Carbon Proofing the Supply Chain
Planning workshops –agenda
and runsheets
DD/MM/YYYY
The material provided in this document has been produced
in conjunction with our partner Energetics Pty Ltd.
This guide has been produced with the assistance of funding
provided by the Commonwealth Government through the
Department of Education, Employment and Workplace Relations.
© 2011 Energetics Pty Ltd and AgriFood Skills Australia. All rights reserved.
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Planning workshops: agenda and runsheets
Contents
1
Sample agenda ..................................................................................................................... 1
2
Workshop 1: Global Trends – carbon proofing our business strategy and business plans ......... 2
3
Workshop 2: Carbon inventory – carbon proofing our supply chain ........................................ 4
4
Workshop 3: Energy Procurement – paying the right price for energy..................................... 6
5
Workshop 4: Resource Efficiency – energy, water & carbon abatement opportunities ............ 8
6
Workshop 5: Management Systems – carbon proofing our management systems .................11
Appendix A.
Outline of a Communications Market approach .................................................13
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Planning workshops: agenda and runsheets
1
Sample agenda
The following agenda is an outline of the sessions to conduct on site to achieve learning and
business outcomes OR in simulated environment to achieve learning outcomes only. The Global
Trends planning session on the first day is critical and will influence the remaining activities on the
other days. This agenda is offered in the suggested sequence; however there may be sound reasons
why you would change the sequence. As long as others follow that logic then modify as you see fit.
Another critical consideration is the identification of appropriate individuals to attend training. It is
recommended that at least two individuals be nominated to participate in each action learning
(training) module.
Suggested Day 1
Timing
Day2
Day3
Day 4
Day 5
08:00 -12.00
Global Trends
Carbon Inventory
Present global/
regional trends,
discuss /plan
response.
Present carbon/
water inventory/
footprint - identify
impacts on supply
chain.
Energy
Procurement
Resource
Efficiency
Management
Systems
Investigate
potential cost
savings via
demand
management and
contract reviews.
Understand
energy use.
Expose gaps in mgt
systems using
diagnostic.
Present high level
energy water
carbon baseline,
begin to recognise
quick wins.
(3.5 hr Planning
Forum with SLT,
with 30 minute
break).
(3.5 hr Planning
Forum with SLT,
with 30 minute
break).
(3.5 hr Planning
Forum with SLT,
with 30 minute
break).
Identify, evaluate
and facilitate
implementation of
resource efficiency
opportunities
(technical or
management) (inc
supply chain).
(3.5 hr Planning
Forum with SLT,
with 30 minute
break).
Identify and
Implement
enhancements to
management
systems.
Monitoring &
reporting progress
of plans.
(3.5 hr Planning
Forum with SLT,
with 30 minute
break).
12:00-14:00
Data gathering &
investigation
Data gathering &
investigation
Data gathering &
investigation
Data gathering &
investigation
Data gathering &
investigation
14:00 –
15:30
M1: Training with
champions
M2: Training with
champions
M 3: Training with
Champions
M 4: Training with
Champions
M 5: Training with
Champions
How to integrate
global trends in
resource
management into
your business
planning process
How to create and
maintain your
carbon inventory
How to review
your tariff and
potentially reduce
your energy bills
How to engage
staff and the SLT
in decision making
processes to
progress resource
efficiency
opportunities that
make good
business sense
Workforce
development Skills
matrix:
Assessment of
carbon proofing
skills
Data gathering &
investigation
Data gathering &
investigation
Ongoing
Data gathering &
investigation
Data gathering &
investigation
Data gathering &
investigation
© 2011 Energetics Pty Ltd and AgriFood Skills Australia. All rights reserved
Ongoing
development plan
1
Planning workshops: agenda and runsheets
2
Workshop 1: Global Trends – carbon proofing our business strategy
and business plans
Forum design aspect
Description
The project question that What is the strategic intent behind this site’s desire to improve its
this forum is attempting energy, water and carbon footprint?
to resolve
What are the outcomes
the site is seeking from
this work?
What is the context?
Phase of development?
This project is designed so that users can apply a set of practice guides
and tools and action learning modules to support the development of
their food processing workforce to meet the challenges of a carbon
constrained economy.
It is Day 1 of a 5-day Program.
When is the forum?
As planned
Purpose of the forum?
1. To illuminate the global and local resource use trends affecting this
site and existing business plans/goals so that suggestions about a
strategic response to these trends can be captured.
2. Consider the risks and opportunities presented by these trends and
decide what needs to be done (initiatives) to manage the risks and
exploit the opportunities.
3. Create a list of activities to progress the initiatives (that scope the
analysis) to be undertaken and support the overall goals of this
program.
4. Optional (day 1 or day 5): conduct a management system diagnostic
to illuminate the gaps in management systems that if left unchecked
will stifle these carbon / water / energy efficiency initiatives.
Who should be there –
names / titles?
Site leadership team (SLT)
What challenges/hurdles
will we need to keep in
mind with this group?
The aim of these planning workshops is to fairly rapidly begin to look at
impacts for the site and opportunities and skills needs that will come in a
carbon-constrained economy. The discussion and debate should ideally
focus on these pragmatic aspects rather than become bogged down in
debate about climate science or the political processes surrounding
climate change.
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Planning workshops: agenda and runsheets
Forum design aspect
Description
What are the thinking
steps, i.e. questions that
need to be discussed
during this forum to
achieve the stated
purpose?
1. What is the overall purpose of this program?
2. How and why has this site got involved?
3. What business, resource efficiency and skills outcomes are we
expecting to achieve after this program?
Having confirmed the overall purpose of this program and the context
for this site we can now commence Module 1 “Global Trends”.
1. What is the purpose of this Global Trends and business planning
forum?
Present the Global Trends presentation using a Communication market
OR traditional PowerPoint
1. From the presentation, what are the global and local trends affecting
energy and water use at this site?
2. From the presentation, what are the global and local customers
demands affecting energy and water use at this site?
Based on these responses the SLT should resolve the following
questions via group discussion.
1. What impacts will these trends have on our business?
2. What degree of risk/opportunity arises from each of these impacts?
When should the site respond to these impacts?
3. To what extent is this site equipped to respond to these impacts?
4. Given this picture what challenges / hurdles do we face in
progressing a strategic response to these impacts?
5. What questions can you offer that best reflect the challenges that
our site faces given the trends presented here today, the associated
risks and perceived timeframes .Guidelines will be developed later
based on the SLT’s response to these questions. These guidelines
should reflect a strategic intent and will shape the site’s resource
management policies and strategic response.
6. Who should be involved at the next forum to plan a response to
these strategic questions?
7. What first activities should we now undertake to inform a response
to these questions i.e. conduct related research and analysis?
What information do we
have to present to
stimulate thinking?
Purpose statement (documented)
Global Trends presentation
Energy / water / carbon baseline tool
List of existing initiatives
Project brief template
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Planning workshops: agenda and runsheets
3
Workshop 2: Carbon inventory – carbon proofing our supply chain
Forum design aspect
Description
The project question that What carbon based sustainability initiatives should we initiate with our
this forum is attempting suppliers, customers and our own operations to add value to our
to resolve.
products?
What are the outcomes
the site is seeking from
this work?
Ability to maintain documentation around our carbon inventory so that
the SLT can provide useful footprint information to customers and make
informed decisions on carbon related business decisions.
What is the context?
This project is designed so that users can apply a set of practice guides
and tools and action learning modules to support the development of
their food processing workforce to meet the challenges of a carbon
constrained economy.
Phase of development?
It is Day 2 of a 5-day Program.
When is the forum?
As scheduled
Purpose of the forum?
1. To reflect on our current carbon inventory (Scope 1 and 2 emissions)
and the current status of the carbon economy so that we can:
2. Identify risks and opportunities emerging for the industry and this
business (site).
3. Develop a plan to manage risks and opportunities (including supply
chain interventions).
4. Identify actions to refine and maintain our carbon inventory and
carbon management plan.
Who should be there
names/titles?
Site leadership team and staff with supply chain, customer and / or
environmental management responsibility.
What challenges/hurdles
will we need to keep in
mind with this group?
Engaging with customers and suppliers in relation to your intent around
carbon footprints / sustainability performance will call for a very
proactive approach, engagement at new levels with customer and
supplier organisations and perhaps sharing of plans relating to your
efforts to meet their sustainability objectives. To do this, there must be a
high level of accuracy and confidence in your carbon footprint and clarity
around your footprint boundaries.
What are the thinking
steps (Questions that
need to be discussed to
achieve the stated
purpose?
Present the Carbon Inventory presentation using a Communication
market OR traditional PowerPoint. Based on this, discuss:
1. What is our strategic intent, goals targets etc and what are the
efficiency opportunities we want to progress to meet our goals?
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Planning workshops: agenda and runsheets
Forum design aspect
Description
2. What are the aspects of the carbon economy that may have an
impact on our industry and our business?
3. What does our carbon footprint look like?
4. How is a footprint created?
5. What risks and opportunities does the carbon economy present for
our business, given our footprint?
6. Which risks and opportunities should we focus on as part of this
program given our strategic intent and current business plans?
7. What is our track record like when working with our suppliers and
customers? (Strengths and weaknesses)
8. Given our related strategic questions what executive brief
(guidelines) can we offer to exploit the priority opportunities and
manage the priority risks?
9. What additional strategic questions should we add to our list (only
add additional questions if risks /opportunities have not been
considered by existing questions)?
10. What first activities should we now undertake to progress these
briefs (guidelines)? Consider sequence of events and
interdependencies.
What information do we
have to present to
stimulate thinking?
Outcomes from Planning workshop 1 – Global Trends
Carbon inventory presentation
Project brief template
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Planning workshops: agenda and runsheets
4
Workshop 3: Energy Procurement – paying the right price for energy
Forum design aspect
Description
The project question that What procurement practices could provide immediate savings for this
this forum is attempting site?
to resolve.
What changes should we make to our procurement system to sustain
What are the outcomes
these savings?
the site is seeking from
Ability to make immediate cost savings.
this work?
What is the context?
Phase of development?
This project is designed so that users can apply a set of practice guides
and tools and action learning modules to support the development of
their food processing workforce to meet the challenges of a carbon
constrained economy.
It is Day 3 of a 5-day Program.
When is the forum?
As scheduled
Purpose of the forum?
To reflect on aspects of the energy market and this site’s procurement
plans so that we can
1. Identify risks and opportunities emerging for this site.
2. Develop a plan to exploit those aspects of the market that may
provide immediate cost savings for this site.
3. Develop an executive brief for the SLT to make systematic changes
to procurement practices so that the site continues to pay the
“right” price for energy.
….and during the follow up training session later in the day participants
will
4. Reflect on the skillsets (demonstrated) required to exploit the
fundamentals of the energy market so that they (site champions)
can plan the ongoing use of these processes and tools as part of
their procurement practices.
Who should be there
names/titles?
Site leadership team, including procurement manager
What challenges/hurdles
will we need to keep in
mind with this group?
A challenge often encountered with energy procurement is ensuring the
needs of the end users – operations, engineering, environment – are
considered by the ‘buyers’, particularly that energy management tools
such as web-based usage data and trends, efficiency and demand
management plans and expansion plans are considered so that the least
cost of energy is incurred.
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6
Planning workshops: agenda and runsheets
Forum design aspect
Description
What are the thinking
steps (Questions that
need to be discussed to
achieve the stated
purpose?
Present the Procurement presentation using a Communication market
OR traditional PowerPoint. Based on this, discuss:
5. What is our strategic intent for procurement? What goals targets etc
do we have?
6. What are the aspects of the carbon economy that may have an
impact on our procurement practices?
7. What does our current procurement system look like?
8. What risks and opportunities does the energy market present for
our business, given our energy use baseline and our resource use
management plan (especially opportunities that may change our
energy use baseline) and our carbon inventory and carbon
management plans?
9. Which risks and opportunities should we focus on as part of this
program? E.g. tariff review? Franchise to contracts? Impacts of
business plans expansion? Changes in supply chain affecting energy
use?
10. Where in our system would a change help us manage these
opportunities/risks? OR what questions do we need to resolve
before implementing these changes?
11. Given our strategic questions what executive brief (guidelines) can
you offer to systematise the required changes to our energy
procurement system?
12. What first activities should we now undertake to progress these
briefs? Consider sequence of events and interdependencies?
What information do we
have to present to
stimulate thinking?
Procurement presentation (focused on electricity markets as an example
of a contestable market)
Tariff review, power factor and contracting checklists
Project brief template
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Planning workshops: agenda and runsheets
5
Workshop 4: Resource Efficiency – energy, water & carbon abatement
opportunities
Forum design aspect
Description
The project question that What energy is used at this site and where is it used and how much is
this forum is attempting used?
to resolve.
What efficiency opportunities exist including new and existing ideas?
What are the outcomes
How can they be best progressed?
the site is seeking from
What immediate savings can be made?
this work (from survey)
What is the best strategic opportunity given strategic intent of this sites
resource management plan and other business goals?
For the SLT to better understand energy use at this site
What is the context?
Phase of development?
This project is designed so that users can apply a set of practice guides
and tools and action learning modules to support the development of
their food processing workforce to meet the challenges of a carbon
constrained economy.
It is Day 4 of a 5-day Program.
When is the forum?
As scheduled
Purpose of the forum?
1. To reflect on our current energy use baseline including existing
efficiency ideas so that we can
2. Generate any additional ideas as informed by the baseline study
3. Decide which ideas represent the most worthwhile opportunities
4. Assign responsibility to Implement quick wins
5. Progress business plans for the strategic and other worthwhile
opportunities.
….and during the follow up training session later in the day participants
will
6. Reflect on the skill sets (demonstrated) required to better
understand energy (and water) use so that they (site champions)
better understand these processes and tools and can plan their
ongoing application at their site…..as part of their overall
sustainability journey.
Who should be there
names/titles?
Site leadership team, business improvement system owner and site
engineers
What challenges/hurdles
An important aspect of this process is the solicitation of efficiency ideas
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Planning workshops: agenda and runsheets
Forum design aspect
Description
will we need to keep in
mind with this group?
from across the business that reflects a range of energy user knowledge
and experience, and needs. It is important to accept and capture all
ideas and all inputs initially, before beginning to prioritise these to those
that offer the greatest benefit.
What are the thinking
steps (Questions that
need to be discussed to
achieve the stated
purpose?
Present the Opportunities presentation using a Communication market
OR traditional PowerPoint. Based on this:
1. Welcome and scene setting. Context; what is our strategic intent,
goals targets etc and what are the efficiency opportunities we want
to progress to meet our goals? Present reporting context; i.e.
EEO/EREP/Sustainability Advantage program if applicable.
2. Read out workshop purpose statements then do introductions.
Acknowledge who is in the room and their authority to make
decisions.
3. What is our track record like when progressing new ideas (list
strengths and weaknesses)?
4. Present workshop process.
5. Present baseline – highlight areas that inform opportunities. Discuss
understanding by pointing to board; e.g. we see here a significant
base load after shutdown …any comment about that? Refer to any
existing list of opportunities.
6. Raise additional opportunities using silent brainstorm, OR simply add
ideas as they arise during presentation of the baseline.
7. Introduce an opportunities screening tool, explaining the criteria to
be used. As an example screen ideas using IMPACT and EFFORT
criteria, which will allow all ideas to be grouped for further
prioritisation and decisions:
a. IMPACT = cost savings, emissions reduction, or meets some
other objectives;
b. EFFORT to get project up = resources, skills required alignment
to objectives, cost of implementation, capex hurdles etc
8. Which ideas (if any) should now be moved into another quadrant so
that they can be progressed appropriately?
9. Which ideas represent the best opportunities that we should
progress? By group vote or consensus discussion select the top 5 or
so opportunities.
10. Priority opportunities are now actioned planned either as actions to
be progressed by individuals with the delegated authority; OR as a
project using a Project Brief template.
11. Group take idea and move it to project foundation template (tool
supplied) or equivalent where available.
© 2011 Energetics Pty Ltd and AgriFood Skills Australia. All rights reserved
9
Planning workshops: agenda and runsheets
Forum design aspect
Description
12. Revisit purpose of the workshop and document outcomes. The
overall outcomes / plan should be included in 12 month budget
plans.
What information do we
have to present to
stimulate thinking?
What processes and
tools shall be
demonstrated?
Opportunities presentation – “how to” guide for running an
opportunities workshop
List of opportunities with cost savings estimates and other benefits data
if available
List of resource use policies, business goals and targets from resource
management plan
Business case information available for each existing opportunity
Generic cost savings, data and case studies where specific savings are
unavailable so that relative merits of ideas can be considered
Business improvement systems major project system and related action
plan templates
Project brief template
© 2011 Energetics Pty Ltd and AgriFood Skills Australia. All rights reserved
10
Planning workshops: agenda and runsheets
6
Workshop 5: Management Systems – carbon proofing our
management systems
Forum design aspect
Description
The project question that What are the management systems that underpin the success of our
this forum is attempting sustainability initiatives?
to resolve.
What are the outcomes
the site is seeking from
this work?
What is the context?
Phase of development?
This project is designed so that users can apply a set of practice guides
and tools and action learning modules to support the development of
their food processing workforce to meet the challenges of a carbon
constrained economy.
It is Day 5 of a 5-day Program.
When is the forum?
As scheduled
Purpose of the forum?
To redefine the priority actions from the diagnostic using “systems
thinking” so that a brief to direct the necessary changes to these systems
can be delegated to the owner of that system.
Who should be there
names/titles?
Site leadership team
What challenges/hurdles
will we need to keep in
mind with this group?
Good management diagnostic sessions usually get input and debate
from multiple stakeholders. It is important that the session is consensusbased, and that decisions on current status and management priorities
are not made by one or a small number of individuals.
What are the thinking
steps (Questions that
need to be discussed to
achieve the stated
purpose?
The group should review current resource management systems using
an appropriate framework (e.g. Sustainability Advantage, BRECSU,
One2Five®, EEO). Based on the outputs (priority areas, or systems
where current performance is low), discuss:
1. What is our strategic intent, goals targets etc and what are the
efficiency opportunities we want to progress to meet our goals?
2. What are the critical actions arising from the management
diagnostic?
3. What business systems control these critical actions?
4. Who is accountable for the outcomes of these systems? Map
management system elements to the site’s management structure
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11
Planning workshops: agenda and runsheets
Forum design aspect
Description
(if possible) to assist with identifying responsible persons.
5. Where in our system should we address the necessary changes to
support progress and maintain each opportunity? For this exercise it
is useful to work in pairs with the non-owner acting as scribe; then
denote the process that most needs to be adjusted or added to.
Identify any hurdles to making these changes.
6. What guidelines or actions can you now offer to progress the
necessary improvements given our overall goals, the opportunities
we have before us and the hurdles we have identified? Owners and
collaborators from the group should complete the project brief
template.
7. What first activities should we now undertake to progress these
briefs for each system? Consider sequence of events and any
interdependencies.
What information do we
have to present to
stimulate thinking?
Strategic intent , goals targets etc
Critical actions arising from the management diagnostic
Management diagnostic tool
Project brief template
© 2011 Energetics Pty Ltd and AgriFood Skills Australia. All rights reserved
12
Planning workshops: agenda and runsheets
Appendix A.
Outline of a Communications Market approach
© 2011 Energetics Pty Ltd and AgriFood Skills Australia. All rights reserved
13