Sustainable Development Action Plan - Veterinary Medicines ...

FINALThe Benefits to the VMD of Sustainable DevelopmentVMD draw a number of clear benefits from further embedding sustainable development.The benefits are that we:• meet the commitments of the UK Government’s sustainable developmentstrategy;• support Defra as our sponsor department and government SD champion;• improve our competitiveness with other national regulatory authorities as ourcustomers look to deliver their own corporate SD responsibilities (in part) bybuying more sustainable regulatory services;• improve our reputation as our stakeholders and the public see that we operatesustainably;• reduce our operating costs by working more efficiently (buying, using and wastingless);• raise the quality of the products and services we deliver by engaging with ourstaff to embrace sustainable ways of working, like work-life balance and flexibleworking policies, that are important to staff wellbeing and commitment;• develop effective policy making and add value to our advice to policy customers.Conversely by not integrating sustainable development within the VMD we add risk toachieving the Government’s objectives, Defra’s strategic priorities and our own ability todeliver and make a useful contribution in the future.How the VMD is constrained in its contribution to sustainable developmentThe VMD is constrained in its contribution to sustainable development in a number ofways. First, in policy making and regulatory activity the main driver of our work is EClegislation and not the sustainable development agenda, although there are inevitablelinks. Second, some VMD policy decisions can cause potential conflicts of interestbetween stakeholders in the sustainable development area. During 2005 routinemonitoring and targeted investigations by the EA had shown that pollution in rivers andstreams, and the resulting impacts on wildlife and the angling community, from sheepdip products containing cypermethrin used by sheep farmers was unacceptable and ledto the suspension of the marketing authorisations. Third, VMD is constrained inmanaging and monitoring the operational impacts of its two office locations as it is notthe main occupier of the sites in which we are located. Historically, we have not hadcapability to obtain our building specific ‘infrastructure’ information about water, gas andelectricity usage. We are working to minimise the impact of these very real constraintswhere possible, as set out in Section 4 below.Page 9 of 20

FINALSection 3Outcomes of the 2007 – 2009 Sustainable Development Action PlanThe SDC reviewed our SDAP in November 2007. Its summary scoring is below. Youcan see the full report on the SDC website at www.sd-commission.org.uk. We workedwith the SDC on this SDAP in 2009 and took forward the lessons from its review. Wehave learnt a great deal from the challenges, criticisms and positive outcomes weexperienced during the life of the previous SDAP. We recognise that the SDenvironment in which the VMD is operating has moved on considerably since 2007,when our last plan was produced, and we look forward to meeting these challengespositively in the future within the terms of the existing constraints that we work under.SDC assessment of VMD’s 2007-2009 Sustainable Development Action Plan.SUMMARYScoreRatingCoverage 3/4Strategic planning 4/12Actions 2/12Ownership, engagement and delivery 4/6Monitoring, review and reporting 1/6OVERALL 14/40You can view our self assessment made in November 2008 athttp://www.vmd.gov.uk/About/susdev.htmThis plan has been prepared with the SDC to implement the lessons learned from ourlast SDAP.Page 10 of 20

FINALRegulatory ActivityVMD’s key regulatory responsibility is to authorise veterinary medicines and to monitortheir safety and efficacy following authorisation. From 1 January 2010 it will receiveelectronic submissions of data from companies. This is expected to lead to a significantreduction in the use of paper by companies and the carbon emissions that result fromthe transportation of these hitherto large, paper dossiers. VMD will continue to carry outenvironmental risk assessments on all product applications to ensure that the risk whichthe use of a product may present to the environment is acceptable.No. Summary of Action Owner Target date OutcomeCarry outenvironmental riskassessments on allproduct applications asappropriateAlex Tait As required Ensure that the risk which the use ofa product may present to theenvironment is acceptable and ifnecessary, identify anyprecautionary measures which maybe required to reduce such risks toan acceptable level.Encourage the use ofthe on-line importcertificates siteEncourage theelectronic submissionof data in accordancewith the EMEA TIGesguidelineIntroduce on-linereporting of suspectedadverse reactionsLea Stott Ongoing Reduce the amount of paper usedand the carbon footprint of theirdelivery by road to the VMD - aim toachieve 50% of repeat STCs on-lineby end March 2010.JackieAtkinsonFabiaDyerFrom 1January2010 thenon-goingFrom 1January2010 thenon-goingReduce the amount of paperdossiers created; the carbonfootprint of their delivery by road tothe VMD; and the cost and amountof space required to store them tothe VMD and industry.Reduce the amount of paper usedand the carbon footprint of theirdelivery by road to the VMD.Policy DevelopmentThe VMD has responsibility for policy formation in relation to veterinary medicines. It willtake the following actions to maximise the positive impacts and minimise the negativeimpacts arising from the policies it creates or influences, to help pursue sustainabledevelopment objectives, seeking advice from SDC/Defra.No. Summary of Action Owner Target date OutcomeCommit to work withSDC/Defra on howVMD can optimise theSD impact of itspoliciesJohnFitzGeraldQuarterlyas per MBmeetingsUpdating SDAP actionsaccordingly in duecourse.DavidLewseyPage 13 of 20VMD takes actions that maximisethe positive impacts and minimisethe negative impacts of its policies.SDAP has actions that enable theabove.

FINALNo. Summary of Action Owner Target date OutcomeSet an annual baselinefor power use followinginstallation in 2008/09of energy efficient T5fittings.DavidRaynerApril 2010 Have a 12 month baseline figureto measure future savings against.Calculated pay-back for thereplacement work is just under 5years.Ask SWM to prepareproposals to updatetoilet and washroomfacilities to current bestpractice sustainabilitystandards. SWM hopethis will become a “bestpractice pilot” for theDefra estate.In parallel with thewashroom reviewabove SWM toinvestigate thepracticality of rainwaterharvesting to providegrey water toiletflushing.SWM to advise onpossible window filmsto reduce solar gain insummer and heat lossin winter.DavidRaynerwithcontractorDavidRaynerwithcontractorDavidRaynerwithcontractorApril; 2010April 2010April 2010Aim to reduce1. water usage through reducedflush or waterless fittings,improved taps and showerfacilities2. electricity usage for lighting,hand dryers3. waste by removing need forpaper towels.To further reduce mains waterusage.Aim to reduce:1. Solar gain in summertherefore requiring lesselectricity usage for cooling2. Reduce heat loss in winterreducing need for centralheating.Work with SWM tocarry out a project onbehalf of Defra to lookat ways to make moreefficient the site-widewaste heat plant thatuses all burnablematerial produced onsite for heatingbuildings andproducing steam forlaboratory purposes.DavidRaynerwith DefraTBDThe site (not VMD) producescertain materials that have to beburnt, and it is understood that theaim of the project will be toimprove plant efficiency, reducethe need for new energy usage,and allow recycling where mostresource efficient (alongside theexisting recycling of non burnablematerials).Page 15 of 20

FINALSustainable ProcurementThe VMD’s procurement strategy is well established. Our small purchasing team seekto buy locally or use Defra call offs with SD approved companies were sensible to do so,using the government procurement card were appropriate. We are committed toachieving value for money and quality. In our single major procurement for laboratoryanalytical services we will work with Defra to ensure that the procurement meetsGovernment and Defra procurement requirements, including SD related issues.No. Summary of Action Owner Target date OutcomeThe contractor for theresidues analysiscontract shall report thetotal quantities andtypes of chemicals andsolvents used for thepurpose of the contractand the proportion ofthese that have beenreplaced withsubstances that have areduced environmentalimpact.EricCrutcherFrom 1January2011 thenon-goingWe will maintain closelinks with Defra’sProcurement &Contracts Division & itssponsored procurement‘Hub’ programme.AMI complete businesscase for an AMIProcurement Card sothat it can buy moreproducts (e.g.stationery) locallyDavidRaynerJohnMilwardFrom 1January2011 thenon-goingMarch 2010then ongoingDecrease the use of harmfulsubstances on an annual basis.VMD receives SD & VFM benefitsof any procurement initiativesproposed by the ‘Hub’programme.VMD receives SD & VFM benefitsfrom local purchasesUse the Defra SelectAgreement forpurchasing IT softwarelicences.JakkiSteerFrom 1January2010 thenon-goingVMD receives SD & VFM benefitsfrom DFA.ITThe VMD is looking to reduce its Carbon emission over the coming years in line with therequirements on central government departments. To achieve this, VMD is activelyinvestigating and implementing numerous opportunities for continually improving thesustainability of its ICT systems across the Agency. The sustainability of VMD’s ICTsystems are also being developed to improve the effectiveness of flexible and smartworking to bring benefits to VMD employees and business operations.Page 17 of 20

FINALThroughout the life of this SDAP the VMD will continually develop and integrate varioustechnologically advanced systems as they become available and feasible. Examples ofother areas where the VMD is improving the sustainability of its ICT include reducing thecarbon footprint of ICT usage through the upgrading of ICT hardware, cutting down onprinters, changing the telephone system to facilitate Voice Over Internet Protocol (VoIP),teleconferencing and web conferencing for European meetings, SKYPE access forworking away from the office and the provision of laptops for home working. We arealso exploring ‘intelliplugs’ for assisting with the shutdown of equipment routinely usedon standby.No. Summary of Action Owner Target date OutcomeInternal Printing –looking to engage Defrato undertake a reviewof the current printers toestablish energy/carbonbaseline.JakkiSteer4 November2009Fully engage withDefra’s ICT Greenprogramme to reduceVMD ICT generatedcarbon emissions.JakkiSteerOngoingSet baseline against which tomake reductions.The VMD is actively working withthe Defra team to provide greatersharing of all office devicesincluding printers, to reducedemand for equipment andassociated emissions.Introduce WiFiinfrastructure and VOIPphone system.MaggieSteelDecember2011The VMD implemented a wirelessinfrastructure in July 2009 and anew VOIP-enabled telephonesystem on the 1 st September2009. This will facilitate anincremental move towards WiFi.Examine options forreducing numbers ofprinters andphotocopies byintroducing sharedfacilities. Carry out aprint study.MaggieSteelOngoingHeads of teams have been askedto see how they can reduceprinters in their work areas. IT willnot replace printers unless there isa business need. Staff, areencouraged to use shared,networked printers and to keepprinting to a minimum. Use theresults to streamline our use ofprinters, photocopiers and faxes.It is proposed that thebulk photocopier withinVMD is moved into asite reprographicsfacility to maximise theuse of the mostsustainable technologyfor a reproduction task.DavidRaynerJanuary2010Reduced cost and environmentalimpact per copy whilst offering awider range of reprographicsfacilities.Page 18 of 20

FINALNo. Summary of Action Owner Target date OutcomePilot the improvementopportunities for weband video conferencingand the future use ofSKYPE technology.MaggieSteelDecember2011The VMD is working with theEMEA in using Vitero software forweb conferencing and activelyparticipating in the EMEA’s videoconferencing project to introduceVC as a viable alternative totravelling to meetings. SKYPE isa project for the future.Engagement and CommunicationsVMD will promote the positive sustainable work that VMD does by going out to its staffand giving them a presentation of our SDAP and asking them what more we can do. Toshow leadership from the top the Directors will include updates of progression towardsthe SOGE targets and progression against this action plan each quarter at the Staffupdate meetings. Staff will also be invited to take part in the annual review of the SDAP.No. Summary of Action Owner Target date OutcomeGive presentations to David March 2010 Staff engaged and contributing toteams on latest SDAP. LewseyVMD’s activities.Provide internalfeedback to staff onprogression towardsSOGE Targets andother SD progressionat a quarterly Staffupdate meetings.JohnFitzGeraldEachquarterStaff aware of progress andDirector commitment to it.Seek staff commentson SDAP at firstannual review.DavidLewseyNovember2010Staff engaged and contributing toVMD’s activities –providing newideas and local innovation.Corporate Social ResponsibilityVMD is aware that as a government agency it can have a positive impact on thesustainability of society at both national and local levels, within the constraints set outabove. VMD is committed to making the most of these opportunities and will use itsexpertise and resources to help promote scientific knowledge and undertake initiativesto benefit society.No. Summary of Action Owner Target date OutcomeRaise awareness of the“Give as you Earn”salary sacrificescheme.DavidRaynerFrom 1January2010 thenon-goingVMD staff given opportunity tochoose to contribute to ‘goodcauses’ in this way.Page 19 of 20

FINALNo. Summary of Action Owner Target date OutcomeProvide studentplacements forsecondary schoolstudents.DavidRaynerFrom 1January2010 thenon-goingContribute to development of localcommunity.Investigate and reviewviability for developingthe ‘general public’information asinformation to issue toschools & communitygroups.Encourage 30% of staffto take part in Defra’svolunteering initiative.DavidRaynerDavidLewseySeptember2010From 1January2010 thenon-goingRaised awareness of VMD amongthe local and wider community.VMD staff given opportunity tochoose to contribute to ‘goodcauses’ in this wayVMD as Sustainable EmployerVMD will continue the initiatives it has already established to encourage wellbeing ofstaff. VMD aims to supplement them with additional initiatives to make it a better placefor its employees to work, and to enhance VMD as an exemplar small agency forenhancing sustainable development.No. Summary of Action Owner Target date OutcomeRemind staff andmanagers of the VMD’spolicy for homeworking.JohnFitzGerald& JackieAtkinsonSeptember2010Contributes to staff work-lifebalance and reduces commutingcarbon footprint. Allowing peopleto work from home, where this fitswith the teams business needs,also makes a contribution –especially for those staff whotravel considerable distances eachEnsure that starterscarry out work stationassessments as part ofthe induction process.LinemanagersFrom 1January2010 thenon-goingday.Building is safe for staff andcontributes to their well-beingCarry out 6 monthlyCEO review of buildingto ensure Health andSafety standards withinthe workplace aremaintained.SueRawlinsonFrom 1January2010 thenon-goingBuilding is safe for staff andcontributes to their well-being#254109v11Veterinary Medicines DirectoratePage 20 of 20