ISO 50001 AND SUSTAINABLE ENERGY PLANNING...D5.5 “ISO 50001 and Sustainable Energy Planning -...

ISO 50001 AND SUSTAINABLE ENERGY PLANNING

INTEGRATING A SUSTAINABLE ENERGY ACTION PLAN WITH AN ENERGY MANAGEMENT SYSTEM

TECHNICAL GUIDELINES

SOGESCA

All Partners

February 2017

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Twitter: @50001SEAPs www.50001seaps.eu

50000&1 SEAPs Guidelines

Deliverable No. D5.5

Work Package 5

Dissemination Level Public

Author(s) SOGESCA, All partners

Co-author(s) All partners

Date February 2017

File Name D5.5 “ISO 50001 and Sustainable Energy Planning - Integrating a Sustainable

Energy Action Plan with an Energy Management System” – Technical Guidelines

This document has been produced in the framework of the European project 50000&1

SEAPs – Energy Management for Sustainable Action Plans (Grant agreement no. IEE/13-

587) co-financed by the European Commission in the “Intelligent Energy – Europe” (IEE)

Programme.

CONTACT: Email: [email protected]; [email protected]; [email protected]; Website: www.50001seaps.eu Twitter: @50001SEAPs

The sole responsibility for the content of this publication lies with the

authors. It does not necessarily represent the opinion of the European

Union. Neither the EASME nor the European Commission are

responsible for any use that may be made of the information contained

therein.

mailto:[email protected]



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TABLE OF CONTENTS

List of Abbreviations .............................................................................................................. 4

Brief introduction by the Coordinator ..................................................................................... 5

Overview of the Municipalities supported by the Project activities in the 8 Countries of EU ... 6

Experiences from Municipalities: Politicians .......................................................................... 7

Experiences from Municipalities: Technicians ....................................................................... 8

Introduction to 50000&1 SEAPs Project ................................................................................ 9

EnMS+SEAP approach ....................................................................................................... 10

Energy Management Systems according to ISO 50001:2011 .............................................. 11

Sustainable Energy Action Plans according to SEAP guidebook ......................................... 14

Implementation of ISO 50001 requirements to a Public Authority in tandem with a SEAP

following the Plan-Do-Check-Act model .............................................................................. 16

Plan ..................................................................................................................................... 17

Do ....................................................................................................................................... 37

Check .................................................................................................................................. 45

Act ....................................................................................................................................... 53

Experiences from technical partners of the 50000&1 SEAPs Project ................................... 54

ISO 50001 Frequently Asked Questions .............................................................................. 55

Consortium .......................................................................................................................... 57

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List of Abbreviations

CoM: Covenant of Mayors

DG: Directorate-General

EEA: European Environment Agency

EEA: European Energy Awards

EED: Energy Efficiency Directive

EnM: Energy Management

EnMS: Energy Management System

EnPI: Energy Performance Indicators

ESD: Energy Services Directive

ISO: International Organization for Standardization

JRC: Joint Research Centre

LA: Local Authority

LG: Local Government

NAB: National Accreditation Body

NGO: Non Governmental Organisation

PDCA: Plan, Do, Check, Act cycle

PPP: Public Private Partnership

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Brief introduction by the Coordinator

The "50000&1 SEAPs“ project supported the attainment of EU climate and energy goals by promoting the Covenant of Mayors initiative in a very innovative way. We supported more than 40 selected municipalities (and unions of Municipalities) in the process of developing and implementing local SEAPs integrated with an energy management system (EnMS) in compliance with the international ISO 50001 standard. This was done involving all levels of governance in

the Local Governments in order to structure the EnMS, while at territorial level the participation process engaged citizens and local stakeholders in the

definition of the SEAP. This allowed Municipalities to benefit from the synergies of both tools. Experience has taught us that Local Governments can face difficulties in keeping track of energy aspects, and this is exactly what an EnMS is there for. Benefits include the improved, systematic collection of energy data and the integration of energy policies in daily management activities. Following our work and the lessons learnt during these three years, we developed and updated several tools that can be found online in the project website (www.50001seaps.eu) to help Local Governments in their daily energy management activities. Of the above, the 50000&1 SEAPs guidelines (an update of the former “EnergyforMayors” project guidelines) will help provide a better understanding of the process of integrating a SEAP with an EnMS; this was made possible by the great work lead by all project partners in 8 different European countries.

Figure 1 Marco Devetta, coordinator of the 50000&1 SEAPs project,

SOGESCA, Italy

http://www./

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Overview of the Municipalities supported by the Project activities in the 8 Countries of EU

Municipalities: Montecchio M., Pordenone, Marostica, Federazione dei Comuni del Camposampierese

Italy - Responsible partner: SOGESCA

Municipalities: Bratsigovo, Chepelare, Nedelino, Rudozem, Zlatograd

Bulgaria - Responsible partners: ECQ and ARM

Municipalities: Comm. d'Aggl. du Muretain, Ville de Lorient, Comm. d'Aggl. Tours Plus

France - Responsible partners: AMORCE and MT Partenaires

Municiipalities: Metamorfosi, Filothei-Psychiko, Iraklelio, Alimos, Lavreotiki, Papagou-Chalargou

Greece - Responsible partner: CRES

Municiipalities: Daugavpils, Cēsis, Smiltene, Sigulda, Adazi

Latvia - Responsible partner: EKODOMA

Municipalities: Słupsk, Sztum, Grybóvw, Pilzno, Żyraków, Zarszyn

POLAND - Responsible partner: PNEC

Municipalities: Sânnicolau Mare, Caransebes, Faget, Ineu, Otely Rosu, Lugoj, Resita

Romania - Responsible partners: AMET and Denskstatt

Municipalities: Carballiño, Barco de Valdeorras, Xinzo de Limia, Celanova, Cartelle

Spain - Responsible partner: Ourense and Albea Transenergy

Germany - Responsible partner for communication and dissemination activities: ICLEI EUROPE

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Experiences from Municipalities: Politicians

Petko Petkov- Mayor of Bratsigovo (BG)

“By implementing ISO 50001 in Bratsigovo, the Municipality aims to reduce greenhouse gas emissions and energy costs through systematic

energy management. Bratsigovo Municipality was awarded a gold prize for exceptional green procurement that resulted in lower carbon dioxide

emissions and increased energy efficiency, which enhanced the self-esteem of our colleagues towards the other municipalities and motivated us to

continue our development in the right direction. ”

Miltiadis Karpetas- Mayor of Metamorfosi (GR)

“Our feedback from the integration between ISO 50001 and SEAP in the Municipality of Metamorfosi is very positive. After this procedure, our

Municipality is now in a position to understand and monitor our energy consumption on a periodical basis. Standardisation of the procedures and having comparable results make it possible to prioritize the energy saving opportunities and projects according to the Municipality’s true needs and

therefore improve the energy conscience of our organization.”

Gianfranco Trapula, Assessor at Urban Planning, Environment and Energy - Montecchio Maggiore (IT)

“The development of the EnMS and SEAP is only the starting point, not the final goal. EnMS+SEAP are crucial to the strategy of continuous

improvement in energy efficiency and environmental protection. The aim of any public administration should be to disseminate the energy saving

culture for the reduction of carbon dioxide in the atmosphere (the main cause of global warming) and to involve the whole of society in

safeguarding the earth, particularly with regard to climate change.”

Pēteris Dzalbe, Vice-Mayor of the city of Daugavpils (LV)

“The city of Daugavpils joined the EU funded project “50000&1SEAPs” in 2014. Meanwhile in early 2016, a new national Energy Efficiency Law was

approved in Latvia. The Law foresees that nine Latvian cities, including Daugavpils, are obliged to implement a certified EnMS until April 2017. As

a signatory of the Convent of Mayors, municipality has voluntarily committed to reduce GHG emissions in the whole territory of the city until

2030 by 40% compared to 2010.”

David-Olivier CARLIER, Vice-President of Muretain Agglo (F)

“In line with its Agenda 21, Muretain Agglo is committed since 2015 to the joint approach of the ISO 50001+SEAP. We have set up a technical unit

supported by a decision-making steering committee. Today we are proud to report the certification obtained in April 2017 and we are very satisfied to note that fuel consumption in the agglomeration community equipments

has already decreased by 14% between 2013 and the end of 2016 .”

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Experiences from Municipalities: Technicians

Druta Romulus - Energy Management Representative of Ineu City Hall (RO)

“For our community, the project and the issues that we have faced in particularly in our area of activities and all the actions that have been

implemented during the project lifetime, strengthened us as a team and challenged us to find solutions that will satisfy our actual needs

and the future city inhabitants needs.”

Helēna Trošimova, Energy Manager City of Daugavpils (LV)

“As the EnMS has been implemented recently, the quantitative results will be available only at the end of 2017. However, already during the

establishment and development of the EnMS, major improvements were achieved. The core of the operational control now is ensured

through the Online Energy Monitoring Platform. Technical managers of 100 public buildings as well the operators of street lighting and of the public transport utility were trained on how to enter and analyze

the monthly energy data available.”

Sabino Petrillo, Energy Manager of Montecchio Maggiore Municipality (IT)

“The establishment of an energy management team, coordinated by the Energy Manager and participated by representatives of the

municipal sectors that manage energy aspects, has been a crucial step. Particular attention has been paid to the identification of the boundaries of the System on the basis of direct energy use and the

definition of the energy performance indicators for the assessment of direct energy uses and for measurements and monitoring. Only

through continuous monitoring of energy performance we can reduce energy consumption and decide where, how and when to act to

improve energy efficiency."

Marius Dumitrache - Energy Team Inspector of Resita Municipality (RO)

"New available options for CO2 reduction (including eco-education) are actually day-to-day opportunities that can generate social and

environmental multiple benefits for citizens.

The project has created many opportunities to attract funds, opening the road for new investors in the city and implicitly, optimizing and

lowering costs at the local level."

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Introduction to 50000&1 SEAPs Project The 50000&1 SEAPs project provides a coherent approach to integrating Energy

Management Systems (EnMS) with Sustainable Energy Action Plans (SEAPs) according to

Energy Management Standard ISO 50001:2011 and European Energy Award, as quality

management certification system for municipalities committed to sustainable energy

planning. It aims to help municipalities overcome the barriers blocking institutionalisation of

their action plans and reinforce internal structures and procedures for high-quality, long-term,

energy policy and planning. This ensures that sustainable approaches to local energy policy

and planning are spread and strengthened further across Europe.

50000&1 SEAPs aims at:

creating a coherent approach – the 50000&1 SEAPs methodology - for the integration

of EnMS and SEAPs that can be replicated across Europe;

developing, implementing and monitoring SEAPs according to ISO 50001 and

established energy management standards in 41 selected municipalities;

to make the EnMS+SEAP approach a tool to guarantee institutionalization of

Sustainable Energy Policies and to ensure the coherent implementation of political

and technical continuity of SEAPs during and after the project’s lifetime;

overcome non-technological barriers through capacity building, using peer-to-peer

networking and specific training, to create an environment where more experienced

supporting structures;

to make the results widely available and enlarge the number of trained supporting

structures and LAs implementing the EnMS+SEAP approach by collecting and

sharing tools and training material, sharing and replicating the advantages and

synergies on the EnMS+SEAP approach.

The 50000&1 SEAPs approach helps to:

develop and formally approve an Energy Policy fixing targets and objectives;

identify corrective measures and potential improvements for SEAP planning;

demonstrate the effective implementation of SEAP to third parties;

engage the local community, allowing LAs to improve their understanding of collective

energy needs and communicate better on environment and energy efficiency;

develop methods to help monitor SEAP long - term targets;

provide to LAs a better control of progress and the ability to easily revise planned

measures;

analyze and review energy consumption in the management and use of real estate,

on the equipment;

identify and plan an operational control on processes used, personnel involved and

other variables that could influence energy performance;

define appropriated energy performance indicators to monitor process and results;

continually improve energy performance.

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EnMS+SEAP approach EnMS+SEAP approach is aimed to increase the institutionalization of the SEAPs in LAs

involved in the process enhancing energy knowledge and expertise, providing specific

training and tools. As the Project 50000&1 SEAPs is focused on the implementation of EnMS

in LAs, the introduction of the ISO 50001 requirements in the SEAPs represent the most

important step in order to increase the level of the implementation and monitoring. In general,

SEAP and EnMS approach is very similar. Compared with the SEAP, ISO 50001 does not

request specific quantitative indicators but only qualitative ones. The purpose of the ISO

50001 is the continuous improvement of the energy performance of the organization without

numerical limits or specific objectives in terms of quantitative energy to be saved and CO2e

avoided. As International Standard, EnMS requirements strictly encourages organizations to

respect and implement legal requirements related to energy issues. ISO 50001 approach

require an in depth analysis of the energy performance defining specific and appropriated

EnPI which includes external and environmental variables. EnMS and SEAP requirements

compliance is subjected to verification by independent organizations: Accredited Bodies (ISO

50001) and Joint Research Centre (SEAP). The passage from the “general” to the

“particular”, from the “estimation” to the “measured” guaranteed and required by the EnMS

approach can increase the quality of the SEAP effectiveness. The definition of specific

qualitative EnPI can help LAs to increase the knowledge on the public and private energy

performance. Defining specific improvement and transferring the methodological approach in

the private sectors stimulating citizens and stakeholders can help the territory to increase life

quality and save to waste energy avoiding CO2e emissions.

Requirement ISO 50001 SEAP

Internal structure, role and responsibilities

Policy of the organization

Energy baseline(s) and performance indicators

Communication to citizens and relevant

stakeholders

Internal training

Objectives, targets and Action Plan

Measurement and monitoring

Independent external evaluation

Table 1 Comparing EnMS and SEAP requirements

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Energy Management Systems according to ISO 50001:2011 When an organization develops its own EnMS and when a Certification Body is assessing

how an EnMS conforms with ISO 50001, it is necessary to bear in mind that the aim is to

help organizations save energy and not to produce new ineffective rules, procedures or

records. The standard contains requirements that can be verified objectively. This means

they are not “guidelines”, but a standard suitable for third-party certification. The general aim

of the Standard is to help organizations to a continous improvement model based on the

PDCA cycle approach:

Figure 2 Energy Management System Continual Improvement Model PDCA (Source: EERE)

ISO 50001 does not establish absolute requirements for energy performance beyond the

commitments in the energy policy of the organization to comply with legislation. EnMS

Standard is inteded to result in improved energy performance. Therefore, this International

Standard is based on the premise that the organization will periodically review and evaluate

its energy management system in order to identify opportunities for improvement and their

implementation. The organization is given flexibility in how it implements EnMS, e.g. the rate,

extend and timescale of the continual improvement process are determinated by the

organization. The organization can take into account economic and other considerations

when determinating the rate, extend and timescale of the continual improvement process.

The concept of scope and boundaries allows flexibility to the organization to define what is

included within the EnMS. The concept of energy performance includes energy use, energy

efficiency and energy consumption. Thus the organization can choose froma a wide range of

energy performance activities.

https://ecenter.ee.doe.gov/EM/SPM/Pages/faq.aspx

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Figure 3 Conceptual representation of the energy performance (ISO 50001 Annex A)

In the following paragraphs, the guidelines describe steps for planning and implementing the

EnMS, as well as providing suggestions for implementation of the standard.

The guidelines focuse on aspects of the EnMS that are directly related to improving and

managing energy performance. In this way it will be easier to understand all the synergies

between ISO 50001 and SEAP implementation.

ISO 50001 is suitable for implementing in any kind of organization; these guidelines will

address comments and suggestions to aspects regarding general application in a LA

interested in using this standard to support SEAP management.

When reading the ISO 50001 standard, the organization must remember the following rules

normally used to establish the requirements of a management system:

Figure 4 ISO 50001 rules and requirements to be addressed

Energy performance

Energy use

Energy consumption

OtherEnergy

efficiency

Energy intensity

Requirements presented with "shall" are to be implemented wholly as requested by the standard

Requirements presented with "should" are to be implemented, but may be implemented in an equivalent

way, in order to achieve an equivalent result

ISO 50006 is a guideline for organizations on how to define, use and maintain appropriated EnPI and an

appropriated energy balance as part of the measurement process of the energy performance

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The following picture shows the EnMS model according to ISO 50001. A similar approach –

based on the PDCA cycle (Plan, Do, Check, Act) - may be useful for applying inside the

organization (in this case, the public authority) but also for managing an SEAP.

Energy policy

Planning

Implementation and operation

Checking

Corrective and preventive action

Management review

Internal audit Monitoring and measurement

Continual improvement

Continual improvement

Figure 5 The PDCA cycle model (Plan, Do, Check, Act)

Worldwide application of this International Standard contributes to more efficient use of

available energy sources, to enhance competitiveness and to reducing greenhouse gas

emissions and other related environmental impacts. ISO 50001 can be used for certification,

registration and self-declaration of an organization’s EnMS. It is based on the common

elements of ISO management system standards, ensuring a high level of compatibility

notably with ISO 9001 and ISO 14001. An organization can chose to integrate this

International Standard with other management systems, including those related to quality,

the environment and occupational health and safety.

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Sustainable Energy Action Plans according to SEAP guidebook

Introduction

This paragraph is a very short summary from the publication “How to develop a Sustainable Energy Action Plan (SEAP) – Guidebook ” from the Covenant of Mayors, European Union, 2010, with some practical examples extracted from the experience of the SEAP implementation in small municipality.

The Covenant of Mayors is a European initiative by means of which towns, cities and regions voluntarily commit to reducing their CO2 emissions beyond the 20 % target. This formal commitment is to be achieved through the implementation of Sustainable Energy Action Plans (SEAPs). The purpose of the guidebook is to help Covenant of Mayors signatories to reach the commitments they have taken by signing the Covenant, and in particular to prepare a Baseline Emission Inventory (BEI) and a Sustainable Energy Action Plan (SEAP) within one year of their official adhesion.

BEI is a prerequisite for SEAP elaboration, as it will provide knowledge about the nature of the entities emitting CO2 in the municipal area, and will accordingly help identify the appropriate measures. Inventories conducted in later years will make it possible to determine whether the actions provide sufficient CO2 reductions and if further actions are necessary. The flexibility will allow local authorities to develop a SEAP in a way that suits their own circumstances, permitting those already engaged in energy and climate measures to sign up for the Covenant of Mayors, while continuing to follow the approaches they have used before with as few adjustments as possible.

What is a SEAP

The Sustainable Energy Action Plan (SEAP) is a key document that shows how the Covenant signatory will reach its commitment by 2020. It use the results of the Baseline Emission Inventory to identify the best fields of action and opportunities for reaching the local authority’s CO2 reduction target. It defines concrete reduction measures, together with timeframes and assigned responsibilities, which translate the long-term strategy into action. Signatories commit themselves to submitting their SEAPs within a year of signing up.

Scope of the SEAP

The Covenant of Mayors concerns action at local level within the competence of the local authority. The SEAP should concentrate on measures aimed at reducing the CO2 emissions and final energy consumption by end users.

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The Covenant’s commitments cover the whole geographical area of the local authority (town, city, region). Therefore the SEAP should include actions concerning both the public and private sectors. However, the local authority is expected to play an exemplary role and therefore to take outstanding measures related to the local authority’s own buildings and

facilities, vehicle fleet, etc. The main target sectors are buildings, equipment/facilities and urban transport. The SEAP may also include actions related to local electricity production (development of PV, wind power, CHP, improvement of local power generation), and local heating/cooling generation. In addition, the SEAP should cover areas where local authorities can influence energy consumption in the long term (as land use planning), encourage markets for energy

efficient products and services (public

procurement), as well as changes in consumption patterns (working with stakeholders and citizens). On the contrary, the industrial sector is not a key target of the Covenant of Mayors, so the local authority may choose to include actions in this sector or not.

Time horizon

The time horizon of the Covenant of Mayors is 2020. As a result, the SEAP has to contain a clear outline of the strategic actions that the local authority intends to take in order to reach its commitments in 2020. The SEAP may cover a longer period, but in this case it should contain intermediate values and objectives for the year 2020. As it is not always possible to plan concrete measures and budgets for such a long time span in detail, the local authority may distinguish between:

a vision, with long-term strategy and goals until 2020, including firm commitments in areas such as land-use planning, transport and mobility, public procurement, standards for new/renovated buildings etc.;

detailed measures for the next 3-5 years which translate the long-term strategy and goals into actions.

Both the long-term vision and the detailed measures shall be an integral part of the SEAP. It is also strongly suggested that measures related to the local authority’s own buildings and facilities are implemented first, in order to set an example and motivate the stakeholders.

Figure 6 SEAP development step-by-step

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Implementation of ISO 50001 requirements to a Public Authority in tandem with a SEAP following the Plan-Do-Check-Act model

The objective of these guidelines is to provide the necessary and adequate technical support

the LAs and LGs who need to establish, monitoring and implement an Energy Management

System integrated with their Sustainable Energy Action Plan (SEAP). The step by step

approach provided in the guidelines is based on the PLAN-DO-CHECK-ACT requirement of

the ISO 50001 which can be adequately applied in the SEAP development and

implementation activities. The tasks and other actions within each step are intended to result

in implementation of specific requirements of the EnMS. The guidelines are not, however, a

substitute of the ISO 50001 standard as well as the SEAP Guidelines, rather they represent

a technical support on how to implement EnMS requirements and SEAP requirements using

a coherent approach in LAs. Users should utilize the guidelines in conjunction with the ISO

50001 Standard and SEAP Guidelines. This enables the user to review EnMS and SEAP

requirements from the source documents, and then use the guidelines for explanatory

information and step by step guidance on implementation strategies and resources. Use of

the guidelines does not itself guarantee that the implementing organization will attain third-

party ISO 50001 certification or SEAP approval. ISO Certification and SEAP approval require

not only that the system and the SEAP are fully implemented and monitored, but that the

EnMS is effective and the SEAP is consistent with the requirements of the JRC guidelines.

Effectiveness depends on proper implementation and operation of the EnMS so that it

achieves the intended results of improved energy management and energy performance.

This is under the control and responsibility of the implementing organization as it proceeds

through the guidelines steps.

These guidelines are designed in steps to allow you to progress at a self-directed pace. Typically, the timeframe for working through the guidelines will coincide with the timeframe established for the overall EnMS implementation initiative or project. This is a decision made by the organization based on organizational priorities and available resources. Generally speaking, private sector firms achieve management system implementation within 12 to 18 months, while public sector organizations generally take 18 to 24 months. Firms with existing management systems typically implement the new management system within 9 to 12 months.

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Plan

According to ISO 50001 requirements 4.4, the organization shall conduct and document an

energy planning process. Energy planning shall be consistent with the energy policy and

shall lead to activities that continually improve energy performance.

Figure 7 Planning process step by step

The figure below represents the general concept of energy planning based on the ISO 50001

standard approach.

Proposed examples of inputs are suitable for single organizations, preferably industries rather than Public Authorities, and they are not likely to be fully and easily collected within a community context or in a territory where a large number of different public and private subjects are using energy. If we consider these example of inputs, it’s clear that they can be obtain only from

organizations (official target of the EnMS), not from community contest, where the level of information are more general. But the good news is that in this second case planning output will be the same but they need to be adapted to a new and more complex environment.

Scope and internal

organization

Energy Policy

Energy uses and

boundaries

Legal Requirements

Energy performance

Indicators

Energy objectives

Energy Management Action Plan

Figure 8 Basic concepts diagram of energy planning

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Internal organization of the SEAP+EnMS in LAs: role and responsibilities

LAs administration shall define internal rules and responsibilities in order to develop and implement ISO 50001 integrating its energy policy in the activities of the Public Administration. Top Management shall appoint the management representative, the energy team and the coordinator of the energy team providing the resources needed to establish, implement, maintain and improve the EnMS and the resulting energy performance.

Once the EnMS+SEAP has been formally and practically allocating specific human, technical and financial resources the LA is ready to start the implementation and operation phase. The

organization shall conduct, document and implement an energy planning process consistent with the Energy Policy focused on the continuous improvement of the energy performance and the respect of the legal requirements applicable. The responsibilities appointed by ISO 50001 to the Top

Management clearly identify the Top Management in a Public Authority with the highest political level, with the local government. SEAP implementation within the Covenant of Majors is clearly oriented towards reducing GHG emissions and achieving the 20-20-20 target. The commitment supporting the implementation of SEAP actions shall run until 2020, when final achievements of the SEAP itself will be verified. To prevent the risk of discontinuity, Top Management of the Local Authority shall support the SEAP and ensure that the organization for energy management of the Local Body shall continue to support SEAP implementation at all times. The consistency between the energy policy and the improvement objectives (i.e. SEAP actions) shall be achieved both in accordance with ISO 50001 and Covenant requirements, under the responsibility of the same Top Management and the same Energy Policy. The following diagrams aims to represent this concept. Resources include human resources, specialized skills, technology and financial resources. Both for the ISO 50001 EnMS and for the SEAP, roles, responsibilities and authorities shall be defined, documented and communicated in order to facilitate effective energy management. The Public Authority has a complex organizational chart including “political” authorities and administrative authorities: the Council, the President or Mayor, General Manager, Departments managers, etc. All people and employees involved have a clear idea of their own role within the Administration. The adoption of an EnMS and an SEAP entails the creation of new activities and tasks.

Political Administration

Top Management

Area 1st

Energy Team

Area 2nd

Energy Team

Area 3rd

Energy Team

Area 4th

Energy Team

Head of Technical Area

Management Representative

Energy Manager

Coord. of Energy Team

Figure 9 EnMS internal organization in a LA

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It will accordingly be very important that those people with a clear commitment to the existing activities and tasks are clearly appointed to the new activities and tasks in such a way that sharing and awareness of roles and responsibilities are granted and that requirements of both EnMS and SEAP are fulfilled. To do so, several recommendations can be considered:

Nomination of persons for any new task or responsibility in a Public Authority shall be a formal act of the competent internal authority;

To ensure a coherent approach and proper coordination, a “Committee” or “Working group” can be nominated to deal with EnMS and SEAP tasks; this Committee or Working Group may be the group of EnMS “Management Representatives” and may include the EnMS “Management Representatives”;

It is strongly advised to include within the “Management Representatives” the Managers whose activities are linked with the priority energy users;

It may be useful – mostly in large organizations – to designate an additional technical working group to support managers and Management Representatives to carry out their tasks.

Figure 10 Examples of new tasks or responsibilities for the EnMS+SEAP

Considering the varied nature of all the possible tasks, allocation of roles and responsibilities is always a fundamental aspect for the success of any operation, such as an EnMS or a SEAP implementation project. Covering energy aspects, objectives, targets and programmes beyond the organization’s boundaries, involving third parties, is a feature peculiar to the SEAP. The “internal working group” and the single designated persons shall be able to manage relationships with external parties and should have the ability to coordinate actions involving several interests, people, etc.

To analyse direct energy consumptions data for

heating and illumination.

To analyse electric energy consumption data of third parties in the territory of

competence provided by the energy suppliers.

To carry out a project to install a new photovoltaic

plant on the roof of the public school

To carry out a project to cooperate with private industries, banks and

breeders to prepare projects and applications for

renewable energies plants.

To coordinate and support the internal Management

Representative Committee.

To coordinate and support the “forum” for the SEAP

implementation and monitoring.

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Other aspects may be considered to properly allocate responsibilities for managing an EnMS together with a SEAP. The discussion can focus on two alternative and opposite approaches:

1. to concentrate all the new tasks and responsibilities for the EnMS and/or SEAP in one or several persons;

2. to appoint each person involved in the EnMS activities and/or in the SEAP actions with managing tasks and responsibilities to involve the organization of the relevant Public Authority.

The first approach is a “short term” approach: it allows rapid implementation of the management system and/or of the SEAP actions because one or just a few people can be better focus their activities on the specific goal. On the other hand, this approach will create a separation among those managing the EnMS / SEAP and the other people responsible. The second approach is a ”long term” approach since it will take a long period of time to define, appoint and coordinate a group of people working on a complex project; on the other hand, all those involved will share a common objective and will take care each of their own work, providing the best add value. Between these two opposite approaches, many intermediate solutions may be outlined. Each organization has the possibility to choose the most suitable solution according to its needs and characteristics.

Total centralization of responsibilities Responsibilities shared among all interested parties

One person responsible for EnMS / SEAP is appointed

He/she identifies the energy aspects and priorities for actions and projects

No tasks or responsibilities are allocated to others for specific EnMS / SEAP requirements

He/she collects and analyzes all data coming from processes, monitoring of performances, etc.

He/she controls and manages EnMS / SEAP documents

He/she proposes and plans activities and projects and asks for cooperation from interested colleagues and external parties

He/she has the overall control of the EnMS / SEAP

Several persons responsible for EnMS / SEAP are appointed; each of them has specific duties according to their skills and jobs

Specific responsibilities are allocated to identify energy aspects, to define priorities for actions and projects, to manage legal obligations

Each office collects data and information of competence and provides it for assessment

Each action or project included in the EnMS objectives or in the SEAP has one coordinator and single work packages are charged to different offices/persons according to their competence

The overall control of the EnMS / SEAP has to be maintained by a group whose activities should be addressed by the management commitment and policy

Advantages Critical points Advantages Critical points

Easy coordination

Easier to grant technical competence

Easier to manage formal aspects (coherence of documents, etc.)

Easier to communicate to external parties the reference persons

Low participation, less awareness of personnel

Lack of authority and/or competence for specific actions required

A difficult job for one/few person(s)

Probability that the EnMS / SEAP is rejected by the personnel as a useless additional job

Each person is involved for the task of competence

Sharing of commitment

Spreading of duties

Possibility to involve persons with most suitable authority and competence

Difficult to clearly define and appoint detailed tasks and responsibilities without overlapping or failure

Complicated coordination and taking decisions

Table 2 Distribution of role and responsibilities according with internal needs

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Top Management role and responsibilities

Establishing the purpose of the EnMS means defining which of the organization’s activities (or Public Authority competences) the EnMS shall apply to. When a Public Authority signing the Covenant wants to support the SEAP implementation by adopting the ISO 50001 standard, the boundaries of the EnMS – i.e. the energy aspects to be addressed within the EnMS – shall be documented and approved by the “Top Management” of the Public Authority and communicated to all interested parties. The responsibilities appointed by ISO 50001 to the Top Management clearly identify the Top Management in a Public Authority with the highest political level, with the local government. SEAP implementation within the Covenant of Majors is clearly oriented towards reducing GHG emissions and achieving the 20-20-20 target. The commitment supporting the implementation of SEAP actions shall run until 2020, when final achievements of the SEAP itself will be verified. To prevent the risk of discontinuity, Top Management of the Local Authority shall support the SEAP and ensure that the organization for energy management of the Local Body shall continue to support SEAP implementation at all times. Top Management may document the EnMS scope within the Energy Policy, within the EnMS manual or in any other EnMS document that has been approved at the appropriate level of authority. Below are examples to help understanding the importance of this point.

Figure 11 Role and responsibilities of the Top Management in EnMS+SEAP implementation

The wider the scope of the EnMS, the more the EnMS is suited to support SEAP implementation. This means that if I want to activate SEAP and EnMS together I have to change the traditional boundaries of action of the EnMS towards the entire urban context.

Top Managemet responsibilities

it might be stipulated that the EnMS will cover only direct internal energy

consumptions (for lighting, electric and

electronic equipments, heating)

it might be stipulated that the EnMS will deal– in addition –

with the energy consumption of suppliers when

operating on the organization’s

premises

it might be stipulated that the EnMS will

also consider, within its scope, the energy

aspects of the controlled /

participated public and private companies

it might be stipulated that the EnMS will deal with energy

aspects in the area of competence falling

under its own competence; for

example, when the authority charged for

municipal waste management decides to extend the scope of

its EnMS to waste collection and

transportation, waste incineration and/or

landfilling, biogas recovery, waste

recycling, etc.

it might be stipulated that the EnMS will

cover all energy aspects and

consumptions in the territory of

competence of the Public Authority.

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A further aspect for defining EnMS boundaries correctly is to consider the following point of the Commission’s Guidelines for SEAP implementation: “It is essential that sustainable energy management is integrated with the other actions and initiatives of the relevant municipality departments, and it must be ensured that it becomes part of the overall planning of the local authority. Multi-departmental and cross-sector involvement is required, and organizational targets need to be in line and integrated with the SEAP. The establishment of a flow chart, indicating the various interactions between departments and actors, would be useful to identify the adjustments that may be necessary to the local authority’s organization. As many key municipal players as possible should be assigned responsible roles to ensure strong ownership of the process in the organization.”

We can expect that SEAP actions will - in most cases - involve many sectors of human activities, such as industry, trade, private and public buildings, transports, energy production, etc. and that many Departments and branches of the Public Authority will have competence for the SEAP actions. It’s strongly recommended that any management system within a Public Authority shall involve all the local Authority’s sectors.

Definition of the Energy Policy

Establishing the EnMS involves identifying and allocating rules and resources required to put the energy policy and energy objectives into practice. The objective of the EnMS and its boundaries shall be defined. This point is of great importance within the EnMS of a Public Authority since public bodies normally deal with direct energy usage (direct consumptions of energy) but – due to their own competences – they also deal with energy use of public and private third parties within their area. In order to guarantee proper sharing of knowledge on EnMS implementation and good communication of the EnMS requirements such as procedures, rules and responsibilities, it is advisable to document all relevant EnMS requirements in writing – on paper or in electronic form.The importance of documenting all aspects of the EnMS is relevant for a Public Authority.

Any document produced by the organization to establish rules, responsibilities and any other relevant aspect of the EnMS shall be officially approved by the competent internal authority and communicated to the interested parties. Documents involving the responsibilities of other parties outside of the

organization – such as improvement objectives shared with other private or public entities – should be formally accepted or approved by all parties involved. This energy policy takes the form of an official, publicly available statement of the organization’s commitment to comply with relevant legal requirements, to achieve energy management objectives and to reduce energy related emissions.

Energy Policy

SEAP requirements

CO2 reduction targets

Energy performance

Energy consumption

Energy efficiency

Energy intensity

Energy use

Figure 12 Energy Policy commitments in EnMS+SEAP approach

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The Energy Policy shall include the commitment to legal compliance, to the continual improvement of energy performance and to the availability of information and resources to achieve objectives. It shall support the purchase of energy-efficient products and services. The Policy shall be documented, approved by “Top Management”, communicated to all employees and to all people working on behalf of the organization; it shall be available to the public, and may be communicated steadly or on request.

Scope, boundaries and energy use

The definition of the boundaries represent the first operative step of the EnMS development. The plan, as well as the Energy Analysis and the Energy baseline, includes annual energy performance collected using a bottom-up approach in the sectors mentioned above defining the significant direct energy use of the Municipality. EnMS boundaries shall be identified and based on the energy consumption and evaluated.

LAs shall decide which kind of activities, offices and sectors of the Public Administration will be certified according with the ISO 50001 requirements. LAs involved in EnMS certification process include in their “Scope” the areas/sectors directly related with energy issues such us: purchase of goods and Energy Services, data analysis, energy billing, energy planning, design, operational control and monitoring.

Figure 13 Scope of the EnMS in LAs

One of the most important requirements of the ISO 50001 Standard is the definition of the “boundaries”. This specific requirement is directly related with energy use. In LAs the direct energy use is related to the following relevant sectors where energy is consumed: buildings, facilities, infrastructures, Lighting Systems, Vehicle fleet and Public Transport, RES plants.

Area 1st General Secretariat and Staff

Services Sector

Contracts and public tenders

Area 2nd – Finance and Taxes Sector

Public Procurement

Accountancy Office

Area 3rd – Public Works and Urban Planning Sector

Technical office

Environment

Urban Planning

Energy and Energy Manager

Public Works

Public Building maintenance

Public Lighting maintenance

Data analysis

Area 4th – Population services Sector

Schools and transport service

for students

Public Transport

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Figure 14 EnMS and SEAP boundaries in LAs

On the other hand, SEAP implementation within the Covenant of Mayors is consistently geared towards reducing GHG emissions in the urban context as a whole. This means that if one wishes to activate SEAP and EnMS together, it is necessary to change the traditional boundaries of action of the EnMS to cover the entire urban context. The organization shall identify all elements of the activities, goods or services included in the objective of the EnMS – such as facilities, equipments and systems - that can affect energy use or energy consumption.

Energy review and energy baseline

According with the ISO 50001, the organization shall develop, record and maintain an energy review. The methodology and criteria used to develop the energy review shall be documented. In particular the organization shall:

a) Analyse current energy sources; Identify current energy sources; Evaluate past and present energy use and consumption.

b) Based on the analysis of energy use and consumption, identify the areas of significant energy use, i.e.

Idenfity facilities, equipments, systems, processes, personnel that significantly affect energy use and consumptio;

Identify other relevant variables affecting significant energy uses.

EnMS boundaries - Direct energy use

Publilc Buildings

Public Lighting System

Vehicle fleet

Public Transport

RES plants

SEAP boundaries - Indirect energy use

Residential

Tertiary

Industrial

Transport

Waste management

RES

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Figure 15 Energy review and baseline step-by-step

The process of identification and evaluation of energy use should lead the organization to define areas of significant energy use and identify opportunities for improving energy perfomance. Personnel working on behalf of the organization including service contractors, part-time personnel and temporary staff are inlcuded. Past and present energy consumption shall be included into the energy review. The organization shall also identify those persons whose activities can influence energy consumption rates; this is important for understanding how to address behaviour of these persons. The energy use shall be “prioritized” “for further analysis”: this means that the Public Authority should create a sort of ranking (and criteria to enable it to do so) of energy use; criteria may include entity of the consumption, technological evaluation, etc. This identification and prioritization shall be documented in the so-called “energy review”.

Figure 16 Direct and indirect energy use according with EnMS+SEAP approach

Identify and prioritize opportunities of improving

energy performance

Identification of significant energy use

Energy use analysis

Current energy sources

Past and present energy use and consumption

Estimation of future energy use and consumption

Facilities, equipment, personnel that affect energy use and consumption

Identify other relevant energy use

Determine the current performance of facilities, equipment, systems

Renewable energy use, potential energy sources,

efficiency potential

Baseline

Baseline forecasting and modification

Direct energy use (LAs -

EnMS)

Indirect energy use (Territory -

SEAP)

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The organization shall establish an energy baseline(s) using the information in the initial energy review, considering a data period suitable to the organization’s energy use and consumption. Changes in energy performance shall be measured against the energy baseline(s). Adjustement to the baseline(s) shall be made in the case of one or more of the following:

EnPIs no longer reflect organizational energy use and consumption, or There have been major changes to the process, operational patterns, or energy

systems, or According to a predeterminate method.

Once EnMS boundaries have been identified and based on the energy consumption according with specific EnPI all the direct and indirect energy use it can be evaluated following the criteria below:

Figure 17 Criteria for the definition of the significant and/or not significant energy use

The energy use evaluation results according with the application of the criteria mentioned above, gives back to the LAs the information on significant/non-significant energy use concerning direct and indirect energy use as showed in the tables below:

Direct energy use (EnMS)

1) Percentage of the specific energy consumption on the total energy consumption;

2) Potential reduction of the energy consumption based on the improvement opportunities;

3) Investment payback period based on the improvement opportunities

Indirect energy use (SEAP)

1) Percentage of energy use versus total consumption in the territory as calculated in the "baseline";

2) Interest in using and consuming energy by "stakeholders".

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Direct energy use evaluation – Local Authority energy use

Scope Energy

use Year Data U.M.

Annual consumption

(tep)

% on total consumption

CR.1 CR.2 CR.3 Total Outcomes

(S/NS)1

City Hall

Electricity 2015 68.740,00 kWh 12,85 2,80% 2 5 5 12 S

Natural Gas

2015 8.801,00 m3 7,36 1,60% 0 5 2 7 NS

Schools

Electricity 2015 222.601,00 kWh 41,63 8,90% 5 2 0 7 NS

Natural Gas

2015 133.517,00 m3 111,62 24,00% 5 5 0 10 S

Fuel (diesel)

2015 7.973,00 L 6,86 1,50% 0 5 5 10 S

Sport Facilities

Electricity 2015 60.226,00 kWh 11,26 2,40% 2 2 2 6 NS

Natural Gas

2015 35.836,00 m3 29,96 6,40% 5 5 2 12 S

Fuel (diesel)

2015 500 L 0,43 0,10% 0 5 5 10 S

Centers and

socio-cultural

structures


Natural Gas

2015 39.918,00 m3 33,37 7,20% 5 2 2 9 S

Fuel (diesel)

2015 757 L 0,65 0,10% 0 5 5 10 S

Vehicle fleet

Fuel (gasoline)

2015 1.473,10 L 1,13 0,20% 0 2 0 2 NS

Fuel (diesel)

2015 6.288,00 L 5,41 1,20% 0 2 0 2 NS

Fuel (liquid gas)

2015 437 L 0,27 0,10% 0 2 0 2 NS

Fuel (methane)

2015 326 L 0,16 0,00% 0 2 0 2 NS

Public Lighting


RES Thermal 2015 kWh 0 0,00% 0 5 0 5 NS

Electricity 2015 kWh 0 0,00% 0 5 0 5 NS

TOTAL 465,74 100%

Table 3 Significant and non-significant energy use in LA

1 S: Significant

NS: Non-significant

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Indirect energy use evaluation – energy use in the territory according with SEAP requirements

Scope Energy

use U.M.

Data 2013

Cons. in MWh

Cons./year (tep)

% on total cons.

CR.1 CR.2 Total Outcome (S/NS)2

Residential

Heating and hot water

(natural gas)

m3 7.145.669 75.030 5.974 26,80% 10 10 20 S

Heating (fuel -diesel)

ton 156 1.857 159 0,70% 0 0 0 NS

Electricity MWh 15.255 15.255 2.853 5,40% 10 5 15 S

Tertiary

Heating and hot water

(natural gas)

m3 1.618.163 37.479 1.353 13,40% 10 5 15 S

Consumi elettrici

MWh 14.357 14.357 2.685 5,10% 10 0 10 S

Mobility

Fuel (gasoline)

ton 1.720 20.870 1.754 7,40% 10 5 15 S

Fuel (diesel)

ton 4.639 55.320 4.732 19,70% 10 10 20 S

Fuel (Liquid

Gas and Methane)

ton 252 2.865 277 1,00% 0 0 0 NS

Industrial/Agriculture

Thermal energy (natural

gas)

m3 3.072.594 32.262 2.569 11,50% 10 5 15 S

Electricity MWh 25.063 25.063 4.687 8,90% 10 5 15 S

TOTAL 280.356 27.042 100,00%

Table 4 Significant and non-significant energy use in private sectors (SEAP)

The parameters that can influence the energy consumptions shall be identified, such as the following examples:

Heating consumption rates: heated square meters external temperature expected internal temperature

Public transportation number of passengers extension of the public transport network

The organization shall also identify those persons whose activities can influence energy consumption rates; this is important for understanding how to address behaviour of these persons.The energy use shall be “prioritized” “for further analysis”: this means that the Public Authority should create a sort of ranking (and criteria to enable it to do so) of energy use;

2 S: Significant

NS: Non-significant

29



criteria may include entity of the consumption, technological evaluation, etc. This identification and prioritization shall be documented in the so-called “energy review”.

Legal requirements

When planning a SEAP in “tandem” with an EnMS according to ISO 50001, a Public Authority should be able to document the legal requirements – and any voluntary agreements – that apply both to its energy aspects and to the SEAP measures. This will be useful for supporting the Public Authority to tackle all applicable requirements appropriately. Knowledge of how all legal requirements apply to the SEAP actions and/or to the EnMS will guide the organization’s policy and priorities with regard to energy issues and objectives.

When managing a SEAP, the parties involved should be asked to check legal obligations applicable to each action / project and to plan measures so that they comply with legal obligations. Applicable legal requirements can be, for example, those international, national, regional and local requirements that apply to the scope of the EnMS related to energy. Examples of legal requirements may include a national energy conservation regulation or law. Other requirements may include agreements with customers, voluntary principles or code of practice, voluntary programs etc. Note that non-compliance with applicable legal requirements may impede the achievement of the ISO 50001 Certification

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Energy performance indicators

Energy performance indicators are designed:

to describe energy performance improvement; to document to which extent other performance criteria are fulfilled.

There is a variety of EnPIs which range from a simple metric ratio to the complex model. The organization should choose EnPIs that provide information about energy performance. This means that if you want to follow the ISO 50001 Standard in SEAP management, you are obliged to develop appropriate EnPIs. With regard to SEAP activities, this aspect is very important as it is necessary to define EnPIs for all the actions implemented in the SEAP. Moreover, they shall be useful for “providing information about energy performance” variations during SEAP implementation. This will help define useful indicators for each type of action, regardless of their targets (inside or outside the organization). A few examples can help clarify this concept:

Internal Action: school building refurbishment

EnPI Appropriate? Why?

Annual consumption of natural gas [m3]

NO

It doesn’t take into account relevant variables affecting energy use, like external

temperature

Annual consumption of natural gas linked to Heating degree days

[m3/HDD] YES

It takes into account external temperature and it recognizes

energy consumption drops due to higher external

temperature due to energy efficiency improvement

Table 5 Definition of the EnPI to establish energy performance on direct energy use

External Action: sustainable mobility plan

EnPI Appropriate? Why?

Annual fuel consumption obtained from gas station sales volume

NO

It doesn’t take into account relevant variables affecting energy use, like fuel price

variation, vehicle stock variation

Monitoring number of vehicle and bicycle transits in certain strategic transition points

YES

It gives a direct measurement of variation in transit flows,

and possible evaluation of shift from car to bike use

Table 6 Definition of the EnPI to establish energy performance on indirect energy use

Following this methodological approach in investigating appropriated EnPI, it’s possible to establish specific EnPI in each energy use concerning specific scopes of the EnMS in LAs:

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Direct Energy use EnPI

Electricity in buildings, facilities and infrastructures

kWh/m2 monthly

Electricity in Public Lighting Systems kWh/light lamp monthly

Natural Gas in buildings, facilities and infrastructures

kWhth*degree days/m2 monthly

Fuel in vehicle fleet Km/L monthly

Table 7 EnPI defined for direct energy use

EnPI can include energy consumption per time, energy consumption per unit of production, and multi-variable models. The organization shall chose EnPIs that inform the energy performance of their operation and shall update the EnPI when business activities or baselines change that affect the relevance of the EnPI, as applicable. From the proper choice of energy performance indicators depends the entire EnMS and its effectiveness. Adopting the same methodology applied for the definition of the EnPI in direct energy use, it’s possible define specific EnPI for indirect energy use as well. In both cases, direct and indirect energy use have to be constantly monitored following a coherent approach by adopting appropriate EnPI to measure the energy performance of the LA and of the territory.

EnPI in the territory monitored by the SEAP activities (Energy Balance and measures)

Total consumption of electricity kWh/inh. per year

Electricity consumption by sector (residential, industrial, agriculture, tertiary)

kWh per year

Total consumption of natural gas m3 per year

Natural gas consumption by sector (residential, industrial, agriculture, tertiary)

m3 per year

Fuel sales in private transport Tons per year

Electricity RES production by sector (residential, industrial, agriculture, tertiary)

kWh per year; kWh/kWp

Thermal energy production by sector (residential, industrial, agriculture, tertiary)

kWh per year; kWh/m2

Total energy consumption per capita MWh/inh.

Total energy consumption in residential sector MWh/inh.

Total energy consumption in industrial sector MWh/company

Relationship between energy production from renewable sources (electricity and heat) and territorial gross final

consumption %

Relationship between buildings in class A in the municipal area and the total number of buildings

%

Deviation between Legal degree days/real degree days Legal DD/Real DD Table 8 EnPI defined in the territory by SEAPs activities (Energy Balance, measures monitoring)

The definition of the EnPI represent a fundamental step to demostrate the energy performance improvement. According with ISO 50001 and SEAP requirements, LAs shall improve its energy performance compared to its energy baseline. Energy performance improvement achievements shall be demostrated comparing the EnPI of the baseline with the EnPI obtained though the implementation of the Action Plan.

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Energy objectives and energy targets

ISO 50001 and SEAP objectives are detected on different time scales. In fact, while ISO 50001 generally focuses its action on continuous improvement of energy performance of an organization, and constantly monitors the results with the process (Plan-Do-Check-Act), SEAP actions are made up of a long-term target that can be achieved (20% reduction in CO2 emissions compared to a year and a baseline reference) through intermediate stages and their associated monitoring action. Accordingly, it is interesting to note that the two processes can complement one another. The SEAP provides long-term horizons and determines the macro areas to work on (extended beyond the boundaries of direct influence of the organization), while EnMS becomes a powerful tool for implementation and monitoring of results achieved in the short term because it is expected to support the definition of:

The type of organizational structure and relationships between actors involved in EnMS activities;

The identification of the area of intervention in the organization (policy); The objectives to be reached and the time needed; The methods adopted for monitoring.

In determining the energy objectives to be reached there is a considerable split between those directly influenced by the organization (in this case the public authority) for which ISO 50001 has been designed in the main, and those that can only be achieved through a concerted action with the same stakeholders directly involved in their attainment. The first type of objectives will be called “internal objectives”, because their achievement depends only on the organization’s activity. The second type will be called “external objectives” and are the typical purposes of SEAP implementation. Since the “external” energy consumption accounts for the largest amount of the territory’s energy demand overall, its management is fundamental for reaching the SEAP’s targets. Two examples can help understand what is stipulated. These examples will be used to illustrate each sub-section: objectives, targets and programmes.

Objectives

As stated before, two kinds of objectives will be described:

Internal objective: public building stock energy refurbishment External objectives: energy efficiency improvement of private building sector

Broadly speaking, the objectives according to the ISO 50001 standard must be:

Ambitious, to commit the organization to Continual Improvement:

The SEAP sets an ambitious goal of achieving 20% reduction in CO2 emissions by 2020. Energy efficiency in buildings is one of the most powerful tools for achieving this target. For public building stock it is relatively simple to fix an ambitious target because it can be reached across a wide range of activities such as changes in staff behaviour, lighting efficiency, third party financing, energy performance contracting and refurbishment of old buildings. Moreover, the public sector must set a good example for citizens also involved in SEAP target attainment.

33



Regarding the target for the private building stock efficiency level, it can increase within a reasonable average of 15 to 20%. But this value is affected by uncertainty due to many external factors which are difficult to evaluate. So the ambition of the target must be evaluated and modified in the light of the results of monitoring activities.

Realistic, so that they can be achieved within the specified time limits. From this side, while ISO 50001 allows for evaluation of measures in the short term, the SEAP provides the long-term targets. The mix between these two approaches helps the authority to manage all the activities and resources for achieving EnMS and SEAP goals to suitable effect.

Specific and measurable. Regarding measurement of energy consumption in public building stock the measure can easily be brought to completion with an appropriate monitoring policy. The most difficult activity, however, is measuring the increase in efficiency of private housing stock, since it should be based on assessments of statistical data and other measures, discussed in more depth in the “monitoring” chapter.

Targets

Setting energy targets ensures that the organization has defined success criteria so that progress towards improved energy efficiency can be measured. This general consideration regarding the energy targets is set out in different ways depending on whether they are a goal within the organization (e.g. efficiency of public buildings) or an external one (efficiency of the private building sector). Whilst the performance indicator might be the same (e.g.: kWh/m2 year) obtaining data and then tracking the target during the subsequent period can be very different.

34



Figure 18 Internal and external objectives methodology definition

It seems clear that fixing a target for an “internal objective” is simpler than fixing a target for an “external objective”, and the risk of not reaching the target will be higher in the latter.

Energy Management Action Plan

Action plans shall establish the patterns that drive all the partners participating in the SEAP towards their objective and targets. Moreover action plans are focused on achieving specific improvements in energy performance. Action plans can also state how the organization will verify the results achieved. For example, an organization may have an action plan designed to achieve increased employee and cotractor may have an energy management bahaviour. The extend to which the action plan achieves the increased awareness and other results should be verified using the method determinated by the organization and documented in the action plan. The energy performance improvement shall be demostrated by adopting appropriated EnPI which shold be chosen consistently with those defined in the baseline(s).

Internal objectives

First assessment

Energy bill collection from checked buildings and / or

energy labelling,

Following monitoring phases

Energy bills and energy meters which can be applied for

natural gas and electricity consumption

External objectives

First assessment

Statistical analysis derived from a comparative evaluation of data obtained from multiple sources,

such as:

Sales data for natural gas: difficult to obtain, generally aggregated

(not separating residential from industrial consumption) and not easily distinguishable, it must be further processed to determine the amount attributable to the

residential consumption.

Statistical survey of the period of construction of the housing stock and private efficiency calculation

based on statistical data.

Following monitoring phases

Implementation of a questionnaire system which allows assessment of

how the private sector has modified its energy consumption.

Statistical analysis of building trade practices which involve energy

issues in building stock

35



Figure 19 From improvement opportunities to the Action Plan

Target Scope Energy

Efficiency measure

EnPI selected EnPI Baseline EnPI expected Time

frames

Improvement of the EnPI in thermal energy use on Public Buildings

Primary School "Don

Milani"

Windows replacement; heating plant revamping

kWh*Degree Day/m2 190 kWh/m2*DD rif 172 kWh/m2*DD rif 2017

Second. School "M.

Polo"

Windows replacement; heating plant

regulation


Primary School

"Andersen"

Roof insulation


Primary School "J.

Piaget"

Roof insulation


Primary School

"Zanella"

Roof insulation


Improvement of the EnPI

in electricity use on Publ.

Light. Systems

Public Lighting Systems

Lamp replacement

in Publ. Light.

Systems

kWh/lamp 334 kWh/lamp 183 kWh/lamp 2017-2020

Table 9 EnMS Action Plan of Montecchio Maggiore Municipality

By the internal organization point of view, the organization shall define: Single phases and tasks; Responsibilities for each partner; Timing milestones; Check – points; Criteria for controlling and monitoring; Reporting rules for each partner.

Define appropriated

EnPI in the Baseline

Define the scope of

improvement opportunities

Define resources and

EnPI expected in the Action Plan

36



Figure 20 Definition of internal and external objectives and distribution of the tasks

Designation of responsibility

The Authority's budget needs to allocate adequate resources to achieve

the objectives in both economic and personnel respects. Regarding the last

aspect, the responsibilities for the implementation and achievement of objectives will be given based on the

original functions.

Timeframe by which individual targets are to be achieved

The organization, through its representative, shall ensure that all personnel involved in activities are

adequately informed of energy efficiency policy in buildings owned by

the administration. In addition, information and activities carried out by the administration to monitor and control energy consumption shall be duly published. It is important for all staff to be appropriately involved and

informed, so that everyone fully understands:

• the actual or potential impact of their behaviour and their actions:

Example: the janitor of a municipality must be well aware about the running time of the heating or lighting systems.

He/she must know that an impact of 1°C increased temperature of an heated

room leads to an increase of 5% in energy consumption.

• The role and responsibilities within the organization in achieving the

targets does not have punitive purposes but boosts and encourages

the responsible contribution of all.• The timeframe and means available in

order to achieve the foreseen objective

• Statement of the method by which an improvement in energy

performance shall be verified• Example: Energy performance improvement of school building

stock.•Baseline calculation

•Energy refurbishment •New energy baseline calculation

taking into account:1) External temperature

2) Possible building management variation

3) Other external variables

4) Evaluation of energy performance improvement

Designation of responsibility

In this case distribution of the roles is more difficult, since it will involve

stakeholders which are not obliged to follow the authority’s instructions.

Only internal personnel will be involved in the EMS, but the feedback of the external stakeholders might not

be adequate. In any case, actions for which roles and responsibilities for

implementation must be assigned shall also be implemented to achieve

external objectives.

Timeframe by which individual targets are to be achieved

The municipality shall not only ensure that all personnel involved in activities

are adequately informed of energy efficiency policy, but it shall should

make a similar effort in order to involve the majority of stakeholders. A good timeframe and budget allocation allow the personnel involved to plan

work properly.

Example: if you want to achieve 10% of efficiency improvement in building

stock by 2020 you need to programme several intermediate steps:

• Continuous improvement of boiler efficiency through replacement

• An increasing adoption of envelope building refurbishment

• An increasing adoption of renewable energy integration

Obviously, the public authority cannot drive this transformation directly, but

it can support it with information, purchasing groups and regulation. For

each of these levers an adequate budget has to be assigned.

Statement of the method by which an improvement in energy

performance shall be verified

Example: if you want to achieve a 10% of efficiency improvement in building

stock by 2020:

1) Baseline calculation

2) Activate action of

- Citizens’ information and awareness

- Financial support of energy refurbishment

- Building regulation

3) Periodic evaluation of the goals attained, for example by monitoring

gas/electricity consumption

4) Evaluation of energy performance improvement due to each action

Inte

rna

l o

bje

ctiv

es

Ex

tern

al o

bje

ctive

s

37



Do

According to ISO 50001 requirements, the organization shall: establish resources, roles, responsibilities and authority grant competence manage internal and external communication define and control EnMS documentation establish proper operational control

Figure 21 EnMS+SEAP implementation process step-by-step

Financial resources for the EnMS (measurements, improvements, etc.) as well as natural persons involved into the EnMS activities shall be identified within the official plans and budget of the organization. As part of the commitment to ensure that the EnMS is implemented, top management shall designate a specific management representative (or more than one) with clearly defined responsibility and authority for implementing the EnMS. The management representative should also have the responsibility for reporting to top management on the performance and results of the system. In a Public Authority, Management Representative(s) should be formally designated with an official documented act, specifying tasks, responsibilities and authority. The Management Representative shall be competent and qualified in energy management. In a Public Authority, it is also recommended that Management Representatives be part of top management, or that they have a position whereby they manage their own human resources and can directly report to the top management. Other persons should be appointed to carry out different tasks, according to the needs of the EnMS; these persons should be formally appointed, and their tasks shall be documented.

Competence, training and awareness

Each person who has a role in managing activities related to the EnMS shall possess the necessary skills and competence. These skills and competence should be verified before designating a person for a task and may be provided either by training, by proper experience or by other equivalent means. Managers dealing with energy aspects shall be fully competent for establishing pertinent objectives and procedures. The organization is responsible for ensuring that the competence is maintained in the time.

Competence and training

Internal and external

communication

Documetation and procedures

Operational ControlDesign and

procurement

38



All employees and persons working on behalf of the organization shall be aware of impacts of energy consumption and on their role within the EnMS. This may be ensured with training and/or by involving persons in measures and projects or with proper communication. A clear division of role and responsibilities in the definition of an internal training plan is strictly recommended.

Task Person responsible for the task

Identify energy training needs

Area manager

Draft a Training Program Area manager + Energy Team Coordinator

Activities recording Area manager + Energy Team Coordinator

Table 10 Definition of the internal training program

Area managers analyze energy-related training needs and identify the needs for training, updating and expertise of their staff. Among the training subjects in the first instance, the events planned by a number of subjects with which the municipality has in place agreements or agreements at local, regional, national level are privileged. If there is no positive feedback, the most appropriate course or event is to be found on the market to meet the training needs. Training needs relate to the need to:

the staff are aware of the existence of the EnMS documentation and of the importance of implementing what is stated in the Energy Policy and the procedures to be applied;

the staff are aware of the significant energy uses and impacts on energy consumption of their activities, and what is the correct operating methodology to follow for their management and for improving energy performance;

staff are aware of their responsibilities in order to ensure compliance with the requirements of the EnMS;

all personnel are guaranteed basic knowledge and specialist knowledge that would be required as a result of organizational, job or new requirements introduced by legislation.

The organization must ensure that its staff and all people working on their behalf are aware of:

the importance of compliance with the energy policy, procedures and requirements of the EnMS;

of their role, responsibility and authority in meeting the requirements of the EnMS; the benefits of better energy efficiency; the real or potential impact on energy consumption and use, their activities and how

their activities and behaviors contribute to the achievement of the energy objectives and targets and the potential consequences of the deviation of the applicable procedures.

The basic skills of internal staff involved in energy management must meet the following training and qualification requirements:

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The Annual Training Program contains:

The subjects of the course, the contents and the training objectives;

the recipients and the period of the year (this at the indicative level);

the reference periods; Conservation / Notes; Teachers.

At the end of the training event, the staff who participated report to colleagues what they learned during the course or event, and provides the Area Manager with the information required for compiling the "Consignment/ Notes" column and the "Teacher" column".

Communication

Internal communication according with the EnMS requirements

Energy performances and relevant information on the EnMS shall be communicated to persons working on behalf of the organization. When cooperating with other organizations, the Public Authority shall provide processes by which interested parties can make comments. It should consider extending communications to all parties involved in energy aspects or measures. Interface Departments, branches and persons should be identified and communicated. Communicating successful results of actions will provide strong motivation, and will confirm the commitment to energy saving. Irrespective of the communication about shared actions, according to ISO 50001 requirements, the Public Authority shall decide whether to communicate to external parties its energy performances and information about its EnMS. This decision should be shared among managers, directors and people working towards attaining energy efficiency and should be documented. If a decision is made to communicate, a communication plan shall be prepared and formally approved by the competent authority within the Public Body. When implementing a SEAP, different external and internal parties - stakeholders - are involved.

External communication according with EnMS+SEAP approach

The SEAP guidebook identifies stakeholders as those: whose interests are affected by the issue;

Coordinator of the Energy Team

Technical Degree or Technical

Diploma

Specific training in Energy

Management

Training on the requirements of

UNI EN ISO 50001

At least 5 years of apical position

within the Municipality or

other Public Body

Work experience of at least 5 years

Energy Team members

Degree or Diploma

Specific training on legal requirements

relevant to the activity carried out

directly

Training on the requirements of

UNI EN ISO 50001

Work experience in the institutional role of at least 2

years

Work experience of at least 3 years

Figure 22 Competence, training and awareness requirements

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whose activities affect the issue; who possess/control information, resources and expertise needed for strategy formulation and implementation;

whose participation/involvement is needed for successful implementation. Some potentially important stakeholders are:

local administrations: relevant municipal departments and companies (municipal energy utilities, transport companies, etc.);

local and regional energy agencies; financial partners such as banks, private funds, ESCOs (Energy Services

Companies); institutional stakeholders like chambers of commerce, chambers of architects and

engineers; energy suppliers, utilities; transport/mobility players: private/public transport companies, etc.; the building sector: building companies, developers; business and industries; supporting Structures and energy agencies; NGOs and other civil society representatives; research organizations; knowledgeable persons (consultants, …); where relevant, representatives of national/regional administrations and/or neighbour

municipalities, to ensure coordination and consistency with plans and actions that take place at other levels of decision;

tourists, where the tourist industry represents a large share of the emissions. Internal stakeholders may include all energy users, Departments dealing with energy supply contracts, Departments dealing with any kind of incentives for industries, trade or services companies for energy saving, etc. Stakeholder participation is important for several reasons:

participatory policy-making is more transparent, democratic; a decision taken together with many stakeholders is based on more extensive

knowledge; broad consensus improves the quality, acceptance, effectiveness and legitimacy of

the plan (at least it is necessary to make sure that stakeholders do not oppose some of the projects);

sense of participation in planning ensures the long-term acceptance, viability and support of strategies and measures;

SEAPs may sometimes get stronger support from external stakeholders than from the internal management or staff of the local authority.

Communication is a very important issue to support EnMS and/or SEAP implementation. When implementing a SEAP together with an ISO 50001 EnMS, communication is necessary:

To communicate to any internal and external stakeholder exhaustive information regarding energy performance to ensure that all persons working for and on behalf of the organization can take an active part in the energy management and the improvement of the energy performance.

To improve collaboration between the internal Departments involved within the Local Authority

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To exchange points of view, to develop discussions and to verify results. To share decisions for EnMS or SEAP implementation. To inform the public and stakeholders that are not involved into EnMS or SEAP

actions about achievements. To support motivation and awareness of all involved parties.

The “communication strategy and campaign” suggested for supporting the SEAP may be coupled with an external communication method potentially chosen according to § 4.5.3 of the EnMS standard.

Documentation and procedures

When managing a SEAP, the documents to be shared to grant a proper SEAP planning and control should be clearly defined. It is necessary to define who has to produce, review and approve all the relevant documents. Rules for document distribution shall be defined among members of the SEAP “forum”. The most significant aspects for document control in a SEAP are:

The identification of the documents, including the identification of the revision and of the date of issue.

The list of persons to whom each single document is distributed; this list may be defined on request, but the traceability of the distribution should be granted.

The Public Authority adopting an EnMS may use the same rules for document control both for the EnMS and for the SEAP and may propose to all partners to adopt the same rules. Documents control rules to be adopted within a SEAP should be easy to be understood by all participants to the programme and should be easy to use. LAs as well as other type of organizations can choose to have an “EnMS Manual” or define specific procedures for each one of the requirements of the EnMS. An example of the procedures list is showed in the table below:

Procedure EnMS SEAP

Energy use evaluation and Energy Review

Energy objectives and targets

Legal requirement identification

Action Plan

Management review

Documentation and registrations

Communication

Awareness and training

Internal Audit

Design and energy procurement

Monitoring

Table 11 Procedures/documents for the EnMS+SEAP development and implementation

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Operational control

The organization shall identify operations/activities linked with significant energy consumptions and shall plan those operations. It means:

preventing situations that can result in a loss of energy; e.g.: establishing rules such as minimum temperatures in summer, maximum temperatures in winter;

setting criteria for carrying out operations and maintenance; e.g.: scheduling boiler maintenance; setting up proper pressure and temperature for heating systems;

taking energy efficiency into account when buying energy consuming equipments, goods, etc; (e.g. opting for condensation boilers, insulating windows and doors, etc) and when buying energy related services, such as heating or public lighting tenders;

considering energy consumption rates when drafting projects, refurbishments, etc; providing appropriate communication on the above-listed aspects to all personnel

members involved who are working on behalf of the organization. The operational control over the proper functioning of the EnMS can be carried out by introducing specific operational procedures established in order to constantly monitor operations/activities linked with significant energy consumptions. A list of practical examples of operational control procedures is showed in the table below:

Procedure EnMS SEAP

Monitoring direct and indirect energy use

Efficiency control on Public Buildings Heating

plants

Efficiency control air conditioning systems

Efficiency of lamps in Lighting Systems

Efficiency of RES plants

Efficiency of waste and water treatment plants

Table 12 Operational Control procedures

Design and procurement of energy services, products, equipment and energy

Design

According with the ISO 50001 requirements, the organization shall consider energy performance opportunities and operational control in the design of new, modified and renovated facilities, equipment, systems and processes that can have a significant impact on its energy performance. The results of energy performance evaluation shall be incorporated where appropriate into the specification, design and procurement activities of the relevant project(s). The Municipality shall define the methods and responsibilities adopted to manage the energy aspects in the design of renovation, renovation, extension or construction, of buildings and

43



installations, which may have a significant impact on the energy performance of the Municipality or its buildings. The design applies to interventions managed by the Public Works Service on buildings, or property facilities, directly managed or also entrusted to third parties. The distribution of role and responsibilities in design energy efficiency measures shall be clearly defined.

Topic Responsible

Consider opportunities for improvement in design phases

Design manager

Provide contributions for optimal choice of planning opportunities

Coordinator of the Energy Team + Energy Team members

Ensure the inclusion of opportunities for improvement in the various stages of

design and tender documents Design manager

Archive design documentation Design manager Table 13 Role and responsibilities in EnMS+SEAP design

The object of the design may be building works (coats, replacement of fixtures, etc.) and by plant engineering (winter and summer air conditioning, public or indoor lighting, etc.). The design of Works on Works or Public Works is managed in accordance with the current Code of Conduct, the relevant Application Regulations and the Internal Rules for Business Managed Operations. The projects are divided into three levels of subsequent technical insights, namely:

Economic Technical Feasibility Project; Definitive project; Executive project.

The Design manager in cooperation with the Coordinator of the Energy Team ensures that:

design phases are consistent with the choices to improve energy performance at the initial stage;

a definitive calculation of the energy efficiency certificates3, the method of evaluation (standardized, analytical, final), the procedures and resources to be allocated over time in order to be finalized and subsequently executed (if necessary);

choices are re-examined in case of context changes (new technologies, new design needs, changes in the use of structures, etc.);

the choices made in the project are transferred to the tender documents for the assignment of the works.

Procurement of energy services, products, equipment and energy

Procurement is an opportunity to improve energy performance through the use of more efficient products and services. It is also an opportunity to work with supply chain and influence its energy behavior. The applicability of energy purchasing specifications may vary from market to market and from national legal obligations. Energy purchasing specification elements could include energy quality, availability, cost structure, environmental impact and renewable sources.

3 White certificates

44



When procuring energy services, products and equipment that have, or can have, an impact on significant energy use, the organization shall inform suppliers that procurement is partly evaluated on the basis of energy performance. The organization shall establish and implement the criteria for assessing energy use, consumption and efficiency over the planned or expected operating lifetime when procuring energy using products, equipment and services which are expected to have significant impact on the organization’s energy performance. The organization shall define internal role and responsibilities in order to comply with this specific requirement of the EnMS and with other requirements coming from national obligations for example.

Topic Responsible

Identify energy services, products and plants that have or may have an impact

on significant energy use Coordinator of the Energy Team

Fornire ai fornitori le informazioni necessarie

Offices/Services/ Area Managers

Provide to suppliers appropriated technical and legal requirements for

procurement procedures Coordinator of the Energy Team

Introduce technical requirements for energy efficiency in documents for

procurement procedures (specifications, tenders, contracts)

Offices/Services/ Area Managers

Table 14 Role and responsibilities in EnMS+SEAP energy procurements

Energy services, products and plants that have or may have an impact on significant energy use belong to the following categories: Services:

Provision of the school transport service; Photocopiers for hire;

Products, plants:

Electricity; Conduction and maintenance of thermal plants and other plants for the production of

heat and sanitary water; Purchase and maintenance of cooling and summer cooling equipment; Purchase of Computers, printers, photocopiers, televisions and/or related rental

services; Public lighting products and accessories; Interior lighting products and accessories; Purchase of vehicles and/or means of transport.

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Check

According with the ISO 50001 requirements, the organization shall ensure that the key characteristics of its operations that determine energy performance are monitored, measured and analysed at planned intervals. Key characteristics shall include at minimum:

Significant energy uses and other outputs of the energy review; The relevant variables related to significant energy uses; EnPI; The effectiveness of the action plans in achieving objectives and targets; Evaluation of actual versus expected energy consumption.

Figure 23 EnMS+SEAP monitoring process step-by-step

Monitoring, measurement and analysis

ISO 50001 is strongly focused on energy consumption measurements and performance. The idea is that no action for improvement can be described, proposed, accepted and assessed if no adequate data can be provided for evaluation. Monitoring shall be set up for energy policies, objectives and targets, set of EnPIs, legal obligations and other requirements to which the organization subscribes. The organization shall define and implement an energy “metering plan”. The metering plan shall consider both parameters to describe energy consumption and those parameters that can affect energy consumption (energy factors), such as the external temperature. Parameters related to energy consumption and energy factors shall be clearly defined and established in order to define an effective metering plan. Energy consumption shall be assessed considering:

the relationship between consumption and energy factors the relationship between expected consumption and actual consumption

The result of this assessment will be used to investigate the effectiveness of the energy saving programmes and actions, of the new projects, etc. All data, trends, figures and comparisons used for the assessment shall be recorded and kept. It is vital for LAs to have a clear grasp of which measurements are actually possible and reliable for monitoring, the available meters and metering systems, and whether these metering systems are appropriate for the metering needs of the planned activities and objectives.

Monitoring and measurement Internal audit

Non conformities;

corrections; corrective actions; preventive actions

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Tasks and responsibilities for data collecting, elaborating and assessing shall be defined and documented.

Topic Responsible

Identify the energy uses to be monitored, the structure of the monitoring plan,

variables that influence energy consumption, EnPI

Coordinator of the Energy Team

Define the tasks and interactions between the administration's functions

under the monitoring plan Energy Team

Approve the monitoring plan Management Representative Table 15 Role and responsibilities in EnMS+SEAP monitoring process

The Coordinator of the Energy Team proposes to the Energy Team the structure of the "monitoring plan" and in particular proposes:

Energy uses to be monitored.

For this purpose it differentiates the uses characterized by the same consumption

parameters, from the same variables that can affect consumption; Where relevant it

can take into account the homogeneity of the opportunities for improvement related to

the uses of energy to monitor.

The parameters that characterize consumption and the variables that influence the

consumption.

For this purpose, it is necessary to take into account in particular the parameters that give a measure of the performance made through the energy consumption in question (eg heated square meters):

The Administration's functions that hold the data; The formats with which the data are shared with the other components of the GGE; Periodicity of updating and exchanging data; Measuring instruments that provide variable data and values; Indicators.

In the SEAP, monitoring is critical because it is very difficult to obtain a bottom up approach in relation with energy consumption in the private sector. In all likelihood, the only way to get data will be using indirect methods. The level of difficulty of data collection is given by the SEAP guidebook. For the building sector (which is the most important and profitable sector for energy efficiency improvement) all the indicators are described as difficult to manage. The Public Authority shall define a plan for monitoring and measuring the energy consumption in order to determine whether the energy policy objectives are reached or not, and then take the corrective actions if necessary. In fact, SEAP guidelines suggest a lot of “indirect” energy indicators, as the following table extracted from the SEAP guidebook shows:

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INDICATORS DATA COLLECTION DIFFICULTY DATA COLLECTION

SECTOR TRANSPORT

Number of public transport passengers

1

Agreement with a public transport

per year. company. Select representative lines

to monitor.

Kms of cycle paths. 1 Public Works

Number of vehicles passing fixed point

peryear/month 2

Install a car counter in representative

(set a representative street/point).

roads/streets

SECTOR BUILDINGS

% of households with energy labels A/B/C.

2 Urban Planning

Total energy consumption of public

buildings. 2 Public Works

Total surface of solar collectors.

3

City Council, Regional/National Public

Administrations (from grants) and selected

areas door-to-door surveys.

Total electricity consumption of

households. 2

Urban Planning

Total gas consumption of households.

2

Urban Planning

Table 16 List of indicators for SEAP monitoring. Data collection difficulty: 1-EASY, 2-MEDIUM, 3-DIFFICULT.

Internal objectives of the monitoring

The following is a common issue for public authorities: building energy refurbishment. It is quite simple to monitor this aspect, and an appropriate indicator could be the specific annual energy demand [kWh/m2 * year * degree days ]. In the case of improving the efficiency of public buildings such monitoring planning can take the following characteristics:

Measurement frequency: the frequency of data collection (e.g. meter readings) will be monthly. Shorter periods complicate the task without giving further advantages in terms of information, whereas longer periods may not be sufficient to identify the factors that influence energy consumption, such as outside temperature, the seasonal pattern of the rooms, etc.;

Monitoring will collect data in a standard format which will allow the comparison between different periods;

A collection of external variables must be taken in account. For example monthly average external temperature, which could influence EnPI.

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Latvia: monthly

Poland: monthly

France: monthly

Romania: quaterly

Italy: quaterly

Spain: quaterly

Bulgaria: quaterly

Greece: quaterly

Figure 24 Monitoring timeline per Country in 50000&1 SEAPs activities

The monitoring activity will analyse the energy consumption in the light of the energy factors, so the real increases in energy efficiency by changes in boundary conditions can be distinguished;

Energy meters should be applied in all the shunts of electric panels in order to monitor energy efficiency of different electric appliances. (e.g. Lighting, space cooling, pumps). Obviously, this choice can only be taken into account in big size buildings, where the complexity of plants and lighting systems can be appreciated.

External objectives of the monitoring

A suitable indicator for average size buildings could be the specific annual energy consumption of the building stock, which can be expressed in [kWh/m2 year]. With an end to improving this indicator, a public authority should implement a series of measures which encourage citizens to improve energy efficiency in buildings. They could be similar to the following smart actions:

Purchasing groups for solar heating plants, condensing boilers, efficient windows; Provide incentives for building envelope refurbishment. This work could be carried out

applying tax discounts, feed in tariffs, or with a mandatory requirements in case of restoration works.

These activities must be monitored with different approaches, but the common problem is to cover all the aspects than can influence the chosen indicator of energy efficiency. Such planning for monitoring can have the following characteristics:

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Measurement frequency and data collection: the frequency of data collection could be on a monthly basis;

Data can be obtained through enquiries to energy consumers, addressing some questions to a representative sample of the overall population. The questionnaire should be simple to understand and easy to fill in, but people who are responsible for this questionnaire must be rewarded properly, to ensure their work is carried out to best effect; an error in their actions would be amplified to all the covered representative sample;

Another way to monitor the energy efficiency trend is to register all the building refurbishments and/or interventions requiring the authority’s permit in an appropriate manner. With a simple modification of registration procedures in public offices, it would be possible to monitor how SEAP energy policies (e.g. building code, public support to energy refurbishment) impacts on the territory in terms of energy savings and/or RES penetration;

While the first method of data collection helps authorities monitor behaviour changes due to dissemination activities, the second one is more useful in terms of energy efficiency evaluation of building stock;

With the matching of these two data sources, it will be possible to “present a view of the real situation”;

An ideal choice for monitoring this kind of activities would be obtaining data from energy suppliers.

As already stated, external variables must be taken into account. The next figure shows an example.

Figure 25 Gas demand of the City and correlation with external temperature. As can be seen, the relationship

between average external temperature and gas consumption is very strong, and a variation of nearly 15 % (very close to SEAP targets!!!) can be achieved without any energy policy

9

9,2

9,4

9,6

9,8

10

10,2

10,4

155.000.000

160.000.000

165.000.000

170.000.000

175.000.000

180.000.000

185.000.000

190.000.000

2011 2012 2013 2014 2015 2016

Mw

hG

AS

Natural Gas consumption in Residential sector

Nat Gas consumption [MWh] Avg ext temperature [°C]

Lineare (Nat Gas consumption [MWh])

50



Internal audit

According to the SEAP guidebook, the effectiveness of a SEAP is kept under control thanks to monitoring activities. ISO 50001 suggests further effective approaches to keep the SEAP under control and to improve its implementation. An audit programme shall be proposed to keep the EnMS under control and can be proposed for monitoring an ongoing SEAP. The approach should be the same; auditing is a controlled and documented process based on the Plan-Do-Check-Act approach.

Figure 26 Plan-Do-Check-Act model for internal audit

In the case of SEAP, the audit scope may be all SEAP action (or some of them on a sample basis) and SEAP coordination. The audit programme time extension may be annual or based on the SEAP duration. Details of the activities of the audit programme may be defined on the basis of the steps and milestones of the single actions of the SEAP. It is strongly recommended for the audit team to be independent from the audited activities. External auditors can be appointed to grant the best competence and independence; otherwise persons with responsibilities within the SEAP actions or coordination could be asked to audit different activities. Results of such an audit programme may include:

Early identification of any non-compliance; Identifying risk of non-compliance; Identifying and sharing corrective measures; Identifying improvement for the SEAP planning; Identifying improvements – both technical and otherwise – for single actions of the

SEAP to consider new technologies or new opportunities for energy saving; Demonstrating effective implementation of SEAP to third parties.

When planning audits on an ongoing SEAP, it should be considered that all the parties and organizations with responsibilities within the SEAP should be included in the audit scope for aspects affecting the SEAP progress and implementation. It is necessary to bear in mind that the audit programme is mandatory in the case of a management system, but is established on a voluntary base in the case of a SEAP. The

Plan

the audit program

Do

single audit plans; carry out audits; prepare the

audit report

Check

review the audit programme

Act

prepare a modified audit programme

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audit programme requirements can be applied case by case, without obligations, taking into account general auditing principles, as described above. Following a SEAP audit programme, an overall review of the SEAP may be planned and carried out, in order to take appropriate decisions for ensuring that the planning is still adequate for providing the SEAP’s expected results. It might be an option to:

Plan periodical reviews in advance; Define documents and information to be prepared in advance (reports, indicators,

etc.) for the review; Check action results against expected targets; identify and tackle any problem; share

conclusions and follow-up actions; define responsibilities for follow-up actions; Document and distribute the review report.

Non-conformities (findings or recommendations) are normally the outcome of audit processes.

Nonconformities, correction, corrective action and preventive action

All management systems standards underline the importance of non-conformities, and corrective and preventive measure management.

Figure 27 NC-CM-PM definition

A non-conformity may also be called “finding” or “recommendation”. What is important is to identify occurring and expected problems and change them in opportunities. All management system standards point out the importance of analyzing and identifying the causes of the non-conformity, of planning activities to prevent the problem from repeating (the corrective measure) and of checking the effectiveness of the corrective measure. In the case of a SEAP, a non-conformity may be:

A delay of an action or of a step of an action;

No

n -

Co

nfo

rmit

ies Occurs when an

established requirement is not

fulfilled. Requirements may be relevant to ISO 50001, laws and

regulations, procedures or

voluntary agreements such as

the Covenant of Mayors, etc.

Co

rre

ctiv

e m

ea

sure

Is an action to remove the causes

of the non-conformity.

Pre

ve

nti

ve

me

asu

re

Aims to “prevent” a non-conformity and

to eliminate the causes of the

expected non-compliance.

52



An energy saving target not achieved; A money saving target not achieved; A partner giving up.

The most crucial “lessons learnt” for SEAP management may be described in terms of the importance of: Sharing the analysis of the causes of the problem among all involved parties. Planning the corrective measure and identifying how to verify the effectiveness of the action all together, involving all the affected parties. The action plan for the corrective measure should be documented and formally shared among all parties involved; each involved party should accept or approve the plan. It is recommended that the corrective measure includes timing, resources and responsibilities. All those taking part in the SEAP should be informed of the corrective measure and results. The SEAP should be modified according to the results of the corrective action. It is expected that corrective measures will help all the SEAP partners to cooperate in the best way and to ensure the SEAP is more effective. Auditing and non-conformities and corrective measure management may require new and different competences which differ from those of the organizations involved in the SEAP. The possibility of seeking external expertise or planning appropriate training should be taken into consideration.

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Act

Once the EnMS procedures, role and responsibilities, objectives and targets are defined coherently with the Energy Policy, the organization shall take actions to continually improve energy performance and its EnMS. Actions are established, implemented and monitored constantly in accordance with the Top Management vision. In EnMS+SEAP approach, actions concern the public and private scopes. Public scope is related to direct energy uses and it’s part of the EnMS. Private scope is related to SEAP measures implemented in private sectors through public/private partnership in cooperation with local stakeholders. Actions established in the EnMS Action Plan and in the SEAP shall be reviewed and approved by the Top Management (Political Administration).

Figure 28 Acting EnMS+SEAP

Management review

A review of the EnMS should be undertaken by Top Management at regular intervals to evaluate the suitability and effectiveness of the energy policy, the objectives and targets, the indicators, as well as the general state of your energy management. The management review is not only an assessment of the EnMS status quo but also an important tool for the identification of possibilities for improving energy efficiency in the organization In order to ensure that the suggestions given by top management are also taken into consideration, the review shall be documented, for instance, in the form of a protocol or action plan. Furthermore, follow-up measures and responsibilities for implementing the suggestions must be identified. Based on the results of the internal audit, an intensive review by the top management should take place at least once a year. At planned intervals, Top Management shall review the organizatin’s EnMS to ensure its continuity suitability, adequacy, and effectiveness. Input to the management review shall include:

Follow-up actions from previous management review; Review of the energy policy; Review of the energy performance and related EnPI; Results of the evaluation of compliance with legal requirements and changes in legal

requirements and other requirements to which the organization subscribes; The extent to which the energy objectives and targets have been met.

Management Review

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Experiences from technical partners of the 50000&1 SEAPs Project

Emanuele Cosenza - SOGESCA, Italy

“Leading the technical work on this pioneering project was a great experience. This booklet as well as the guidelines

will give an important technical support to LAs interested in this innovative approach.”

Evi Tzanakaki - CRES, Greece

"It takes considerable political commitment to proceed with the EnMS. And very dedicated, hardworking staff. The

problems encountered in most municipalities during the data collection for the BEI and SEAP have been clearly demonstrated but have also been dealt and solved with

through the EnMS."

Ludmil Manev - ECQ, Bulgaria

“The implementation of ISO 50001:2011 is not only a very good tool for monitoring SEAPs measures, but also a very

effective instrument for reducing costs in the municipalities related to all kinds of energy use, as well as for saving money to be invested in new energy efficiency actions.”

Marika Rošā - EKODOMA, Latvia

“Throughout three years of work in 50000&1 SEAPs project we have proved that the creation and implementation of an

energy management system and integration with a SEAP has very high added value. We have proved the necessity for

appointed persons, i.e. energy managers, and 4 of 5 municipalities in Latvia hired an energy manager or

appointed a person."

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ISO 50001 Frequently Asked Questions

What is ISO 50001?

ISO 50001 is a voluntary International Standard developed by the International Organization for Standardization (ISO) to provide organizations an internationally recognized framework to manage and improve their energy performance. The standard addresses the following:

Energy use and consumption; Measurement, documentation, and reporting of energy use and consumption; Design and procurement practices for energy-using equipment, systems, and

processes; Development of an energy management plan and other factors affecting energy

performance that can be monitored and influenced by the organization. ISO 50001 does require continual energy performance improvement but it does not include prescriptive energy performance improvement goals. Rather, it provides a framework through which each organization can set and pursue its own goals for improving energy performance.

What is an Energy Management System?

An energy management system is a series of processes that enables people of varied responsibilities across an organization to use data and information to maintain and improve energy performance, while improving operational efficiencies, decreasing energy intensity, and reducing environmental impacts.

What is the value of ISO 50001?

In the business world, a popular adage states that you can't manage what you don't measure. This principle applies to the world of energy management—an area of growing interest and concern to enterprises around the world due to its potential to help control costs, boost energy efficiency, improve environmental quality and enhance competitiveness. Until now, the absence of an internationally recognized energy management standard has inhibited widespread adoption of best energy management practices. The new ISO 50001 international energy management system standard overcomes this barrier and offers organizations a proven approach to develop an energy management plan addressing critical aspects of energy performance—including energy use, measurement, documentation, reporting, design and procurement practices, and other variables affecting energy management that can be measured and monitored. Adoption of ISO 50001 is important to establish a more systematic and sustainable approach to managing energy within a facility. Conformance to the standard provides proof that a facility has implemented sustainable energy management systems, completed a baseline of its energy use, and committed to continual improvement in energy performance. The value of certification will be driven by market forces within supply chains, potential utility incentive programs requiring ISO 50001, and the standard's relation to future carbon mitigation policies.

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Who are the intended users of ISO 50001?

ISO 50001 applies to industrial plants; commercial, institutional, or governmental facilities; and entire organizations. ISO 50001 provides benefits for organizations large and small, in both public and private sectors, in manufacturing and services, in all regions of the world.

WHO WILL CERTIFY MY FACILITY, COMPANY, OR ORGANIZATION FOR ISO 50001?

The National Accreditation Body assesses and accredits certification bodies that are competent to certify organizations conforming to ISO 50001. NAB-accredited ISO 50001 Certification Bodies employ certified ISO 50001 Auditors to assess an organization's or facility's conformance to ISO 50001.

DOES MY ORGANIZATION NEED TO BE CERTIFIED TO ISO 50001 TO IMPROVE OUR ENERGY MANAGEMENT?

No. Organizations can take steps to start improving energy management without becoming certified. However, certification to ISO 50001 provides a structured approach that incorporates energy management into company culture, resulting in sustained energy savings and continual improvements in energy performance over time. This can help justify initial investments in energy projects and ensure return on investment. Without a structured approach, there is no guarantee that energy savings will be sustained or that return-on-investment will be maximized.

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Consortium

SOGESCA (Coordinator) - www.sogesca.it

CRES - www.cres.gr

PNEC - www.pnec.org.pl

EKODOMA - www.ekodoma.lv

ARM - www.arm-bg.net

ECQ - www.ecq-bg.com

AMET - www.amet.ro

DENKSTATT - www.denkstatt.ro

DEPUTACION OURENSE - www.depourense.es

ALBEA - www.albea-transenergy.com

AMORCE - www.amorce.asso.fr

MT PARTENAIRES INGÉNIERIE - www.mt-partenaires.com

ICLEI Europe - www.iclei-europe.org

http://www.sogesca.it/

http://www.cres.gr/

http://www.pnec.org.pl/

http://www.ekodoma.lv/

http://www.arm-bg.net/

http://www.ecq-bg.com/

http://www.amet.ro/

http://www.denkstatt.ro/

http://www.depourense.es/

http://www.albea-transenergy.com/

http://www.amorce.asso.fr/

http://www.mt-partenaires.com/

http://www.iclei-europe.org/

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