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Step 20 Guide 1: Management Review of Energy Map

This is the twentieth of 20 steps in the in the Energy Management Action Programme (Energy MAP).
Learn about Energy MAP and what it can do for your business.

In a nut shell

Top management must review Energy MAP to ensure its continuing suitability, adequacy and effectiveness. The review should address the possible need for changes to policy, objectives, targets and other elements of Energy MAP, in the light of feedback from the energy team, audit/survey results and changing circumstances. It should cover all potential influences on energy consumption, the financial impacts and how energy management might relate to business opportunities and performance. Finally, management should document the review and make the necessary changes to Energy MAP identified.

What to do and How to do it?

Management should assess the performance of Energy MAP and suggest corrective measures to solve problems identified in Energy MAP aims, design, scope and implementation of the programme. If Energy MAP is a stepping stone to ISO 50001, then the extent of compliance or non-conformance to the Standard should also be assessed along with the effectiveness of corrective actions taken.

In general, the Energy Co-ordinator, in consultation with the energy team and line management, will be responsible for preparing the Review. The process starts long before the actual review meeting. First of all you must collect the relevant information from those who have it and then provide it to those who make the decisions, i.e. top management. Having a structured system in place will make this process run smoothly and easily.

Sources of information

The primary source of information for the Management Review will be the results of ongoing or periodic review of the system by the energy co-ordinator and team (see below). This should cover the following areas:

·        the results surveys or audits;

·        progress on objectives and targets;

·        results of energy monitoring and progress on savings projects;

·        awareness and training activities;

·        design, purchase and maintenance issues;

·        actual or proposed changes in legislation and regulations;

·        other environmental performance measures;

·        new technologies, materials or processes;

·        other internal or external issues.

Review coverage

Management should assess the overall effectiveness of the system in meeting the objectives and targets and use the results to recommend modifications to Energy MAP if necessary. The recommendations should be followed-up to ensure that any modifications have been effective.

The Review should address the suitability, adequacy and effectiveness of:

·        the energy policy;

·        the objectives, targets and energy performance indicators (EnPIs) in the light of changing internal and external circumstances. Current performance should be assessed and the causes of any missed targets identified and corrective actions recommended;

·        training activities;

·        Energy MAP overall.

The key question for the Review to ask is: Is the Energy MAP system working? In doing this it should assess the following:

·        the outcome of any action items from the previous Management Review meeting;

·        the results of any Energy MAP 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 energy information systems are adequate and provide sufficient information on energy consumption.

Preparing for the management review

You should take the following areas into account when preparing to review your Energy MAP:

Energy policy

Review the organisation Energy Policy in the light of changes in the organisation’s activities, products or services; the results of audits or surveys; or other internal or external changes. Also analyse the effectiveness of the communication of the Policy to all people within your organisation. Is everybody aware of the policy and do they know the aims of the organisation in relation to energy management? Depending on the outcome of this review you may recommend additional activities for communication of the Policy and its goals.

Objectives, targets and the Energy Action Plan

Assess your objectives and targets and determine to what degree they have been achieved, i.e. superseded, falling short or within acceptable limits. Propose new objectives and targets if necessary. Determine also whether your Energy MAP programme is sufficient for guaranteeing continual improvement in the management of energy.

Resources, roles and responsibilities

Review the adequacy of resources and recommend changes if necessary. Are roles and responsibilities within the energy management structure being fulfilled? Do those responsible for actions have the necessary resources and authority to carry out the actions?

Surveys and audits

Check the results and recommendations of any audits and surveys that have been carried out and the state of the corrective actions required as a result of audits/surveys. In particular, look for any changes in significant energy users. Determine also whether and when, future audits or surveys are required and who should carry them out.

Awareness

What is the level of awareness and ‘good housekeeping’ on energy saving? A simple walkabout can provide you with a snapshot of the state of energy good housekeeping. Alternatively, you may consider carrying out a staff survey to check attitudes and awareness in more detail. This will be useful if you are considering running an awareness campaign.

Training

Assess the progress of any training programme that has been carried out and identify future training needs. One useful measure to use is the number of training hours on energy of each person in the organisation.

Monitoring and measurement

Review the fulfilment of the programme of monitoring and measurement and check the results. See if there are any changes in significant energy users and determine if further monitoring resources are required.

Energy performance indicators (EnPIs)

Review EnPIs to ensure their continued relevance and application.

Legislation

Check for any new or future legislation in relation to energy and whether current legislation is being properly implemented.

Other commitments of the organisation

For example your organisation may be a member of SEAI’s Large Industry Energy Network, which entails certain commitments on managing energy.

Closing the loop

One of the aims of the review is to identify areas of improvement in Energy MAP and feed these back into the system. It may identify improvements in policy, organisational structure, awareness, staff skills, training, work practices, process improvements, administrative and operational procedures, and accounting practices, amongst others.

Management should document the results of the Review and maintain records of the meeting. Another crucial aspect of the Review is to agree follow-up actions and designate persons responsible for implementing the actions. These should be monitored and the outcomes fed back to line management.

Further information and guidance

Return to Step 20

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