What to do and how to do it
The organisation should periodically review and evaluate the Energy MAP system in order to ensure its continuing suitability, adequacy and effectiveness and identify further opportunities for improvement.
The Management Review should assess the performance of Energy MAP and suggest corrective measures to solve problems identified in the aims, design, scope and implementation of the programme. It should answer the question: "Is the Energy MAP system working?"
The Review should address the suitability, adequacy and effectiveness of:
- the energy policy;
- the objectives, targets and energy performance indicators (EnPIs). Current performance should be assessed and the causes of any missed targets identified and corrective actions recommended;
- training activities;
- the Energy MAP overall.
The Review should assess the following:
- the outcome of any action items from the previous Management Review;
- the results of any audits or surveys conducted since the last Management Review and the current status of any recommendations;
- the key factors that influence energy consumption;
- the adequacy of resources for the continued operation of Energy MAP;
- current and proposed regulatory compliance in relation to energy management;
- whether information on energy consumption and management is sufficient.
- draft programme plan for the next (12 month) period.
A key aspect of the Review is to determine areas of improvement in the elements of Energy MAP. Where activities and projects were successful, these should be recorded and used to further promote energy management throughout the organisation. Where goals were not met, the reasons for failure should be identified and corrective or preventive action taken.
To ensure that recommendations are taken into account, the Review must be documented and the team must agree follow-up actions and designate persons responsible for implementing the actions.
Tip: Some organisations combine their Review with other meetings while other organisations hold "stand-alone" reviews.
Tip: The review is an opportunity for the Energy MAP Coordinator to influence senior management, showcase energy team’s work, garner support and get commitment for resources.
Preparing for the Management Review
There are usually two types of people involved in the management review process:
1. those who have the information about the Energy MAP system, e.g. the energy co-ordinator and team; and
2. those who make the decisions about the system, i.e. senior management.
Providing the right information for the management review is the responsibility of the energy co-ordinator and team. Some of this information may be gathered on a rolling basis, while other may be specifically prepared for the purposes of the management review. In preparation for the Management Review, the Energy Coordinator should prepare a review of the overall operation and performance of the energy programme.
To carry out the review consider the following tasks:
Set the objectives of the review
Are you conducting a review of the whole system or is it part of a rolling programme?
Define the scope of the review
The scope of the review may cover all elements of the Energy MAP or selected elements as part of a rolling review programme. Alternatively you may look at different sites at different times.
Schedule and plan the review
Where on-site investigation is to be carried out make sure that you notify all those involved before the review date. This is particularly applicable to plant areas and functions, or where more detailed information is required.
Identify priority topics
This can be related to the implementation of your programme plan, your significant energy users or other areas that may be of concern such as awareness, monitoring or others.
Gather background information
This could include previous reports, training records, information on a facilities, or other issues.
Conduct the review and collect the information
· The information will consist of physical evidence, documentation, verbal and circumstantial evidence.
· Record any new opportunities discussed / identified on yourRegister of Opportunities.
· Evaluateand report the findings.
· Decide on resulting actions to be taken and assign responsibilities and timescales.
· Follow upon actions to ensure completion. You must make sure that any gaps or deficiencies identified, are corrected.
See Step 20 Guide 1 for details on the areas to examine in your Review.
Note that some organisations may also undertake internal audits at planned intervals, which in turn contribute to the management review.
Tip:discuss with the people who work in the areas under examination, any problems identified so as to confirm that your understanding is correct.
Possible problems and how to deal with them
Poor information supplied for the Review may result in an incomplete or 'half-baked' outcome. The information for the Review should be thorough and may need significant preparation time.
If recommendations from the Review are not implemented then the process of continuous improvement in the programme will not be achieved. It is crucial that individuals are assigned to implement recommendations and these are followed-up by line management.
How long does it take to complete this step?
The Review meeting itself can be carried out in a matter of hours, however, the preparation for the meeting may begin weeks or even months before the meeting date.
How do I know when I have completed this step?
You have completed this Step when:
- there is adequate information supplied for the review;
- a regular management review is planned and carried out;
- the Review is documented;
- recommendations from the Review are tracked and acted upon.
What do I do next?
You should now have all the elements of an effective energy management system in place. The outcome of the Review is then fed back into the whole process to ensure that improvements are made, the system is working effectively and continuous improvement achieved.
Congratulations! You have reached and completed the last step of your Energy MAP. Be sure not to become complacent - revisit and review on an ongoing basis.
And remember! If you need any assistance in any aspect of your Energy MAP contact The Sustainable Energy Authority of Ireland.
Energy MAP is an energy management programme brought to you by The Sustainable Energy Authority of Ireland.