April 2015 newsletter. Efficient Energy Planning #3

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1 STEEP (Systems Thinking for Efficient Energy Planning) is an innovative European project delivered in a partnership between the three cities of San Sebastian (Spain), Bristol (UK) and Florence (Italy). STEEP aims to develop Energy Master Plans for districts in each of these three cities, adopting a systems thinking methodology in combination with open-data sourcing to achieve carbon reduction targets and overcome the barriers to energy efficiency. April 2015 newsletter STEEP is co-funded under the European Commission s FP7 funding stream Systems Thinking for Efficient Energy Planning #3

2 Project Update Welcome to the third STEEP newsletter, third of four 6-monthly newsletters which will provide updates and information regarding the project. Now in its second year, STEEP is focused on creating an open-source methodology for comprehensive smart city planning that will take into account all aspects relevant to city systems impact on terms of Smart City. This methodology will be based on the experiences learnt in the first year of the project. The next step is to scale up the learning from the District Energy Master Plans to a city level. This will identify and address any issues that may arise when producing a collaborative and integrated Smart City Plan. Bristol 1 What s happened: Following the second Project Consortium meeting which took place in Bristol in September 2014, Bristol partners have been working to adapt the STEEP methodology to develop a Smart Energy plan for the city, exploring possible intervention opportunities and starting to engage with key stakeholders in the city. Partners have built upon the systems approach that was defined in the first year of the project and has been utilising the new STEEP stakeholder wiki-platform to outline a draft approach to stakeholder engagement.

3 Bristol Next steps: The next steps will be to use the STEEP platform to host a number of interactive workshops with these stakeholders, building upon the problem-structuring method that was successful in the first year. Bristol City Council has been leveraging its status as European Green Capital to talk about the project s first year and the methodology that STEEP has created for tackling the complex problem of energy master-planning. Successful talks at both the World Smart City expo in Barcelona, and European Smart Metering conference in London provided a great opportunity to discuss and gather feedback on our unique approach to smart energy planning. In parallel to this dissemination, partners have identified stakeholders using a Sankey Diagram process to define the key individuals and organisations involved in the City s energy flow from generation to consumption via supply. The next steps will be to use the STEEP platform to host a number of interactive workshops with these stakeholders, building upon the problemstructuring method that was successful in the first year. The website and social media platforms have been successful in raising the profile of STEEP, having gained the project both European and International interest. Bristol City Council will continue to work with partners to increase social media activity, create new website material and develop the online presence of STEEP. 2

4 Florence What s happened: The City of Florence, together with the technical partner SPES, carries on the dissemination plan on STEEP project: aim of the 2nd year of communication s plan is to present the result of the first year and to inform about the strategy and vision underpinning the further coming smart city plan. The STEEP project has been presented in several conference and meetings such as at IEVC International Electrical Vehicles Conference (Florence/December 2014) or at Green Pride on business mobility (Rome/ March 2015). Both events had a special focus on smart mobility but the city has been selected in the project as an expert in this field and moreover Florence aim to became one of the European leader capital in electrical mobility in Florence Next steps: After the draft of the pilot area smart plan, focusing on building efficiency and save energy, smart mobility and ICT, the Municipality start the scale up at the city level. 3 A specific Working Group inside the Municipality has been set up and a model zero (0) smart city plan has been prepared to be presented and discussed, following the system thinking methodology and the perimeta tool, together with associations, professionals and meetings opened to citizens.

5 People would be able to simulate, get off elements, keep information of the status of things at city level and make it s own idea on where we are, where we can go and where we will be and discuss it on an open platform. It is an opportunity to explore all the data available and use and reuse it. Several appointments are scheduled such as Maratona dell Ascolto, tables of discussant on specific themes at the same time and place, in order to guarantee the bottom up strategy before the approval of the smart city plan provided at the end of the project... Florence aim to become one of the European leader capitals in electrical mobility in

6 San Sebastian What s happened: San Sebastián has involved different stakeholders through meetings and workshops for the preparation of the Smart City Plan. It has structured the work considering three big thematic fields: Energy & Sustainability, Mobility and Solutions (ICT applied to urban needs). Over 150 stakeholders have been involved in this process. A first session, in July 2014, was delivered, one per each thematic field, to prepare a diagnosis of situation (SWOT analysis). The workshop also served to share and define possible goals for the city. During the month of November 2014 a second round of meetings with these working groups were held. In this case each working group was divided into smaller working groups (or working tables) that could focus on intermediate goals. By applying the Hierarchical Process Model and the PeriMeta software in each table 3 or 4 different processes were developed. The result is the development of around 120 different intermediate goals (in sustainability, climate adaptation, water efficiency, retrofitting of residential buildings, renewable energies, development of district heating, broadband fiber, development of services using ICT for culture and tourism, etc.) by this methodology. 5

7 The PeriMeta software allows the detection of key elements (according to their performance) and therefore the City Council established which of these elements can be addressed by developing specific projects. A proposal list of projects were presented to a third session of the working groups in February-March 2015 so that stakeholders prioritized them. Specific tools were used for this. In any case this has been a co-production with over 150 agents participating. Next steps: Hopefully during May 2015, the City Council of San Sebastián will be ready to prepare the first draft of the Smart City Plan that will include selected projects to achieved intermediate goals in each thematic field. San Sebastian 6

8 Technical Partners The STEEP partnership is comprised of twelve organisations across three countries and represents a variety of public, private and notfor-profit agencies. The partnership or consortia brings together a range of expertise regarding smart city solutions in the fields of energy, ICT and transport. This section of the newsletter provides an overview of the technical partners involvement and contribution to the project. TECNALIA s role in the project is mainly to share their technological expertise, providing evidences about the feasibility of the use of relevant energy technologies in the energy plans of the cities involved. This support has been focused mainly on identifying the best options for the integration of the most technical aspects in the system thinking methodology used during the project for the planning process of cities. TECNALIA is also contributing to the definition of Key Performance Indicators for the scalability of the planning methodology from the district scale to the city scale. Besides, TECNALIA as a technological partner has actively contributed to the different workshops for the model definition. TECNALIA s experts in energy, mobility and ICT solutions actively participated in the workshops (three workshops for each thematic area), contributing to the modelling of the planning process of Donostia-San Sebastián, and on the identification and definition of actions for the smart city plan. 7

9 ACCIONA s role in this project is mainly related to their expertise in relevant R&D European Projects, bringing to the STEEP Consortium information about solutions to reduce energy consumption; optimize interoperability among energy simulation tools and developing prediction tools for building behavior; integrate energy efficient technologies to achieve zero energy & emissions buildings/ districts or improve the communication flows between the stakeholders and facilitate decision-making for the integration of both building & district energy systems. This technical support and the networking activities with other EU Projects is being translated in knowledge exchange on technologies, participation on the refinement and selection of STEEP Project s Key Performance Indicators and a direct and active involvement on the Smart City Plan for San Sebastián. SPES has been active on work package 4 and 5 drafting and finalising the first version of the 4.1, 4.2 and 4.3 deliverables and supporting the municipalities in starting the master planning activities. The deliverables, actually submitted to the peer review of FSS, will be analysed by the advisory board in the next meeting in Florence. After their feedback we will be able to have the scaling up study publishable while the guidelines for developing a smart city master plan and the indicators list for the monitoring will be tested by the three cities during next WP5. Regarding the cities master plans, we suggested to the three municipalities to start with the definition of the internal organisational chart in charge of the plan (not only in the definition phase but also during the implementation and monitoring) and with the selection of the stakeholders to be involved at city level. Those results will be presented by the three cities in Florence. 8

10 ARUP has been active in mapping stakeholders and scoping out the Smart City Plan for Bristol, considering how the guidelines produced in WP4 by SPES will be implemented in WP5. Arup has provided knowledge and expertise around wider policy and strategy development in Bristol, governance and delivery, smart and digital technologies, as well as energy planning. Other partners 9

11 STEEP Engagement Platform One of the key outputs of the STEEP project is the creation of an online platform that can be used to engage stakeholders in the design of area-based energy plans. A fundamental part of this is a mapping tool developed by the Bristol consortium to provide its users with the ability to create visual representations of relevant data that can be easily shared. This allows other users to explore and interrogate the data and to contribute to the development of new ideas. The tool aims to encourage collaborative working, enabling simultaneous input from different locations and incorporating tight version control to keep track of all modifications. Maps can also be imported into a wiki-based report format within the tool for distribution. During early 2015 the current version of the STEEP Stakeholder Engagement Platform, which also includes a process modelling tool to facilitate the systems thinking approach, will be tested with a range of people involved within the energy planning sector, including members of Bristol City Council s City Innovation and Planning teams, individuals working on community energy or open data projects, and those who have academic expertise in this area. Feedback from this exercise will be incorporated into the next version of the tool, at which point the Bristol team intend to start implementing the tool on real projects. For example, it is hoped that the tool will be used for CSE s work on neighbourhood planning, as well as for the Council s street lighting scheme. The team also intend to continue developing the functionality of the tool during the remainder of the project, for example by investigating the possibility of designing tools that can be used to provide indicative information on the integration of low or zero carbon technologies within a map. This may include the ability to calculate estimated cost or energy savings for technologies such as solar PV or wind turbines, or alternatively for energy saving measures such as insulation. The tool could allow users to examine and modify the assumptions behind the calculations, compare different versions of plans using a key-frame animation, and view the progress of a plan over time. The coding behind the STEEP tool is open source, and will be available for use by any individual or organisation free of licensing conditions. 10

12 Future events STEEP presentation in the BICC in Munich: April 2015 STEEP participation in the Metropolitan Solutions Fair in Berlin: May 2015 STEEP Third Advisory Board Meeting in San Sebastián: July 2015 STEEP Final Project Meeting in San Sebastián: September 2015 Website A full version of the STEEP website is now available at The site contains all project information as well as access to the stakeholder platform which is being developed and which can be used by stakeholders to model Energy flows and map data to visualise the effects of interventions. The website also provides access to a number of webinars which introduce the concepts underpinning systems thinking and provide details on how to conduct modelling sessions. These can be downloaded and used by any organisation looking to tackle a complex problem. To find out more the STEEP website is available at View our Twitter/Facebook us at steepproject@bristol.gov.uk Systems Thinking for Efficient Energy Planning

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