IBIS Sustainability Policy – Enhancing Environmental Sustainability For A Better Future

Preservation of Environmental Sustainability

IBIS need to strive towards the preservation of environmental sustainability for the entire planet, through its various operation levels, practices, participating in the community of practice and while participating in Australian social disclosure.   

IBIS aims at maximization of resources utility by minimizing environmental negative impact. They aim at enhancing awareness and communication of efforts according to a policy that fosters environmentally responsible attitude in staffs, volunteers as well as amongst its users.

All IBIS staffs are obligated to conduct duties, limiting natural effect by encouraging staff mindfulness, input and through support. With its aims on vitality, IBIS will reduce the level of vitality measured.

IBIS conforms to laws and regulations applicable by reducing risks and developing documented robust systems for implementing, monitoring, measuring and disseminating environmental performance. It aims at applying it into operations and to a broader community. 

The policy will be implemented to all activities of IBIS, to its XX/XX/XXXX

at XX/XX/XXXX. The policy is focussed upon high-risk environmental factors within the department’s Environmental Risk Assessment.

The policy will however not be for staff welfare such as health and safety related, as it is undertaken by the Occupational Health and Safety (OHS) department’s program.

The Company will aim to provide programming to clients while maintaining an enhanced social, ecological and economic parts. The core vision will be transformed into reality project and practices which reduce heavy dependence of common assets, advances, advance vitality effective items, initiate developments and innovations accommodating benefits for customers, groups as well as the planet.  

Definitions

Sustainability:	Conducting operations in a matter taking into consideration environmental responsibility while striving for financial and social responsibility. This would enable current needs while carving a foundation for the future.
Managing Performance	The need for operations, social consideration and environmental effect are undertaken capable usage of benefits, such as control, gas, water, advancement materials, transport, and acquisitions, stimulating stewardship.
Making Ready for Sustainability	Establishing a base for analysis of instructive modules as well as administrative practices. It is undertaken in a sensible manner over each operation within the organization in a systematic manner
Biological sustainable Designs	Reducing the natural impact of a building by utilization of blueprint benchmarks and processes.
Supporting Performance	The operational performance will need to have an ecological impact along with social duty. This will incorporate efficient and successful usage of various assets such as water, power, gas, transport, developmental materials and acquiring rehearses that initiates natural stewardship.
Sustainability Training	A relationship between educational modules, research and regulatory practice with ground administrators. The relationship has to be focussed upon learning in a manageable manner over the organization’s operations.

IBIS commitment in the enhancement of the organization’s sustainability by instilling a sustainable culture that promotes conducting operations that reduce environmental along with social impact. It would enable the accommodation of sustainable practices and principles in research and community engagement.

IBIS will achieve the statement by means of ;

• Guaranteeing maintainability through all key reports that are prepared by IBIS   
• Formation of an annual Sustainability Reporting procedure
• Progressing towards an environmentally sustainable awareness culture, that adheres to responsible understanding
• Establishing standards for Ecologically Sustainable Design (ESD) in regards to capital and framework activities.
• Initiating the process of research and development (R & D) that will instill an ambiance for continued improvisation
• Forming an association with groups that respond to the community’s needs for a supportable future and providing administration
• Enabling a healthy and safe workplace for all staffs, employees, and volunteers
• Emerging as an environmentally responsible organization within the community
• Reusing and recycling of natural resources for their conservation   
• Undertaking process within the organization that do not have an adverse impact on the environment
• Making effective use of energy in the organization
• Undertaking efforts that encourage environmental protection understanding
• Improving environmental performance in a continuous manner
• Adopting processes of policy evaluation by adopting regular audits, self-assessments, and implementations 

In order to accomplish sustainability, the organizational goal and objectives laid down will be followed. The goals and objectives will guide the maintainable processes in order to strive for the organization. The organization will need to establish and express dedication towards accomplishable goals while striving towards them by committing continuously towards the changed association. Statement: Company is striving to set up, improvise, continually evaluate a culture of manageability along with the ecological commitment by its staffs, through production network and exclusive partners.     

It will undertake the Board’s responsibility in maintaining and application of regulations in order to achieve its processes.

Maximization of Resources Utility

The CEO’s responsibility will include the application of processes and policies. 

Processes

• IBISwill need to create staff related guidelines, that can be followed by users and volunteers towards appropriate environmental procedures. Appropriate training will be imparted to ensure practices are applied,
• In the case of endangered safety, health or environmental issues, IBISwill act in a manner to correct such a condition. Such incidents will be reported to authorities and parties as deemed appropriate.
• All appropriate steps that are able to attain governmental and voluntary requirements will be undertaken by IBIS. Stringent necessities of environmental policies will be adhered to along with compliance with governmental procedures.
• IBISwill continually evaluate environmental management systems by undertaking audits and self-assessments of compliance alongside policies.
• IBISwill undertake efforts for maintaining an honest and open dialogue with its stakeholders, staffs and the public regarding health, environment and safety performance for operations and services.
• IBISwill make sure staffs, volunteers and contractors are informed and diligently adhere to policies and report regarding health, environment and safety issues in regards to the management such that immediate actions can be taken. 

• Protection of the Environment Operations Act 1997 (NSW)

Environmental protection goal implies;

• A goal which is connected to expected environmental outcomes, and
• A goal which enables the creation of strategies for human activities management impacting the environment

The above enactment is approved by the Enforcement Officers from Protection Authority. The core aim of this enactment is;

• Protect, re-enforce and improvise the planet’s nature
• Provide information to the community and society regarding the planet
• Provide open doors to communities for the purpose of natural insurance
• Reduce, recycle harmful wastes, measure non-recyclable materials, reuse or recoup materials such that dangers to communities and society can be reduced
• Work Health and Safety (WHS) Act 2011

The Work Health and Safety Act 2011 ensure wellbeing, welfare, and security for all work specialists. It provides security and wellbeing of individuals, who are engaged in work.

All workers are protected by the WHS Act along with;

• Laborers
• Workers on contract
• Outworkers
• Subcontractors
• students and understudies
• Volunteers
• Work encounter understudies
• Managers at work

The WHS Act provides assurance for the existing populace by ensuring their wellbeing and security, while performing hazardous work exercises.

Related Documents

• Purchasing Policy
• Risk Management Policy and Procedure
• Code of Ethics
• Employee Feedback Form
• Workplace Health and Safety – General Policy and Procedure
• Workplace Safety Checklist

Example:

A Sustainability Policy will be adopted and communicated in an appropriate manner;

• Email memorandum to the staff and management for its review and feedback.
• Informing workshops to be hosted with Sustainability Champions.
• Meetings and introductions to appropriate partners to take place.
• Sanction on Sustainability @ ds site.
• On the website of MNMK Education updation of ‘Current News’ and the ‘What’s New’ in the ‘Strategies and Processes pages.
• IBIS will entail all communications to stakeholders and employees 

• Referring to the IBIS sustainability initiatives on page 7
• Websites referred to;
  • GRI Standards

• Australian Government ICT Sustainability Plan

See Mandatory Environmental Standards section

• Develop Workplace Policy and procedures for Sustainability Plan

• Department of Environment and Energy

• Energy Efficiency Opportunities Bill 2017

Source of information	Information
Government departments	Relevant laws, bylaws, regulations pertaining to workplace sustainability
Green office program	Raise environmental awareness
Australian Government ICT Sustainability Plan	Relevant laws, bylaws, regulations pertaining to workplace sustainability
Green purchasing	Buying products and services that minimize negative environmental impacts over their life cycle of manufacturing, transportation, use, and recycling or disposal.
ISO 14001:1996 Environmental management systems life cycle analyses	Gives requirements for an environmental management system, to enable an organization to develop a policy and objectives taking into account legislative requirements and information.
Department of Environment and Energy	Energy savings, electricity prices, rating, business advice and programs

MEETING AGENDA

Meeting/Project Name:	Appropriate strategy study of sustainable workplace policy
Date of Meeting:	XX/XX/XXXX	Time:	X:00 pm
Meeting Facilitator:		Location:	Meeting room

1. Meeting Objective

Minimize resource use, reduce toxic and hazardous chemical use, and adopt a lifecycle management approach

2. Attendees
Name	Department/Division	E-mail	Phone
A	Project manager	[email protected]	XXXXXXX
B	HR team leader	[email protected]	XXXXXXX
C	Accounting team leader	[email protected]	XXXXXXX
D	Group manager	[email protected]	XXXXXXX

3. Meeting Agenda
Topic	Owner	Time
Study on effective management of in-house resource use	Project manager
Reduced overall cost	Accounting Manager
Strategy to minimize electricity consumption	Group manager
Life cycle management method	Accounting Manager

A policy for recommendation encompasses knowledge and practice for adhering to action for sustainability. The policies include processes for employees that enable developing knowledge to enhance sophistication levels as they initiate a reaction from the hotel into head office. The sustainability action procedure includes;

• Initiating a case towards change – Analysing the case of sustainability by assessment of the prevailing situation and then investigating into ideas and concepts, by producing a case for change.
• Defining a scope for action – Analysing venues for applying the change through evaluation of resources available and constraints, taking consent, and then developing a statement for the agreed process for the action.  
• Development of a proposal for action – Initiating and then selection of ideas, then developing or molding them to ready them for action. Formulating, communication and then supporting the proposal.     
• Implementation of the proposal – Re-directing the change proposal into the course of action.
• Evaluation and reflection – Addressing a successful endeavor into the actionable course through an effectively applied procedure, then figuring of a future direction along with learning that has been assimilated form it.

Timeline: Achieve over the next 5 years (20XX-20XX)

 Probability of the profit that might be gain is estimated to be:

Budget:

IBIS Hardware and network devices
Devices	Ground Floor	1st Floor
Printing and copying equipment	2	8
Desktop PCs	10	10
Laptops	30	20
Audiovisual equipment	4	1
Networking equipment Switches with dual power supply Access points	4	1
Total number of devices	50	40
Number of staff	40	40
Total Assumption of Cost	$150,000

All transactions must be well documented for future references

In order to have an appropriate implementation strategy, all information regarding performance needs to be designed and aligned. For an organization’s sustainability reporting, it needs to be figured ways in which the organization contributes or aims at doing so in the future for improvisation or deterioration of environmental, economic and social conditions at the community, social and global parameters.  

Reports for sustainability need to address the broader concept of performance and operations beyond individual performances. A discussion regarding the organization’s performance by limiting demands on the environmental or social resources has to be placed at the local, regional, sectoral and global level. Communication to the staffs regarding expected changes and then to the greater population by means of poster and signs have to be undertaken. Once the internal stakeholders (i.e. staffs) are informed then replacement of old systems needs to be initiated. In order to manage performance agencies will need to manage the ICT Sustainability Plan such that they can evaluate and monitor ICT sustainability initiatives. The factsheet below aligns ICT Sustainability Plan with terminology, as the scorecard will be referred to as the ICT Sustainability scorecard.

	May 2016	May 2017	External Reporting Mechanism
Power usage effectiveness (PUE) in data centers and server rooms	–	1.9	OSCAR, CIOC one term review
Desktop energy per end user (kWh)	400	250	OSCAR, one term review
Desktop computers off after hours (applies from May 2016 to 90% of fleet)	90%	90%	OSCAR, one term review
Desktop computers to printer ratio	14:1	20:1	Evaluated in 2017-18 as part of one term review of the plan.
Desktop devices (inc. laptops) per end user	1.4	1.2
Internal copy paper per end user (reams per year)	13	9
e-Waste reused or recycled	–	75%

IBIS environmental sustainability strategy department will provide long-term changes required for accommodation of environmental achievements into business operations. The company’s need will need to be placed at the focus of the service system, infrastructure management, and resources along with strategic initiatives enhancing energy performance. Management of environmental with financial risks will need to aim at the reduction of office waste, cost reduction and improving employee and stakeholder comfort.

Environmental projects with initiatives will be applied in four diverse areas;

• Enhancing customer welfare by means of sustainability   
• Sustainability asset and infrastructure management
• Corporate Social Responsibility
• Sustainable leadership and culture

The department will provide environmental protection for continuous improvisation in operation management and reducing impact. The policy will link the wellbeing and health of the environment along with the wellbeing and health of Australians. 

Reduce

In order to reduce waste and help the environment, before it becomes rubbish, the following needs to be undertaken;

• Environmental impacts of various products need to be analyzed, alongside searching for alternatives
• Purchasing in bulk and not wasting is essential
• Selecting products with minimum packaging, that can be recycled or re-used need to
• Reusable boxes or shopping bags should be carried and plastic bags, as well as plastic containers, need to be avoided
• While printing both sides of the paper should be used
• Usage of electronic mail needs to be enhanced

Re-Use

• Papers for printing need to be re-used
• Glass bottles, plastic bags, aluminum foil and jars for food take away need to be repeatedly undertaken prior to disposing or disposing
• Lunch needs to be carried in reusable containers against plastic wrapping

Recycle

Recycling of materials by recovering things in offices will be the next important factor after post reusing and reducing.  

Why do we need to recycle?

• Recycling of economic, social advantage and environment creates civic pride and environmental awareness, assisting environmental pollution
• Recycling enables conserving raw materials in the industry to be the preservation of natural resources
• Manufacturing products from recycled materials by making use of less energy by producing a similar product in a cost-efficient manner  
• Recycling also reduces landfills preventing rubbish 

Types of desk systems	Waste stream material	Desk side	Central	Advantages	Disadvantages
Rubbish from the Desk side only Rubbish: Provide waste bins near every desk, and at a various recycling station Paper: Near each printer keeping a bin ? Recyclables: Central bins at the recycling station	Rubbish			Simple?Low contamination	Employees will go to central bin station to recycle, by a reduction in recycling efforts
Paper
Recyclables
Desk side rubbish and paper only Rubbish: Bin at every desk and at the recycling station Paper: At every desk keeping a small paper bin and a central bin near the photocopier Recyclables: Central bins at the recycling station	Rubbish			Enhanced convenience for desk workers Increase in paper recycling	Cleaners will have increased workload by the collection of extra bins for recycling Staff  will go to central bin station for recycling, possibly reducing recycling
Paper
Recyclables
Deskside paper only Rubbish: Central bin at the recycling station Paper: Small paper bin at every desk and central bin near the photocopier Recyclables: Central bins at the recycling station	Rubbish					Will increase paper recycling (the biggest waste issue in offices) Paper bins can be left longer between collections, thus reducing costs	Possibility of paper bins contamination Staff needs to have a high level of awareness
Paper
Recyclables
Desk side paper and recyclables only? Rubbish: Central bin provided at the recycling station Paper: Central bin near the photocopier Recyclables: Central bin at the recycling station? Recyclables and paper: Small combined recycling/paper bin at every desk	Rubbish					Staff to familiarise lower contamination   In order to dispose of rubbish, staff will need to reduce waste	Desk bins will sort off-site to access processing facility High level of awareness and support from staff members is needed
Paper only
Recyclables & Paper

An Excel spreadsheet template for the recording of expenses for purchasing toners and maintenance of photocopiers and printers over 6 months period.

Sample template Item	Jan	Feb	Mar	Apr	May	Jun
Photocopier pages	150	414	120	552	130	520
Laser printer pages	1100	1220	857	1165	1275	1382
MFD Pages	110	76	50	45	123	82
Total reams paper	4	3	2	6	3	6
Ream of paper	$30	$19	$13	$22	$20	$26
Cost of paper	5	4	4	2	4	6
Laser printer toners	$125	$85	$65	$120	$131	$123
Printer toner cost	4	4	3	4	3	5
Photocopier toners	$85	$55	$60	$65	$70	$90
Photocopier toner costs	$70	$230	–	–	$45	—
MFD Toners	5	7	12	10	4	11
MFD Toner Costs	$92	$85	$75	$84	$92	$80
Cost p.p. for servicing	$7	$7	$7	$7	$7	$7
Cost of servicing	$55	$35	$35	$40	$60	$42
Total print costs	457	$256	$1672	$377	$402	$360

Some procedures that need to be modified for workplace sustainable implementation are;

1. Re-thinking prior to printing

Unnecessary printing single line emails or copies of documents goes onto wasting a large number of papers. Every department needs to carefully assess printing needs prior to bulk orders, such as brochures or annual reports. In various cases most copies end up in storage rooms, therefore a formal method of evaluating a number of print out needed has to be undertaken. 

How to reduce paper waste:

1. Posting an in-house reminder near to the printing machine or at every desktop. Slogans or popular quotes for saving paper can be used, such as “Save paper, Save trees”.
2. Tracing printing footprint, by instilling a system which enables staffs to quantify a number of prints that every individual is responsible for. This direction will enable reducing individual paper wastages. 

1. Conducting paper-free meetings by having a soft copy of sheets might prove to be more effective. sharing materials of meeting in USB gadgets for participants would provide further assistance. 

1. Using paper in an efficient manner     

By copying of image on both sides of the paper which can assist paper cost up to 50%. It enables money savings on mailing as well as storage. It enables ease of stapling and folding. 

1. Using fewer papers by effective technology mechanism

Internet, Intranets, Emails and document scanners allow rapidly reducing of paper usage along with time and money. It allows up to 25% reducing in paper wastage.