9/25/06 NYSCOSS Presentation

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Benchmarking Toward Energy Efficiency
C
R
PASBO Annual ConferenceMarch, 2007
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Introduction
Bob Schoch Director of Business
Administration Council Rock School District
Mike McGarvey CRSD Energy Manager ARAMARK
Education
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Todays Discussion
The benchmarking process helps to set goals,
accelerate improvement, incorporate best
practices and gain support in order to meet and
exceed program expectations for energy reduction
at Council Rock School District
Benchmarking Used to Guide Energy Management
Program in

• Assessing Opportunity
• Developing Policy Selection of Overall Approach
• Implementation and Evaluation of Efforts
• Sustaining Progress

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Benchmarking Defined
Benchmarking is
A disciplined approach for comparing
the performance of processes, methods,
procedures, products or services against
best-in-class criteria.
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Steps of Benchmarking

1. Identify comparative source and collect data
2. Determine performance gap
3. Communicate findings gain acceptance
4. Establish functional goals
5. Develop action plans
6. Implement plans monitor progress

Implement plans monitor progress
Identify comparative source collect data
Develop action plans
Determine performance gap
Establish functional goals
Communicate findings gain acceptance
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Assessing the Opportunity Step 1 - Identify
Comparative Source Collect Data
PASBO Provides benchmarking surveys of various
facility data including energy cost
Facilities Benchmarking Report
Energy StarTM Provides benchmarking of energy
consumption by building and by district through
its on-line Portfolio Manager tool.
Consultant Some energy consulting organizations
maintain databases which can run benchmarking
comparisons against similar institutions.
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Assessing the Opportunity Step 1 - Identify
Comparative Source Collect Data
District Energy Cost and Consumption Jan Dec
2005
Total Consumption 183,700 MMBTUs
Total Cost 3.7 Million
kBtu/GSF 102.0 /GSF 2.07
Consumption (MMBTU)
Cost
Fossil Fuel 1,159,000 31
Electric 86,800 MMBTU 47
Fossil Fuel 96,900 MMBTU 53
Electric 2,565,000 69
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Assessing the Opportunity Step 2 - Determine
Performance Gap PASBO
2003-2004 PASBO Facilities Benchmarking Report
14. Utilities per Square Foot of Instructional
Building Space
Council Rock SD benchmarked at 1.80/sqft Median
- 1.44/sqft Lowest - 0.97/sqft
Although utility costs are less controllable than staffing costs, utilities represent a large expense and may offer a possibility for significant savings. This major expense saw one of the largest percentage increases for 2001-2002 at 13. In dollars per square foot, utilities increased from 1.15 to 1.30. Although utility costs are less controllable than staffing costs, utilities represent a large expense and may offer a possibility for significant savings. This major expense saw one of the largest percentage increases for 2001-2002 at 13. In dollars per square foot, utilities increased from 1.15 to 1.30. Although utility costs are less controllable than staffing costs, utilities represent a large expense and may offer a possibility for significant savings. This major expense saw one of the largest percentage increases for 2001-2002 at 13. In dollars per square foot, utilities increased from 1.15 to 1.30. Although utility costs are less controllable than staffing costs, utilities represent a large expense and may offer a possibility for significant savings. This major expense saw one of the largest percentage increases for 2001-2002 at 13. In dollars per square foot, utilities increased from 1.15 to 1.30. Although utility costs are less controllable than staffing costs, utilities represent a large expense and may offer a possibility for significant savings. This major expense saw one of the largest percentage increases for 2001-2002 at 13. In dollars per square foot, utilities increased from 1.15 to 1.30.
STUDENT COUNT STUDENT COUNT STUDENT COUNT
All Districts All Districts More Than 7,000
2001-2002 2003-2004 More Than 7,000
Highest 1/3 From 2.04 2.65 1.88
Highest 1/3 To 1.28 1.43 1.52
Mid 1/3 From 1.27 1.42 1.51
Mid 1/3 Median 1.15 1.30 1.44
Mid 1/3 To 1.06 1.16 1.27
Lowest 1/3 From 1.05 1.15 1.26
Lowest 1/3 To 0.60 0.53 0.97
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Assessing the Opportunity Step 2 - Determine
Performance Gap Energy Star

• Energy Star - Portfolio Manager Rating

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Assessing the Opportunity Step 2 - Determine
Performance Gap Consultant
2005 ARAMARK Benchmarking Survey
Council Rock SD benchmarked at 2.11/sqft Average
- 1.65/sqft Lowest - 1.34/sqft
/GSF
GAP
Council Rock School District
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Assessing the Opportunity Step 2 - Determine
Performance Gap
Potential Savings
792,000
Source Potential CRSD Baseline Gap
PASBO
Energy Star

1.44/sqft
1.88/sqft
0.44/sqft
50
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1.65/sqft
2.11/sqft
0.46/sqft
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Developing Policy Selecting Overall Approach
Step 3 - Communicate Findings Gain Acceptance
If we dont change our direction, we might end
up where were headed.
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Developing Policy Selecting Overall Approach
Step 4 - Establishing Functional Goals

1. Programs should be based on best practices and
   industry standards Programs with random
   practices become difficult to enforce

1. Elements of program must be generally acceptable,
   such as temperature ranges, to maintain a
   positive view and adherence to the policy

Rule of Thumb
1 reduction in heating and cooling costs for
every 1F of temperature setback
Council Rock School District selected comparative
sources in other education institutions and
building design standards to establish
temperature goals
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Developing Policy Selecting Overall Approach
Step 4 - Establishing Functional Goals

• Board Adopted Energy Policy Based on best
  practices found in higher education, k-12,
  government

• Energy team established
• Accountabilityprincipals
• Shared savings plan authorized
• Public reporting

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Reporting Accountability
Incentive Program
Operations Maintenance
Community Involvement
Training
Energy Purchasing
Standardization
Capital Projects
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Developing Policy Selecting Overall Approach
Step 5 Develop Action Plans

• Assess staffing staff capabilities How does
  maintenance staffing level compare to other
  districts? What is the skill level?
• Assess facility conditions How does the
  building equipment condition compare from one
  bldg to another, from your district to others, to
  expected life span? What are the capital needs?
  This may require outside professional review.
• Understand the types of programs and the
  potential improvement from each

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Developing Policy Selecting Overall Approach
Step 5 Develop Action Plans
Contracted Program
100
(High Cost)
75
Hire Energy Manager
Options for Energy Management programs provide
different levels of cost and potential benefit
(Medium Cost)
Energy Savings Potential
Hire Additional Maintenance Staff
50
(Low Cost)
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Use Existing Maintenance Staff
(No Cost)
Do Nothing (No Cost)
0
Year 0
Year 2
Year 3
Year 4
Year 5
Year 1
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Developing Policy Selecting Overall Approach
Step 6 Implement Plans Monitor Progress
Source Potential CRSD Baseline 1st Year Progress
PASBO 1.44/sqft FY03/04 1.88/sqft
Energy Star 50 11
1.65/sqft 2005 2.11/sqft
Reduced to 1.77/sqft
Increased to a rating of 28
Reduced to 1.77/sqft
Energy rates increased 36.0 as compared to
fiscal year 2003/04
Energy rates increased 24.3 as compared to
calendar year 2005
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Developing Policy Selecting Overall Approach
Step 6 Implement Plans Monitor Progress
Bottom Line
District energy consumption has decreased 30
during the first year of the program
Savings to date - 1.38 Million
Jan Dec District Energy Costs
Fiscal Impact
In 2005, CRSD spent 3.7 Million on energy
Millions of Dollars
If consumption had remained the same in 2006,
CRSD would have spent almost 4.6 Million on
energy
During the first year of the Energy Program, CRSD
spent 3.2 Million on energy
Jan Dec 2005 (Baseline)
Jan Dec 2006 (Calculate)
Jan Dec 2006 (Actual)
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Implementation of Plans Evaluation of Efforts
One of the first steps of implementation was to
establish location/energy use type priorities to
identify season/systems of highest operational
opportunity for

• Realization of higher initial savings
• Directing efforts of energy manager, staff and
  contractors
• Equipment procurement

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Implementation of Plans Evaluation of Efforts
Building Energy Cost per GSF
Determining bldg to bldg performance gap
/GSF
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Implementation of Plans Evaluation of Efforts
Prioritization of schools based on cost/gsf and
percentage of District total cost
Priority 1 Priority 2 Priority 3
Communicating findings to develop next level of
action plans
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Implementation of Plans Evaluation of Efforts
By selecting a different data set for each
building, a new comparison can be made to
identify operating characteristics to determine
performance gaps and identify potential for
improvement.
Year round use in a fully air conditioned
building with inadequate controls for cooling or
re-heating
Example 1
Winter gas usage is lower than in the Summer
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Implementation of Plans Evaluation of Efforts
Check progress regularly and often (continuously
benchmark)

• Monthly comparison to baseline indicates success
  of overall efforts as they are implemented
• Identify operational problems and errors
• Measure effect specific efforts such as holiday
  curtailment
• Re-focus/re-prioritize efforts as needed

Example The data from the last slide was used
to target action plans for the school in question
at improving chiller and re-heat controls and to
greatly reduce the summer energy use.
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Implementation of Plans Evaluation of Efforts
Progress monitoring data shows drop in summer
energy use but also provides comparison to assess
performance gaps.
Note the rapid drop in performance in Nov. and
Dec. This was due to maintenance and operational
errors made in Oct.
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Implementing Plans Monitoring Progress
Avg. 3,200 kWh/ day
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Implementation of Plans Evaluation of Efforts
Avg. 2,300 kWh/day
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Implementation of Plans Evaluation of Efforts
Facility Name Baseline Rating Current Rating Current Site Energy Intensity (kBtu/Sq. Ft.)
Elementary School 1 10 17 68.4
Elementary School 2 9 13 79
Elementary School 3 6 16 71.2
Elementary School 4 12 21 74.5
Middle School 1 6 26 76.5
Elementary School 5 33 59 53.2
Middle School 2 13 23 64.7
Elementary School 6 9 17 65.4
Middle School 3 13 34 60.6
Elementary School 7 17 75 42.4
Energy Star Portfolio Manager is an excellent
tool for monitoring progress and provides a
continuous benchmark comparison to other K-12
buildings in the country. The performance gap is
readily known using the rating system and it
provides goal setting features to project
potential improvement.
Energy Star Rating Scale is 1-100
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Sustaining Progress Communicate Gain Acceptance
Communication, community involvement and
education are vital parts of energy program
implementation in order achieve sustainable
success.
Monthly Newsletter
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Sustaining Progress Communicate Gain Acceptance
Each group will have different interests in the
program results. It is important to connect with
these interests to gain acceptance and support.
The end goal is to change inefficient habits and
culture to efficient, concerned ones.
3,062 Tons of CO2 Reduced
78,500 Trees Planted
663 Cars off the Road for 1 yr
392 Homes Powered for 1 Year
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Sustaining Progress Communicate Gain Acceptance

• Energy Awareness Week
• Logo slogan contest
• Theme of the day announcements
• Spirit Day
• Family flyers
• Developing an energy display at each school
  Developing interest of the staff and students and
  creating an educational tool
• Environmental Clubs Working with students
  involved in environmental improvement

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Sustaining Progress Communicate Gain Acceptance

• District Guidelines Comprehensive energy
  guidelines for all departments and staff
  Development of Design, Product, Maintenance and
  Operational Standards

• Operations Manual Mechanical systems operations
  for each school. Capturing knowledge is vital to
  long-term savings

• Training Programs Technical training for
  maintenance staff is a must to ensure they have
  the knowledge needed to operate equipment
  properly and efficiently

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Sustaining Progress Communicate Gain Acceptance
Energy Star
- Purchasing standards for equipment - Energy
tracking - Establishing future goals - Energy
Management Program Assessment Matrix
Incentive Program
School sharing in the savings Approved
expenditures capital improvements
Going Green
Defining District Vision Implementation assistance
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Summary
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Summary Energy Savings by Month
Energy Reductions
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Summary Energy Intensity Reduction by School
District energy consumption reduced by 30
1st Year energy savings of 1.38 Million
Jan05 Dec05 Average 102 kBTU/GSF
kBTU/GSF
Jan06 Dec06 Average 71 kBtu/GSF
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Summary Benchmarking is Best Practice
Benchmark today internally and externally PASBO
provides benchmarking opportunities every few
years with the Facilities Benchmarking
Report. Benchmarking to best practices is just as
important to benchmarking data in order to create
high performing operations.
Implement plans monitor progress
Identify comparative source collect data
Develop action plans
Determine performance gap
Establish functional goals
Communicate findings gain acceptance
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Summary Benchmarking to Best Practices
Energy Star tool for benchmarking complete
energy program to best practices
ENERGY STAR Energy Management Assessment Matrix ENERGY STAR Energy Management Assessment Matrix ENERGY STAR Energy Management Assessment Matrix ENERGY STAR Energy Management Assessment Matrix
Little or no evidence Some elements Fully Implemented
Assess Performance and Opportunities  Assess Performance and Opportunities     
Gather and Track Data Little metering/no tracking Local or partial metering/tracking/reporting All facilities report for central consideration/analysis
Normalize Not addressed Some unit measures or weather adjustments All meaningful adjustments for organizational analysis
Establish baselines No baselines Various facility-established Standardized organizational base year and metric established
Benchmark Not addressed or only same site historical comparisons Some internal comparisons among company sites Regular internal external comparisons analyses
Analyze Not addressed Some attempt to identify and correct spikes Profiles identifying trends, peaks, valleys causes
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QuestionsDiscussion
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Section Summary
This section covered how CRSD used the findings
of the opportunity assessment to communicate the
need for an energy management program and use
steps from the benchmarking process to develop
functional goals into a policy and develop first
level action plans to guide the selection of a
program approach.
Implement plans monitor progress
Identify comparative source collect data
Develop action plans
Determine performance gap
Establish functional goals
Communicate findings gain acceptance
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Section Summary
As you can see, the cost and consumption data can
be viewed in a variety of comparisons to measure
performance gaps in order to guide the
implementation process and indicate successful or
unsuccessful progress.
Implement plans monitor progress
Identify comparative source collect data
Develop action plans
Determine performance gap
Establish functional goals
Communicate findings gain acceptance
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Lessons Learned
Quick ramp-up is possible Administration
involvement is critical Superintendent,
Business Mgr, Facilities Mgr CommunicationsDont
leave anyone unaware of program Energy Team
Make-upBroad representation is important. Dont
involve only a single affected group. Capital
spending planDont begin immediately Note that
this savings was achieved following a previous
energy performance contract
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Implementing Plans Monitoring Progress

• District Commitment of 500,000 for Energy Saving
  Capital Improvements
• Goal is to make equipment more efficient when
  operating
• Directed at quick payback efforts lt 2-3 yrs
• Initial Site Review Team
• Needs identifiedIncluded both energy efficient
  equipment upgrades and deferred maintenance
• Project cost and simple payback analysis
• Energy Manager
• Stage projects according to payback and
  coordination with future steps and Facility
  Master Plan
• Adjust project list as more information is
  gathered
• Specification writing, project management and
  commissioning

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Implementing Plans Monitoring Progress
Year round use in non air conditioned building
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Implementing Plans Monitoring Progress
Year round use in fully air conditioned building
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Benchmarking to Measure Progress
ENERGY STAR Energy Management Assessment Matrix ENERGY STAR Energy Management Assessment Matrix ENERGY STAR Energy Management Assessment Matrix ENERGY STAR Energy Management Assessment Matrix
Little or no evidence Some elements Fully Implemented
Implement Action Plan      
Track and monitor No system for monitoring progress Annual reviews by facilities Regular reviews updates of centralized system
Evaluate Progress      
Measure results No reviews Historical comparisons Compare usage costs vs. goals, plans, competitors
Review action plan No reviews Informal check on progress Revise plan based on results, feedback business factors
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Sustaining Success Publicize Reward
ENERGY STAR Energy Management Assessment Matrix ENERGY STAR Energy Management Assessment Matrix ENERGY STAR Energy Management Assessment Matrix ENERGY STAR Energy Management Assessment Matrix
Little or no evidence Some elements Fully Implemented
Implement Action Plan      
Create a communication plan Not addressed Tools targeted for some groups used occasionally All stakeholders are addressed on regular basis
Raise awareness No promotion of energy efficiency Periodic references to energy initiatives All levels of organization support energy goals
Recognize Achievements      
Provide internal recognition Not addressed Identify successful projects Acknowledge contributions of individuals, teams, facilities
Get external recognition Not sought Incidental or vendor acknowledgement Government/third party highlighting achievements