DOE Sustainability Dashboard Update and Reporting Schedule Overview
The Department of Energy (DOE) Sustainability Dashboard and Reporting Schedule for 2018 provides important deadlines and actions for data entry and narrative submissions. Updates have been made to reactivated scorecards, with a revised Executive Summary template to be posted soon. Users are advised to complete ECM updates and attach templates as needed. The schedule includes key dates for data submission, facility status confirmation, and project evaluation. Feedback and suggestions are encouraged by the Sustainability Performance Office.
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DOE Sustainability Dashboard Open Line Help Call October 2018 DOE Sustainability Performance Office Program Name or Ancillary Text eere.energy.gov
Updates Scorecards have been reactivated. Note, scorecards reflect prior DOE targets. Revised Executive Summary table template will be posted on Resources page. In the event the table in the SSP module is not able to be updated, please attach your template in the Executive Summary category of your SSP. Preliminary FAST Data was not uploaded. Only one site had data in the system. Will check back next week. ECM Module Please complete your ECM updates using the template and include it as an attachment in the Measures, Funding, & Training category of your SSP. Currently, there are several glitches with this module and likelihood of completing the fixes in time for close of data entry is low. 2
2018 Sustainability Reporting Schedule Date(s) Action/Event Dashboard opens for FY 2018 data and SSP narrative entry. Please note, the Dashboard may close data and SPP narrative entry temporary during the year for updates. March 5, 2018 EISA S432 Covered Facility status confirmation including energy and water use are due with appropriate level(s) of approval. March 27, 2018 EISA S432 Evaluation, Projects, and Measurement & Verification data are due with appropriate level(s) of approval. June 22, 2018 End of year Dashboard facility basic FIMS information updated in Dashboard (Completed). October 5, 2018 SPO to QA/QC data and work with sites to finalize FY 2018 data for December 7th data entry closing of Dashboard. October 1, 2018 to November 23, 2018 Final FY 2018 Federal employee travel data uploaded to Dashboard. November 20, 2018 Preliminary FY 2018 fleet data uploaded to Dashboard. November 20, 2018 FY 2018 Dashboard data and Excluded Buildings Self-Certification are due with appropriate level(s) of approval. If not using the Dashboard approval process be sure to upload a completed Dashboard Data Accuracy Self-Certification. Dashboard closes for FY 2018 data entry. December 7, 2018 FY 2019 SSP narrative and optional Plan Signature Document are due with appropriate level(s) of approval. Dashboard closes for FY 2019 SSP entry. December 14, 2018 Final FY 2018 fleet data uploaded by SPO. Portfolio Manager uploaded to CTS by sites, if not shared with SPO Master Account. December 19, 2018 3
Sustainability Performance Office Feedback and recommendations are welcome and encouraged. Please contact the SPO at the email provided below with any suggestions, issues, or problems experienced in the Dashboard. Contact Information: Sustainability@Hq.Doe.Gov 4
Appendix 5
Discussion Points Executive Summary Table Review edits of prior goals that can be optional. Scorecards The scorecards will be reactivated again with the old goals and targets. Please note some calculations will still be off. Thoughts on reactivation with a few incorrect calculations. Funding projections Brainstorm methods for Estimating additional funding needed beyond planned activities and typical operation costs for meeting the goal. 6
Draft EO 13834 Instructions - Overview Under Review - Draft Implementing Instructions for Executive Order 13834 (ETA of final to be released Nov 16th) No new guidance on goals and targets either fully reverts back to statute or to be set by agency. For additional details see the FY 2017 OMB Scorecard Possible changes: Scope 3 GHG on hold for FY 2018 reporting. DOE will continue to collect the information but no performance metrics will be associated WUI accounting change from all energy GSF to water consuming GSF. Utilize Non-water consuming GSF field in Facility Goal Category module in Dashboard to take advantage of this. o Credit for potable water from alternative sources. If you use alternative water sources for potable water, report it as an alternative source in Dashboard. Green building threshold change from 5,000 to 10,000. Credit still give to those buildings under 10,000 with credit accounting TBD. SPO advice for FY 2018 reporting: To the extent that is known and feasible, be sure to provide usage projections and mission change information Be sure ECM list is up to date, including alternative finance projects even if just an idea 7
FY 2018 Reporting Process Sites may use the SSP narrative module in the Dashboard or upload a Word or PDF plan with supporting documents as an attachment to the Dashboard's SSP module in the Executive Summary section. Due to this year being a transition period for goals and targets, the Dashboard's OMB Scorecard, Comprehensive Scorecard, Performance Graphs, and the ability to use Dashboard generated graphs for the SSP narrative will be disabled for FY 2018. Due dates: FY 2018 Data: December 7, 2018 SSP Narrative: December 14, 2018 8
Dashboard Reminders Completion Status and Approval Process: All users can go to the Completion Status page to view the status of each data category for the site(s) they have access to. Users who are the Approvers (e.g. Managers, Site Office, or HQ) should review data and approve or reject the submission through this page. If unable, sites can complete the Dashboard Data Accuracy Self-Certification Letter provided on the Completion Status page. At least one level of approval by a manager beyond the site user who entered data is required. Site Profile Page and Uses: The Site Profile Page is the central location for site information and user access management. Use this page to review who has access and associated rights. The Reviewer Levels section refers to the chosen levels of approval for your site. If approval levels, user access, or other information needs to be adjusted, please use the Request Change function at the bottom of the page. 9
Green Buildings Reminders Deadline extended: December 7th Green Bldgs data has been rolled over from prior year, sites should see historical data in GB Module Any DOE Owned building that met the 2008 GPs is considered grandfathered Note: FIMS FRPP Guidance updated the definition of Not Applicable to include: Unoccupied, low/no energy use (<12.7 kBTU/GSF), and low/no water use (<2 Gal/Day (GPD)). Leases are NOT included in % GP calculation, but SPO encourages you to continue to incorporate language into leases, and report of GP compliant leased buildings 10
SSP Narrative Guidelines Executive Summary (table mandatory) The Executive Summary Table is now mandatory and is being updated to collect 2, 5, and 10 year anticipated performance. Current Performance Status 2 Year Performance & Plans 5 Year Performance & Plans 10 Year Performance & Plans Prior DOE Goal Mission Change (new) A new section to discuss mission and program direction and changes along with impact on sustainability goals. 12 categories The categories remain the same. Clarification on Status Quo. If FY 2018 performance data is consistent with prior years and following the same trend (i.e. no unusually large increases or decreases in performance for a narrative category), and a site has not had any major initiatives or mission changes in relation to a narrative category, then sites may indicate this by checking the No Update (status quo) checkbox for Performance Status. This capability is not applicable to Plans and Projected Performance. SSP Categories Energy Management Water Management Waste Management Fleet Management Clean and Renewable Energy Green Buildings Acquisition and Procurement Measures, Funding, and Training Travel and Commute Fugitives and Refrigerants Electronic Stewardship Organizational Resilience 11
E.O. 13834 and Statutory Crosswalk Goal Category E.O. 13834 Statute(s) Sec. 1. Policy. The Congress has enacted a wide range of statutory requirements related to energy and environmental performance of executive departments and agencies (agencies), including with respect to facilities, vehicles, and overall operations. It is the policy of the United States that agencies shall meet such statutory requirements in a manner that increases efficiency, optimizes performance, eliminates unnecessary use of resources, and protects the environment. In implementing this policy, each agency shall prioritize actions that reduce waste, cut costs, enhance the resilience of Federal infrastructure and operations, and enable more effective accomplishment of its mission. Find a list of statutes and more detailed crosswalk on the Dashboard Resources page. All Categories 30% reduction in energy consumption per gross square foot in goal-subject buildings by FY 2015 from a FY 2003 baseline (42 USC 8253). 8253(b)(1) each agency shall, to the maximum extent practicable, install in Federal buildings owned by the United States all energy and water conservation measures with payback periods of less than 10 years. Sec. 2. (a) Achieve and maintain annual reductions in building energy use and implement energy efficiency measures that reduce costs; Energy Management Sec. 2. (b) Meet statutory requirements relating to the consumption of renewable energy and electricity; Sec. 2. (c) Reduce potable and non-potable water consumption, and comply with stormwater management requirements; Sec. 2. (d) Utilize performance contracting to achieve energy, water, building modernization, and infrastructure goals; By FY 2013 and each year thereafter, use 7.5% renewable electricity as a percentage of overall facility electricity use (42 USC 15852). Statute encourages water conservation (42 USC 6834 and 42 USC 8253) and establishes stormwater runoff requirements (42 USC 17094). Clean & Renewable Energy Water Management Measures, Funding, and Training Statute provides authority to enter into contracts (42 USC 8287). Sec. 2. (e) Ensure that new construction and major renovations conform to applicable building energy efficiency requirements and sustainable design principles; consider building efficiency when renewing or entering into leases; implement space utilization and optimization practices; and annually assess and report on building conformance to sustainability metrics; High-performance green federal buildings are based on 42 USC 6834, 42 USC 8253, 42 USC 8254, and 42 USC 17091 to 17094. Green Buildings The statute outlines that, wherever feasible, the generation of hazardous waste is to be reduced or eliminated as expeditiously as possible, and waste that is nevertheless generated should be treated, stored, or disposed of so as to minimize the present and future threat to human health and the environment (42 USC 6902). See also 42 USC 6901 to 6992; 42 USC 11001 to 11050; 42 USC 13101. Sec. 2. (f) Implement waste prevention and recycling measures and comply with all Federal requirements with regard to solid, hazardous, and toxic waste management and disposal; Waste Management Sec. 2 (g) Acquire, use, and dispose of products and services, including electronics, in accordance with statutory mandates for purchasing preference, Federal Acquisition Regulation requirements, and other applicable Federal procurement policies; Federal procurement of biobased products (7 USC 8102), products with recycled content (42 USC 6962), energy efficient products and products with low standby power (42 USC 8259b, 42 USC 6361), non-ozone depleting (42 USC 7671I.). Acquisition & Procurement Sec. 2 (g) Acquire, use, and dispose of products and services, including electronics, in accordance with statutory mandates for purchasing preference, Federal Acquisition Regulation requirements, and other applicable Federal procurement policies; Sec. 2. (h) Track and, as required by section 7(b) of this order, report on energy management activities, performance improvements, cost reductions, greenhouse gas emissions, energy and water savings, and other appropriate performance measures. Procure (A) an Energy Star product or (B) a FEMP designated product (40 USC 8259b) and dispose of excess property as promptly as possible (40 USC 524). See also 40 USC 549; 40 USC 527; 15 USC 3710(i). Electronics Stewardship Travel & Commute; Fugitives & Refrigerants N/A Sec. 3. (c) Within 120 days of the date of this order, the Secretary of Energy, in coordination with the Secretary of Defense, the Administrator of General Services, and the heads of other agencies as appropriate, shall review existing Federal vehicle fleet requirements and report to the Chairman of CEQ and the Director of OMB regarding opportunities to optimize Federal fleet performance, reduce associated costs, and streamline reporting and compliance requirements. By October 1, 2015, and each year thereafter, achieve at least a 20 percent reduction in annual petroleum consumption and a 10 percent increase in annual alternative fuel consumption, as calculated from the FY 2005 baseline (42 USC 6374e(a)(2)). See also 42 USC 13212. Fleet Management 12
