Aalto University ELEC-E8002 & ELEC-E8003 Project work course Year 2017

Project plan

Project #12

Case

Date: 26.1.2017

Janne Lappi Mikko Poranen Laura Syvänne Ville Kärnä Miro Rosenström

Information page

Students Janne Lappi Mikko Poranen Laura Syvänne Ville Kärnä Miro Rosenström

Project manager Janne Lappi

Official Instructor Jaakko Ketomäki

Other advisors Jari Viinanen Petteri Huuska Marjo Priha

Starting date 5.1.2017

Approval The Instructor has accepted the final version of this document Date: 25.1.2017

1. Background

City of has a mission to be carbon neutral in 2050. There’s a half a million visitors in Korkeasaari every year. Hence Korkeasaari has a lot of visibility and a great chance to be the trailblazer and advisor when Helsinki is reaching towards carbon neutrality. The Zoo would set an example and educate visitors and corporations to act in an environmentally friendly manner. Carbon neutral Korkeasaari will improve the whole image of Helsinki and . Environmental friendliness will again make the Zoo more fascinating and stimulating, which has a positive impact on visitor satisfaction. With smart actions it is possible to decrease energy consumption and thereby decrease costs of energy in Korkeasaari. Previous energy review for Korkeasaari was done in 1998. In 2016 Korkeasaari and the city of Helsinki began planning new energy vision for the zoo. New strategy is to transform Korkeasaari carbon neutral by 2025. Buildings and structures of the zoo are old and thereby neither in good condition nor energy efficient. Korkeasaari forms also a significant part of the electricity consumption of Helsinki. Thus the zoo is a great target for energy saving actions. Important ways to achieve carbon neutrality is decreasing energy consumption and implementing renewable energy production on site. These actions must be defined. Already at this point there has been small environmentally friendly actions in the zoo. Solar panels have been installed in Lauttaranta and on top of the administrative building. Tropical building will be renovated and there is still a good chance to effect on the technical implementation. Visitor travelling is also a significant contributor to carbon emissions, but it is outside the scope of this project as it is not necessarily something the zoo can decide. This project will be implemented in small phases. In initial planning Korkeasaari decided to include Aalto University to study suitable actions for them. Since the students taking part of this project are studying electrical engineering, they will concentrate on reducing waste of electrical energy in Korkeasaari. However it is not enough just to reduce carbon footprint, in this case it is as important to communicate and show to visitors and other parties what actions have been done. With a good communication plan Korkeasaari can educate and show what good actions have been implemented. Thus a new communication strategy is also planned in this project.

2. Expected output

The final outcome is a written report which provides Korkeasaari with technical solutions to get closer to carbon neutrality, the high level goal of Helsinki city. The report consists of four main parts:

1. A literature review over means to reduce waste of electricity 2. Select suitable technologies and equipment to be adapted to Korkeasaari 3. Estimate of the impact of the actions on business 4. Plan on the communication strategy of the energy saving actions

In a literature review different means to reduce waste of electricity and to increase energy efficiency in buildings and public places are explored. It is necessary to have knowledge of the latest technologies and applications that are available and in use around the world.

After that suitable technologies are selected and they are adapted to Korkeasaari by mapping the practical equipment and actions. The main focus is on reduction of electricity consumption in Korkeasaari zoo. As the high level goal of Helsinki city is to zero the carbon footprint of Korkeasaari, the project output may involve also other means to reduce waste of energy than only electricity savings. Eventually many of the actions in order to save energy are related to each other. They shouldn’t be separated only because of the main emphasis of this project. Weather conditions play also a big role in energy consumption issues of infrastructure. Thus it is important to look at the possibilities from Finland and Korkeasaari point of view.

The impact of energy saving actions on business of Korkeasaari is evaluated as well. Implementing new technologies in the zoo causes costs while reduced waste of energy brings savings on annual energy expenses. It is essential to estimate the overall economical influence. “A green image” is also often beneficial in business in these day

Going carbon neutral is a worldwide future goal in infrastructure and industry. However the transition process goes ahead in small steps. Every single project towards the common goal is important. It is crucial to communicate such projects in public to encourage others to reduce carbon footprint by giving them an example how to do that. In addition, as the capital and the biggest city of Finland, Helsinki city is responsible for developing city infrastructure more environmentally friendly and communicating it in public. In Korkeasaari case publicity over green actions may also attract more visitors to the zoo. Thus planning communication strategy is a part of this project.

The goal of the project is to provide Helsinki city with a good quality report which they can benefit from when constructing Korkeasaari zoo towards carbon neutrality. The success of the project is determined by the quality of the report. It is considered good if Helsinki city and Korkeasaari find the report useful and implement some of the suggested actions in the zoo.

3. Phases of project

M1: Getting on track of the current situation in Korkeasaari 31.1. M2: Preparing literature review of similar cases 19.2.

M3: Effects on business (and carbon footprint?) 28.2. Deadline to submit Presentation Slides for Business aspects seminar 2.3. Business aspects seminar on 6.3. DL for Business aspects document 10.3. M4: Finding and evaluating the suitable technologies and practices 25.3.

M5: Selection of the best technologies and actions 15.4.

M6: Communication plan 2.5. DL for poster designs for Final gala 9.5. Final Gala 16.5. M7: Report finalization 20.5. DL for final reports 29.5. 4. Work breakdown structure (WBS)

Figure 1. Work breakdown structure.

Work breakdown structure is illustrated in Figure 1. Project consists of six main parts. These parts consists of few minor tasks. More detailed project structure with estimated man hours are presented in chapter 5.

5. Work packages and Tasks of the project and Schedule

Table 1. Work packages Estimated Work Packages Tasks Minor tasks Dependency man hours 1. Literature review

1.1. Survey 40

1.2. Similar cases and 1.1 40 used solutions

1.3. Suitability for 1.2 40 Korkeasaari

2. Current situation in Korkeasaari

2.1. Data collection 1.3 30

2.2. Interview of 1.3 10 Korkeasaari staff

2.3. Data analysis 2.1 & 2.2 50

3. Selecting actions for Korkeasaari

3.1. Existing Technologies 2.3

3.1.1. Lighting 40

3.1.2. Electricity usage of 40 buildings

3.1.3. Demand response 40

3.1.4. Heatpumps + 40 renewable energy

3.1.5. Energy Storages 40

3.1.6. Other 30

3.2. Suitability for 3.1 30 Korkeasaari

3.3. Tech selections for 3.2 Korkeasaari

3.3.1. Actions to be done 40 for implementing a technology

3.3.2. Evaluation of effect 50 in carbon print

4. Business plan

4.1. Cost effects of each 3.3 individual technology

4.1.1. Checking the cost 20 of tech

4.1.2. Estimating profits 30 of a tech

4.2. Total cost effect of 4.1 20 Tech

4.3. Effects of new green 4.1 40 values for business

4.4. Costs of 4.1 20 communication plan

5. Communication plan

5.1. Finding examples 20 from similar cases

5.2. Selecting 20 communication methods and channels

5.3. Preparing 30 communication plan

6. Project delivery from course point of view

6.1. Project planning

6.1.1. Preparations and 40 meetings with project members

6.1.2. Creating project 70 plan (DL 26.1.)

6.2. Business aspects planning

6.2.1. Learning business planning 20

6.2.2. Preparing presentation for BA seminar 6.3. 30

6.2.3. Writing the BA document (DL 10.3.) 60

6.3. Finalization

6.3.1. Report finalization (DL 29.5.) 90

6.3.2. Final Gala poster (DL 9.5.) 20

6.3.3. Final Gala 16.5. 10 total hours 1100

Figure 2. Gantt chart.

6. Work resources 6.1 Personal availability during the project

Table 2. Number of hours available for the project (excluding lectures and seminars) per week. Janne Mikko Laura Miro Ville Week 1 12 12 12 12 12 Week 2 13 13 13 13 13 Week 3 13 13 13 13 13 Week 4 13 13 13 13 13 Week 5 13 13 13 13 13 Week 6 13 13 13 13 13 Week 7 13 13 13 13 13 Week 8 0 0 0 0 0 Week 9 0 0 0 0 0 Week 10 0 0 0 0 0 Week 11 13 13 13 13 13 Week 12 13 13 13 13 13 Week 13 13 13 13 13 13 Week 14 13 13 13 13 13 Week 15 13 13 13 13 13 Week 16 13 13 13 13 13 Week 17 13 13 13 13 13 Week 18 13 13 13 13 13 Week 19 13 13 13 13 13 Week 20 13 13 13 13 13 Week 21 13 13 13 13 13 Total 220 220 220 220 220

6.2 Personal goals

Laura: To learn some basic skills how to manage project and to get deeper understanding how to make buildings, places and systems more energy efficient.

Janne: Learning project management and planning project structure. Having a better sense of proportion on energy consumption and savings in building infrastructure to be able to evaluate what the most significant energy wasting actions are and how to achieve remarkable savings.

Ville: I’m excited to strengthen my skills in project planning and execution. It is also beneficial to learn more about improving energy efficiency and aiming towards carbon neutrality. Nevertheless, I’m still eager to utilize my know-how on power engineering and see if the project work results in new knowledge.

Miro: Learn basic planning and project management skills in a real world project. Apply technical skills in practice.

Mikko: I want to learn how to help and understand customer in project work. If I will be a consultant later in my career this will be a valuable experience.

7. Cost plan and materials

The project consists of a written report only. Therefore, no additional costs are expected and no budget is needed. The project presents technologies and solutions which the customer can use to achieve their goals of energy efficiency. Implementing these solutions is outside the scope of this project and is the customer’s responsibility.

The report is prepared by students, so there will be no labor costs associated with the project. The only cost will be the poster printing cost, about 150 eur. The group will prepare a poster to present the project in the final gala of the course.

8. Other resources

As the project is simply a written report, no special tools, devices, workshops or other resources are needed. We will use our own computers and internet connections to search for information and prepare the reports. Meetings will be held in rooms at the university, so there will be no costs and no keys are needed. We will meet the Helsinki city and zoo representatives a few times during the project.

9. Project management and responsibilities

In this chapter, the responsible persons for each work package are listed. The idea is that the responsible person will ultimately ensure the quality of the work related to their work package. Nevertheless, all project members will take part in project work during each work package.

Here are also listed our project manager and additional responsibilities. In addition, our instructor and our primary contact persons at Korkeasaari and at the City of Helsinki are listed here.

Instructor: Jaakko Ketomäki Other advisors: Jari Viinanen, Petteri Huuska, Marjo Priha Project manager: Janne Lappi Contact person of instructor: Laura Syvänne Contact person of advisors in Korkeasaari: Laura Syvänne WP1 leader: Ville Kärnä WP2 leader: Mikko Poranen WP3 leader: Miro Rosenström WP4 leader: Janne Lappi WP5 leader: Laura Syvänne WP6 leader: Janne Lappi

10. Project Meetings

The project group will regularly have a meeting once a week. At the beginning the weekly meeting takes place on Wednesday at 17 o’clock but the time can be varied if it is necessary. According to current needs the group members will agree on additional meetings. The meetings start at the time agreed so each member should be present by that time.

There will be no regular meetings with the instructor. The group will meet him when it is needed. Basically the meetings will be dated at the beginnings and at the ends of project phases. At the beginning the instructor will guide what the group should start working on and at the end he evaluates what the work looks like.

The project manager prepares the agenda for a meeting. The agenda consists of the default one with additional items that each member can suggest. Intended practice is that the agenda is visible to the group members the day before a meeting.

The default agenda of each group meeting is as follows: 1. Review the progress since the previous meeting 2. Check the schedule progress 3. Talk about problems that have made work get stuck 4. Agree on what each member of the group will be working on next 5. Agree on the date of the next meeting

During a meeting one group member is writing a memo. Style is free but it will basically be short notes and bullets. At the end of the meeting the memo is cleaned up and completed so that everyone gets the idea out of it.

The memo consists of: 1. Progress update of the previous tasks. 2. Decisions on what we agreed to do next. The work is formulated to tasks which are assigned to group members. 3. Solutions for possible problems written on agenda. 4. New ideas.

The agendas and memos are written in a Google Drive document one below another, each on one page.

11. Communication plan

The group has two electronic communication channels for communication between the group members. Whatsapp is used for chat-type messaging and to agree on meeting schedules. All the documents are stored and shared in Google Drive cloud service. There the group members can work on the documents simultaneously. All the group members are engaged in following these communication channels.

The contact person of instructor communicates via email and Whatsapp with the instructor. The contact person forwards the instructors’ responses to the Whatsapp group and the group members’ emails. 12. Risks

Quite fortunately, our project does not have any risks related to receiving material supplies, as our project does not require any physical goods. Thus, the risk analysis of our project is more or less analyzing possibilities of human mistakes in our own planning work or in the material we are going to utilize in our work. Unfortunate incidences, such as a group member getting sick, are also a potential risk to be considered. It should be taken into account that our project consists of planning the energy saving. City of Helsinki is responsible of the implementation of our schemes. Therefore, the implementation is not included in our risk management process.

Table 3. Risks.

Risk Severity Description Preemptive solution timing failure high a task takes longer than was project plan is adjusted to cope predicted and postpones other with some time risks, slack added dependent tasks to some tasks sickness medium a project member gets ill and other members should have some cannot work time reserve to catch up with the timetable confusion medium actions of different project regular meetings are held, members are not coordinated well meeting minutes are saved for enough later use incorrect low some material which is available compare the data to other references on the Internet can be incorrect sources no testing low results might be incorrect as there similar cases are carefully is no possibility to test or simulate analyzed, experts of different our project fields are consulted

13. Quality plan

Quality of the project will be discussed in group meetings. Every meeting include review how the project is advanced and is it as is planned. The idea is to clarify if there is room for improvements. Problem areas are taken to deeper review and discussed how to solve them. We also check if there is need to concentrate some part of project more/less. It is also discussed how much work everybody can do for the project. Workload should be approximately same for every group member. If someone’s task takes far more time than the others maybe some operation to balance workload is needed.

In group meetings it will be checked that the project is in schedule. If it is not the group will find the reason to be behind schedule and how to deal with it. Group also have to think how to continue and how to avoid schedule problems again. These kind of problems may occur if some parts of project take more time than was planned or if there is the lack of background information. There might be need to change project plan. Every group member has to approve the changes. In large-scale changes, the instructor has to accept new plans.

Every project member is responsible about their own personal work individually. Every member has their own range of responsibility inside each work package.Group members overview and accept each other's work and give some suggestion for improvements if needed. Group manager has the final word so ultimately he is responsible of project quality.

In few work package’s quality is confirmed by discussing also with staff of Helsinki city and Korkeasaari zoo. Information is collected for instance by interviewing and getting some background materials. Their opinion has in large part especially in final work package (communication). Quality of the material we receive from the customer affects the quality of the project directly.

In every group meeting it will be determined if there is need to contact the project instructor. The instructor will help the group by correcting work and giving additional information for instance. The instructor’s responsibility is to help if group or its members does not know how to proceed. Group will meet or take contact to instructor regularly so that instructor knows how the project is managed. This way instructor can supervise the project continuously and is also responsible about its quality.

14. Changing this plan

The group will have meetings at least once a week. In meetings group can make decision about changing this plan during the project. All participants have to agree new plans. If someone is absent they do not participate to the decision making. They will be informed decided changes after meeting. Except if the absent person is project manager then he has to accept proposed changes afterwards. Group will give him suggestion for instance via email, Whatsapp or calling.

There are two kind of reason to change plans. In some cases changes are made based on instructor’s feedback. Then group will discuss how to implement changes in the project. In other cases changes are made based on group members proposals. If some member has reason to change plans he/she has to discuss with other group members. Together the group decides the best way to implement changes. These kind of changes need also instructor’s approvement. Changing this plan needs always justified reason.

For instance if schedule problems exist group can make decision how to reallocate resources in future tasks. If it still seems to fall behind schedule group have to contact instructor immediately. Instructor can suggest arrangements. Solution might be leaving some part of the project a bit less attention.

Meeting memo is made in every group meeting. Changes made are reported in it. Changes made are attached to final report if needed.

15. Measures for successful project

There are several stages of evaluation for the final outcome of the project:

1. Does the project present reasonable solutions to reduce the waste of electricity which is possible to implement in Korkeasaari? (Opinions of the instructor and the group members themselves) 2. What are the comments of Korkeasaari regarding the final outcome? 3. How probable is the future implementation of components of the solution in Korkeasaari?

Within this course it is not possible to evaluate permanent effects of the project on the technical structures of Korkeasaari. The solutions that will be presented in the final outcome of the project involve construction of physical devices. It takes much longer time to happen than the duration of the course. The effects of the new technologies on the carbon footprint of Korkeasaari can be evaluated even later as collecting measurement data from the new technologies is needed.

The process is evaluated in the weekly meetings by reviewing progress and checking if we are following the schedule. Reaching the milestones is a good measure for the process. At the milestones it is good to think about the quality of the work done so far. If we see that we had problems we can learn from that and do it better for the next milestone. At a milestone there will be a separate memo chapter for wrapping up the work done for the milestone.

An important goal of the project is learning. After the project each group member will think about the things he/she learned within the project and compare them to the the personal goals written on chapter 6.