Step 20 Guide 1: Management Review of Energy MAP
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 audit/survey results and changing circumstances. It should cover all potential influences on energy consumption including 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. Where appropriate, the extent of compliance or non-conformance to the Energy Management Standard I.S.393:2005. should also be assessed along with the effectiveness of corrective actions taken.
In general, the Energy Manager, in consultation with line management, will be responsible for preparing the Review. The process starts long before the actual 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 Step 19 ‘Review Energy MAP actions annually and identify improvements’. This will have covered 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
Management should assess the overall effectiveness in meeting the objectives and targets of the system 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 (EPIs) 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.
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, 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
Because the ‘management approach’ to energy management does not have a very long track record, the main source of information on the Management Review process is to be found in the wealth of information on environmental management systems, ISO 14001 and the EU Eco Management and Audit Scheme (EMAS).
A comprehensive site with detailed information on the EU’s environmental management system EMAS. See Section 9 of the EMAS Toolkit: ‘How to review an environmental management system’
ISO 14001 Implementing an Environmental Management System. Ellipson Management Consultants (see Section 3.6.3 Management Review, page 59)
Download ISO 14001: Implementing an EMS (PDF, 224 k)
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