How to Complete the
Environmental Impact Assessment Survey
Monthly Periodic Data Entry & Annual Reporting
January 8, 2013
INTERNAL DOCUMENT ONLY. CONFIDENTIAL & PROPRIETARY May not be reproduced or distributed without written
permission of Starwood Hotels & Resorts Worldwide, Inc.
©2012 STARWOOD HOTELS & RESORTS WORLDWIDE, INC. | Proprietary & Confidential
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Table of Contents
•
Completing Your Annual Survey: Slides 12-35
•
2012 Reporting Schedule: Slide 3
•
What is the EIAS: Slide 4
•
About your Property: Slides 15-17
•
Five Easy Ways to Avoid Errors:
Slide 5
•
Energy & Emissions: Slides 18-24
•
Water: Slides 25-28
•
Properties with Multiple Meters:
Slide 6
•
Additional Information: Slides 29-33
•
NAD Energard Properties: Slide 7
•
•
•
Error Check: Slides 34-35
Accessing the EIAS: Slide 8
•
Submitting for Review: Slides 36-38
Entering Your Periodic Data:
Slides 9-11
•
Conducting the Final Review: Slides 39-40
•
Questions: Slide 41
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2013 Reporting Schedule
January 8th, 2013
EIAS opens for annual reporting
Jan. / Feb. 2013
GC Team provides weekly reporting status updates
February 22nd, 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
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Intro to the EIAS
The Environmental Impact Assessment
Survey (EIAS) is Made up of Two Parts
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.
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Five Easy Ways to Avoid Errors
Five Easy Ways to Avoid Errors When
Entering Your Property’s Periodic Data
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!
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Properties with Multiple Meters
What if my Property Has More Than One
Meter for a Given Utility Type?
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:
http://resourcecenter.starwoodsustainability.com/support_materials/28measuring_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.
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Energard Properties
Properties Participating with Energard (NAD ONLY)
will Have Their Data Downloaded Automatically
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.
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Accessing the EIAS
Once you have signed into
the SRC, hover your mouse
over the “Tracking &
Reporting” header to reveal
the menu below.
Getting Started
Click on the “EIAS” to enter
the EIAS Area of the SRC.
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Periodic Data
Entering Your Periodic Data into the EIAS
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.
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Periodic Data
Entering Your Periodic Data into the EIAS
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.
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Entering your Periodic Data into the EIAS
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.
2013 Changes:
• Water has been split into
Metered & Non-Metered
• More informative
directions included in the
Periodic Data sections.
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
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waste data that is appropriate for your hotel.
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Annual Data
When You Have Completed Your Periodic Data
for the Year, It is Time for Part 2: Annual Data
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.
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Annual Data
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!
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Survey Home Page
Completing the Annual Survey
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.
2013 Changes:
• New section headings
that allow for easy
navigation
• At-a-glance checklist that
allows user to gather all
required data
Click the blue button to
move to the next section
of the survey.
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
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questionnaire because, by completing this questionnaire, you are verifying
that all of your Periodic Data is correct.
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About Your Property
Completing the Annual Survey
2013 Changes:
Please review the auto
populated (from previous
year) data and make any
changes needed.
• General Hotel
Information is now
auto-populated with the
response from the
previous year’s survey.
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.
Floor Area: Floor area of
your property’s enclosed
space excluding parking.
Select the unit (square feet,
square meter, etc.) of
measure.
Enter the percent of the total
floor area that is heated and/or
cooled. These percentages do
NOT need to add up to 100%.
Associates: Enter the number of full-time and parttime 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
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About Your Property
Completing the Annual Survey
2013 Changes:
• More user-friendly
expandable sections
throughout the survey.
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.
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.
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About Your Property
Completing the Annual Survey
Please select whether the in-house laundry is
for guest use or for hotel operations, or both.
2013 Changes:
• Hover over the HELP
buttons to get further
explanation
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.
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Energy and Emissions
Completing the Annual Survey
2013 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 nonapplicable energy utility types.
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Energy and Emissions
Completing the Annual Survey
2013 Changes:
• Each energy related section
now has its own page. Click
yes, as applicable, and an
expanded window will appear
for additional information.
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Energy and Emissions
Completing the Annual Survey
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 kilowatthours or megawatt-hours).
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.
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Energy and Emissions
Completing the Annual Survey
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.
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Completing the Annual Survey
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).
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Energy and Emissions
Completing the Annual Survey
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
amount of energy used from
your 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.
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Completing the Annual Survey
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.
Energy and Emissions
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Water
Completing the Annual Survey
2013 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.
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Water
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”.
2013 Changes:
• Each water related section
now has its own page. Click
yes, as applicable, and an
expanded window will appear
for additional information.
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Water
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.
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Water
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.
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Additional Information
Completing the Annual Survey
2013 Changes:
2013 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.
• 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.
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Additional Information
Completing the Annual Survey
Please enter the total number of guest meals
prepared within the cooking facilities located at
your property.
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Additional Information
Completing the Annual Survey
Please enter the total number of guest meals
prepared within the cooking facilities located at
your property.
2013 Changes:
• New question that addresses
seasonal properties.
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Additional Information
Completing the Annual Survey
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
http://resourcecenter.starwoodsustainability.co
m/writable/files/Measuring_and_Reporting_Ma
terials/starwood_environmental_reporting_prot
ocol_v1.5.pdf):
2013 Changes:
• The “Special Circumstances”
questions were clarified.
• Further instructions are
included if you check the
“Other Circumstances” box.
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
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either seasonal qualifications or other
circumstances.
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Additional Information
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.
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Error Check
Completing the Annual Survey
2013 Changes:
• Click “Run Error Check” to
determine if any errors were
found within your submittal.
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Error Check
Completing the Annual Survey
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.
2013 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
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Submit for Review
Submitting for Review
On this page, you need to submit the name,
SW One ID, and email 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.
2013 Changes:
• Submit for Review page has a
new look that will make it easier
for the person completing EIAS to
complete.
• Reviewer’s email address was
also added. Once you click
“Notify Reviewer”, he/she will be
sent an email that includes
instructions on how to review the
EIAS submittal and a link to the
annual survey they need to
review.
In this field, enter the
Reviewer’s email address .
In this field, enter the Reviewer’s
StarwoodOne ID.
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Final Review
Finding your Reviewer’s Email and SWOne ID
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.
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.
Good examples of people who
make a good Reviewer include:
• General Manger
• Dir of Engineering
• Dir of Finance
• Hotel Manager
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Submit for Review
Completing the Annual Survey
Once you click “Notify Submitter”, this is the
page you will see.
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Final review
Completing the Annual Survey
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
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Final review
Completing the Annual Survey
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!
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Questions?
For Questions on how to fill out your Annual
Survey, contact your Divisional Sustainability
Support
APD: Chan Weng Leong (wengleong.chan@starwoodhotels.com)
EAME: Alexandra LeClerc (Alexandra.Leclerc@starwoodhotels.com)
LAD: Magdalena Valenzuela (Magdalena.Valenzuela@starwoodhotels.com)
NAD: Kelly Cronin (Kelly.Cronin@starwoodhotels.com)
For technical difficulties with accessing your
Annual Survey, contact Global Support
Global Support: Trent Riley (Trent.Riley@starwoodhotels.com)
Thank You!
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