GLOBAL CITIZENSHIP 2012 Reporting Schedule: Slide 3 What is the EIAS: Slide 4 Five Easy Ways to Avoid Errors: Slide 5 Properties with Multiple Meters: Slide 6 NAD Energard Properties: Slide 7 Accessing the EIAS: Slide 8 Entering Your Periodic Data: Slides Table of Contents Completing Your Annual Survey: Slides About your Property: Slides Energy & Emissions: Slides Water: Slides Additional Information: Slides Error Check: Slides Submitting for Review: Slides Conducting the Final Review: Slides Questions: Slide 41
GLOBAL CITIZENSHIP 2013 Reporting Schedule January 8 th, 2013 EIAS opens for annual reporting Jan. / Feb GC Team provides weekly reporting status updates February 22 nd, 2013 EIAS closes for all properties Late February – Mid April Data Verification period (varies by division) April – June 2013 Third-Party Verification activities June 30, 2013 CDP Emissions submittal July 31, 2013 CDP Water submittal July 29, 2013 Report on progress towards 30/20 by 20 3
GLOBAL CITIZENSHIP PART 1: Periodic Data This is the section where you need to enter your property’s occupancy rate, water consumption, energy consumption and waste generation data. It is best that you enter this data every single month, or as often your billing cycles allow, so that you will get the full benefit of the reports available in the SRC and Reflex. PART 2: Annual Survey The annual data survey asks for descriptive information about your property, environmental practices, your perceived environmental risks, and to confirm all of the periodic data that was entered for your property if you haven’t already done so. This section is only to be completed once per year and it must not be completed until AFTER you have fully filled out the Periodic Data section. We do not disclose individual property data publicly, but both parts of the EIAS are compiled for all of Starwood’s global environmental reporting. 4 The Environmental Impact Assessment Survey (EIAS) is Made up of Two Parts Intro to the EIAS
GLOBAL CITIZENSHIP 1.Be sure to include data from ALL of your property’s energy & water meters. 2.Take your time to enter the information carefully! Be sure not to transpose digits or add too many (or too few) zeros. 3.Make sure you are using the correct units! For example, there is a big difference between short tons and metric tons. Or, depending on the utility company, “MBtu” can mean either thousand Btus or million Btus. 4.Take time to familiarize yourself with your bills. Look at the EIAS and see what information you’ll need and find it all on the bill before you get started. 5.If you’re not sure about something, ask someone! If you don’t understand your bill, call your utility company or ask your property’s Accounting Department for help. If you need help with the EIAS, reach out to your divisional support. It is a lot easier to take the extra step to enter the information correctly the first time than to have to fix errors later! 5 Five Easy Ways to Avoid Errors When Entering Your Property’s Periodic Data Five Easy Ways to Avoid Errors
GLOBAL CITIZENSHIP The Periodic Data section of the Environmental Impact Assessment Survey can only accept one meter for a given time period. The EIAS does this to protect against accidentally entering, for example, two months worth of consumption as only one month’s consumption. So, if one or more of your utility types has more than one meter, there are two options for how to enter this into the EIAS: Option #1: If all of your meters for that utility type are read on the same date and reflect usage for the same number of days, you can simply add all of the meters together and enter those sums into the EIAS as one meter. Options #2: If one of your meters is read on a different date or reflects usage for a different number of days from the rest of the meters for that utility type, you will need to use the Multiple Meters Solution (MMS) that we have created for you. The MMS can be found here: measuring_reporting_support_documents/view_category. The MMS is located at the bottom of the page and instructions on how to use the tool are included in the first tab of the MMS. measuring_reporting_support_documents/view_category 6 What if my Property Has More Than One Meter for a Given Utility Type? Properties with Multiple Meters
GLOBAL CITIZENSHIP Properties that subscribe to Energard MUST DOUBLE CHECK the energy and water figures uploaded from Energard for errors. If you find anything to be incorrect, you will need to contact your Energard representative as soon as possible. This is important because, once you complete your Annual survey for a given year, all of the energy and water use for that time period is locked in the EIAS and Energard will not be able to download corrected information for that year. Energard only manages utility types that are billed. Be sure to enter other applicable utility types (e.g. gasoline, diesel and propane) into the Periodic Data section. 7 Properties Participating with Energard (NAD ONLY) will Have Their Data Downloaded Automatically Energard Properties
GLOBAL CITIZENSHIP 8 Accessing the EIAS Once you have signed into the SRC, hover your mouse over the “Tracking & Reporting” header to reveal the menu below. Click on the “EIAS” to enter the EIAS Area of the SRC. Getting Started
GLOBAL CITIZENSHIP 9 Once here, the first part is to enter the Periodic Data. You do not need to enter data for each section, only for the utility types that you use. You must complete the occupancy rate section as well so that the EIAS can complete your per occupied room calculations. Periodic Data Entering Your Periodic Data into the EIAS
GLOBAL CITIZENSHIP 10 This is the page you see when you click on the Occupancy Rate link. Click on the “New Entry” button to add a new entry. It is best to enter all periodic data monthly or as frequently as possible so that you will get more detailed information from the SRC’s reporting functionality. Periodic Data Entering Your Periodic Data into the EIAS
GLOBAL CITIZENSHIP 11 Entering your Periodic Data into the EIAS 2013 Changes: Water has been split into Metered & Non-Metered More informative directions included in the Periodic Data sections. When you click on New Entry, this is what you’ll see. When entering the Start and End Dates for each utility type, the Start Date should be the first day of the billing cycle and the End Date should be the last day of the billing cycle. The date should be entered month/day/year, NOT day/month/year. Choose the appropriate units based on what your bill states. Click Save when the entry is complete.. Continue to fill out the Periodic Data Section in the manner for all energy, water and waste data that is appropriate for your hotel.
GLOBAL CITIZENSHIP PART 1: Periodic Data This is the section where you need to enter your property’s occupancy rate, water consumption, energy consumption and waste generation data. It is best that you enter this data every single month, or as often your billing cycles allow, so that you will get the full benefit of the reports available in the SRC and Reflex. PART 2: Annual Survey This section is a simple questionnaire that asks for more descriptive information about your property, your environmental management, perceived environmental risks and any special circumstances that happened in the last year that could have affected your impact on the environment. This section is only to be completed once per year and it must not be completed until AFTER you have fully filled out the Periodic Data section. We do not disclose individual property data publicly, but both parts of the EIAS are compiled for all of Starwood’s global environmental reporting. 12 When You Have Completed Your Periodic Data for the Year, It is Time for Part 2: Annual Data Annual Data
GLOBAL CITIZENSHIP 13 Entering the Annual Data into the Annual EIAS Below the Periodic Data menu, you will find the Annual Data menu. You will only need to complete this section once per year in the very beginning of the year. The word in parentheses represents the status of your Annual Data submission: - Unstarted = No one from the property has begun the Annual Data questionnaire. - Open = Someone from the property has entered the questionnaire, but hasn’t submitted it yet. - Submitted = Someone from the property has answered all of the parts of the Annual Data questionnaire. A second person still needs to review the submitted information before the Annual Data process is complete. - Reviewed = A second person from the property has reviewed the answers in the questionnaire. When this second person signs off on the Annual Data questionnaire, the annual data submission AND the periodic data submission for that year are now locked in the system and cannot be changed! Annual Data
GLOBAL CITIZENSHIP 14 Completing the Annual Survey 2013 Changes: New section headings that allow for easy navigation At-a-glance checklist that allows user to gather all required data Along the top, you see a progress bar showing what step of the questionnaire you are on. Your current page will be highlighted in yellow. Completed pages will get a green check, incomplete pages will get a red x and not started pages are grayed out. This message is reminding you to fully complete your Periodic Data for the year before you complete the Annual Data questionnaire. This is important because your Periodic Data will be locked once you complete the Annual Data questionnaire because, by completing this questionnaire, you are verifying that all of your Periodic Data is correct. Click the blue button to move to the next section of the survey. Survey Home Page
GLOBAL CITIZENSHIP Changes: General Hotel Information is now auto-populated with the response from the previous year’s survey. Completing the Annual Survey Enter the percent of the total floor area that is heated and/or cooled. These percentages do NOT need to add up to 100%. Please review the auto populated (from previous year) data and make any changes needed. Floor Area: Floor area of your property’s enclosed space excluding parking. Select the unit (square feet, square meter, etc.) of measure. Parking Area: Enter the total area of your parking facility. If you have no parking or work with an off-site third party, please enter “0” here. If you have a parking structure with multiple levels, include the total floor area of all levels. Select the unit (square feet, square meter, etc.) of measure. Associates: Enter the number of full-time and part- time associates. This should be the number of full-time employees working at the SAME TIME, NOT the total number of people employed at the hotel. Because this varies with occupancy, pick a time that is average for your property – not high or low About Your Property
GLOBAL CITIZENSHIP 16 Completing the Annual Survey About Your Property 2013 Changes: More user-friendly expandable sections throughout the survey. Please check all other amenities/services that your hotel offered last year. Click this box if your property includes any kind of residential/permanent residence components. Pool(s): Please check all of the pool/spa amenities that were available at your property last year. Fill in all fields. If your property has more than one size of pool, choose the size most utilized or if there are two, choose the larger of the two sizes. Please check this box if at least one of your pools is heated.
GLOBAL CITIZENSHIP 17 Completing the Annual Survey About Your Property 2013 Changes: Hover over the HELP buttons to get further explanation Please select whether the in-house laundry is for guest use or for hotel operations, or both. Check if your property has on site elevators, escalators or a CHP Plant. If the hotel does have elevators and/or escalators, enter the number in the expanded box.
GLOBAL CITIZENSHIP Completing the Annual Survey Changes: A summary of periodic data is included for each energy & water type entered in the Periodic Data section. If your hotel does NOT use a particular energy type listed in the Caution Box (e.g, Coal), then click NEXT, if your hotel does, click Periodic Data to return and enter the correct amounts. Zeros do not need to be entered for non- applicable energy utility types. Energy and Emissions
GLOBAL CITIZENSHIP Completing the Annual Survey Changes: Each energy related section now has its own page. Click yes, as applicable, and an expanded window will appear for additional information. Energy and Emissions
GLOBAL CITIZENSHIP Completing the Annual Survey 20 Energy and Emissions Please check Yes if your property purchases any energy that comes from renewable, clean sources. If you choose Yes, you will be asked to describe. REC: Please check Yes if your property used any energy that it generated itself on-site in the last year. If you choose YES, you will be asked to describe. If your has retired any RECs in the last year. Please click on Help for an explanation of RECs. If you choose Yes, you will be asked to provide the amount of energy your RECs represent (in kilowatt- hours or megawatt-hours).
GLOBAL CITIZENSHIP Completing the Annual Survey 21 Energy and Emissions Please check Yes if your property participates in an emissions trading scheme. Please click HELP for an explanation of an emissions trading scheme. If you choose Yes, you will be asked to describe it.
GLOBAL CITIZENSHIP Completing the Annual Survey 22 Energy and Emissions Please check Yes if your hotel has retired any RECs within the last year. Please click on Help for an explanation of RECs. If you choose Yes, you will be asked to provide the amount of energy your RECs represent (in kilowatt-hours or megawatt-hours).
GLOBAL CITIZENSHIP Completing the Annual Survey 23 Energy and Emissions Select the renewable energy system that your property has on-site. Options include: Wind Turbines, Solar, Photovoltaic Solar, Thermal, Geothermal, Fuel Cells, Other, Don’t Know. If you select “Other”, please use this space to describe your property’s on-site renewable energy system. In this field, please enter the unit in which you measure this energy. You may use whatever unit is best. In this field, please enter the amount of energy used from your on-site renewable energy system.
GLOBAL CITIZENSHIP Completing the Annual Survey Energy and Emissions Please check this box if your property uses HFCs in its refrigeration systems. If your property does use HFCs, please follow the link provided to access the Greenhouse Gas Protocol’s HFC Calculator to determine the carbon footprint of that HFC use. The Greenhouse Gas Protocol also offers a Guidance Document on how to use the calculator.
GLOBAL CITIZENSHIP Completing the Annual Survey Changes: A summary of periodic data is included for each water type entered in the Periodic Data section. If your hotel does NOT use a particular water type listed in the Caution Box or reminder verbiage (in Red), then click NEXT, if your hotel does, click Periodic Data to return and enter the correct amounts. Zeros do not need to be entered for non-applicable water types. Water
GLOBAL CITIZENSHIP 26 Entering the Annual Data into the EIAS This section refers to the source of your property’s water. If you use municipal water, this refers to where that water originates. If you don’t know, please check “I don’t know” Changes: Each water related section now has its own page. Click yes, as applicable, and an expanded window will appear for additional information. Water
GLOBAL CITIZENSHIP 27 Entering the Annual Data into the EIAS Please check all of the methods your property uses to discharge its waste water. Check all that apply. Water
GLOBAL CITIZENSHIP 28 Entering the Annual Data into the EIAS Please check if your property recycles its waste water including grey-water recycling (e.g. recycled laundry water). If yes, include the additional information required. Water
GLOBAL CITIZENSHIP Completing the Annual Survey Changes: A summary of periodic data is included for each waste type entered in the Periodic Data section. If your hotel does NOT use a particular waste type listed in the Caution Box or reminder verbiage (in Red), then click NEXT, if your hotel does, click Periodic Data to return and enter the correct amounts. Zeros do not need to be entered for non-applicable waste types. Additional Information 2013 Changes: A summary of occupancy data is now included within the survey. Please ensure that they are correct for each time period. If you discover an error, please make any necessary adjustments within the periodic data section.
GLOBAL CITIZENSHIP Completing the Annual Survey 30 Additional Information Please enter the total number of guest meals prepared within the cooking facilities located at your property.
GLOBAL CITIZENSHIP Completing the Annual Survey 31 Additional Information Please enter the total number of guest meals prepared within the cooking facilities located at your property Changes: New question that addresses seasonal properties.
GLOBAL CITIZENSHIP Completing the Annual Survey 32 Additional Information Please read carefully and check all that apply. The “Other circumstances…” checkbox is to provide some possible explanations for unusual occurrences as explained in the Reporting Protocols, which are found at m/writable/files/Measuring_and_Reporting_Ma terials/starwood_environmental_reporting_prot ocol_v1.5.pdf): m/writable/files/Measuring_and_Reporting_Ma terials/starwood_environmental_reporting_prot ocol_v1.5.pdf Examples include: Extreme weather causing large changes to typical heating/cooling. Documentation of a meter failure. Implementation of substantial energy/water improvements Substantial changes in building characteristics (room count, enclosed building space, etc.) Changes in business practices (e.g. outsourcing laundry) leading to a substantial change in consumption. An increase in water use due to a leak. Partial shut downs of rooms/floors due to low occupancy, which can be attributed to either seasonal qualifications or other circumstances Changes: The “Special Circumstances” questions were clarified. Further instructions are included if you check the “Other Circumstances” box.
GLOBAL CITIZENSHIP 33 Completing the Annual Survey This question addresses the risks that your property may face in the future due to Climate Change. Please check all of the potential risks that you feel may effect your property. If you determine that your hotel is not presented with any of the risks listed here, you must select “No Risk” before being allowed to continue to the next page of the survey. Additional Information
GLOBAL CITIZENSHIP 34 Completing the Annual Survey 2013 Changes: Click “Run Error Check” to determine if any errors were found within your submittal. Error Check
GLOBAL CITIZENSHIP Completing the Annual Survey Changes: Updated Error Check section allows direct link to the area of the error. Either “Update Data” as needed or acknowledge that data is correct (Mark Complete) Error check now uses divisionally specific data ranges in lieu of global ranges to validate data during the error check After the error check, you will see how many errors were discovered during the error check and this counter will indicate how many errors you have left to address. Error Check
GLOBAL CITIZENSHIP Submitting for Review Changes: Submit for Review page has a new look that will make it easier for the person completing EIAS to complete. Reviewer’s address was also added. Once you click “Notify Reviewer”, he/she will be sent an that includes instructions on how to review the EIAS submittal and a link to the annual survey they need to review. Submit for Review On this page, you need to submit the name, SW One ID, and of another person at your property who you trust to review all of the Periodic Data and Annual Survey data to ensure it is correct and sign off on your submittal. In this field, enter the Reviewer’s StarwoodOne ID. In this field, enter the Reviewer’s address.
GLOBAL CITIZENSHIP 37 Finding your Reviewer’s and SWOne ID Final Review This is where you will find your Reviewer’s StarwoodOne ID (Login ID) to use when submitting your EIAS. Do not assume you know the Reviewer’s StarwoodOne ID. Good examples of people who make a good Reviewer include: General Manger Dir of Engineering Dir of Finance Hotel Manager Once you are in SWOne, you can search for your Reviewer by entering their Last Name into the Who’s Who Quick Search box on the home page.
GLOBAL CITIZENSHIP Completing the Annual Survey 38 Submit for Review Once you click “Notify Submitter”, this is the page you will see.
GLOBAL CITIZENSHIP Completing the Annual Survey 39 Final review 2013 Changes: The new Final Reviewer Section includes: 1) One-page summary of reported data, 2) Section-by section verification, and 3) Summary of error check status Check all of the data and either “Update Data” as needed or acknowledgement that data is correct (Mark Complete) At the bottom, click
GLOBAL CITIZENSHIP Completing the Annual Survey 40 Final review 2013 Changes: Updated wording for Final Review page. Once the Reviewer has clicked “NEXT” on all pages and confirmed the data entered, he/she will click “SUBMIT REPORT FOR 2012”. Your submittal is now complete. Congratulations!
GLOBAL CITIZENSHIP 41 For Questions on how to fill out your Annual Survey, contact your Divisional Sustainability Support APD: Chan Weng Leong EAME: Alexandra LeClerc LAD: Magdalena Valenzuela NAD: Kelly Cronin Questions? Thank You! For technical difficulties with accessing your Annual Survey, contact Global Support Global Support: Trent Riley