Cross-cutting writers Workshop 1-3 February 2016, Ankara Turkey

Session 1

Data collection and archiving

Background documentation • EPA Template 2: Methods and Data Documentation • EPA Template 4: Description of Archiving System • 2006 IPCC Guidelines • Other NIRs

Introduction

Inventory preparation Step by step process Provide source/sink category information Identify method choice and description List activity data/emission factors and associated references List uncertainty estimates and associated references Provide any additional information Provide improvements to this analysis

Inventory preparation Data sharing

Compiling an inventory is not a standalone process (of one or two institutions) Data suppliers should be engaged in the process of inventory compilation and improvement involving them in activities such as:

• Offering an initial estimate for the category, pointing out the potentially high uncertainties • Scientific or statistical workshops on the inventory inputs and outputs • Establishment of terms of reference or memoranda of understanding for government and/or trade organisations to clarify what is needed for the inventory

These activities will help to ensure that the most appropriate data are available for the inventory and all the information could be documented

Inventory documentation

Type of Data

Data Value(s)

Year (s) of Data Reference

Other Information (e.g., date

obtained and data source or contact

information) Uncertainty

value(s ) Reference

Change from previous

submission

• For each category (activity data, emission factor, parameter)

Archiving process Subtask Date Due

Task Completed

Initials Date

Archiving Coordinator

Create official archive located in [insert location of master versions of hard copy and electronic files]

Communicate archiving plan and set deadlines

Collect copies of all data references

Request missing references from category leads

Collect electronic versions of spreadsheets used to estimate net emissions by sector

Collect copies of draft versions of inventory document

Collect copies of final versions of inventory document

Collect copies of expert review comment response documents from each category lead

Collect copies of public review comment response documents from each category lead

Catalogue all documents using a unique tracking number and index

Collect completed Institutional Arrangements and Methods and Data Documentation templates

Compile electronic versions of Key Category analyses

Compile electronic versions of QA/QC checklists

Save all electronic files on archive

Distribute electronic files at start of next inventory update.

[List additional tasks]

Archiving process Subtask Date Due

Task Completed

Initials Date

Category Lead

Send electronic versions of spreadsheets used to estimate net emissions to Inventory

Coordinator (using naming convention)

Send final text documents for sector or category to Inventory Coordinator

Send Methods and Data Documentation reports for category

Create index of draft documents and files for electronic and hard copy storage

Create index of final documents and files for electronic and hard copy storage

Compile and send electronic versions of any Key Category analyses and documents to Inventory

Coordinator

Send summary or list of QA/QC steps and corrective actions (by category) to Inventory

Coordinator

Save all final electronic files on archive CD-ROM. Label as "FINAL" with name of category/sector,

date, and contact information, and send copy to Inventory Coordinator

[List additional tasks]

Decision 24/CP.19 Revision of the UNFCCC reporting guidelines on annual inventories for Parties included in Annex I to the Convention

Chapter 1: Introduction 1.1. Background information on GHG inventories and climate change (e.g. as it pertains to the national context, to provide information to the general public) 1.2. A description of the national inventory arrangements 1.2.1. Institutional, legal and procedural arrangements 1.2.2. Overview of inventory planning, preparation and management 1.2.3. Quality assurance, quality control and verification plan - QA/QC procedures applied - QA/QC plan - Verification activities - Treatment of confidentiality issues 1.2.4. Changes in the national inventory arrangements since previous annual GHG inventory submission

UNFCCC Requirements

Chapter 1: Introduction 1.3. Inventory preparation, and data collection, processing and storage 1.4. Brief general description of methodologies (including tiers used) and data sources used 1.5. Brief description of key categories Provide a summary table with the key categories identified for the latest reporting year (by level and trend) on the basis of table 4.4 of vol. 1 of the 2006 IPCC Guidelines and provide more detailed information in annex 1. Indicate whether the key category analysis differs from the one included in the common reporting format (CRF) table and, if so, give a short description of the differences 1.6. General uncertainty evaluation, including data on the overall uncertainty for the inventory totals 1.7. General assessment of completeness

UNFCCC Requirements

What to report in the NIR It is not practical to report all the internal documentation The level of detail in documentation differs according to the method applied

• Tier 1 (activity data, choice of EFs) • Tier 2 (activity data, corresponding EFs, by fuel, product specific content, technology/practice, and any assumptions or data justifying alternative EFs, clear explanation of linkage with other source categories) • Tier 3 (emission data by plant, monitoring system, technology, treatment of confidentiality)

The inventory compiler should focus on:

Present the key findings, describing major issues regarding quality of input data, methods, or estimates for each category and show how they are addressed and plan to be addressed in the future

Example - Finland

1.3.2 Documentation and archiving Inventory documentation consists of inventory data and metadata (data explaining the calculated estimates). The inventory documentation system consists of the following document types: 1. The basic documents of the national system that are produced, updated and archived by Statistics Finland according to its archiving system (the system is described below): – the description of Finland’s national system – agreements with expert organisations participating in the inventory preparation – other agreements – quality plan and related documents e.g. documentation of the annual bilateral quality meetings

Example - Finland 2. The annual inventory process documents by reporting sector, which are produced, updated and archived in the expert organisations responsible for the sectors, such as: – primary material for the calculation – internal documents for the calculation 3. The whole inventory level documents of the annual inventory process, which are produced, updated and archived in the inventory unit according to Statistics Finland’s archiving system: – the general plan for compiling the inventory – internal documents for compiling the inventory – reference for country-specific data and methods – the CRF Reporter databases, the set of CRF tables and the National Inventory Report (NIR) – review reports and other relevant material related the review – the inventory improvement plan. The main archives of the greenhouse gas inventory unit are at Statistics Finland

Example - Finland

To highlight: Transparency in the description of the documentation contained in the database (agreements/protocols with other Institutes, QA/QC plan, minutes of quality meeting) Sector level. Archive of documentation by sector (calculation sheets and background material) Inventory level. Archive of all reference material for country specific methods, all internal document to compile the inventory, CRF, NIR, improvement plan

1.4 Brief general description of methodologies and data sources used

Example - Finland

Table 1.4-2 summarises the most important data sources used in the inventory.

Example - Finland

Example - Finland

The VAHTI system of Finland’s environmental administration is one of the main data sources used in the inventory (especially in the Energy and Waste sectors). The VAHTI system functions as a tool for the 15 Centres for Economic Development, Transport and the Environment in their work on processing and monitoring environmental permits. The data system contains information on the clients (more than 31,000) required by the environmental permits, such as: - identification - contact persons - respective authorities - licence conditions - environmental insurance - loading points, such as stacks and sewers - emissions control equipment - treatment plans - boilers and fuels used - landfills - emissions to air, discharges to water and waste - energy production - raw materials

Example - Finland The authorities check the quality of this data before accepting it to the VAHTI system. The checks include an overview if the requirements in the permit/programme have been met and of the submitted data. In case the authorities find inconsistencies, the facilities are required to correct the data and resubmit it. The authorities carry out regular visits to supervise the activities at a plant and check issues related to emission monitoring during these visits. Data reported by the plants are also checked (level of emissions, completeness of emissions and activity data reported etc.) by the inventory preparers (Statistics Finland, SYKE). If inconsistencies are found, questions are sent to the facilities, which check their data and resubmit the corrected data to the authorities.

Example - Finland

To highlight: Description of the main Register used in the inventory compilation process Details of the information contained in the Register Data checks

1.4 Brief general description of methodologies and data sources used A detailed description of methodologies and data sources used in the preparation of the emission inventory for each sector is outlined in the relevant chapters. In Table 1.1 a summary of the activity data and sources used in the inventory compilation is reported.... ... A more detailed table, describing methods and emission factors for the key categories of the national inventory for 2013, is included in Annex 9.

Example - Italy

For the industrial sector, the annual production data are provided by national and international statistical yearbooks. Emission data collected through the National Pollutant Release and Transfer Register are also used in the development of emission estimates or taken into account as a verification of emission estimates for some specific categories. According to the Italian Decree of 23 November 2001, data (reporting period 2002-2006) included in the Italian pollutant emissions register were validated by competent authorities within 30 June each year and communicated by ISPRA to the Ministry for the Environment, Land and Sea every year and to the European Commission every three years according to EC Decision 2000/479 (two reporting cycles: data related to 2002 and 2004 were reported respectively in 2003 and in 2006). Since 2008 the national pollutant emissions register has been replaced by the national pollutant release and transfer register (the Italian PRTR) to comply with Regulation EC n.166/2006; data are collected annually at facility level and sent, after validation, by competent authorities to European Commission within 31 March every year for data referring to the previous year.

Example - Italy

These data are used for the compilation of the inventory whenever they are complete in terms of sectoral information; in fact, industries communicate figures only if they exceed specific thresholds; furthermore, basic data such as fuel consumption are not supplied and production data are not always split by product but reported as an overall figure. Anyway, the Italian PRTR is a good basis for data checks and a way to facilitate contacts with industries which, in many cases, supply, under request, additional information as necessary for carrying out sectoral emission estimates. In addition, final emissions are checked and verified also taking into account figures reported by industries in their annual environmental reports.... …..

Important issues: completeness/coverage of data, verification

Example - Italy

1.6 Information on the QA/QC plan including verification and treatment of confidentiality issues where relevant …. All the material and documents used for the inventory preparation are stored at ISPRA. Information relating to the planning, preparation, and management of inventory activities are documented and archived... After each reporting cycle, all database files, spreadsheets and electronic documents are archived as ‘read-only’ mode. A ‘reference’ database is also compiled every year to increase the transparency of the inventory. This database consists of a number of records that references all documentation used during the inventory compilation, for each sector and submission year, the link to the electronically available documents and the place where they are stored as well as internal documentation on QA/QC procedures.

Example - Italy

Example - Italy

Welcome form

Example - Italy

Relational

database

Example - Italy

Updating catalog