1. Introduction. Scott Jameson Group Procurement Director Mitie 1 Harlequin Office Park Fieldfare Emerson's Green, Bristol, BS16 7FN

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1 1. Introduction Dear Supplier, At Mitie, we re passionate about managing our emissions and minimising our overall environmental impacts. We want a supply chain that recognises the importance of this too. For this reason, we have teamed-up with Ecodesk to help measure our supply chain emissions. We ask our key suppliers to report their sustainability performance. This handbook is a step-by-step guide for using Ecodesk to complete Mitie s request. If you have any questions after reading this document, please contact Eleanor Devenish at Ecodesk (eleanor.devenish@ecodesk.com). Thank you very much, Scott Jameson Group Procurement Director Mitie 1 Harlequin Office Park Fieldfare Emerson's Green, Bristol, BS16 7FN 1

2 Mitie: Supplier Handbook Contents Click on each title to navigate to that section of the document 1. Introduction pp What is Ecodesk? pp Getting Started on Ecodesk pp Request Overview and Navigation pp Editing and saving required fields pp Need further help? pp 08 Appendix 1: Collecting your GHG emissions data pp 09 Appendix 2: Collecting your energy data pp 11 Appendix 3: Collecting your waste data PP 13 Appendix 4: Privacy Settings and Public Profile PP 13 2

3 2. What is Ecodesk? Ecodesk is a global supply chain sustainability service provider. At its core is an open cloud-based sustainability platform enabling businesses and organizations to hold their key nonfinancial metrics in a central location, providing the tool set for detailed analytics of the environmental and social impacts of the supply chain. This enables the benchmarking of suppliers in order to identify inherent risk, opportunities and drive efficiency changes. Ecodesk was founded on the principle that every organization should be able to create a sustainability profile that is free at the point of entry; a profile it can share with clients and suppliers. That fundamental vision remains, and the creation of an Ecodesk profile continues to be a simple, free of charge process. Building on this underlying principle, the company has evolved and now offers a comprehensive end-to-end solution for organizations who want to understand and measure the environmental and social impacts of their supply chain and to use this information and process to drive positive change. Joining the Ecodesk network is more than responding to a data request - by managing your own profile, you are in control of your data, when to update it, and who you share it with. Some of the additional benefits of maintaining an Ecodesk profile include: Free and user-friendly cloud-based platform Help and support sponsored by Mitie Reduces survey fatigue Add multiple customers; streamline requests Trend and analyse your own performance Build your reputation as a responsible supplier Manage and share sustainability data in one place 3

4 3. Getting Started on Ecodesk If you already have an Ecodesk account, login to view and complete your client s request. If your organization is not registered on Ecodesk, register for free at ecodesk.com/register. Where a pre-existing profile is not relevant to Mitie (for example, if it represents a different business division), you can create an additional profile under the current account. Creating additional profiles To create an additional profile, login and navigate to the Profiles tab under Settings. Select + Add Profile to open a prompt box. Enter a name for your new profile under Profile Name and select Save & Close. To begin editing your new profile, navigate to Home, Clients or Sustainability Profile and select the Switch Profile icon to open a prompt box. Select your new profile and click on Switch Profile. You will be taken to the Clients page of your new profile. Mitie will not appear as a client automatically. You will need to click the button to add them. You will then need to support@ecodesk.com asking for this profile to be connected to the request. 4

5 How do I know if my organization is already registered? Ecodesk does not allow the registration of multiple organizational accounts for the same organization. Ecodesk tracks which organizations are already registered by the domain name of organizational addresses. If you are unsure whether your organization is already registered on Ecodesk, type your in the field on the registration page. If your organization is registered, a message will appear providing you the address of the account owner. Alternatively, try searching for your organization in the blue search box on the Register page. 4. Request Overview and Navigation Once registered, login at ecodesk.com/login to view Mitie s request. When you login, you are taken to the Clients page. This is where you track progress in completing client requests and manage client connections. A red cross indicates an incomplete field. As you complete a requested field, the cross is replaced with a green tick. The fields listed in the Clients tab are shortcuts to where you can enter the data in the Sustainability Profile. You can navigate back to this page via Clients at any time. 5

6 When you have completed your data in the Sustainability Profile, be sure to click the button before navigating back to the Clients tab to view the remaining requested fields: Note: Completing these fields will satisfy Mitie s request. You may come across other sections in the Sustainability Profile tab that you can answer, however these will not be requested by Mitie. Completing additional sections outside the Mitie request is entirely optional. Note: Other clients might request the same fields to be completed on your sustainability profile. These will appear on the Clients tab alongside Mitie s questions. If any questions overlap, you will only have to answer these once. 6

7 5. Editing and saving the required fields Those fields that have been requested by Mitie for you to complete will be flagged: your request as complete until each of these fields has been completed. You will not be able to set When you have answered all the required fields, the in order to submit your response. button will appear. You will need to click this Help Additional help is provided throughout the profile. Tooltips throughout Ecodesk provide guidance on specific fields. At the top of each page, you ll see an expanded help section. 7

8 6. Need further help? If you have not already tracked your environmental impacts, you may need to retrospectively collect energy figures from previous utility bills. You will also be required to calculate your greenhouse gas (GHG) emissions. If you are compiling this information for the first time and need help, please refer to the appendices at the bottom of this document. If you require any help with completing your response through Ecodesk, please and we will be happy to help. +44 (0) If you have any questions directed to Mitie, please contact Scott Jameson: Scott Jameson Group Procurement Director Mitie 1 Harlequin Office Park Fieldfare Emerson's Green, Bristol, BS16 7FN M: +44 (0)

9 Appendix 1. Collecting your GHG emissions data If you are calculating your GHG emissions for the first time, we recommend that you start by entering your energy data, as your emissions will be derived from this. For more information on collecting your energy data, please see Appendix 2: Collecting your energy data. If you already have your electricity use and a breakdown of fuel use per fuel type in kwh, please follow the instructions below. Every company consumes energy and, with this consumption, greenhouse gases are released into the atmosphere. As agreed by the large majority of scientists and governments around the world, these greenhouse gases are major drivers of global warming. Carbon dioxide (CO 2) is a primary greenhouse gas. CO 2-e (Carbon Dioxide Equivalent) emissions resulting from the burning of fossil fuels are calculated from fuel and electricity use. Emissions are divided as Scope 1 (direct), Scope 2 (indirect) and Scope 3 (other indirect). Greenhouse Gas Emissions Scope 1 Emissions from fuel directly combusted on site and in company vehicles Scope 2 Emissions from purchased electricity, steam, heating and cooling for own use Scope 3 Emissions from indirect downstream and upstream activity, including production of purchased materials, contractor operations, contracted waste disposal, business travel and employee commuting Scope 1 carbon emissions Your Scope 1 carbon emissions are calculated from your fuel usage data, using carbon conversion factors to convert your fuel usage (kwh or equivalent) to kg CO 2-e (kilograms of Carbon Dioxide Equivalent). Click here to access an example of a support document for conversion factors from the Carbon Trust. Fuel Type (kwh) Year Conversion factor Coal kg CO 2-e / kwh Diesel kg CO 2-e / kwh Natural Gas kg CO 2-e / kwh Table 1: Sample conversion factors These conversion factors were last updated on 22/04/2016 and are subject to change throughout the year. These figures have been provided for the use of the worked examples below and you are advised to check Defr a s website for the most up to date conversion factors. 9

10 Worked example: company TPKJ Ltd: Type of fuel Amount (kwh) Scope 1 kg CO 2-e Diesel 22,200 Coal 10,000 Natural Gas 5,150 Total 37,350 Table 2: Fuel use per fuel type for TPKJ Ltd. To calculate scope 1 emissions for TPKJ, multiply the total consumption in kwh of each fuel (e.g. 22,200 kwh for diesel) with the conversion factor ( kg CO 2-e / kwh of diesel). This gives 5, kg CO 2-e. Complete this for each fuel used. To get your total Scope 1 carbon emissions, simply add individual fuel emissions together. See Table 2 for the complete calculation of Scope 1 emissions for TPKJ Ltd. Type of fuel Amount (kwh) Scope 1 kg CO 2-e Diesel 22,200 5, Coal 10,000 3, Natural Gas 5, Total 37,350 9, Table 3: Scope 1 carbon emissions for TPKJ Ltd. Ecodesk reports carbon emission in Mt (metric tons) CO 2-e. One last step is to divide the total kg CO 2-e by 1,000 (1 Mt is 1,000 kg). The total Scope 1 carbon emissions for TPKJ Ltd. are (9,659.49/1,000) 9 Mt CO 2-e. Scope 2 carbon emissions To calculate your scope 2 emissions, multiply your total electricity consumption in kwh with a conversion factor applicable to your country and divide by 1,000 to get your Scope 2 carbon emissions in metric tons (Mt). Scope 2 emissions also include emissions from purchased heating, cooling or steam. Suppose TPKJ Ltd. is located in the UK and consumes 11,000 kwh of electricity annually. The UK conversion factor for 2015 is kg CO 2-e / kwh electricity*. TPKJ Ltd. s Scope 2 carbon emissions are (11,000 * ) = 5, kg CO 2-e, or 5 Mt CO 2-e. *This UK conversion factor was last updated on 22/04/2016 and is subject to change throughout the year. Please check Defr a s website for the most up to date figure. For more information, visit the Ecodesk help Centre or contact Ecodesk for support. 10

11 Appendix 2. Collecting your energy data On Ecodesk, your energy consumption is a combination of your electricity and fuel consumption. As you have been requested to report to a company-scope profile, please aggregate individual data for multiple sites and provide your totals. Electricity data You can find your annual electricity consumption on your electricity bill. Most utility companies provide an end-of-year statement indicating your annual usage in kwh (or equivalent unit). If this has not been provided to you, please contact your electricity provider. Frequently asked questions: I am unable to obtain an annual electricity bill but have a number of monthly bills. How do I proceed? Take the average consumption of the bills in your possession and multiply this average by 12. For example, you have 3 monthly bills with respectively 300 kwh, 500 kwh and 1,000 kwh electricity usage. Your average electricity consumption for 3 months will be 600 kwh. The estimate of your annual electricity consumption is therefore (600 kwh * 12 months) 7,200 kwh. Please indicate estimated data in the Notes section. We have one (or more) office(s) in a multi-tenancy building. What do I do? Please determine your electricity consumption as part of the overall electricity consumption of the building. Your landlord should be able to provide this data. Based on the area of office space that your company occupies, you are able to calculate a proportion of the electricity usage for which you are responsible. Fuel data To obtain the total amount of fuel consumed, first identify the types of fuel your company uses. This includes fuels used for vehicles owned by the company and miles/kilometres driven for the company, the gas consumption used to heat your buildings, and any additional fuels used in your production processes, such as burning oil or coal. Should your diesel, natural gas or petrol figures be in liters or gallons, you can use our online fuel converter to convert this into kwh, GJ or MJ. To do this, you will need to navigate to the Sustainability Profile tab, followed by the Environment tab and finally, Energy Use. You will then need to click the New Entry button, as shown below: 11

12 When you have clicked New Entry, you will need to scroll to the fuel section. Here, you must click on the green Fuel Converter buttons for each fuel type used: Here you can input figures for your Diesel, Natural Gas and Gasoline usage separately, using Ecodesk s Fuel Converter to convert your usage in liters or gallons into your selected energy unit (Giga Joules, Kilowatt Hours or Mega Joules). 12

13 Enter your Diesel, Natural Gas or Gasoline usage and choose the input unit (Litre, US Gallon or UK Gallon). The output value will be automatically calculated. Select Use This Value to use the converted figure. This will then appear in the fields on this Energy Use page on the Sustainability Profile. In case you use fuels not mentioned here, the conversion to kwh, GJ or MJ can be readily found online. Appendix 3. Collecting your waste data Waste on Ecodesk means anything that goes to landfill or incineration. It is measured in metric tons (Mt). On Ecodesk, waste is divided into three categories: Hazardous Waste; Non-Hazardous Waste; Recycled Waste. Waste might be a more difficult data set to measure. Hazardous waste generally needs to be reported as part of compliance to national laws. Non-hazardous waste is generally collected from your site(s) by an external waste collector. The collector should have a record of the amount of waste collected from your organization on a monthly, quarterly or annual basis. Recycled waste data should similarly be available from your waste collector. Appendix 4. Privacy Settings & Public Profile When you first register, your profile is set to private to all users by default. When you mark Mitie s request as complete, you will be prompted to permit access to Mitie to your data. You will need to do this by clicking on the padlock shown below. Options include giving Mitie full access to your data, or full access excluding financial data. 13

14 When you permit Mitie this access, your profile data is still private to other Ecodesk users. Click on the Privacy tab to set public access to your profile, the access that connected suppliers have to your profile (for Premium Enterprise subscribers), and the access that default clients have to your profile. No Access means the user group is unable to search for your profile or access your profile data. View Public Profile means the user group is able to search for and view your public profile (a subset of the data submitted in your profile). Access to Profile Data Excluding Financial means clients will be able to access all data submitted in your sustainability profile EXCLUDING revenue. Full Access to Profile Data means clients will be able to access all data submitted in your sustainability profile. 14

15 Public: To make your profile publicly accessible, select View Public Profile (Subset) by Public. This means that your profile is publicly searchable (without the need to login to Ecodesk). To view how your profile appears publicly, select the View Profile icon by your profile name. Suppliers: If you are a Premium Enterprise subscriber and you are exploring the sustainability of your own supply chain through Ecodesk, set the access that connected suppliers have to your profile by Suppliers. Clients: Set the default access that connected clients have to your profile by Clients. Setting this to Full Access to Profile Data or Access to Profile Data Excluding Financial means that all future connected clients will have access to your sustainability data by default, which you can then track per client under the My Clients tab. As clients can automatically connect to suppliers (the supplier will be notified by ), companies may choose to set the Clients view to No Access in order to pre-screen connected clients and grant clients access on a caseby-case basis under the My Clients tab. View Public Profile To view how your profile appears to public users at any time, select the View Profile icon that appears by your profile name. Your public profile contains a subset of the information you have submitted on your Sustainability Profile. Carbon, energy, water and waste data for the most recently reported year are visible, as are Links, Certifications and any information submitted in the Corporate Sustainability section of your profile. 15