Continuous Energy Improvement (CEI) Program May 5, 2014 Date: 9:00 a.m. – 11:00 a.m. Time: Audience: Presenter: Auralia Lundquist School District Cohort S trategic E nergy G roup The way a team plays as a whole determines its success. You may have the greatest bunch of individual stars in the world, but if they don't play together, the club won't be worth a dime. - Babe Ruth

Agenda Introductions Review Energy Scope & Policy Discuss Energy Teams Creation Effective Meetings Review Next Steps Roundtable

Attendance

Logistics Ensure your Audio Pin is entered Please ensure your phone is muted Reimbursement Schedule MT&R Session – July 8 th

Objectives Understand components of effective Energy Policy Understand Characteristic of Functional Teams Understand Importance of and Begin Team Charter Realize Team Effective Meeting Strategies Review Next Steps

Scope & Policy 1. Review Scope 2. Review Policy 3. Discussion

Define boundaries and expectations of senior leadership Determine how success will be evaluated Recognize barriers to success Identify implementation protocols Project Scope

Scope Discussion

Shows sponsorship and commitment Signed commitment Reviewed annually Communication to employees Energy Policy

Mission As a part of our commitment to continuously improve our performance and control production costs, we will improve energy management within our organization and work towards best practice where cost-effective. Resources To achieve this, we will: Establish energy efficiency goals and objectives; Use our Energy Management Process to support our overall productivity goals; Specific Energy Efficiency Goals Reduce electricity use by X%, natural gas use by X%, and overall water costs by X% in first 12 months. Reduce consumption of BTU/Unit product by X within the next 3 years. Energy Policy

Have you decided what path you want to take for implementing a policy? - Southern Lehigh - Mechanicsburg

What is a Team

NOBODY DID IT There is a story about four people named Everybody, Somebody, Anybody, and Nobody. There was an important job to be done and Everybody was asked to do it. Anybody could have done it but Nobody did it. Somebody got angry about that because it was Everybody’s job. Everybody thought Anybody could do it but Nobody realized that Everybody wouldn’t do it. Consequently, it wound up that Nobody told Anybody and so Everybody blamed Somebody. But still NOBODY DID IT !!! Team

Team is defined as a group of people, who bring to the table a set of complementary and appropriate skills, and who hold themselves mutually accountable for achieving a clear and identifiable set of goals. Simply stated: A team is a group of people working together towards a common goal. Team

Clear Purpose Understands Goals Comfortable but Engaged Open Communication Supportive Active Members Team Characters Lack of Commitment Absence of Trust Avoidance of Accountability Fear of Conflict Individual Attention Gossip FunctionalDysfunctional

Building Your Energy Team 1. Types of Teams 2. Team Member Responsibilities 3. Build Your Team 4. Stages

Types of Teams Problem- Solving Functional Self-directed Cross-Functional Natural Work Groups Virtual

Engaged Executive Sponsor Responsible Energy Champion Empowered members “Participation is a season, not a sentence.” Effective Energy Teams

Energy Sponsor Identifies the vision and reason for change Defines success Removes barriers Recognizes progress Asks the 4th question! Effective Energy Teams Energy Champion Displays passion Enrolls others and builds a team Takes action to jump into the sea of change Manages resistance Keeps leadership informed Meets with team/assigns action items/creates agendas/keeps minutes

Team Members Have cross functional representation with specific roles and responsibilities Understand the vision and deliverables Are empowered to take action Have time allotted to execute Demonstrate passion to succeed Track progress to goal Effective Energy Teams

Core Team Facility Manager (Sponsor) Energy Champion Data Champion This part of the team will remain constant Extended Team Who is important to this task? These people will change Your Energy Team

How have you formed your core team? What are the areas represented? Do you need anyone else? Build Your Energy Team

Focusing Teams 1. Team Charter or Scope 2. Operating Guidelines

Team Charter 1. Clarify What the team is expected to do 2. Focus the energies and activities of team members 3. Provide a basis for setting goals and making decisions 4. Motivate team members to excel 5. Help them visualize their potential 6. Communicate the teams purpose to others

What to Include 1. Overall Purpose 2. Stakeholders 3. Key Result Areas 4. Timeframes 5. Other

Steps to Creating a Charter 1. Prepare thoughts and ideas 2. Jointly brainstorm 3. Develop a rough draft 4. Allow for all members to review 5. Finalize and distribute

Key Points 1. Involve key personnel 2. Don’t drag the process out 3. Strive for practicality 4. Live by your charter

Create Your Team Charter 1. What is the overall propose of our team? 2. What types of products and services do we provide? 3. Who are our customers? 4. Who are our stakeholders? 5. What results are expected? 6. What dates or timeframes should be included in our charter?

Operating Guidelines If the team does not deliberately set operating guidelines, then the teams norms or habits become the guidelines by default Operating guidelines foster trust and openness Operating guidelines establish common expectations for team member behavior They provide a common vision of how the team will operate They foster continuous improvement

Examples of Operating Guidelines We follow through on everything we commit to do We attack issues and problem and not each other We make decisions by consensus We keep minutes of all meetings We start and end our meetings on time We address problems or concerns at our meeting and not to others

Things to Remember Use terms that describe observable behavior and not attitude or feelings Make the guidelines brief and understandable Post them where they can be seen Review and revise on a regular basis

Things to Watch Out For Avoid Dwelling on the past Avoid using to discriminate your team members Avoid using guidelines to correct performance problems of individuals

Down the Road Which operating guidelines seem to be working well for our team? Which guidelines do not seem all that helpful or important? What issues or problems have emerged for the team that should be addressed? What new opportunities face the team and what guidelines should be set so that the team can meet those opportunities successfully?

Create Your Guidelines

Goals & Accountability 1. Benchmarks & Measurement 2. Accountabilities 3. Tracking & Communication

Benchmarks Benchmarking: 1. Defines meaningful standards for performance 2. Determine what is possible

Measuring Current Performance - What information is available - Is additional information needed - Where and how to get information - How will we track in the future

Setting Goals - Clear & meaningful Measurement - Describe Specific Actions - Include Completion Date - Challenging but Achievable Define SMART goals  Specific  Measurable  Attainable  Relevant  Timely

Clarifying Accountabilities WhoWhatWhen JoeEnsure LOC is postedFebruary 14, 2014 StephanieDraft Team ScopeMarch 15, 2014 Robert Create Awareness Survey March 15, 2014

Accountability Tips - Be Specific - Not used for blame - Reinforce accountabilities - Modify chart

Track Progress - Keeps Focus - Fosters Continuous Improvement - Provides Understanding - Creates Motivation - Identify Problems - Increases Satisfaction - Identifies New Opportunities

Tracking - KIS - Tie to EnPI’s - Establish regular measurement periods - Make Visuals - Meaningful and Honest

Communicating Methods - Pictures/Charts - Review Sessions - Standard Reporting Process - Employee Awareness Sessions

Effective Meetings 1. Team Meetings 2. Action Oriented 3. Meeting Minutes

Team Meetings - Set date, time, and frequency - Start and end on time - Agendas created and distributed

Action Oriented - Review Progress towards Goal - Members report on progress - Address new accountabilities

Meeting Minutes Minutes should be taken and distributed to all team members. - Updates all members - Keeps team on Track - Future reference

Summary Build a team with appropriate team members. Focus your team towards a common goal. Create team goals and accountabilities. Have effective team meetings to ensure success.

Round Table

Activity Calendar ActivityScheduleVenue PY5 ( until May 2014) 1CEI KickoffMonday April 7, 2014Workshop-PPL EU 2Energy Policy & TeamMay 6, 2014Webinar 3Building Operation AssessmentApril, May & JuneIndividual Onsite PY6 (June May 2015) 4MT&RJuly 1, 2014Workshop- TBD 5MT&R model updates/handoffsMonth of AugustIndividual 6Midterm Progress ReportSeptember 9, 2014Webinar 7Energy Analysis & AuditsOctober 7, 2014Webinar 8Employee AwarenessNovember 4, 2014Webinar 9BenchmarkingJanuary 6, 2015Webinar 10Roll Out PlanMarch 3, 2015Webinar 11Strategic Energy Mgt. PlanApril 7, 2015Webinar 12Final ReportMay 5, 2015Workshop-PPL EU PY7 (June May 2016) 13 Second EMAJune 2015 – August 2015Individual 14MT&R Model for additional buildingMay December2015Individual 15Update SEMPJanuary May2016Individual 16Implement Roll Out PlanJune May 2016Individual

Next Steps Complete a Written Scope Identify Energy Team Members Complete Information Request Form Prepare for Building Operations Assessment Schedule Energy Management Assessment Attend Energy Champ Update on May 20 th

Auralia Lundquist, Implementation Manager Direct: Mobile: Contact