DOE Sustainability Dashboard Open Line Help Call October

DOE Sustainability Dashboard Open Line Help Call October 16 th, 2019 DOE Sustainability Performance Office Program Name or Ancillary Text eere. energy. gov

Updates • Available on Dashboard: – FY 2020 Site Sustainability Plan (SSP) Guidance – Word version of Executive Summary Table and Sustainable Acquisition tables – FY 2020 SSP Guidance Review – Training Slides • Coming soon: – FAQ on the Dashboard by October 18 th – EISA 432 Training

FY 2019 Reporting Schedule Date(s) March 4, 2019 Action/Event Dashboard opened for FY 2019 data entry. September 30, 2019 to SPO to QA/QC data and work with sites to finalize FY 2019 data for December 6 th December 5, 2019 data entry closing of Dashboard. October 7, 2019 End of year Dashboard facility basic FIMS information update. October 25, 2019 Green Building page locked for data entry until February/March 2020. All updates must be completed before this date. November 15, 2019 Final FY 2019 Federal employee travel data uploaded to Dashboard. November 20, 2019 Preliminary FY 2019 fleet data uploaded to Dashboard. November 22, 2019 FY 2019 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. December 6, 2019 FY 2020 SSP narrative and optional Plan Signature Document are due with appropriate level(s) of approval. Dashboard closes for FY 2020 SSP entry. December 27, 2019 Dashboard snapshot for OMB/CEQ/FEMP annual reporting. February 21, 2020 Final FY 2019 fleet data uploaded to Dashboard.

Sustainability Reporting Reminder: Sustainability reporting (data and plan) for the site level must include: • All programs, if you are a multi-program site • The prime management and operating (M&O) contractor • Sub-contractors • Site office Keep in mind, if a multi-location site, the data is split by location while the plan is for all locations.

Projections • Sites should forecast 5 -10 years out, depending on the dataset available. • While we prefer a 10 year projection, we are giving sites the flexibility to provide projections based on their “comfort level” with the data (i. e. energy/water estimates usually more accurate).

New Buildings/Inventory • Sites should provide design information on new buildings and inventory for the following areas: – EISA § 438 Stormwater compliance – Guiding Principles – ANSI/ASHRAE/IESNA Standards 90. 1 • If not meeting these or the information is not available, please specify “No” or “N/A”, rather than leaving the response blank.

Metering/ECMs • Metering and ECM spreadsheets state that you cannot update items marked in red. Please ignore this warning! • If you update these columns, just note, “updated by site” in the column’s header. • If the spreadsheet does not allow you to edit these columns, you can copy/paste into a new file to edit.

Fleet Management • Fleet Management Guidance has been provided to the Federal Fleet Managers via email. If you have any questions please contact your respective Federal Fleet Manager. • However, if your Federal Fleet Manager has any questions, they may reach out to DOE Fleet Program Manager, Benjamin Robles (benjamin. robles@hq. doe. gov).

Non-fleet Vehicles & Equipment • Non-fleet Vehicles & Equipment (V&E) is any equipment for which the fuel is not part of fleet/FAST or a building/facility. Examples include: – Generators – Landscape equipment – Helicopters/ Jets, etc.

Sustainable Acquisition • Do any of your sites utilize PSC or FSC codes? – If so, would a crosswalk between the two types of codes help with narrowing the scope of what is an "eligible" contract? • Please consider letting us know what system you use for tracking contracts, particularly for sustainable acquisition (i. e. SAP, Oracle, etc. ). • For the SA Progress Table, consider providing the percent of contracts with opportunity for sustainable acquisition. – Sites can edit the table or add this to the description in the narrative below the table.

Contact us! Feedback is welcome and encouraged! Please contact SPO if there any issues with the SSP or Dashboard. Send us an email at sustainability@hq. doe. gov or give us a call at (202) -586 -8645.

Appendix

Introduction & Major Changes • • • Section Previous Guide Current Guide Executive Summary Sites were allowed to select whether Sites must include the summary to include the summary table or not, table as it was optional. Energy/ Water/ Recommended Charts, Graphs, & Renewable Energy Tables Management Required Charts, Graphs, or Tables Acquisition & Procurement Required new FY 2019 Sustainable Acquisition Progress Table. N/A Sites may use the SSP narrative module in the Dashboard and approve their plan via the completion process or upload a Word or PDF plan with supporting documents as an attachment to the Dashboard’s SSP Module in the Executive Summary category. Selecting ‘status quo’ is no longer an option. Appendices include items such as (see guidance for full list): • Reporting Schedule • Executive Summary Table • EO 13834/ Statutory Crosswalk/ SRIP Targets • Sample Charts, Graphs, and Tables Please update the Site-Level Policy Tracker in the Dashboard. Visit the Dashboard Resources Page for additional guidance documents.

SSP Category Changes • Executive Summary (narrative + table) – Sites must include Executive Summary table (see Appendix E or Dashboard) – Performance and plans should be quantified whenever possible – Fleet section has been grayed out for current year’s performance • Fleet data will not be finalized by SSP deadline • 12 categories (listed in table below) – Performance Status o Status Quo will no longer be an option – SSP Category name changes • ‘Green Buildings’ to ‘Sustainable Buildings’ • ‘Organization Resilience’ to ‘Resilience’ SSP Categories Energy Management • Clean and Renewable Energy Water Management • Sustainable Buildings • Fugitives and Refrigerants Waste Management • Acquisition and Procurement • Electronic Stewardship Fleet Management • Measures, Funding, and Training • Resilience • Travel and Commute 14

SSP Categories - Items to Note • Waste Management: – Tracking amount generated rather than diverted • Provide the tons of non-hazardous solid waste generated and the percentage of non-hazardous solid waste sent to treatment and disposal facilities, as well as the tons of C&D waste generated. • Fleet Management: – FAST data will not be finalized by the deadline for the SSP submission. – Please provide qualitative descriptions, strategies, and plans for improving fleet management. • Sustainable Buildings: – Focus on buildings with the greatest cost efficiency gains from meeting the Guiding Principles (GPs) instead of a GSF threshold, as all buildings meeting the GPs will receive credit.

FY 2019 Verification Selection Sites selected for Verification: - ASC - TJNAF - OST - PNNL - Y-12 - SPR - Fermi - NREL - BNL - Ports - SLAC - HQ Please let us know if you have not receive the verification request.

FY 2019 FAST Reporting Updated Date(s) Action/Event June 1, 2019 to June 30, 2019 Enter EPACT Section 701 waivers and EISA Section 246 fueling center data information. August 1, 2019 to August 31, 2019 OMB Circular A-11 data call for fleet budget submission. October 1, 2019 FAST opens for FY 2019 data entry of actual inventory, disposal, cost, fuel, and mileage along with future acquisition, disposal, and cost projections. October 1, 2019 to November 27, 2019 FAST FY 2019 data is reviewed for inconsistencies by NNSA and DOE’s Federal Fleet Managers. November 28, 2019 to December 16, 2019 FAST FY 19 data reviewed by HQ Fleet Program Manager from November 28 - December 16, 2019 FAST closes for FY 2019 data entry. February 14, 2020 FAST FY 2019 Snapshot for the Dashboard.

Dashboard Issues: Efficiency & Conservation Measures Similar to the metering module, due to continued Dashboard reporting issues with this module, please complete the upload template for this module. • Several sites have provided updated ECM information in the past. SPO will be emailing a copy, please use this file to provide updates instead of a new template. • Heads up, for next week we’ll be reviewing some anomalies in ECM data to watch out for and address.

Reporting Advice: Sustainable Buildings • Site should focus on buildings with the greatest cost efficiency gains from meeting the Guiding Principles (GPs) instead of a GSF threshold, as all buildings meeting the GPs will receive credit. – FIMS is now locked for data entry, but you are still able to review the entries. Be sure to review the “Sustainability” field and ensure for buildings meeting GPs, “Evaluated and meets the guidelines” is selected. If you need to make an adjustment, work with your FIMS lead and inform SPO. – The Dashboard collects more information on sustainable buildings to track progress for buildings to validate FIMS entries, project performance based on GP % for building subject to GP but not yet compliant, and recertification. Note, the recertification process and guidance will be provided once CEQ has reviewed GSA’s recommendations.

Reporting Advice: EISA 432 Dashboard • Ensure Energy Manager information is up to date Benchmarking (Portfolio Manager) • • Missing or incorrect US Agency Designated Covered Facility ID Missing or incorrect US Federal Real Property Unique ID Common error is entering FIMS “Property IDs” instead of FIMS “Real Property Unique IDs” Incomplete site energy use - all 12 months of energy use must be reported along with correct IDs in the correct fields to receive credit for benchmarking ECMs (Template) • • Must report energy savings for ECMs Must report water savings for ECMs Must report ECM status and/or provide updates If unsure of estimated savings, update status from “verified” to “identified” – – – Identified - Potential measure identified through an evaluation or by site energy manager(s) for which estimates are very rough and a formal proposal for the implementation of the measure has not been put forward. Verified - The identified measure’s sustainability metrics and costs have been checked for accuracy and confirmed. Awarded/Funding Approved - Contract awarded/funding approved and/or construction has begun. Operational - Construction complete and system is operating. Cancelled - Project terminated or dropped. Provide short reason in “Additional Information”.

Reporting Advice: Training & Education • Training & Education: – Includes organized instructions such as conferences, workshops, seminars, or courses. – The cost includes both the training and associated costs (i. e. travel).

Waste Management • USPS Blue. Earth’s Federal Recycling Program – Simple and free way to recycle electronics! – Recycle items such as empty ink cartridges and unwanted small electronics. – Optimal for recycling small quantities of electronics. – Meets Federal requirements to be a certified recycler. – DOE sites, employees, and contractors can submit a form at fedrecycling. com, and accepted electronics can be mailed in for recycling, free of charge!

Sustainable Acquisition Office of Management and Budget’s definition of contracts: – New contracts, including blanket purchase agreements – Solicitations for new contracts – Modifications to existing contracts to add sustainable acquisition requirements – Task orders under existing multi-year contracts – Indefinite Delivery Indefinite Quantity (IDIQ) – Multiple Award Contracts – Multiple Award Schedules • In addition, small agencies whose contract actions are primarily pcard purchases can review those purchases. Large agencies should not review purchase card purchases.

Sustainable Acquisition • Sustainable Acquisition: – Required Progress Table (select table for FAR or DEAR clauses) – Report the total number of eligible contract actions, total number of contract actions with SA clauses, total eligible contract dollars, and total contract dollars with SA clauses. Calculate the percent of actions and percent of obligations ($) with SA clauses. i) If FAR clauses are specified in your contracts, please fill out the following table: FY 2019 Sustainable Acquisition (SA) Progress Metric Recycled EE Biobased Multi. Statutory EPP Statutory+ Total Number of Eligible Contract Actions Number of Contract Actions w/ SA Clauses Percent of Contract Actions w/ SA Clauses Total Eligible Contract Dollars ($) Total Contract Dollars ($) w/ SA Clauses Percent of Contract Dollars w/ SA Clauses

Sustainable Acquisition ii) If DEAR clauses are specified in your contracts, please fill out the following table: FY 2019 Sustainable Acquisition (SA) Progress • Metric Total Number of Eligible Contract Actions Number of Contract Actions w/ SA Clauses Percent of Contract Actions w/ SA Clauses Total Eligible Contract Dollars ($) Total Contract Dollars ($) w/ SA Clauses Percent of Contract Dollars w/ SA Clauses Biobased Reporting: – Regardless of which table is utilized, sites should specify the number of contract actions for biobased product purchases in FY 2019 and estimate the purchases for FY 2020, if available. iii) Biobased Product Purchase and Targets (# of actions): FY 19: _____; FY 20: _____ Providing an estimate for FY 20 will assist SPO with setting biobased targets in FY 20, which is required by OMB and CEQ.