, relative to units of activity. Global warming: Refers to the recent and ongoing rise in global average temperature near Earth's surface. It is caused mostly by increasing concentrations of greenhouse gases in the atmosphere. Global warming is causing climate patterns to change. However, global warming itself represents only one aspect of climate change. Greenhouse Gas (GHG): A gas in our atmosphere that absorbs and emits radiation within the thermal infrared range. There are naturally occurring greenhouse gases in our atmosphere which maintain surface temperatures in a range conducive to life. However, since the industrial revolution, anthropogenic sources of GHGs have increased hugely, leading to 40% increase in atmospheric concentration of carbon dioxide. This is causing increases in surface temperatures and the main cause of global warming and a large contributory factor in climate change. There are seven GHGs covered by the Kyoto Treaty but the main ones are carbon dioxide (CO 2 ), methane (CH 4 ) and nitrous oxide (N 2 O) and action needs to be taken to reduce emissions of these. Version 1.0: July 2017 Page 6 of 56

7 Project lifetime: anticipated lifetime of an energy efficiency technology or low carbon behaviour used to calculate lifetime savings Version 1.0: July 2017 Page 7 of 56

8 Public sector climate change duties report NHS Guidance 1 Profile of reporting body This part of the report provides key information about the reporting organisation and the reporting year covered by the report. It also provides space to record information on metrics relevant to the rest of the report, including information on staff numbers, annual budgets, and other factors used by the organisation to measure performance 1a) Name of reporting body Choose organisation name from drop down list 1b) Type of body Choose National Health from drop down list 1c) Highest number of full-time equivalent staff in the body during the report year Workforce data for 30 September in the reporting year from the Information Services Division Must be a number The best source of centralised data available for the number of staff, measured in wholetime equivalents comes from the NHS workforce statistics from the Information Services Division. The excel spreadsheet can be downloaded from the website and the correct data for the reporting year selected from the drop down list. Step 1: Go to the Information Services Division website (NHS National Services Scotland) Step 2: Select Topics and then Workforce from the list. Step 3: Select Overall Staff and Turnover from the list. Step 4: Click on the link for the latest available data and download the excel file for All Staff Overall NHSScotland workforce summary by staff grouping. Step 5: Enable the macros and go to worksheet NHS region and board. Step 6: Use the drop down menu at the top left to select the appropriate date. Step 7: Find the correct board and use the total from the row titled All NHSScotland staff for Q1c. Step 8: Keep a note of the data source and date in your records. Version 1.0: July 2017 Page 8 of 56

9 1d) Metrics used by the body Reporting year Date of dataset 2016/17 30 September /18 30 September /19 30 September /20 30 September 2019 Specify the metrics that the body uses to assess its performance in relation to climate change and sustainability. Units are automatically populated when the metric is selected from the drop down box. Metric Units Value Comments Floor area m 2 Required metric for NHS: Gross internal area sourced from Estate Asset Management System (EAMS). Patient bed nights Other (specify in comments) Number of patient bed nights Optional metric for NHS: figure for Average Available Staffed Beds for 2015/16 (closest applicable financial year) sourced from Topics/Hospital-Care/Beds/ A metric is different from a target in that it is not a goal in itself but the unit against which other goals are measured. Therefore if a target is measured in kgco 2 e/m 2, the metric is m 2. The method for measuring the metric and the criteria should be consistent between different years to make sure the same thing is being measured. The source of the data should be noted in the comments. Metrics for the NHS: Required: Floor area measured in m 2 this should be Gross Internal Area (GIA) taken from the Estate Asset Management System (EAMS); Optional: Number of patient bed nights (usually referred to in the NHS as staffed beds). The best source of centralised data available for the Average Available Staffed Beds comes from the NHS workforce statistics from the Information Services Division. The excel spreadsheet can be downloaded from the website and the most appropriate data for the reporting year selected from the drop down list. Step 1: Go to the Information Services Division website (NHS National Services Scotland) Step 2: Select Topics and then Hospital Care from the list. Step 3: Select Beds from the list. Version 1.0: July 2017 Page 9 of 56

10 Step 4: Click on the link for the latest available data and download the excel file for Trends in Available Beds by Health Board of Treatment and Hospital. Step 5: It is recommended that the indicator of Average Available Staffed Beds is chosen and the closest applicable financial year data selected. Step 6: Note the data source and date in the comments. 1e) Overall budget of the body Specify approximate /annum for the report year. Financial Performance for the reporting year from Audit Scotland Must be a number without any symbols ( ) In order for NHS organisations to respond in a consistent manner to this question, it is recommended that the figures produced by the Scottish Government and published by Audit Scotland are used. Step 1: Search for the annual report for the relevant year by Audit Scotland called NHS in Scotland <year>. Step 2: The Appendix of the report with the budget figures is called NHS Financial Performance <financial year>. Step 3: Add together the Revenue Resource Limit and the Capital Resource Limit for your organisation. Step 4: Multiply the figure by 1,000 to get in units of. Step 5: Note the data source and date in the comments. Version 1.0: July 2017 Page 10 of 56

11 Revenue Resource Limit in (000) Capital Resource Limit in (000) Example for NHS Fife Add together Revenue Resource Limit with Capital Resource Limit 665, ,552 =677,796 Multiply answer by 1,000 to get into 677,796 x 1000 = 677,796,000 Appendix NHS financial performance 2015/16 Version 1.0: July 2017 Page 11 of 56

12 1f) Report year Specify the report year Choose Financial (April to March) All NHS organisations use a financial year for reporting. 1g) Organisational context Provide a summary of the body's nature and functions that are relevant to climate change reporting. The State Hospitals Board for Scotland is a special health board proving high security mental health care for Scotland and Northern Ireland. It occupies a single site of approximately 65Ha. It has 140 beds and approximately 700 staff. A major rebuild of The State Hospital completed in 2012; 90% of the site is less than 7 years old, with the remaining 10% refurbished. Imagine you are explaining the function and structure of your organisation to someone new to the system. What do you do? Information on standard and unique functions/services your organisation provides How do you deliver your services? What estate and operations do you have? Are there any significant estate and operations that you do not include in your carbon footprint boundary? Whether you share facilities with other public bodies or reporting agencies, and details of how emissions are reported as a result. 2. Governance, management and strategy Taking action to strengthen a public body's governance, management and strategy with regard to climate change will significantly contribute to the successful implementation of the Climate Change Duties. In this section, organisations should be able to demonstrate that they have a robust system both for governance and for management and embedding of climate change. Information reported should clearly show where responsibility and accountability lies and that individuals and organisational groups have clear remit and understood responsibilities for climate change action. Governance and management 2a) How is climate change governed in the body? Provide a summary of the roles performed by the body s governance bodies and members in relation to climate change. If any of the body s activities in relation to climate change sit outside its own governance arrangements (in relation to, for example, land use, adaptation, transport, business travel, waste, information and communication technology, procurement or behaviour change), identify these activities and the governance arrangements. Version 1.0: July 2017 Page 12 of 56

13 NHS GG&C has in place a Sustainability Planning and Implementation Group (SPiG), chaired by the Director of Property, Procurement and Facilities Management and who is also the Board s Sustainability Champion. The Group is responsible for delivery of the various Chief Executive letters and acts as a reference group for other relevant national mandatory and statutory legislation, such as CEL 2 (2012) A Policy on Sustainable Development for NHSScotland 2012 and CEL 14 (2010) Sustainable Development: Good Corporate Citizenship Assessment Model for NHSScotland. The Group also has the remit to develop and implement a staff engagement plan to increase staff and public awareness of sustainability and environmental initiatives and engage with appropriate stakeholders in the delivery of all sustainability and environmental initiatives as part of NHS GG&C's Sustainability and Environment programme. The Group is integral to the work of the Capital Planning Group (CPG), by providing business cases on energy efficiency, waste reduction and other carbon emissions reduction initiatives and provide regular updates on sustainability initiatives to the CMT. This work includes making recommendations on the potential for renewable energy sources, low carbon technology, transport, waste management and future technical capabilities as required. The Group review and report on performance (uptake, use, value for money and other benefits/disadvantages) of service deliveries, and make recommendations on actions required. The Group is responsible for overseeing and co-ordinating risk management for strategic sustainability planning, climate change adaptation and service improvement across all NHS GG&C Services and working with the Energy Team produce reports on the Board s energy performance and carbon emissions to meet Scottish Government requirements around annual climate change and sustainability reporting. The aim of this question is to demonstrate that your organisation has an effective governance structure for climate change. It is likely that this will be integrated at least partly into wider sustainability governance in the NHS. There are five pieces of information that are useful to consider in structuring this answer. 1) What is the name of the group with ultimate responsibility for delivering carbon targets and adaptation strategies? If responsibility rests with a single person, what is their role and name? 2) How often does this group meet? 3) What are the responsibilities of the group in terms of emissions reporting, project implementation and adaptation strategy? If there are additional relevant responsibilities that belong to a different governance structure, explain what these are. 4) How is funding for carbon reduction projects or adaptation activities allocated and approved? 5) If there are sub-groups for topic areas (e.g. waste, travel, procurement, adaptation etc.), how do these report up? 2b) How is climate change action managed and embedded by the body? Provide a summary of how decision-making in relation to climate change action by the body is managed and how responsibility is allocated to the body s senior staff, departmental heads etc. If any such decision-making sits outside the body s own governance arrangements (in relation to, for example, land Version 1.0: July 2017 Page 13 of 56

14 use, adaptation, transport, business travel, waste, information and communication technology, procurement or behaviour change), identify how this is managed and how responsibility is allocated outside the body. Climate change action is managed on behalf of the Sustainability Governance Board by the NSS Sustainability Group (SD Group). The SD group will develop the programmes of work in each of the streams (table in attached Terms of Reference) to ensure that NSS s sustainability obligations are delivered. The programmes will be agreed by the delivery group and reported on by the accountable officers through the SD group. In addition to the eight programme leads, the SD Group has representation from the following areas: 1. Communications & marketing 2. Performance management 3. Healthy working Lives and Health Promotion Team 4. Agile/Flexible working lead 5. Information technology 6. Risk Lead 7. Resilience Officer 8. Staff side representative. The eight programme leads have the following responsibilities: - leading on the relevant work programme area and agreeing programme objectives with the SD group to deliver NSS s public bodies duties; - Securing or allocating the resources necessary to deliver the agreed programme; - Supporting SBU directors with SD requirements in their area of accountability; - Being a key reference point for colleagues for their area of accountability; - Sharing knowledge and experience to ensure consistency across NSS and identify opportunities for continuous improvement. The complete Terms of Reference for the NSS Sustainable Development Group is attached to this report. Provide a diagram to show how responsibility is allocated to the body s senior staff, dept. heads etc. To upload a diagram or chart, see SSN Guidance Notes The aim of this question is to demonstrate that your organisation has a process for managing and embedding climate change action. It is not enough to simply assign climate change responsibilities to individuals and groups. The body must also act on those responsibilities by monitoring, reporting and taking action on climate change. The body should be able to demonstrate an organisational management system which effectively addresses climate change, or an environmental management system that feeds into a general corporate structure. Provide information relating to how the body manages, monitors, reports and administers climate change issues. Provide a brief summary of how climate change is embedded across all departments and how decision making is managed and how responsibility is allocated to the body s senior staff, departmental heads etc. Include reference to adaptation, transport, business travel, land use, waste, ICT, sustainable procurement and behaviour change if these sit outside its main climate change delivery structures. Information contained in this response should show reporting flows through the body and how climate change impact and reduction is considered through the general management of the body. Information provided should include details of: 1) Key individuals and groups with management responsibility for climate change. Version 1.0: July 2017 Page 14 of 56

15 2) Description of what groups are responsible for and how information and performance is reported. In some cases, it might be hard to work out what is governance (Q2a) and what is management and embedding (Q2b). It is helpful to draw up diagrams and a matrix of tasks/actions and outcomes and who is responsible for implementing them and who is accountable for achieving the outcome. Examples of embedding activities include: 1) All staff contracts contain obligation to assist organisation in climate change targets and performance. This is also included in any appraisal process. 2) Regular climate change performance reviews by managers and the Board. 3) Staff receive induction training containing climate change and sustainability information. 4) Regular update training on general and specific climate change procedures. 5) Consideration of all potential climate change and sustainability benefits of all projects, tenders and contracts. 6) Daily procedural duties that all staff must adhere to such as waste management, energy conservation and travel policies. Strategy 2c) Does the body have specific climate change mitigation and adaptation objectives in its corporate plan or similar document? Provide a brief summary of objectives if they exist. Wording of objective NHS Highland will develop a step-by-step approach covering both climate change mitigation (helping to reduce future emissions which could potentially slow future climate change) and climate change adaptation (helping to ensure that we are prepared for the impacts of a changing climate). With regards to adaptation, it will first look to understand the risks and then identify appropriate actions to address these risks. Name of document NHS Highland Property and Asset Management Strategy The aim of this question is to find out whether climate change is explicitly mentioned in overall organisational plans and strategy. The question is not trying to find out if there is a specific climate change plan but whether climate change is embedded in key organisational strategy/policy documents. The easiest way to do this is to locate the relevant document/s for your organisation and search them for following terms: 1) climate change ; 2) carbon ; 3) global warming ; 4) adaptation. If none of these terms come up, it is likely that there are no explicit climate change objectives and therefore the wording of the objective should be no relevant objectives, with the name of the relevant document/s. If a reference does come up, then copy the wording Version 1.0: July 2017 Page 15 of 56

16 into the answer, with the name and date of the document. Examples of names of applicable plans: Local Delivery Plans; Strategic Delivery Plans; Corporate strategy or plan; Property and Asset Management Strategy (PAMS); Director of Public Health Report. If your organisation has a Sustainable Development Action Plan (SDAP) it is suggested that this is included in Q2c as an overall corporate plan because it covers a wider agenda than just climate change. However, where carbon management and adaptation planning are incorporated with the SDAP, this should be stated in Q2d below. 2d) Does the body have a climate change plan or strategy? If yes, provide the name of any such document and details of where a copy of the document may be obtained or accessed. The Board has a sustainability action plan and a climate change impact assessment. There is no specific strategy for climate change although elements of this are included within the Boards Property and Asset Management Strategy. A number of NHS boards have developed a dedicated overarching climate change strategy that contains information on their climate change impact, target performance and reduction measures in addition to strategic planning and finance documents. Where Boards have chosen to incorporate carbon management and adaptation planning within the SDAP, this should be stated in Q2d. Where a separate CMP, Adaptation Plan or CC Plan exists, this should be identified in Q2d instead. 2e) Does the body have any plans or strategies covering the following areas that include climate change? Provide the name of any such document and the timeframe covered. Topic Area Name of document Time period covered Adaptation Sustainable Development Action Plan 2015/16 Business travel Staff travel (commuting) NHS Ayrshire and Arran Strategic Travel Plan NHS Ayrshire and Arran Strategic Travel Plan Energy efficiency Property Asset Management Strategy 2015/16 Fleet transport Sustainable Development Action Plan 2015/16 ICT Sustainable development Action Plan 2015/16 Renewable energy/ Sustainable/ Renewable heat Waste management Property Asset Management Strategy 2015/16 NHS Scotland National Waste Management Plan Comments Version 1.0: July 2017 Page 16 of 56

17 Water/Sewerage Sustainable Development Action Plan 2015/16 Land use Other Sustainability Development Action Plan 2015/16 The aim of this question is to pull together up to date lists of active plans and strategies in your organisation that have an impact on climate change action. Therefore, as long as the document contains actions that would result in impacts on your GHG emissions or adaptation risk, it should be mentioned; climate change does not need to be mentioned explicitly; for example, it would be enough for an IT strategy to mention increasing energy efficiency of server rooms to be included. If a document is out of the period covered but is still considered to be active (it is referred to and used for the basis of decision-making), it can be noted down but ideally the comments will contain a note of when and how it will be updated/replaced. 2f) What are the body s top 5 priorities for climate change, governance, management strategy for the year ahead? Provide a brief summary of the body s areas and activities of focus for the year ahead. 1.Climate risk adaptation assessment completed 2.Staff engagement plan focusing on innovation, flexibility and transparency 3.Incorporate climate change resilience into risk management and service life cycle processes 4.Assess NSS Procurement using the Sustainable Public Procurement Prioritisation Tool to establish a standard structure approach across spend categories and determine risks and opportunities (e.g. price volatility, resource scarcity, critical supply list). 5.Assess NSS level of performance with the Flexible Framework assessment tool and implement relevant actions to embed good procurement practice. The response to this question will be supported by the new GCCAM when it is finalised. It is anticipated that GCCAM will help identify a list of priority actions for implementation. The response should relate to areas and activities around governance and management of climate change. 2g) Has the body used the Climate Change Assessment Tool (a) or equivalent tool to selfassess its capability / performance? If yes, please provide details of the findings and resultant action taken. This refers to the tool developed by Resource Efficient Scotland for the purposes of self-assessing an organisation s capability / performance in relation to climate change. Version 1.0: July 2017 Page 17 of 56

18 The service has completed a self-assessment utilising the Good Corporate Citizen Assessment Model, which is a survey based tool to assist NHS bodies evaluate their contribution to sustainable development. There are six key area for action covered in the GCCAM: 1. Travel including journeys to, from and between sites by staff and SAS fleet; 2. Procurement including equipment, food and sustainable building materials; 3. Facilities Management including building maintenance and land management; 4. Workforce including staff recruitment, retention and training; 5. Community Engagement including community consultation and partnership decision making; 6. Buildings design, refurbishment and construction of SAS sites. At June 2016 performance was: Travel 19% Procurement 19% Workforce 35% Community Engagement 31% Buildings 22% The self-assessment is used to drive the key actions for the year ahead. This can refer to the Climate Change Assessment Tool (CCAT) that has been developed in association with Resource Efficient Scotland or the Good Corporate Citizenship Assessment Model, which is used specifically by NHS boards. For either option, the answer should provide the overall assessment scores, the date of the most recent completion and information on improvement measures identified as well as action the organisation is taking to address these. Supporting Information 2h) Supporting information and best practice Provide any other relevant supporting information and any examples of best practice by the body in relation to governance, management and strategy. NHS Lothian has held the Carbon Trust Standard for 6 sequential years and has been reaccredited for another 2 years, to end of March The assessment is conducted every 2 years. This is an internationally recognised quality management standard and was one that was promoted for organisations to achieve as part of the UK Government's CRC Energy Efficiency Scheme. NHSL is the only NHS Board in Scotland to continue to retain this Standard and one of very few public sector organisations to do so across the UK. NHSGG&C has in place a robust GREENCODE (EMS system) and utilises the GREENCODE e- tool. NHS Scotland have long held targets to reduce energy-based carbon dioxide emissions and to continue a reduction in energy consumption to contribute to the greenhouse gas emissions reduction targets set in the Climate Change (Scotland) Act In support of this NHS Lanarkshire have been reporting annually on sustainability and carbon management for at least the past 5 years. The response should relate to areas and activities around governance, management and strategy of climate change. Version 1.0: July 2017 Page 18 of 56

19 3 Corporate emissions, targets and projects NHS guidance for completing annual Public Bodies Climate Change Duties report Emissions 3a) Corporate emissions from start of baseline year to end of report year Complete the following table using the greenhouse gas emissions total for the body calculated on the same basis as for its annual carbon footprint / management reporting or, where applicable, its sustainability reporting. Include greenhouse gas emissions from the body s estate and operations (a) (measured and reported in accordance with Scopes 1&2 and, to the extent applicable, selected Scope 3 of the Greenhouse Gas Protocol (b). If data is not available for any year from the start of the year which is used as a baseline to the end of the report year, provide an explanation in the comments column. (a) No information is required on the effect of the organisation on emissions which are not from its estate and operations. (b) This is the The Greenhouse Gas Protocol. A corporate accounting and reporting standard (revised edition), World Business Council for Sustainable Development, Geneva, Switzerland / World Resources Institute, Washington DC, USA (2004), ISBN: Years will populate automatically when you enter your baseline year Year type will automatically populate when you answer Q1f Reference Year Year Year Type Scope 1 Scope 2 Scope 3 Total Units Comments Baseline carbon footprint 2011/12 Financial year 2,400 5,600 2,500 10,500 tco 2 e Allocation of scopes corrected for baseline year. Year 1 carbon footprint 2012/13 Financial year 2,200 5,300 2,200 9,700 tco 2 e Approximate allocation of scopes. Year 2 carbon footprint 2013/14 Financial year 2,600 4,400 1,800 8,800 tco 2 e Approximate allocation of scopes. Year 3 carbon footprint 2014/15 Financial year 2,100 4,600 1,700 8,400 tco 2 e Approximate allocation of scopes. Amount corrected from previous year as business travel left out. Year 4 carbon footprint 2015/16 Financial year 2,200 4,100 1,800 8,100 tco 2 e Boundary consistent with baseline year. The baseline year is currently specific to each organisation. Unless you have chosen to re-baseline your footprint and targets, you should continue with the same baseline year as previous years. Version 1.0: July 2017 Page 19 of 56

20 What scope is my data? Scopes are defined by the Greenhouse Gas Protocol for GHG accounting and reporting purposes. Scope 1: Direct GHG emissions that occur from sources that are owned or controlled by the organisation, for example emissions from combustion in owned or controlled boilers or vehicles. Scope 2: Indirect GHG emissions from generation of purchased electricity, heat or steam the emissions are owned by another organisation but allocated to the user of the energy Scope 3: Other indirect GHG emissions that occur from sources not owned or controlled by the organisation but occur as a consequence of the activities of the company, for example transportation of purchased electricity, heat or steam, business travel on public transport, waste disposal, water supply and treatment. The diagram overleaf shows all the sources reported by the NHS, with emission sources colour-coded with the most likely Scope. It should be noted that organisations have historically set different boundaries; organisations should include all Scope 1 and 2 emissions (unless these are very minor sources) and selected Scope 3 emissions based on the degree of control and accessibility of the data. It is important to be consistent year on year about what sources are included and reported in your footprint, therefore an emission source should not be included just because data has become available. Where there is any doubt, organisations should check the ownerships of sources to make sure that they are allocated to the correct scope. However, it is recommended that organisations do not spend time revisiting previous year s data to correct Scope allocation. If there is doubt that historical data was incorrectly allocated or used emission factors not relating to the year in question, this can be just noted in the comments. Version 1.0: July 2017 Page 20 of 56

21 Minimum requirements Good to have Nice to have Not required at this stage Natural gas Scope 1 Refrigerants Other heating fuels Fleet transport Grid electricity - generation Scope 2 Purchased heat and steam Grid electricity transmission & distribution losses Scope 3 Water and sewerage Business travel - car Business travel public transport Commuting Procurement Organisational waste Version 1.0: July 2017 Page 21 of 56

22 3b) Breakdown of emission sources NHS guidance for completing annual Public Bodies Climate Change Duties report Complete the following table with the breakdown of emission sources from the body s most recent carbon footprint (greenhouse gas inventory); this should correspond to the last entry in the table in 3(a) above. Use the comments column to explain what is included within each category of emission source entered in the first column. If, for any such category of emission source, it is not possible to use a simple emissions factor (a), leave the field blank and provide the total emissions for that category of emission source in the Emissions column. (a) Emissions factors are published annually by the UK Government for environment, Food and Rural Affairs (DEFRA). Emission Source Scope Consumption Data Units Emission Factor Units Emissions (tco 2 e) Natural gas Scope 1 kwh kgco2e/kwh Kerosene (burning oil) Scope 1 Litres kgco2e/ Biomass (wood pellets) Scope 1 kwh kgco2e/kwh Diesel (average biofuel blend) Scope 1 Litres kgco2e/ Grid Electricity (generation) Scope 2 kwh kgco2e/kwh Grid Electricity (transmission & distribution losses) Scope 3 kwh kgco2e/kwh Water supply Scope 3 m3 kgco2e/m3 Water treatment Scope 3 m3 kgco2e/m3 Average car Unknown fuel Scope 3 Km kgco2e/km Taxi (regular) Scope 3 Km kgco2e/km Clinical waste orange stream Refuse Municipal /Commercial /Industrial to Combustion The emission factors are updated annually Scope 3 Tonnes kgco2e/tonne Scope 3 Tonnes kgco2e/tonne Comments Version 1.0: July 2017 Page 22 of 56 Total The emission factor and units are automatically populated when the emission source is selected from the drop down box. Equal to Q3a

23 This question is designed for organisations to provide a more detailed breakdown of emissions in order to help understand where the majority of public sector emissions come from. It is likely that natural gas and grid electricity will make up the majority of emissions for NHS boards, although there are a couple of exceptions e.g. the Scottish Ambulance Service. Once an organisation has drawn a boundary for reporting, this should be documented and applied consistently year on year, wherever possible. An example of an organisational boundary diagram is shown below. This is a comprehensive boundary and it is not anticipated that all NHS boards will have included all of these sources. Out of boundary: Emission sources within the boundary: Refrigerants Direct fuel use Purchased electricity Purchased heat Staff commuting/ patient travel Procurement of goods and services Natural gas Biomass (only CH4 & N2O) Other heating fuels Generation T&D losses Generation T&D losses Business travel not claimed through expenses CO 2 from biomass Waste disposal Recycle Construction Paper & board Batteries Glass Mixed Anaerobic digestion Food & drink Compost Landfill/ incineration/heat treatment Residual municipal waste Key Scope 1 Plastics Cans Garden Clinical waste Scope 2 Scope 3 Out of scopes Owned or leased fleet/ equipment Diesel Aviation fuel Petrol Business travel Bus Air Taxi Car Water Supply Treatment Version 1.0: July 2017 Page 23 of 56

24 Key points for boundaries 1) Once defined, they should be applied consistently until then end of the target period. For many organisations this is 2019/20. 2) There are circumstances where a boundary will change e.g. acquisitions or divestments. For public sector organisations, these are less likely to happen but can occur when responsibility for estate and consequently bills passes to another organisation. The GHG Protocol provides guidance about how to deal with boundary changes. There is also guidance from Resource Efficient Scotland on drawing organisational boundaries. 3) When consumption of energy increases due to additional estate or service delivery, this does not require the boundary to be redrawn; it is just growth in emissions. This can be detailed in Q3g and Q3i. 4) Many NHS boards share premises with other organisations. Generally, it will be the bill payer that includes the emissions in their footprint but it is also possible to have an arrangement where consumption is pro-rated according to space or sub-metering is used to assign usage. It is important that these arrangements are discussed with the other organisation and an agreement is reached and documented that ensures single-counting of emissions. Sources of consumption data The table below details the types of data that go into Q3b. These are suggested sources of data and other data sources are acceptable if robust and documented. Type of emission source Natural gas Other heating fuels Biomass Emission factors Natural gas Kerosene (burning oil) Fuel oil Gas oil Purchased heat Biomass (wood pellets) Biomass (wood chips) Likely source of data e-sight or Boards own records e-sight or Boards own records e-sight (if selfentered) otherwise Boards own records Units of data Processing Further information kwh No processing required kwh or litres kwh or tonnes No processing required It is easier to enter input data in kwh for Q3b because it allows easy comparison with output data in Q3c Appendix 1 for more detail on biomass Version 1.0: July 2017 Page 24 of 56

25 Type of emission source Fleet Grid electricity Water Business travel Emission factors Diesel (average biofuel blend) Petrol (average biofuel blend) Gas oil (red diesel) Grid electricity generation Grid electricity T&D losses Water - Supply Water - Treatment Average Car - Unknown Fuel (or appropriate car size/fuel factor if known) Rail (National rail) Domestic flight (average passenger) Bus (local bus, not London) Taxi (regular) Likely source of data PAMS fleet proforma return or Boards own records. Units of data Processing Further information Litres or km Ideally fleet fuel is input in litres as this data is more accurate. If only km travelled are available, check that this source is not actually a provided service (and therefore Scope 3). If fuel is used for on-site generators or equipment, it might be red diesel or mineral diesel and should be entered separately. e-sight kwh Grid electricity is split into two parts, which sit in two different scopes. Therefore, the total grid electricity consumption needs to be entered twice in Q3b, once as generation (Scope 2) and once as T&D losses (Scope 3). e-sight m 3 Water is usually measured in m3 or Ml these are equivalent units. Like electricity, water is split into two parts and therefore it needs to be entered once as water supply (100% of water consumption) and once as water treatment (which is usually estimated at 95% of water consumption), however both parts are Scope 3. eexpenses or Boards own data Km or spent spent or passenger km spent spent Business travel data is usually available from the expenses system. Data might be provided in a variety of units and therefore require processing. Typically data is provided in and therefore a standard cost/km for each mode of travel can be used to convert to approximate km travelled. In some cases travel providers can be asked to provide or estimate distance travelled. Appendix 2 for more detail on grid electricity Appendix 3 for more detail on water. Waste Multiple Waste Expert tool tonnes The Waste Expert tool will provide a table of waste quantities that can be input into Q3b. Version 1.0: July 2017 Page 25 of 56

26 3c) Generation, consumption and export of renewable energy NHS guidance for completing annual Public Bodies Climate Change Duties report Provide a summary of the body s annual renewable generation (if any), and whether it is used or exported by the body. Technology* Renewable Electricity Total consumed by the body (kwh) Total exported (kwh) Renewable Heat Total consumed by the body (kwh) Total exported (kwh) Comments Solar PV 15,000 15,000 Metered, assumed 50% exported and 50% used on site. Solar Thermal 10,000 Not metered, estimated from equipment manufacturers Wind 150,000 Metered and all used on site. Biomass 85,000 Heat output not metered, estimated as 85% of the input value in kwh. *These are the list of entries provided within the form that can be selected from the dropdown menu and the corresponding consumption / export data can be entered under the appropriate heading. The aim of this question is to find out how much renewable electricity or heat is generated if any by an organisation, and whether it is used or exported to the grid (or another organisation). Step 1: choose the correct technology and the correct output of heat or electricity. For example, ground source heat pumps are unlikely to produce electricity Step 2: get the figures for consumption and/or export Step 3: Provide a note in the comments about the methodology for estimating the amount e.g. measured by meter and allocated 50% consumption and 50% export. If your organisation uses and reports on biomass heat generation in Q3c, it is recommended that you refer to Appendix 1 for further information about how to account for biomass correctly in Q3b and Q3c. Version 1.0: July 2017 Page 26 of 56

27 Targets 3d) Organisational targets List all of the body's targets relevant to its climate change duties. Where applicable, overall carbon targets and any separate land use, energy efficiency, waste, water, information and communication technology, transport, travel and heat targets should be included. Name of target Type of target Note I Note II Note III Example 1 basic energy Example 2 stretch energy Example 3 basic GHG Example 4 stretch GHG Example 5 Renewable energy target Target Units Boundary /scope of target Progress against target Year used as baseline Baseline figure Units of baseline Target completion year Note IV Note V Note VI Note VII Note VIII Note IX Note X Note XI Absolute 400 kwh/m2 Energy use in buildings Absolute 300 kwh/m2 Energy use in buildings Percentag e Percentag e Percentag e 5 Total % reduction 15 Total % reduction 50 Percentage increase Energy use in buildings Energy use in buildings Energy use in buildings Comments / kwh/m2 2019/20 On track to meet basic energy target early / kwh/m2 2019/ / kgco2e/ m / kgco2e/ m2 2019/20 Achieved basic GHG target early. 2019/20 On track to meet stretch GHG target 11, /16 10,000 kwh 2020/21 10% increase achieved in first year. The question about targets is designed so that organisations can collate all the targets that relate to emission sources within their carbon management boundary in one place. NHS Boards should have energy and carbon reduction targets and a target to increase renewable energy use in buildings but they may have other targets around other specific sources of GHG emissions or activities e.g. business travel. Any target that will have the effect of reducing carbon emissions should be listed in Q3d. The guidance below contains notes to complete each of the boxes in Q3d Note I the name of the target should make it easily identifiable, internally and externally. Note II this helps define how the target works. Absolute targets are measured in the same unit as the baseline, for example an organisation might decide that an absolute limit is set on annual emissions or annual emissions/m 2. A percentage target requires a reduction or increase in percentage against a baseline amount. An annual target is usually an annual % reduction. For NHS Version 1.0: July 2017 Page 27 of 56

28 organisations that have set basic and stretch targets in kwh/m 2, these are absolute targets if the target is expressed as a lower limit of kwh/m 2 to be achieved, but a percentage target if it is expressed as a percentage reduction in kwh/m 2 against a baseline. Note III this should be a number that is consistent with the units of the target in the next column. In Example 1, the target is in kwh/m 2 because it is an absolute target to achieve a set level of 400 kwh/m 2. Note IV the units should be consistent with the number in the target column. The options of kwh/m 2 and kgco2e/m 2 will be added for the reporting year 2016/17. Note V this should describe what is included within the target. Exceptions and details should be provided in the comments. Note VI this should be in the same units as the baseline figure. For example, if this is in units of kwh/m 2, the progress against the target should be also shown in the current value of kwh/m 2. This will enable more consistent analysis of progress against targets. Even if the target is a % reduction, the progress against target should not be a % figure or an explanation; just a number in the same units as the baseline was measured in. Note VII this should be the same year type as used by the organisation in Q1f. E.g. if the organisation reports using a financial year, the target completion year should also be a financial year. If a target is based on a calendar year, please explain in comments. If the baseline year is a composite or average, put the first year and make a note in the comments about which years are included. Note VIII this should be expressed as a value. Note IX these should be the units that the baseline is measured in. Note X this should be the same year type as used by the organisation in Q1f. E.g. if the organisation reports using a financial year, the target completion year should also be a financial year. If a target is due to complete in a calendar year, please explain in comments. Note XI provide comments on progress against targets, details of exceptions and target rules e.g. what happens the next year if an annual target is not achieved or is exceeded. Version 1.0: July 2017 Page 28 of 56

29 Project and changes 3e) Estimated total annual carbon savings from all projects implemented by the body in the report year If no projects were implemented against and emissions source, enter 0. If the organisation does not have any information for an emissions source, enter Unknown in the comments box. If the organisation does not include the emissions source in its carbon footprint, enter N/A in the comments box. Emissions source Total estimated annual carbon savings (tco 2 e) Comments Electricity 300 Two refurbishment projects, including LED lighting and ventilation system upgrades - savings are estimated due to complex nature of project. Natural Gas 100 Two refurbishment projects, including insulation of pipework and building fabric savings estimated due to complex nature of project. Other heating fuels 300 Installation of ground source heat pump and biomass boilers at sites using fuel oil savings calculated from decrease in oil usage. Waste 50 Food waste AD and composting project savings calculated from weight of waste diverted. Water and sewerage 5 Tap replacement. Savings estimated. Business Travel 20 Behavioural change project to increase lift sharing for inter-site travel. Savings estimated from reduction in travel claims. Fleet transport 100 Ongoing fleet replacement programme switching older vehicles to more efficient ones, ongoing. Other 1 (specify in comments) Total 872 This question wants to know both the estimated sum of emissions savings implemented (project completed) in the reporting year (this is the same year for which you have provided a breakdown in Q3b) and the distribution of those savings against emission sources. For organisations who run a single project list for all carbon reduction projects, this should be a relatively straightforward task; all projects that are tagged as complete in the reporting year should be included. Version 1.0: July 2017 Page 29 of 56

30 Project name Funding source First full year of CO2e savings Are these savings estimated or actual Capital cost ( ) Operational cost ( /annum) Project lifetime (years) Primary fuel/ emission source saved Estimated carbon savings per year (tco2e/annum Estimated costs savings ( /annum) Behaviour Change aspects including use Comments NHS guidance for completing annual Public Bodies Climate Change Duties report The reason why this question is important is because it helps identify if carbon reduction projects are being implemented at a sufficient rate to achieve targets. It is anticipated that some projects will based on estimated rather than actual figures and this should be noted in the comments. 3f) Detail the top 10 carbon reduction projects to be carried out by the body in the report year Provide details of the 10 projects which are estimated to achieve the highest carbon savings during the report year. Note I Note II Note III Note IV Note V Note VI Note VII Note VIII Note IX Note X Note XI Note XII Warehouse - Replace existing Lighting & Controls with LED Capital funding 2017/18 Estimated 100, Grid electricity ,000 None Version 1.0: July 2017 Page 30 of 56

31 This question is about getting more detail about specific projects that were reported in the overview of savings in Q3e. The top 10 can be defined in terms of carbon savings, cost or originality. It is designed to capture information about what sort of projects are being implemented in the public sector. Projects should only be reported if they were completed in the reporting year (therefore the first full year of carbon savings is always the year after the current reporting year). Therefore, if the project was not completed in the reporting year, you should wait until the next reporting year to list it. The importance of a Carbon Reduction Project register This question demonstrates the importance of an overall project register for Carbon Reduction projects, which must be regularly maintained and updated. This register should include all types of project which impact on emissions that are included in the carbon footprint boundary. An example of a project register tool can be found on the Resource Efficient Scotland website; it is called the Carbon Footprint and Project Register Tool. The guidance below contains notes to complete each of the boxes in Q3f Note I the name of the project should make it easily identifiable, internally and externally. Note II this helps identify what funding sources are being accessed by different parts of the public sector. Note III the first full year of carbon savings should always be the year after the current reporting year. If the first full year of carbon savings is the current reporting year, the project should have been reported the previous year. Note IV for many projects this will be estimated; the comments should state the approximate methodology for estimating e.g. manufacturer s information, overall savings allocated to different project parts etc. Note V this should be in relation to the actual energy saving component. For example, if a building is getting a replacement roof as part of the maintenance cycle, the capital cost of improving the insulation should be the additional cost of better insulation compared to the minimum, rather than the whole cost of the roof refurbishment project. Note VI this should include any additional costs or savings resulting from the project, for example, the operational costs of LED lights should be lower as the replacement cycle is much longer. However, if this has not been calculated/estimated, or if it is small compared to the capital cost, it can be left blank. Version 1.0: July 2017 Page 31 of 56

32 Note VII this is an estimate based on the lifetime of the project or technology and for technology projects should be based on manufacturer s advice and should be the duration for which the technology is estimated to last e.g. LED lighting should be approximately 25 years. For behaviour change projects, it is much shorter and likely to be 2 to 5 years. Note VIII this is the main emission source that will be saved as a result of the project. If there is more than one significant fuel saving, the project should be entered in two rows. Note IX the estimated carbon savings should be calculated as the emission source savings x EF. Therefore for each project, you will need an estimate of the amount of fuel/waste/travel/water etc. that the project will save. There are various sources of information for these estimates including: consultant s feasibility studies, manufacturer s specifications, calculations of technology savings etc. A useful source of data is the EAUC Energy Efficiency catalogue, which is aimed at Universities and Colleges but is also applicable to the NHS. Note X this can be estimated from the emission source savings. The Resource Efficient Scotland Carbon Footprint and Project Register Tool provides an annual cost saving estimate for each project within the tool. Note XI If the project is likely to have a behavioural change component, it is recommended that the organisation incorporates specific techniques such as ISM to improve efficacy. ISM is the Scottish Government s Individual, Social and Material approach to identifying and implementing behavioural change projects. Version 1.0: July 2017 Page 32 of 56

33 3g) Estimated decrease or increase in the body s emissions attributed to factors (not reported anywhere else in this form) in the report year. If the emissions increased or decreased due to any such factor in the report year, provide an estimate of amount and direction. Emissions source Total estimated annual emissions (tco 2 e) Increase or decrease in emissions Comments Estate change 400 decrease Closure of an older building within the estate, estimated from the kwh consumption of gas and oil at the building in the last full year of operation. Service provision 50 Increase Increase energy use in laboratory due to equipment upgrade. Staff Numbers Other 1 (specify in comments) Total 350 decrease Overall estimated decrease in carbon footprint in reporting year. This question refers to changes that took effect in the reporting year. For example: The reason why this question is important is because it demonstrates the impact of organisational decisions on the carbon footprint that are outwith the control of the carbon management team. This helps explain why organisations have missed or exceeded targets, aside from implementation of actual carbon reduction projects. You do not need to consider external factors such as the decarbonisation of the electricity grid in this question; only internal factors such as changes to estate or staff numbers or service provision. If you are not sure of the size of the impact but you know which direction it will move your footprint, you can estimate the change as percentage of your footprint and put the assumption in the comments. Version 1.0: July 2017 Page 33 of 56

34 Emissions source Total estimated annual carbon savings (tco2e) Comments NHS guidance for completing annual Public Bodies Climate Change Duties report 3h) Anticipated annual carbon savings from all projects implemented by the body in the year ahead. If no projects are expected to be implemented against an emissions source, enter 0. If the organisation does not have any information for an emissions source, enter Unknown into the comments box. If the Organisation does not include the emissions source in its carbon footprint, enter N/A into the comments box. Electricity 700 Nine projects in total. Seven of these are lighting replacement projects, 5 of which have been completed at the time of reporting. The remaining 2 projects are a variable speed drive and BMS controls. Natural gas 600 Three boiler upgrade projects, all complete. Other heating fuels 100 One project to switch oil-fired boiler to biomass due in February Waste 50 Behavioural change project to reduce the amount of incorrectly assigned orange stream waste and increase packaging recycling, ongoing. Water and sewerage No projects Business Travel 50 Behavioural change project to increase use of pool bikes and electric pool vehicles for travel between sites; ongoing. Fleet Transport 100 Ongoing fleet replacement programme switching older vehicles to more efficient ones, ongoing. Other 1 (specify in comments) Total 1,600 This question refers to savings from projects implemented in the year ahead of the reporting year (which will be the year that you are currently in). For example: Version 1.0: July 2017 Page 34 of 56

35 The reason why this question is important is because it helps the Scottish Government understand if carbon reduction projects are being implemented at a sufficient rate to achieve targets. Some projects for the year ahead will have already been completed (reporting happens in November of the year ahead) but some projects will still be in progress. Only include the estimated annual savings for projects that you are relatively sure will be complete by the end of the financial year in March. Provide notes in the comments section as this will help you remember which projects were included the following year. 3i) Estimated decrease or increase in the body s emissions attributed to factors (not reported elsewhere in this form) in the year ahead. If the emissions are likely to increase or decrease due to any such factor in the year ahead, provide an estimate of the amount and the direction. Emissions source Total estimated annual emissions (tco 2 e) Increase or decrease in emissions Comments Estate changes 300 Increase One new hospital wing to be opened. Increase estimated from average kgco 2 e/m 2 from existing building Service provision Staff numbers Other 1 (specify in comments) 100 Increase Based on an expected increase in population size within the boundary. Increase is estimated as 0.5% increase on the total carbon footprint. Total 400 Increase This question refers to changes that will occur in the year ahead of the reporting year (which will be the year that you are currently in). For example: The reason why this question is important is because it demonstrates the impact of organisational decisions on the carbon footprint that are outwith the control of the carbon management team. This helps to explain the overall trajectory of the organisation s carbon footprint. Version 1.0: July 2017 Page 35 of 56

36 You do not need to consider external factors such as the decarbonisation of the electricity grid in this question; only internal factors such as changes to estate or staff numbers or service provision. If you are not sure of the size of the impact but you know which direction it will move your footprint, you can estimate the change as percentage of your whole footprint or part of your footprint, and put the assumption in the comments. 3j) Total carbon reduction project savings since the start of the year which the body uses as a baseline for its carbon footprint. If the body has data available, estimate the total emissions savings made from projects since the start of that year ( the baseline year ). Total savings Total project savings since baseline year Total estimated emissions savings (tco 2 e) Comments 5,000 This figure is the total estimated savings from 24 completed projects listed on the Carbon Management Project Register from the baseline year (2012/13) onwards. Savings are cumulative (calculated for each completed project, each year). Only organisations with effective carbon reduction project lists will be able to answer this question. If the baseline that you use for reference is a number of years ago, it is likely that some information will have been lost in the intervening years. If you are able to estimate this figure, please provide notes in the comments box about the source of the data and the reliability of the estimate. 3k) Supporting information and best practice Provide any other relevant supporting information and any examples of best practice by the body in relation to its emissions, targets and projects. In 2015/16 NSS piloted a sustainability assessment to capture likely impacts across energy, transport, waste, social and adaptation for new and improved products and services in the organisation. This tool enables the user to consider impacts at the infancy of a project or service, ahead of funding being approved, and it provides a benefits scoring system along with health and financial impact. Work has begun this year to provide baseline emissions of our IT server rooms within the organisation. This work will produce PUE measurement along with TCO measurements, which will then help the organisation to understand how efficient its server rooms are by evaluating the existing costs versus the potential savings. Using the Scottish Governments Data Centre Strategy will provide the board with a pathway to achieve carbon neutrality. This will involve the use of public/private cloud servers and the utilisation of Windows 365. NHSH implemented the use of WARP-it software system enabling the reuse of furniture, stationary, and electrical equipment with an initial target of of cost avoidance for the first year - actual cost avoidance within the first year to date October 2016 is NHSH have now extended the use of Warp-it and have partnered with Highland Council and National Services Scotland, and are hoping to extend the system with University of Highland and Islands within the next year. This is a good opportunity to demonstrate how your organisation is tackling emissions and reduction projects. It is particularly useful to have examples of innovative practice in relation to project types and funding. If you think that it would be useful to other organisations, you can add contact details. Some examples from 2015/16 are provided above. Version 1.0: July 2017 Page 36 of 56

37 4 Adaptation This section of the reporting template should be used to report progress towards adapting to climate change and documenting how climate change adaptation is integrated into functions and services. It is recognised that many organisations reporting through this template will be at an early stage in their work to assess and manage climate change risks. Therefore, data or information relating to the questions may not be currently available. In this case, organisations are required to provide detail as to when this assessment is likely to be. Assessing and managing risk 4a) Has the body assessed current and future climate-related risks? If yes, provide a reference or link to any such risk assessment(s). A strategic Scoping Report and high level Climate Change Impact Assessments have been prepared for NHS Scotland Boards, along with flood risk assessments for key sites (using data provided by SEPA). This provides detailed flood-level risks to key sites as well as a review of our critical functions. The critical functions were assessed according to our services along the key topics of patient demand, vulnerable communities and business continuity. The CCIA s and flood risk assessments will be used to inform a detailed Climate Change Risk Assessment and Adaptation Action Plan for the Board. NHSH is one of three pilot Boards involved in the development of a template for Boards to undertake a climate change risk assessment. Several workshops have taken place with Adaptation Scotland, Historic Environment Scotland, Aberdeen City Council and Scottish Water. The final workshop is scheduled for 1 February 2017, after which the draft template will be finalised, approval sought from Scottish Facilities Group with implementation of Climate Change Risk Assessment - Climate Change Gap analysis - leading to Climate Change Adaptation Plan by NHS Boards have a legal duty to prepare for climate change with specific duties set out in Part 4 of the Climate Change (Scotland) Act. Each Board is to undertake a comprehensive climate change risk assessment and to prepare and implement an adaptation action plan. Additionally, the NHS Scotland Standards for Organisational Resilience specifies minimum standards and related performance criteria for resilience within Health Boards across Scotland. Section 9 sets out a standard to enable Boards to begin to address the effects of climate change. Climate Change Impact Assessments (CCIAs), available on request from HFS, can be used to inform a more comprehensive assessment of current and future climate-related risks at the Board level. Flood risk assessments (FRAs) are also available for each Board, utilising data provided by SEPA (300 sites nationally), which take account of climate change. It is worth splitting this question into two parts and considering how the organisation is addressing these: 1) Current climate-related risks; 2) Future climate-related risks. Version 1.0: July 2017 Page 37 of 56

38 The response to this question can include a generic overview of what has been done nationally (e.g. see text in box above), but should detail what is being done at the Board level. 4b) What arrangements does the body have in place to manage climate-related risks? Provide details of any climate change adaptation strategies, action plans and risk management procedures, and any climate change adaptation policies which apply across the body. The NSS Sustainability Governance Board oversees the delivery of the NSS Sustainability Strategy and its eight programmes of work. One of the eight programmes is the NSS Adaptation Programme whose objectives are a compilation of the results and findings from the following assessments. a. Climate Change Impact Assessment b. Climate Change Assessment Tool c. Good Corporate Citizenship Climate Change Adaptation module The programme also has objective to action applicable sections from Ready Scotland: Scottish Climate Change Adaptation Programme, primarily objectives B3-11, 12 and through S2 and S3. NSS also has a robust business continuity process with resilience leads established across each strategic business unit and directorate. The corporate Risk and Resilience leads co-chair quarterly meetings with the respective leads and are accountable to the NSS Board Audit and Risk Committee. Where priority measures identified through the risk assessment are incorporated into Board strategies and action plans or policies, such as an adaptation strategy or action plan, Sustainable Development Management Plan or PAMS, it is helpful here to clearly identify the document along with the relevant section. Resilience leads within the Board should be able to provide details of any climaterelated risk management procedures in place, such contingency plans for the operation, preventive maintenance and restoration of critical services, severe weather plans, emergency evacuation procedures etc. If you are unsure who your resilience lead is, either HFS or the Scottish Government Health Resilience Unit can provide a list of contacts. At a national level CEL 2 (2012) sets out the policy requirement for each Board to include an assessment of the impacts of climate change and an adaptation strategy in compliance with Public Bodies Climate Change Duties. At the Board level any policy which makes reference to adaptation and preparing for the effects of climate change can usefully be identified here. Taking Action 4c) What action has the organisation taken to adapt to climate change? Include details of work to increase awareness of the need to adapt to climate change and build the capacity of staff and stakeholders to assess risk and implement action. Version 1.0: July 2017 Page 38 of 56

39 Working with the emergency resilience teams and public health sector is underway to develop and identify plans on climate change impact assessments Working with suppliers to build emergency plans - IE Scottish Water Community Risk Register Ayrshire Severe Weather Plan - this work is reviewed annually and after any incident occurs Ayrshire Local Resilience Partnership 1. NHS Borders Business Continuity plans have been developed and are in place across the organisation. 2. The organisation is working with suppliers with regard to contingency plans in the event of business disruption / major incidents. 3. Adapting the organisation's own fleet to cope with extreme weather / changing climate. 4. Working in conjunction with local authority partners on local Climate Change Plans. The following actions have been carried out 1. Understand how current severe weather and climate affects service delivery 2. Use UKCP09 climate projections to understand future climate impacts 3. Use impacts and risk assessments to identify and prioritise threats and opportunities Future actions are. 1. Identify ways to manage climate risks 2. Communicate, influence and bring about change 3. Expand initial flood risk assessments. NHS Dumfries and Galloway are in the initial stages of the 5 step programme for adaptation and currently are completing all of the assessments and moving on to making progress. 1. NHS GG&C Business Continuity plans have been developed and work is underway with the Emergency Planning and Public Health teams on climate change impact assessments. 2. Working with suppliers re: contingency plans in the event of business disruption / major incidents. 3. Working with local authority partners on local Climate Change Plans. 4. Developing an action plan following a review of the Climate Change Reports. The development of a framework of prioritised measures or actions, informed by a climate risk assessment, is necessary for Boards to help to manage climate-related risks effectively. The process itself engages, and increases the capacity of, key staff across the Board (e.g. Heads of Estates, resilience leads, Health & Safety leads, building managers, engineers, compliance managers and public health leads etc.) and can be described here. Include any workshops or one-to-one s undertaken and detail how the actions were identified. Specific examples of actions that NHS Boards can take to adapt to climate change are included in the HFS Climate Change Adaptation guidance. Version 1.0: July 2017 Page 39 of 56

40 4d) Where applicable, what progress has the body made in delivering the policies and proposals referenced N1, N2, N3, B1, B2, B3, S1, S2 and S3 in the Scottish Climate Change Programme(a) ( the Programme )? If the body is listed in the Programme as a body responsible for the delivery of one or more policies and proposals under the objectives N1, N2, N3, B1, B2, B3, S1, S2 and S3, provide details of the progress made by the body in delivering each policy or proposal in the report year. If it is not responsible for delivering any policy or proposal under a particular objective enter N/A in the Delivery progress column for that objective. (a) The Programme aims to address impacts identified for Scotland in the UK-wide climate change risk assessment which are not otherwise addressed by the UK-wide National Adaptation Programme through policy in relation to reserved matters. Objective Understand the effects of climate change and their impacts on the natural environment Objective Reference N1 Theme Natural Environment Policy/ Proposal reference No NHS relevant policies Policy and description How this will help deliver the objective Delivery progress made Support and healthy and diverse natural environment with capacity to adapt Sustain and enhance the benefits, goods and services that the natural environment provides Understand the effects of climate change and their impacts on buildings and infrastructure networks Provide the knowledge, skills and tools to manage climate change impacts on buildings and infrastructure Increase the resilience of buildings and infrastructure networks to sustain and enhance the benefits and services provided N2 N3 B1 B2 B3 Natural Environment Natural Environment Buildings and infrastructure networks Building and infrastructure networks Buildings and infrastructure networks No NHS relevant policies No NHS relevant policies No NHS relevant policies No NHS relevant policies No NHS relevant policies Version 1.0: July 2017 Page 40 of 56

41 Understand the effects of climate change and their impacts on people, homes and communities Increase the awareness of the impacts of climate change to enable people to adapt to future extreme weather events S1 Society No NHS relevant policies S2 Society S2-15 Emergency and Rescue Services to consider opportunities for raising public awareness around flooding risks and protective activity. More informed and resilient communities. Boards should contact resilience leads to identify any related activity as all Boards are category 1 responders. Support of our health services and emergency responders to enable them to respond effectively to the increased pressures associated with a changing climate S3 Society S3-1 NHS Scotland Boards to develop individual Climate Change Adaptation Plans in accordance with the NHS Scotland Sustainable Development Strategy. Mandatory requirement for each NHS Board to have a Climate Change Adaptation Plan due to an increased burden on NHS emergency health care services and social and welfare services in dealing with the impact of sudden extreme weather events. Use text from HFS on progress towards Climate Change Adaptation plan. Health Facilities Scotland (HFS), in conjunction with three NHS Boards, has developed a template for detailed climate change risk assessments for the NHSScotland estate. This is now being rolled out across all the NHS Boards via a series of climate change adaptation workshops. In addition, HFS has developed bespoke guidance for NHS Boards on preparing climate change adaptation plans. HFS are also reviewing the whole suite of climate change and sustainability reporting undertaken by the NHS Boards with a view to consolidating these. The outcome of this review work is expected during 2017 to inform reporting from 2018 onwards. Support of our health services and emergency responders to enable them to respond effectively to S3 Society S3-2 Scotland Property and Asset Management Plans to provide, maintain Ensure that NHS Scotland provides, maintains and develops a high Property and Asset Management Plans (PAMS) are prepared by each NHS Board and Special Board in June of each year. These include Version 1.0: July 2017 Page 41 of 56

42 the increased pressures associated with a changing climate and develop a high quality, sustainable asset base to ensure the delivery of high quality health care. quality, sustainable asset base that supports and facilitates the provision of high quality health care and better health outcomes and, that the operational performance of assets is appropriately recorded, monitored, reported and reviewed and, where appropriate improved. In addition, there may be gains in terms of reduced vulnerability to current climate variability as well as contributing to the long term sustainability of the estate. information on environmental aspects of each Board s estate, including a review of current performance and plans for future improvement. The PAMS guidance was reviewed recently to facilitate more consistent reporting across all NHS Boards, including enhanced requirements for environmental reporting. Support of our health services and emergency responders to enable them to respond effectively to the increased pressures associated with a changing climate S3 Society S3-4 NHS Procurement and Estates to consider accommodation design for housing IT equipment. Ensure that IT suites in NHS properties take account of heat generated by equipment, and that any potential overheating issues are addressed at the time of installation of equipment. Recent flood risk assessments of key NHS sites highlighted where IT premises may be at risk. This information has been passed onto NHS Board Resilience Officers for information and action where appropriate. In most cases, existing resilience plans have been updated to account for specific climate change risks. In order to complete this question consistently, the relevant policies that reference NHS Scotland as a delivery partner have been identified within the Scottish Climate Change Programme. Suggested text and actions for the 2016/17 reporting year is provided in the table above. Version 1.0: July 2017 Page 42 of 56

43 Review, monitoring and evaluation 4e) What arrangements does the body have in place to review current and future climate risks? Provide details of arrangements to review current and future climate risks, for example, what timescales are in place to review the climate change risk assessments referred to in Question 4(a) and adaptation strategies, action plans, procedures and policies in Question 4(b). There is a formal review of all Board risks on a monthly basis and the Board risk register is updated each month. In addition, the Board has recently (since Nov 2016) set up a dedicated Risk Committee to horizon scan all external risks on a more formal basis. Over the next 12 months we will review the climate change and environmental factors on this basis although deemed at this stage to be a low risk to the organisation. The risks identified from the Climate Change Risk Assessment will be addressed through the site business continuity plans which are being developed. NHS Scotland Standards for Organisational Resilience have also developed an Audit Template which will be required to be completed by the Boards on a 6 monthly basis. Part of this audit includes Climate Change and Supply Chain. The response to this question should include details of review timescales for risks assessments provided under Q4a and/or details of review periods for strategies, plans and policies specified under Q4b. This information is useful in determining whether there is capacity and commitment within your body to assess and manage climate risks on an ongoing basis. The Boards approach to review, monitoring and evaluation of climate-related risks can usefully be set out in the adaptation plan or similar and referenced in Q4e. Having the required climate risk assessment, it is recommended that this is reviewed and updated at least annually and circulated to key staff. 4f) What arrangements does the body have in place to monitor and evaluate the impact of the adaptation actions? Please provide details of monitoring and evaluation criteria and adaptation indicators used to assess the effectiveness of actions detailed under Question 4(c) and Question 4(d) The board use a variety of tools to monitor and annual check progress towards adaption goals. The CCAT tool is used to show progress towards targets, and the SDAP contains the goals in which the board which to achieve for the coming year. This is then reported in the opening section of the climate change report above, and forms an action plan of work which forms part of the SDAP. Adaptation is an iterative process that calls for close monitoring to ensure that your organisation is adapting well. The question wants to know how the body monitors and evaluates the effectiveness of its adaptation actions in order to tailor them to climate change risks as they evolve. This question is asked in relation to internal functioning of the organisation and for any activity it carries out. Version 1.0: July 2017 Page 43 of 56

44 Future priorities for adaptation 4g) What are the body s top 5 priorities for the year ahead in relation to climate change adaptation? Provide a summary of the areas and activities of focus for the year ahead. 1. Review and prioritise findings from the NSS Climate Change Impact Assessment (CCIA) 1.1 Review and establish ownership for the Potential Actions from CCIA by resilience leads 1.2 Review and prioritise CCIA risks, threats and opportunities. 2. Incorporate climate change resilience into risk management and service life cycle processes 2.1 Strategy & Governance to enable climate change impact risk assessment by launching guidance and tool by June Strategic Business Units to review and action all corporate risks against climate change risk by Mar Identify responsibilities under the Scottish Climate Change Adaptation Programme (SCCAP) objectives 3.1 Identify responsibilities under: Natural Environment Theme (N1-N3) Buildings and Infrastructure Theme (B1-B3) Society Theme (S1-S3) 3.2 Create a plan for delivery where applicable. 1. Respond to JBA Consulting report. 2. Review of Risk Registers in light of climate change report. 3. Develop Climate Change Action Plan. 4. Raise awareness of alternatives to attendance at remote meetings (e.g. VC). 5. Continual review of alternative energy options / energy saving projects. The response to this question will be supported by the new GCCAM when it is finalised. It is anticipated that GCCAM will produce a list of priority actions which will include adaptation. 4h) Supporting information and best practice Provide any other relevant supporting information and any examples of best practice by the body in relation to adaptation. Version 1.0: July 2017 Page 44 of 56

45 Establishment of a North Sustainability and Environmental Group to include NHS Orkney, NHS Highland, NHS Western Isles, NHS Grampian and NHS Shetland for shared learning, skills and resources Following documents are made available to colleagues across NHS Tayside: X 4 Extreme Adverse Winter Weather Protocol NHST Internal Communications During Major Disruption to Services Protocol for Issuing Information to Patients, Public, Staff and Visitors During Service Disruption/Cancellation Corporate Business Continuity Plan Critical Incident management procedures for major hospital sites. Health Protection (Major) Incident Response Plan. Major Incident Plan Preparing for Emergencies: Guidance for Health Boards in Scotland Preparing Scotland - Scottish Guidance on Resilience Rehearsing Business Continuity Plans Risk Management Guidance Note Resilience Planning microsite on NHST staff intranet. The response should relate to areas and activities around climate change adaptation. If you think that it would be useful to other organisations, you can add contact details. Some examples from 2015/16 are provided above. 5 Procurement This part of the report links sustainable procurement to climate change. Sustainable procurement is the process by which organisations make decisions on purchasing of goods and services that will maximise benefit to the organisation as well as minimising the impact on the environment. Sustainable procurement should help organisations assess resource purchase and use in relation to whole-life costings, origin of materials, operating costs and waste implications. The Procurement Reform (Scotland) Act 2014 requires all public sector contracting organisations, which have an annual regulated procurement spend above or equal to 5 million, to produce an organisational procurement strategy which must set out how the body intends to ensure that its procurement activities will contribute to the carrying out of its functions and the achievements of its purpose in a manner which is compliant with the Sustainable Procurement Duty. As the Sustainable Procurement Flexible Framework will be covered in emerging legislation elsewhere, this section seeks to obtain information on how your organisation s procurement policies and activities contribute to compliance with climate change duties. At this point in time, virtually no public bodies include procurement of goods and services as a Scope 3 emission source within their footprint. This is due to the complexity and lack of rigour in the carbon accounting for procurement spend at a high level and the difficulties in getting accurate data and emission factors. Therefore, currently activity based on reducing the carbon impact of purchased goods and services will not have an impact on the measured carbon footprint of the organisations. However, it is still recognised that the purchase of goods, services and commissioning of infrastructure by the public sector is a Version 1.0: July 2017 Page 45 of 56

46 major source of carbon emissions globally and organisations are encouraged to identify and implement strategies to reduce the carbon intensity of their expenditure. Where is the carbon in goods and services? Unlike measuring the carbon emissions from consumption of natural gas, which are largely connected to the combustion of the actual gas in a straightforward consumption to emissions ratio, the carbon emissions resulting from the purchase of goods and services is more complex. An example is shown in the diagram below: This shows that for this product type, relatively few emission sources are under the full control of the organisation. However, there are ways that the organisation can contribute to reducing the overall embodied carbon in the product which include: 1) Working with clinical staff to improve the effectiveness of prescribing in order to reduce the percentage of unused product that is disposed of; 2) Working with staff to improve recycling rates of packaging; 3) Working with suppliers to identify and reduce carbon emissions from product manufacture and transport. The procurement process can be used to tackle the third point. Version 1.0: July 2017 Page 46 of 56

47 Procurement in the NHS What should NHS boards be doing? Low carbon procurement is an important mechanism for reducing the carbon footprint in the heath sector. It is a core part of the sustainability within the Procurement Reform (Scotland) Act 2014 and the associated Regulations. This suite of regulatory requirements ensures that that sustainability measures are included within the Procurement Journey which details the Scottish Government approved methodologies for public sector procurement, thus making it core to the way NHSScotland procures goods and services. The sustainability measures include an assessment of an organisations priorities using a pro-forma tool which requires consideration of the environmental, social and financial factors which specifically includes carbon emissions and carbon change. The measures also require life cycle mapping of all goods and services and completion of a sustainability text which along the same lines as prioritisation, includes the identification of carbon intensive good or services and those with climate change implications. Once identified as significant these considerations must be addressed in the contract and the associated tender documents. The questions distinguish between procurement policy and procurement activity. Therefore it should be assumed that: 1) Procurement policy is a deliberate system of principles to guide decisions and achieve rational outcomes; 2) Procurement activity is the act of finding, acquiring, buying goods, services or works from an external source. Public Bodies Climate Change Duties The duties of the Act (section 44) require that a public body must, in exercising its functions, act: Version 1.0: July 2017 Page 47 of 56

48 in the way best calculated to contribute to delivery of the Act's emissions reduction targets; in the way best calculated to deliver any statutory adaptation programme; and in a way that it considers most sustainable. 5a) How have procurement policies contributed to compliance with climate change duties? Provide information relating to how the procurement policies of the body have contributed to its compliance with climate changes duties. NHS GG&C Procurement Strategy refers to corporate and social responsibilities and details the Board's approach to ethical sourcing. Procurement practices have been assessed and a Board approved procurement policy is in place which commits the Board to sustainable procurement. The policy is communicated to staff and key suppliers. Responsibility for sustainable procurement is clearly set out. Environmental impacts of NHSS consumption and production reduced. Procurement realises community benefits. Staff involved in procuring goods and services are clear on the sustainability implications of their choices. Sustainable Procurement policy as set out above to be embedded in the wider organisation. Environmental impacts of NHSS consumption and production reduced. Procurement realises community benefits. Staff involved in procuring goods and services are clear on the sustainability implications of their choices. The policy is reviewed and enhanced annually ensuring it is part of the wider organisation sustainable development strategy. Continuous engagement with suppliers. Environmental impacts of NHSS consumption and production reduced. Procurement realises community benefits. Staff involved in procuring goods and services are clear on the sustainability implications of their choices. Your response to this question should include information on how your board is progressing with your Sustainable Procurement Strategy. Your response should identify where the strategy has contributed to compliance with climate change duties and support this information with examples of where procurement policy has delivered on climate change aims and/or produced a material reduction in CO2e emissions. Ideally this should include reference to and examples of both carbon reduction and adaptation. Key sources of information will be the Prioritisation Tool which will have been completed as part of the development of the Sustainable Procurement Strategy. PrioritisationTool 5b) How has procurement activity contributed to compliance with climate change duties? Provide information relating to how procurement activity by the body has contributed to its compliance with climate change duties. 1. All white goods purchased require to be of the highest energy rating and new boilers installed are condensing boilers with the highest efficiency rating. 2. Reduction in waste disposed of due to increased take back schemes with suppliers. 3. Increase in number of Apprentices employed through national contracts. 4. Procurement teams using the Government Buying Standards. 5. Procurement / Sustainability Team use the Flexible Framework. Version 1.0: July 2017 Page 48 of 56

49 Your response to this question should include information on how procurement activity has delivered a reduction in CO2e emissions and/or where climate change adaptation considerations were a key part of the procurement justification. Key sources of information will be the Sustainability Test which will have been completed as part of every procurement process; where climate change is flagged up as a detailed risk and opportunity within this tool, opportunities to minimise or mitigate should be included within the contract specification and/or scored as part of the procurement process and these can be used as examples. st Further information 5c) Supporting Information and best practice Provide any other relevant supporting information and any examples of best practice by the organisation in relation to procurement. Guidance is taken from public sector legislation and best practice tools, primarily of which is the Procurement Journey which has detailed sections on appropriate sustainability considerations in procurement exercises. As a process in tendering, this forms part of a commodity strategy which must be approved prior to tendering. Examples of supporting information which are used to ensure best practice in this area include, use of National Contracts, Procurement Journey adherence and Commodity Strategy and Sustainability Policy which are regularly reviewed for changes in legislation/guidance. Considerations/Change have been made by the Procurement Department to contribute towards climate change duties including consolidation of deliveries and changes to stock levels to reduce deliveries and in turn CO 2 emissions. Source locally where appropriate for example we repair and re-use furniture rather than replace. We utilise local supported businesses, this helps reduce wastage and landfill. New Non-clinical waste contract being tendered for as part of national framework and includes clauses to enable better source segregation and an obligation on contractors to work with the board to meet the national waste reduction and recycling targets. The Procurement Operating procedures and Work Instructions have been altered in line with new national and EU directives/regulations and training of staff has been undertaken. This is a good opportunity to demonstrate how your organisation is implementing sustainable procurement policies. It is particularly useful to have examples of innovative practice in relation to incorporating adaptation requirements into refurbishment and new builds, and examples of setting CO 2 reduction targets for suppliers. If you think that it would be useful to other organisations, you can add contact details. Some examples from 2015/16 are provided above. 6 Validation and Declaration The aim of this section is to demonstrate how you have established the accuracy of the data and responses in your reporting. There is no legal requirement for an external or peer validation process but organisations should be satisfied that they have an internal process or processes that would stand up to scrutiny if challenged. There are likely to be a variety of ways in which different parts of the PBCCD report is validated; in some cases this will be a check on the data used and this can be part of Version 1.0: July 2017 Page 49 of 56

50 another existing process. For example validation processes for CRC data should be seen as sufficient for also validating electricity and gas input figures for this report as the process will cover 90% of the dataset. Therefore, the answer to this section is likely to be composed of a variety of responses, some of which are likely to internal and some of which are external. Where data comes from a published government external source e.g. the budget figures for Q1e, it can be assumed that this data has been validated and there is no need for additional organisational validation. 6a) Internal validation process Briefly describe the body s internal validation process, if any, of the data or information contained within this report. Detail the validation procedures from Validation Documentation listed as Internal 6b) Peer validation process Briefly describe the body s peer validation process, if any, of the data or information contained within this report. Detail the validation procedures from Validation Documentation listed as Peer 6c) External validation process Briefly describe the body s external validation process, if any, of the data or information contained within this report. Detail the validation procedures from Validation Documentation listed as External 6d) No Validation Process If any information provided in this report has not been validated, identify the information in question and explain why it has not been validated. Detail the validation procedures from Validation Documentation listed as None Validation and sign-off process Step 1 document the procedure for sign-off including the name and contact details of who will be signing off the report and an agreed timetable for producing draft and final versions. This should be circulated to and confirmed by all the relevant parties. If the report will be presented at a scheduled meeting, make sure this is included and time allowed for prior submission of papers. Step 2 document all the information sources used within the report. If there are existing validation procedures, document these, including contact details. If there are no existing validation procedures for an information source, decide if a procedure is required, what this should be and how it should be applied. For some sources of data, it is acceptable to have no validation procedure, for example if a data source is a very minor source within the Version 1.0: July 2017 Page 50 of 56

51 overall carbon footprint, it is acceptable to use non-verified data but this should be documented. Step 3 - Information sources with the same validation process can be grouped together in the responses to Q6a, Q6b and Q6c. If the response is very lengthy, organisations can provide an overview of validation processes for different types of data and then provide a reference to the Validation Documentation. Example of validation documentation Information source Natural gas/grid electricity Type of validation External Audit process Auditing body Result Supplier data assessed by organisation appointed auditor primarily for CRC purposes. Name of auditor Passed Water Internal Annual audit of water meter billing and data carried out by Finance department; sample of bills reviewed and meters checked. Carbon reduction project list (3f) Biomass heat output Peer 6e) Declaration None Project list reviewed by partner NHS organisation to check for consistency and reasonable estimates of cost/savings. Based on an estimate of 85% of biomass input as no metered data available. Organisation finance department Other NHS body None Passed Acceptable None I confirm that the information in this report is accurate and provides a fair representation of the body s performance in relation to climate change. Name: Role in the organisation: Date: Make sure that you have checked the level of scrutiny and evidence required by person signing the PBCCD report. Version 1.0: July 2017 Page 51 of 56

52 Appendix 1 Biomass It should be noted that biomass has a slightly different boundary from many other renewables used in the NHS Estate. The majority of renewables are carbon neutral and have no impact on the carbon footprint of the organisation and therefore do not need to be listed in Q3b. However, biomass has a carbon footprint associated with its combustion and therefore it needs to be listed in both Q3b as an input value and in Q3c as an output value. The combustion of biomass produces CO 2, CH 4 and N 2 O. However, the CO 2 produced during combustion is considered out of scope because an equal amount of CO 2 is absorbed in the growth of the wood to that released. However, the CH 4 and N 2 O produced are additional and therefore are calculated as the Scope 1 emission factor for the biomass. The CH 4 and N 2 O emissions are very minor and therefore the Scope 1 emissions for biomass consumption are very minimal. To calculate the emissions for Q3b, an input value for the biomass should be used. This can be in kwh or tonnes but it is easier to use kwh as this enables simple calculation of the emission factor of the boiler. If only tonnes input is available, organisations can request energy content in kwh per tonne from their supplier. If this is not available, the following estimated values can be used: Biomass type Approximate kwh per tonne Reference Wood pellets 4,800 Wood chips 3,500 To calculate the renewable output for Q3c, the organisation needs to measure or estimate the usable output of the boiler; it should not be assumed that the output of the boiler in kwh of heat is equal to the input of kwh of biomass because any system will have losses. If the efficiency of the boiler is not known or there is no heat meter, a figure of 85% efficient should be used to estimate the heat output based on input figures and conversely, the input can be estimated from the output by multiplying by Version 1.0: July 2017 Page 52 of 56

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54 Appendix 2 Grid Electricity It is worth providing more detail about grid electricity; it usually makes up a significant proportion of a public body s emissions, it is split into two parts for a carbon accounting and the emission factor changes on an annual basis. 1) Two part factor - the factor for grid electricity is made up of two parts. The first part is the emissions resulting from the actual generation of the electricity and the second part is the emissions resulting from the losses that occur during transmission and distribution from the source to the point of use. The reason why this factor is split is because the two parts are allocated to different scopes. To enter grid electricity in the online reporting portal for Q3b, it needs to be entered as two rows, both with the same kwh. Emission Source Scope Consumption Data Units Emission Factor Units Emission s (tco 2 e) Comments Grid Electricity (generation) Grid Electricity (transmission &distribution losses) 2 1,000,000 kwh kgco2e /kwh 3 1,000,000 kwh kgco2e /kwh ) A dynamic factor both the generation and T&D factors change on an annual basis because the factors are calculated as the average across the UK and the fuel-mix of the grid fluctuates according to prices of fuels, as well as longer-term changes to energy policy which influence generation mix. The historical grid factor time series is shown below. Version 1.0: July 2017 Page 54 of 56

55 2006/ / / / / / / / / / /17 NHS guidance for completing annual Public Bodies Climate Change Duties report Electricity grid factor Generation T&D losses Overall consumption factor The UK Government Conversion Factors for Company Reporting initially produced the grid factor as an overall consumption factor (generation + T&D losses) and as a 5 year rolling average. However, in 2012, they changed to an annual factor, split into two parts. A revised historical time series was produced at that point. It is not necessary for organisations to rebaseline their historical footprint data with the correct retrospective factor but it is important to recognise that the reducing carbon intensity of the grid over time is a genuine trend. A key part of Government Policy is to decarbonise the grid significantly and increase the use of decarbonised electricity for areas such as transport and heating. Therefore, organisations should think strategically about how a decarbonised electricity grid would affect their decision-making about technologies and new builds/refits. Version 1.0: July 2017 Page 55 of 56

56 Appendix 3 Water The factor for water is made of two parts. The first part is the emissions resulting from the supply of clean water and the second part is the emissions resulting from the treatment of waste water. Both of these parts are calculated by the UK Government as the average across the UK for a time period. The reason why this factor is split is because some organisations have a supply onsite (for example a borehole) and therefore only use the treatment part of the factor. Most organisations do not have metered treatment; in the absence of other methodology, organisations can estimate total water treated as 95% of the supply volume. Emission Source Scope Consumption Data Units Emission Factor Units Emission s (tco 2 e) Comments Water - Supply 3 100,000 m kgco 2 e/ 34.4 Metered m 3 supply Water - Treatment 3 95,000 m kgco 2 e/ m Estimated as 95% of supply Version 1.0: July 2017 Page 56 of 56